HomeMy WebLinkAbout2008/05/12 - ADMIN - Agenda Packets - City Council - Study Session
COUNCIL CHAMBERS
MAY 12, 2008
6:00 p.m. 2008 LOCAL BOARD OF APPEALS AND EQUALIZATION
7:00 p.m. CITY COUNCIL STUDY SESSION AGENDA
Discussion Items
1. 7:00 p.m. Future Study Session Agenda Planning – Tuesday, May 27, 2008
2. 7:05 p.m. Vision Strategic Directions Update – Expanding Energy Efficiencies in City
Operations
3. 7:35 p.m. Vision Strategic Directions Update – Arts & Culture
4. 8:05 p.m. Fernhill Park Capital Improvements
5. 8:35 p.m. 2008 Council Canoe Ride
6. 8:45 p.m. Communications (Verbal)
8:55 p.m. Adjourn
Auxiliary aids for individuals with disabilities are available upon request. To make arrangements, please call
the Administration Department at 952/924-2525 (TDD 952/924-2518) at least 96 hours in advance of meeting.
Meeting Date: May 12, 2008
Agenda Item #: 1
Regular Meeting Public Hearing Action Item Consent Item Resolution Ordinance
Presentation Other:
EDA Meeting Action Item Resolution Other:
Study Session Discussion Item Written Report Other:
TITLE:
Future Study Session Agenda Planning –May 27, 2008.
RECOMMENDED ACTION:
Council and the City Manager to set the agenda for the Tuesday, May 27, 2008 Study Session.
POLICY CONSIDERATION:
Does the Council agree with the agenda as proposed?
BACKGROUND:
At each study session, approximately five minutes are set aside to discuss the next study session
agenda. For this purpose, attached please find the tentative agenda and proposed discussion items
for the study session on May 27.
FINANCIAL OR BUDGET CONSIDERATION:
None.
VISION CONSIDERATION:
None.
Attachment: Future Study Session Agenda Planning for May 27, 2008
Prepared by: Nancy Stroth, City Clerk
Approved by: Nancy Gohman, Deputy City Manager/HR Director
Meeting of May 27, 2008 (Item No. 1) Page 2
Subject: Future Study Session Agenda Planning
Future Study Session Agenda Planning
Tentative Discussion Items
Tuesday, May 27, 2008 – 6:30 p.m.
1. Future Study Session Agenda Planning – Administrative Services (5 minutes)
2. Highway 100 Reconstruction Update – Public Works/Community Development (45 minutes)
Staff will provide the Council with an update on the reconstruction of Highway 100 providing
traffic modeling results associated with possible highway / street network options.
3. Long Range Financial Management Plan and Planning for 2009 Budget – Finance (60 minutes)
Staff will discuss the Long Range Financial Management Plan with the Council and will provide
follow-up information from the Council’s workshop discussion. City Manager and Finance
Director will also discuss the 2009 budget process and preliminary schedule.
4. STEP Lease/Hwy 7 and Wooddale Grade Separate Crossing Schedule and Financing –
Administrative Services (30 minutes)
Staff will provide Council with an update on the timing considerations of the STEP Lease
Agreement and the schedule and financing of the Wooddale / Hwy 7 Interchange Project.
5. Communications – Administrative Services (10 minutes)
Time for communications between staff and Council will be set aside on every study session
for the purposes of information sharing.
Reports
April Monthly Financial Report
13th Lane Development Proposal
9:00 p.m. End of Meeting
Meeting Date: May 12, 2008
Agenda Item #: 2
Regular Meeting Public Hearing Action Item Consent Item Resolution Ordinance
Presentation Other:
EDA Meeting Action Item Resolution Other:
Study Session Discussion Item Written Report Other:
TITLE:
Vision Strategic Direction Discussion. Focus Area:
Expanding Energy Efficiencies in the City’s Operations.
RECOMMENDED ACTION:
Staff requests Council to provide direction on the action team recommendations.
POLICY CONSIDERATION:
Does the Council agree with the recommendation to establish energy and environmental policies for
City building construction and daily operations?
BACKGROUND:
On March 19, 2007, the Council adopted the Vision Strategic Directions – 18 month guide. Vision
action team members have been working on the focus areas in the strategic directions. As discussed
at the Council retreat, staff will be presenting information for Council consideration on each Vision
focus through September 2008.
The action team members for expanding energy efficiencies in the City’s operations are – Mark
Hanson, Cary Smith, Mark Oestreich, Craig Panning, John Altepeter, Recording Secretary Julie
Meintsma, and Action Champion Brian Hoffman.
Vision team members met seven times to discuss the goal, review current facilities, previous
improvements, and various alternatives to expand energy efficiency in City operations.
DISCUSSION:
Team members discovered that in addition to being good environmental stewards, reducing energy
usage could have a significant budgetary impact. The City’s expenditure for all forms of energy used
is approximately $1.8 million a year.
Energy is used in many forms throughout the organization including: building
lighting/heating/ventilation, vehicle fuels, street/traffic lighting, computers, utility well pumps, and
other items. The City has already begun investing in various improvements from LED traffic signals
to hybrid vehicles.
Team members believe that to take the next step in improving energy efficiency we need to develop
a comprehensive understanding of current energy usage, establish operating policies, and pursue a
long-term CIP plan.
Meeting of May 12, 2008 (Item No. 2) Page 2
Subject: Vision Strategic Directions Update - Expanding Energy Efficiencies in the City’s Operations
The following recommendations are proposed by the action team:
1. Conduct a comprehensive energy audit and improvement plan for City operations. This
would be a substantial evaluation and planning process. A consultant would be needed to
perform the detailed audit, establish an energy usage baseline for all the City
facilities/operations and develop a plan of improvement possibilities for the City to consider.
The audit would be used by the consultant in determining what types of possible
improvements to evaluate and the corresponding effects. This should be a comprehensive
matrix of ideas, ranging from a relatively simple improvement of changing room lighting to
significant investments in renewable energy generation from solar or wind. The completed
matrix would offer many energy efficiency options, costs, payback times, public education
component, and other pros/cons for each.
One option for a consultant would be to use the EPA Portfolio Manager. This particular
audit form provides a baseline index, which charts improvements over time. The audit
would be done using standard protocol in conformance with the Minnesota Energy
Benchmarking system known as B3. The State of Minnesota Sustainable Building
Guidelines are a component of a larger project of the Departments of Administration and
Commerce called “Buildings, Benchmarks, and Beyond” (B3). Benchmarking will identify
the energy performance of existing public buildings in order to direct energy conservation
improvements where they are most needed and most cost beneficial. Attachment A provides
an outline of the B3 information collected. Based on our discussions with consultants,
performing the complete audit and plan will cost about $12,000 - $18,000.
The finished plan would be used by the City in understanding the implications of specific
energy system improvements when considering setting C.I.P. priorities. Decisions could be
made based on the effect from reducing energy usage, providing public education, reducing
the carbon footprint, or creating energy. The audit and plan could be completed by fall of
2008 if Council provides direction.
2. Establish a Council policy to incorporate LEED principles and methods into the design and
construction of all new/remodeled city buildings. The Fire Stations and the Municipal
Service Center are on the horizon for construction/remodel. Establishing a policy for the
staff and designers to follow from the initial stages provides clear direction.
Attachment B provides a brief summary of LEED. While the US Green Building Council
developed LEED as a way to promote and standardize green construction, certification is
essentially an administrative and verification process. Important for the commercial building
owner who may not have construction knowledge and requires the third party inspection
process to ensure the building design is followed.
Meeting of May 12, 2008 (Item No. 2) Page 3
Subject: Vision Strategic Directions Update - Expanding Energy Efficiencies in the City’s Operations
Acquiring certification for a building does not necessarily mean it is highly energy efficient or
reducing our carbon footprint. Certification is based on a point system and assigns possible
values to a very wide variety of green construction designs. Estimates to receive certification
may range from about 0.6% of construction cost for administration to adding over 10% in
project costs for attaining gold certified. Some types of City buildings used for vehicle
storage (MSC and Fire Stations) would have increased challenges attaining points for
certification then office buildings. Also, smaller utility and park structures would have a
higher percentage of construction cost to attain certifications.
Integrating LEED design principles and examining all possibilities for energy
efficiency/creation without specifying certification may allow future City buildings to be
designed with added flexibility at the lowest cost.
3. Establish a Council policy for the City to consider selecting energy efficient and
environmentally safe options during daily operations. In addition to considering cost and
usability, this policy would officially establish environmental stewardship as important
criteria when considering vehicle purchases, selecting cleaning products, or buying
replacement furniture.
FINANCIAL OR BUDGET CONSIDERATION:
The initial and immediate consideration is whether to proceed with allocating about $18,000 to
complete a citywide operations energy audit. The Park and Recreation 2008 budget includes $6,000
for audits of park facilities. Since these would be included with the citywide audit, these funds could
be utilized. The other potential funding source is from the 2008 funds available for Vision Strategic
Directions or Municipal Building Fund.
VISION CONSIDERATION:
Recommendations are intended to fulfill the vision - St Louis Park is committed to being a leader in
environmental stewardship. We will increase environmental consciousness and responsibility in all
areas of city business.
And the focus area:
• Expanding energy efficiencies in the city’s operations.
Attachments: B3 Benchmarking Information
Summary of LEED
Prepared by: Brian Hoffman, Director of Inspections
Approved by: Nancy Gohman, Deputy City Manager/HR Director
Meeting of May 12, 2008 (Item No. 2) Page 4
Subject: Vision Strategic Directions Update - Expanding Energy Efficiencies in the City’s Operations
ATTACHMENT A
MN. B3 Benchmarking Program
Based Protocol B3 Information
1. Collect Building Information Audit Date _____/_____/_____
1.1. Copy of Blueprints Showing Mechanical Lay-out
1.1.1. Square footage
1.1.2. Lighting type
1.2. Mechanical System
1.2.1. Heating System
1.2.2. Cooling System
1.2.3. Domestic Hot Water System
1.3. Mechanical Control system
1.3.1. Set Point Temperature
1.4. Envelope System
1.4.1. Primary Glazing
1.4.2. Roof Surface
1.4.3. Roof Insulation Levels
1.4.4. Roof Ventilation
1.5. Utility Information
1.6. Utility Data
1.7. Hours of Operation
1.8. Number of Employees on Site
1.9. Operational Issues
1.10. History of Renovations
2. Analysis Gas and Electric Use, using EPA Portfolio Manager
2.1. Determine Current Site Energy Intensity in kBtu/Sq.Ft
3. Review prints to determine if any design flaws that are present and determine any weakness in
design based on the prints themselves.
4. Site Visit to Building
4.1. Interview staff about comfort issues
4.2. Determine how the system is operated by the maintenance staff and their understanding
as to how the system operates.
4.3. Walk through facility looking for modifications to system
4.3.1. Fans and electric heaters at work stations
4.3.2. Conduct lighting audit
4.3.3. Determine general comfort conditions in building
4.3.4. Note any unusual sources of energy use for this type and use of building
4.3.5. Install six Data Loggers in various locations in the subject building
5. Report on the building in relation to its existing energy intensity, and how building operation,
staff or equipment conditions may impact that intensity.
6. Make recommendations as to the next steps in reducing energy costs at facility.
Meeting of May 12, 2008 (Item No. 2) Page 5
Subject: Vision Strategic Directions Update - Expanding Energy Efficiencies in the City’s Operations
ATTACHMENT B
Summary of LEED
The Leadership in Energy and Environmental Design (LEED) is a green building rating system,
developed by the U.S. Green Building Council (USGBC) created to establish a common standard of
measurement; promote integrated, whole-building design practices; recognize environmental
leadership in the building industry; stimulate green competition; raise consumer awareness of green
building benefits; and transform the building market.
Green Building Council members, representing every sector of the building industry, developed and
continue to refine LEED. The rating system addresses six major areas:
• Sustainable sites
• Water efficiency
• Energy and atmosphere
• Materials and resources
• Indoor environmental quality
• Innovation and design process
Although the deployment of the LEED Standard has raised awareness of Green Building practices,
its current scoring system is skewed toward the ongoing use of fossil fuels. More than half of the
available points in the Standard support efficient use of fossil fuels, while only a handful are awarded
for the use of sustainable energy sources.
In LEED version 2.2 for new construction and major renovations of commercial buildings there are
69 possible points. Buildings can qualify for one of four levels of certification:
• Certified 26-32 points
• Silver 33-38 points
• Gold 39-51 points
• Platinum 52-69 points
LEED certification is obtained after submitting an application documenting compliance with the
requirements of the rating system as well as paying registration and certification fees. Certification is
granted solely by the Green Building Council responsible for issuing the LEED system used on the
project.
Receiving a certification costs money that could otherwise be used to make the building more energy
efficient or sustainable. Third party certification requires documentation of every step of building
construction from design, construction, independent inspection, and testing of systems. Additional
costs for attaining certification can vary greatly depending on the level, the methods selected and
type of building.
Meeting Date: May 12, 2008
Agenda Item #: 3
Regular Meeting Public Hearing Action Item Consent Item Resolution Ordinance
Presentation Other:
EDA Meeting Action Item Resolution Other:
Study Session Discussion Item Written Report Other:
TITLE:
Vision Strategic Directions Discussion:
St Louis Park is committed to promoting and integrating arts, culture, and community aesthetics in
all city initiatives, including implementation where appropriate.
RECOMMENDED ACTION:
Staff requests Council provide direction regarding the next steps in the Vision item relating to
promoting arts, culture, and community aesthetics in the city.
POLICY CONSIDERATION:
Would the City Council like staff to continue pursuing the next steps in promoting arts, culture,
and community aesthetics in the City of St. Louis Park?
BACKGROUND:
During the City Council workshop on Saturday, February 2, 2008 staff provided the Council with
an update on the status of the 4th strategic direction relative to Vision St. Louis Park which says, “St
Louis Park is committed to promoting and integrating arts, culture, and community aesthetics in all
city initiatives, including implementation where appropriate”.
At that time, staff was working on a Public Art Policy that states the City’s commitment to
promoting and integrating arts, culture, and community aesthetics in all City initiatives. Staff also
posed some of the policy questions the Council will need to consider as we move forward with this
initiative.
PROPOSED NEXT STEPS:
Prior to moving forward, staff would like direction on the proposed next steps:
1. Should the City implement a one percent funding requirement for the arts? If we had a
percent for the art requirement, would it apply to all City capital projects as well as private
projects completed by a developer?
Next step: Staff has had preliminary conversations with City Attorney Tom Scott on the
feasibility of this. Since it is not a common occurrence in Minnesota, Tom would need to
do further research on this to determine if we have the legal authority to implement this
requirement. Community Development staff would be involved in creating options and
scenarios. Our flexibility in this area may ultimately depend on the type of city financial
assistance that is used. Staff would also consult with Jack Becker of FORCAST Public
Meeting of May 27, 2008 (Item No. 3) Page 2
Subject: Vision Strategic Directions Update – Arts & Culture
Artworks. Jack has worked with the City of St. Louis Park to facilitate the selection of artists
for several projects. Jack has experience with cities in other states that do have a percent for
the art requirement.
As a part of these next steps, during this year’s budget process, staff would discuss the
financial feasibility of setting aside 1% of all city capital projects for art related projects. In
the initial conversation with staff, we realized that it may not be appropriate to include
public art in all projects (e.g. street reconstruction projects). In capital projects that aren’t
appropriate, staff may suggest that the money still be set aside and put in a fund to help
finance other public art projects.
2. Would the City create an Arts Fund?
Next step: An arts fund would be a place to separate the money for public art. The Council
may consider start up money in this account from the sale of excess property when they get
to the point of deciding what to do with that money. Also, if such a fund is created we
would need to define how and when funds are used.
3. Would the City officially adopt a Public Arts Policy? If so, would the Council like to have
staff present a document for future adoption by the Council?
Next step: Staff has drafted a Public Art Policy that can be shared with the Council at an
upcoming study session. Staff from Parks and Recreation, Community Development,
Public Works and representatives from Friends of the Arts and the Parks and Recreation
Advisory Commission have been involved in reviewing this draft. Staff believes that
adopting this policy would publicly state the city’s commitment to promoting and
integrating arts and culture into our community.
4. Should the City be proactive in identifying future sites where public art would be
appropriate?
Next Step: Staff has put together a preliminary list of sites that would be appropriate to
display public art. Development of a site list for public art could help future developers by
clearly defining that the city expects and plans that public art to be a part of these future
sites. Some of the properties on this preliminary list could include existing buildings such as
Knollwood Mall and the Texa-Tonka area.
FINANCIAL OR BUDGET CONSIDERATION:
Staff is proposing that we utilize some of the money budgeted for vision to work with Tom Scott
and Jack Becker. At this time, we are expecting the cost to work with these consultants not to exceed
$3,000.
Meeting of May 27, 2008 (Item No. 3) Page 3
Subject: Vision Strategic Directions Update – Arts & Culture
VISION CONSIDERATION:
This item is the first discussion between staff and the City Council in setting the next steps for the
4th Strategic Direction that states St. Louis Park is committed to promoting and integrating arts,
culture, and community aesthetics in al city initiatives, including implementation where appropriate.
Attachments: None
Prepared by: Cindy Walsh, Director of Parks and Recreation
Approved by: Nancy Gohman, Deputy City Manager/HR Director
Meeting Date: May 12, 2008
Agenda Item #: 4
Regular Meeting Public Hearing Action Item Consent Item Resolution Ordinance
Presentation Other:
EDA Meeting Action Item Resolution Other:
Study Session Discussion Item Written Report Other:
TITLE:
Fern Hill Park Capital Improvements.
RECOMMENDED ACTION:
Staff recommends the City Council authorize an additional $100,000 for the redevelopment of Fern
Hill Park to facilitate the requests of the neighborhood.
POLICY CONSIDERATION:
Does the City Council want to provide additional funding from the Park Improvement Fund above
the money budgeted in the 2008 CIP? Or do they want to amend the CIP and choose not to do a
project in order to allow for more money for the Fern Hill Park redevelopment?
BACKGROUND:
Staff budgeted $305,000 in the 2008 CIP to redevelop Fern Hill Park turf areas and $190,000 to
demolish the existing building and construct a picnic shelter at Fern Hill Park for a total of
$495,000 from the Park Improvement Fund (PIF).
The intent of the redevelopment was to make the existing facilities more useable to the residents and
athletic teams who use the park by fixing drainage problems and improving the turf and hard court
areas. The park is currently used by the neighborhood and by a variety of city and youth association
programs such as the summer playground program, youth baseball, youth soccer and youth T-ball.
To accommodate changing trends in youth and adult sports, the intent is to use the park in a similar
way with some modifications.
The initial reconstruction of the turf area of Fern Hill Park includes the following: reconstruction of
the parking lot (with a cost sharing of 25% to be paid by Torah Academy), drainage improvement in
the entire park (regarding and bringing in proper soils), reconstructing the basketball court,
reconstructing the baseball field (new infield ag-lime and fencing), the addition of a safety light by
the playground equipment, and the addition of a trail that surrounds the park (an intra-park loop).
Through meetings with the neighborhood, it became apparent that they would like to have a tennis
court(s) added to the park. Due to the limited size of the park, it is possible to include one tennis
court without disturbing other park uses. The addition of two or more courts would take away the
green space used for a variety of activities. The neighborhood cited the need for a tennis court
because of the loss of other courts in the area at the Bass Lake site and also because there are not
other courts close to this park or within their neighborhood area.
Meeting of May 12, 2008 (Item No. 4) Page 2
Subject: Fern Hill Park Capital Improvements
In addition to adding tennis courts, several neighbors would like the trail extended from the park to
Joppa Avenue to allow park users better pedestrian access to the park. Staff believes this would be an
excellent addition to the project.
The neighborhood also inquired on the addition of a play area for younger kids, similar to the sand
play area at Wolfe Park and Oak Hill Park. Staff will work with a neighborhood group to determine
what they are looking for and obtain a cost estimate for future consideration in the CIP.
FINANCIAL OR BUDGET CONSIDERATION:
Given the request from the Fern Hill neighborhood for a tennis court and additional trail access, the
estimated cost of the project could exceed the budgeted amount by $100,000.
Here are some options to finance the additional cost:
1. Council could authorize staff to spend an additional amount (estimated to be $100,000)
from the Park Improvement Fund from fund balance.
2. Council could choose to make changes in priorities in the proposed 2008 CIP projects so
that an additional amount could be spent on the Fern Hill Park project. One suggestion is to
delay the Frisbee Golf Course project for another year (location undetermined) estimated at
$50,000. During budget discussions, Council suggested further research be done on this
item to evaluate the need for a Frisbee Golf Course. Staff agrees with further research and
suggests surveys to determine recreational facilities as part of the VISION process. If
Council agrees to move the Frisbee Golf Course to a lower priority, the $50,000 in the CIP
could be reprioritized for use at Fern Hill and also use the PIF fund balance.
3. Complete the project in phases and add a tennis court at a later date. This would require us
to stay within the CIP budget for Fern Hill and require us to plan to add the trail and tennis
court at a later time. By phasing the project, it may increase the cost of adding a trail and a
tennis court since there is some economies of scale in doing all the paving work at one time.
VISION CONSIDERATION:
One of our vision directive focuses on St. Louis Park being committed to a connected and engaged
community. The Fern Hill neighborhood was very engaged in this process and is committed to
helping staff keep the park clean and free of graffiti.
Attachments: Property Ownership Map of Torah Academy and City Property
Redevelopment Map (to be distributed at meeting)
Prepared by: Cindy Walsh, Director of Parks and Recreation
Approved by: Nancy Gohman, Deputy City Manager/HR Director
C ity P r o p e r ty
Torah Academy
Attachment A
Meeting of May 12, 2008 (Item No. 4)
Subject: Fern Hill Park Capital Improvements Page 3
Meeting Date: May 12, 2008
Agenda Item #: 5
Regular Meeting Public Hearing Action Item Consent Item Resolution Ordinance
Presentation Other:
EDA Meeting Action Item Resolution Other:
Study Session Discussion Item Written Report Other:
TITLE:
2008 Council Canoe Trip.
RECOMMENDED ACTION:
Staff recommends scheduling a canoe trip for Council down the Minnehaha Creek.
POLICY CONSIDERATION:
Does the City Council want to take a trip down the Minnehaha Creek again this year?
BACKGROUND:
The last few years, the City Council has taken a trip down the Minnehaha Creek with the City
Manager, Parks and Recreation staff, and the Parks and Recreation Advisory Commission. The trip
provided an opportunity for the council members to see the creek from a different perspective. It
also provided entertainment for all who went canoeing.
Possible Additions to the Creek Trip
If council is interested in taking a canoe trip again, City staff suggests that a representative from the
Minnehaha Creek Watershed District and Three Rivers Park District be invited to attend the study
session following our canoe trip. Staff from those organizations can share information about their
organizations as well as initiatives and joint programs that exist with other cities.
Tom Harmening and Cindy Walsh will be available at the study session to discuss possible dates for
this event. Please remember to bring your calendars so we can set a date and time.
FINANCIAL OR BUDGET CONSIDERATION:
None.
VISION CONSIDERATION:
Not applicable.
Prepared by: Cindy Walsh, Director of Parks and Recreation
Approved by: Nancy Gohman, Deputy City Manager/HR Director
Meeting Date: May 12, 2008
Agenda Item #: 6
Regular Meeting Public Hearing Action Item Consent Item Resolution Ordinance
Presentation Other:
EDA Meeting Action Item Resolution Other:
Study Session Discussion Item Written Report Other:
TITLE:
Communications (verbal).
RECOMMENDED ACTION:
Not Applicable.
POLICY CONSIDERATION:
Not Applicable.
BACKGROUND:
At every Study Session, verbal communications will take place between staff and Council for the
purpose of information sharing.
FINANCIAL OR BUDGET CONSIDERATION:
Not Applicable.
VISION CONSIDERATION:
Not Applicable.
Attachments: None.
Prepared and Approved by: Nancy Gohman, Deputy City Manager/HR Director