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HomeMy WebLinkAbout11-29-10-R EN HILLS Approved: January 10, 2011 CITY OF ARDEN HILLS,MINNESOTA REGULAR CITY COUNCIL MEETING NOVEMBER 29, 2010 7:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the regular City Council meeting at 7:00 p.m. Present: Mayor Stan Harpstead, Council Members Fran Holmes, Brenda Holden, David Grant, and David McClung. Absent: None Also present: City Administrator Patrick Klaers; City Attorney Jerry Filla; Parks and Recreation Manager Michelle Olson; City Planner Meagan Beekman; Director of Finance and Administrative Services Sue Iverson; Community Development Director Jill Hutmacher; and Recording Secretary Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Councilmember Holmes requested item 41)be pulled from the Consent Calendar. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Approve the Agenda as amended. The motion carried unanimously(5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL A. Council Vacancy in January 2011 Mayor Harpstead announced Councilmember Grant was elected Mayor. This change will leave a vacancy on the Council. The process to fill this vacancy is for residents and citizens of Arden Hills to apply for the vacancy. This position is not open until January but people who are interested are encouraged to put in an application. Applications will be received until the end of the year. There will be additional information on the City's website or an application can be mailed to City Hall: Attention City Clerk or faxed to the City Clerk. The new City Council will fill this position after the review of the applications. ARDEN HILLS CITY COUNCIL—November 29, 2010 2 2.A. Council Vacancy in January 2011 (continued) Ms. Ady Wickstrom, representing the Ramsey County League of Local Governments, presented certificates to Mayor Harpstead and Councilmember McClung for their service to the City of Arden Hills and their participation in the Ramsey County League of Local Governments. She also thanked Sue Iverson for her service as treasurer for the past three years. PUBLIC Mayor Harpstead opened the Public Inquiries/Informational at 7:08 p.m. Mr. Steve Anderson, 1768 Shorewood Lane, Roseville, stated he is representing the Shorewood Lane and Wheeler Avenue neighborhoods, south of Presbyterian Homes. He stated the Roseville neighborhoods had not been involved in this project until late October. The neighborhood has problems with the proposed exit onto County Road D. Presbyterian Homes has offered to make this exit a right-turn only but there are still concerns from the neighborhood with increased traffic on Wheeler. He outlined an alternative plan, which included moving the exit and parking lot area, and asked that Presbyterian Homes and the City Council consider this alternative. This alternative involves moving the access point and parking lot and restricting the County Road D access to be used solely by the brownstone buildings. Mr. Bill Brcnnom, 1776 Shorwood Curve, Roseville, expressed concerns about the safety of the children in this neighborhood. Mayor Harpstead closed the Public Inquiries/Informational at 7:16 p.m. 3. APPROVAL OF MINUTES A. October 18, 2010, City Council Worksession Meeting MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve the October 18, 2010,_C_ity Council Worksession Meeting minutes T, as presented. The motion carried,unanimously(5-0).,,. 4. CONSENT CALENDAR A. Claims and Payroll B. CP Rail Payment#3 C. Approve Revised Job Description for Deputy Clerk, and Revised Job Description and Title for Finance Director Position D. Approve City Orgwiiza4ienal Clh—ai4t E. Resolution Authorizing the Application for Recycling SCORE Grant Funds from Ramsey County F. Approve the Public Sector Labor Consulting Services Proposal from Midwest Government Advisors G. Approve Adding the City Engineer Title and Responsibilities to the Public Works Director Position ARDEN HILLS CITY COUNCIL—November 29, 2010 3 4. Consent Calendar (continued) MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5- - 5. PULLED CONSENT ITEMS A. Approve City Organizational Chart Councilmember Holmes recommended the Public Works Director title be changed to Public Works Director and City Engineer and the box under this position be changed to Engineering Services(contracted). Councilmember McClung stated this organizational chart includes a position that has not been approved yet. The Council will be reviewing this position later in the meeting. He recommended the discussion and potential approval of the Organizational Chart be moved to Item 7E. MOTION: Councilmember McClunz moved and Councilmember Holden seconded a motion to move Item 5A to Item 7E. The motion carried unanimously (5-0). b. PUBLIC HEARINGS None. 7. NEW BUSINESS A. Presbyterian Homes Redevelopment Proposal Ms. Pamela Bclz, Presbyterian Homes, outlined the changes that have occurred in the proposed plan since the initial proposal was presented. She also highlighted the changes that have occurred since the last Planning Commission meeting on November 6 as a result of neighborhood concerns. These changes include the building design and locations and the layout of the parking lots and entrances and exits. She clarified that there will be an increase of 14 units overall on the property with the redevelopment. She also stated the setbacks from the lake will be increased and the storm water management will be improved. She stated Presbyterian Homes would work with the neighborhoods regarding screening. Traffic studies have been provided to the City of Arden Hills and the City of Roseville. The City Engineers have reviewed these studies and they have not presented any problems at this time. Councilmember Holden asked why the parking lot along County Road D was larger in this proposal than it had been at the Planning Commission meeting. Ms. Belz explained Presbyterian Homes has an agreement with Cox Insurance regarding the use of the parking lot. Cox Insurance utilizes about 10 parking spots on the Presbyterian Homes site. This has been a long-standing agreement and Presbyterian Homes would like to continue to ................................... . .................. ARDEN HILLS CITY COUNCIL—November 29, 2010 4 7.A. Presbyterian Homes Redevelopment Proposal (continued) provide this for Cox Insurance. The parking lot size was increased to accommodate six additional stalls for Cox Insurance employees and also to accommodate the new entry to the facility. City Planner Meagan Beekman stated Presbyterian Homes operates under two Conditional Use Permits (CUP). The applicant is requesting approval of a major redevelopment of their care facility. Presbyterian Homes is proposing to demolish the Lakeview Residence and Sutton Place Apartment buildings and construct a three to four-story senior housing building and two brownstone style two-story apartment buildings in their place. The existing McKnight Care Center would remain in its current location and would not be altered as part of this application. Included in the proposal, the applicant is requesting a CUP amendment that would consolidate the existing approvals for the properties under a single PUD, a preliminary and final plat that would consolidate the two parcels into one, and rezoning from R-2 to R-4 to bring the mix of uses currently on site into compliance with the Zoning Code. Presbyterian Homes has submitted a redevelopment application, project narrative, development plan documents, and trip generation analysis describing their request, which was presented to the Planning Commission on November 3, 2010. Additionally, they have submitted a revised project narrative and detailed traffic count analysis, and revised Site Rendering and Zoning District Plan. Since the November 3, 2010, meeting, Staff has reviewed the conditions of approval with the City Attorney and Staff is recommending the addition of conditions 12-14 of approval to those recommended by the Planning Commission. Additionally, Staff is recommending the revision of conditions 7, 10, and 11, as indicated in the memo. Councilmember Holden asked if Presbyterian Homes would have the ability to construct additional buildings on the property if the property was rezoned R4. City Planner Beekman explained the rezoning as written in the Resolution and preliminary and final plat of Presbyterian Homes was subject to the site plan that was submitted and any changes to the site plan would require a PUD amendment and approval from the Planning Commission and City Council. Once a project has an approved PUD then this is considered the zoning for that property and any changes to the project would require an amendment to the PUD. Councilmember Holden asked if there was a designated staff entrance. City Planner Beekman explained there was not a designated staff entrance or exit or parking areas. Mayor Harpstead asked what the opinions were of the Roseville City Engineer regarding the entrance along County Road D. City Planner Beekman explained Staff had talked to Roseville City Engineer Deb Bloom and Arden Hills' contracted Engineer Kris Giga regarding the proposed project. They have reviewed the traffic analysis and site plans and did not express concerns about the alignment of the entrance/exit or the projected traffic counts. 77 ARDEN HILLS CITY COUNCIL—November 29, 2010 5 7.A. Presbyterian Homes Redevelopment Proposal (continued) Mayor Harpstead stated the proposed parking at Sutton Place Apartments is 119 spots. This amount is greater than what would be occupied by the residents. He asked if the additional parking was for staff that worked on the primary property. City Planner Beekman stated Presbyterian Homes has directed their staff to utilize this area as the primary parking area. She stated that this location for staff parking should not create a change in staff behavior as far as entering and exiting the property. Councilmember Grant asked if the estimated 292 trips per day for County Road D (south entry) accounted for how many people were leaving County Road D and how many people may go down Wheeler Avenue or is this calculated after the right out only. City Planner Beekman stated the trips per day were calculated based after the redevelopment and based on the assumption that the spaces in this location would be using the County Road D exit and the 22 brownstones units would also use this exit. The 292 trips include traffic both entering and exiting. This would leave 146 trips leaving the site going right onto County Road D. Ms. Belz clarified Presbyterian Homes does not have a designated employee entrance/exit. The traffic analysis presented is taking into account that the entry to the south would be full at all times. It also takes into account all trips to and from the brownstone units, and trips to and from the east half of the parking lot. This includes 50 spots that would be turning over every shift change plus an additional 20% to accommodate part-time employees. The trip calculation also includes estimates for visitors, volunteers and delivery personnel. She stated the parking lot at Sutton Place has never been full but there are a substantial number of employees that do park there. In the proposed parking arrangement the parking lot off Sandeen Road would be used by maintenance and administrative staff. The area by the care center would be used by care center and assisted living staff. The main parking lot in front of the building would be assisted living staff as well. Councilmember Grant stated based on 292 trips per day and the right out exit configuration, the traffic coming up Wheeler Avenue could be estimated at 25 cars per shift. He stated this is difficult to know because Presbyterian Homes has not completed a traffic study regarding the potential traffic impacts on Wheeler Avenue. Ms. Belz stated it would be difficult to predict what the traffic might do. She stated that just utilizing the 292 trips per day, and figuring 146 trips are going in and 146 trips are going out, the right out will eliminate 146 trips on Wheeler Avenue. Anticipating that half of the 146 trips going to the property will use Wheeler Avenue this would be 73 trips per day. This amount would be divided over a 12-hour period and this would result in about 6 cars per hour increase. She clarified that this is estimated only. Presbyterian Homes has not evaluated where their staff lives and the routes that they may take to get to the property. Councilmember Grant asked if the increased density is the amount of units in the brownstone that is moved across the street. ARDEN HILLS CITY COUNCIL—November 29, 2010 6 7.A. Presbyterian Homes Redevelopment Proposal (continued) City Planner Beekman stated this is correct. Mayor Harpstead asked if the proposal included a sidewalk on County Road D. He also asked if there was a sidewalk on Shorewood Drive. City Planner Beekman stated the proposal includes a sidewalk on County Road D and there is no sidewalk on Shorewood Drive. The proposed sidewalk is ADA compliant and would be a 6-foot concrete sidewalk. Mayor Harpstead asked if the Shorewood bus stop had been removed from the proposal. Ms. Belz stated the proposal is currently showing the bus stop in front of the brownstone entrance but this can be removed. Councilmember Holden stated the proposed parking is increased from the current 250 stalls to 350 stalls. She asked why there was such a large increase in the amount of parking when the number of available living units is only increased by 14. City Planner Beekman stated 188 stalls are surface stalls, which is a reduction of 62 surface stalls, and an addition of 182 stalls underground. The increase is due to City Code requirements and Presbyterian Homes' projected needs. With the increase in independent living units the City Code requires parking for those units as compared to assisted living units where parking is not required. The proposed lot configuration provides for more parking closer to the primary building. This is expected to eliminate the parking that is along Lake Johanna Boulevard. Councilmember Holden asked if there was any shared staff among the Presbyterian Homes sites. Ms.Belz stated there is no shared staff with Arden Hills and other Presbyterian Homes sites. Councilmember Grant asked for clarification on the landscaping and tree locations. Councilmember Holmes stated the site plan is a suggested rendering. Presbyterian Homes has a landscape plan and all those trees will be on the site but not every single tree is going to be in every single place on the drawing the Council is looking at. Presbyterian Homes is going to be working with the neighborhoods regarding the locations of some of the trees. The number and species of trees is set but the locations are not set. City Planner Beekman clarified the landscaping plan the Council has is set and the only changes to that plan would be the conditions where residents have a say where they go. The image presented is an artist rendering. Councilmember Holden stated the City would need an amended landscaping plan to account for the changes in the parking lot on the south side. The landscaping plan encompassed the parking lot before it was extended and the view of this parking lot was hidden because there was ARDEN HILLS CITY COUNCIL—November 29, 2010 7 7.A. Presbyterian Homes Redevelopment Proposal(continued) significant landscaping around it. She stated she would like to be sure this coverage is maintained now that the parking lot has been extended. City Planner Beekman stated as part of the conditions of approval they will submit updated plans as part of the submittal prior to the issuances of a building permits. The number of caliper inches would need to remain static but they may be pushed back to accommodate the south parking lot as it is proposed at this time. Additional coverage for this parking lot can be added as a condition of approval. Mayor Harpstead clarified the proposal pertains to the two lots only and not the triangle or other property owned by Presbyterian Homes. City Planner Beekman stated only the legal lot descriptions for the two lots are in the resolutions and approval does not extend into other properties that Presbyterian Homes owns. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Approve Resolution 2010-064 for the Rezoning of the Presbyterian Homes Addition of Arden Hills from R-2 to R-4. Councilmember Holden asked if the City wanted to approve the rezoning prior to the approval of the PUD because the PUD may not be approved. City Attorney Filla recommended the City not approve this resolution as drafted unless the City takes action on all of the proposals being presented. The reason this resolution was presented first is because the other motions and resolutions, especially the one pertaining to the PUD, anticipates the mixed use that this resolution enables. This motion can be moved to be considered before the PUD is considered. Councilmember McClung withdrew his motion. Councilmember Holmes withdrew her second to the motion. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Approve Resolution 2010-065 for the Presbyterian Homes Addition of Arden Hills Preliminary and Final Plat. ^ Councilmember Grant stated he did not believe that due diligence has been done on the traffic counts on the south exit as they relate to County Road D and Wheeler Avenue. He stated it would be a good idea to have this looked into because this is an item of interest for residents. Councilmember Holmes asked if a condition could be added that addressed the traffic counts in this location. City Planner Beekman clarified that conditions could be added to the approval of the Planned Unit Development. ARDEN HILLS CITY COUNCIL—November 29, 2010 8 7.A. Presbyterian Homes Redevelopment Proposal(continued) Councilmember Holmes stated she would recommend a traffic study one year after the redevelopment of the site to analyze the traffic counts to see if additional measures need to be taken. Mayor Harpstcad stated he is not inclined to delay this process for another traffic study to be completed. He clarified it would be appropriate to put a study into the PUD similar to that proposed by Councilmember Holmes. The motion for Resolution 2010-065 was called to a vote. The motion carried unanimously(5-0). MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to Approve Resolution 2010-066 for Amendments to existing Conditional Use Permits at 3120 and 3220 Lake Johanna Boulevard. City Planner Beekman clarified there are two CUPs for this property and approval of this motion would consolidate these under one PUD. This is contingent on the approval of the PUD. This motion is taking all the previous approvals for the properties and putting them into one document for the future. If the PUD is not approved the conditions laid out in the previous CUPs would remain in effect and they would be in one guiding document for the property. City Attorney Filla stated once the PUD is approved then there will be no need to look at the former CUP information because the PUD would be the guiding document for the property. The motion to approve Resolution 2010-066 was called to a vote. The motion carried unanimously (5-0). MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Approve Resolution 2010-067 for the Presbyterian Homes Master and Final Planned Unit Development. City Attorney Filla clarified that this resolution is approving the Findings of Fact and it would be best to add conditions of approval to the Development Agreement. Councilmembcr Holmes stated there were conditions added since the Planning Commission meeting in regards to Wheeler Avenue. One was the potential need for a three or four way stop at County Road D and Wheeler which would be at the expense of Presbyterian Homes and the other condition was there is only a right out of Presbyterian Homes at this location. She stated that based on discussions with the Roseville City Council and City Engineers from Roseville and Arden Hills, she would like to add a condition that reads: The City will perform a traffic count study one year after the full redevelopment of the site. If the actual volume of traffic entering the site from the County Road D access is more than 20% greater than what was forecast, then Presbyterian Homes will construct additional traffic management measures in reasonable ARDEN HILLS CITY COUNCIL—November 29, 2010 9 7.A. Presbyterian Homes Redevelopment Proposal (continued) proportion to the impact costs. Traffic management measures will be subject to the review and approval of the City of Roseville and the City of Arden Hills. Mayor Harpstead stated there are no conditions in the motion on the floor and this recommendation can be added as a condition to the Development Agreement. The motion to approve Resolution 2010-067 was called to a vote. The motion carried unanimously(5-0). MOTION: Councilmember McClung moved and Mayor Harpstead seconded a motion to Approve Resolution 2010-064 for the Rezoning of the Presbyterian Homes Addition of Arden Hills from R-2 to R-4. Councilmember Holden asked what would happen if the rezoning of the property was approved but the PUD agreement is not approved. City Attorney Filla clarified if this motion passes and the three previous motions passed and the PUD agreement is not approved then Presbyterian Homes would need to start over. The motion to approve Resolution 2010-064 was called to a vote. The motion carried unanimously(5-0). MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Approve the Development Agreement between the City of Arden _Hills and Presbyterian Homes Outlining the Conditions of Approval for_ Planning Case 10-012. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a _motion to Add Condition 3.0 — L which reads: The City will perform a traffic count study one year after the full redevelopment of the site. If the actual volume of traffic entering the site from the County Road D access is more than 20% greater than what was forecast, then Presbyterian Homes will construct additional traffic management measures in reasonable proportion to the impact costs. Traffic management measures will be subject to the review and approval of the City of Roseville and the City of Arden Hills. Mayor Harpstead stated he did not want to delegate an Arden Hills action to the City of Roseville. Councilmember Holmes clarified that Roseville and Arden Hills share the same engineering staff and any traffic management measures that may be taken would be relevant to Roseville. She recommended changing the wording to: "Traffic management measures will be subject to the review of the City of Roseville and approval of the City of Arden Hills." ARDEN HILLS CITY COUNCIL—November 29,2010 10 7.A, Presbyterian Homes Redevelopment Proposal (continued) Mayor Harpstead suggested the wording presented by Councilmember Holmes be a friendly amendment to the motion on the floor. Councilmember Holmes agreed to the friendly amendment. Councilmember Holden agreed to the friendly amendment. Councilmember Grant read an e-mail received from Fire Chief Tim Boehlke regarding the number of entrance/exits to the property. Although two entrance/exits are not required the Fire Chief would like to have two access points due to the size of the property. Councilmember Holden asked if the City of Roseville had looked at closing off Wheeler Avenue. City Planner Beekman stated City Staff did not look at closing the street as an option because it is a Roseville street and Roseville would need to make that decision. The motion to add Condition 3.0—L was called to a vote. The motion carried unanimously (5-0). Councilmember Holden suggested Presbyterian Homes add speed bumps to the road from the access on County Road D to the first entrance of the brownstone. City Planner Beekman stated Staff has discussed the possibility of speed bumps with the fire department and they did not express any concerns with them. Councilmember Holden asked Under Sheriff Altendorfer what would be an acceptable distance between speed bumps. Under Sherrif George Altendorfer, from the Ramsey County Sheriff Department, stated there is a question of liability with speed bumps located on private property. He stated in his experience speed bumps are effective in deterring traffic and he suggested a distance of 25-30 feet between speed bumps. Mayor Harpstead stated that there would be elderly people driving on this road as well and this should be taken into account because several speed bumps may present a problem for them. He recommended having two speed bumps installed. City Attorney Filla suggested the number of speed bumps and locations should be in areas approved by the City Engineer. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Add Condition 3.0 M: requiring Presbyterian Homes to install no less than. ARDEN HILLS CITY COUNCIL—November 29, 2010 11 7.A. Presbyterian Homes Redevelopment Proposal (continued) five LQ speed bumps, located between the access point on County Road D and the first brownstone entrance. Mayor Harpstead stated five is excessive but he would vote for less. Councilmember Holmes stated she would prefer to see this added to potential traffic control measurements to be looked at when the traffic study is done. Councilmember Holden clarified the reason she is suggesting these speed bumps be in place at this time is to create a behavior in the residents and staff of Presbyterian Homes as it will be several years before the property is fully redeveloped. Councilmember Holmes suggested three speed bumps would be just as effective. Councilmember Holden withdrew her motion. Councilmember Grant withdrew his second to the motion. MOTION Councilmember McClung moved and Mayor Harpstead seconded a motion to Add Condition 3.0 M: reguiring Presbyterian Homes to install a minimum of three (3) speed bumps, located between the access point on County Road D and the first brownstone entrance, subject to the approval of the City Engineer. The motion carried unanimously MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Add Condition 3.0 N: a speed bump shall be added at the ingress off County Road D, subiect to the approval of the City Engineer. Councilmember Holden stated this is not expected to be a high volume area but speed bumps have proven to be effective in other projects such as Bethel University. Councilmember Grant stated the addition of this speed bump would help in slowing traffic down at the sidewalk that will be there as well. City Planner Beekman stated Staff had talked to Presbyterian Homes about the possibility of adding speed bumps and they indicated they would be willing to look into this. The motion to add Condition 3.0 N was called to a vote. The motion carried (3-2). Ayes: Councilmembers Holmes, Grant, and Holden Nays: Mayor Harpstead and Councilmember McClung ARDEN HILLS CITY COUNCIL—November 29, 2010 12 7A. Presbyterian Homes Redevelopment Proposal (continued) Councilmember Holden asked what the pitch of the roof was and what Presbyterian Homes has done to reduce the initial height of the building. She also asked what the actual height of the building would be with the cupola structure added in from the ground to the top. City Planner Beekman stated the top floor of the eastern structure was removed to reduce the height and this lowered the height from 46 feet to 36 feet. She stated the pitch of the roof is 6/12 pitch. The building is 52 feet in height as measured by the City's Code. Cupolas are excluded from height requirements in the City's codes. The actual height of the building from the ground to the peak is 56 feet and the cupola measures approximately 16-feet in height. This would mean the actual height of the building with the cupola from the ground would be 72-feet. Councilmember Grant asked if the cupola is enclosed or if it will be lit. Ms. Belz stated the cupola would not be lit. Councilmember Holden asked what the building materials are for the cupola. Mr. Dan Weatherman, Project Architect for Pope Architects, stated the cupola would be made from the same materials as the main building. These materials include shake shingle and the roof would have the same shingles as the building. The support beams would be a painted cement board. The amount of actual brick used in the building is relatively small. There is a rock-face block that is used. The rock-face block is a colored concrete masonry product, which has a rock- face appearance. Councilmember Holden asked if there were design standards in this area. City PIanner Beekman stated there are no design standards in place for residential zoned districts. The materials that are being used are included in desirable materials for the design standards for the B2 and B3 Districts. When this project is measured against the standards for those districts this project exceeds the standards. Councilmember Holden asked for clarification on why Presbyterian Homes provides parking for Cox Insurance. Mr. John Mehrkens, Presbyterian Homes, stated Presbyterian. Homes has had a relationship with Cox Insurance for a number of years. They do not have enough parking and they have asked to use some of the parking at Presbyterian Homes. Because this is a long standing relationship, Presbyterian Homes would like to continue accommodating Cox Insurance with the addition of six parking stalls. This is not a contractual agreement but it is something that Presbyterian Homes has agreed to provide. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to add Condition 3.0 O: Adding extensive screening around the extended parking lot along County Road D to screen the parking lot from view. ARDEN HILLS CITY COUNCIL—November 29, 2010 13 7.A. Presbyterian Homes Redevelopment Proposal (continued) Mayor Harpstead asked if this would be an amendment to the previous landscaping recommendation F. City Planner Beekman recommended this be added as Condition O. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a_motion to amend the proposed Condition 3.0 O to become Condition 3.0 A.13 and have _ it read: Landscape Plan prepared by LHB, Inc. with the addition of extensive screenine due to the expansion of the south parkine lot with the approval of the City Staff. Councilmember Holmes stated there was already something in the agreement about landscaping that needs to be approved by the neighborhoods. City Planner Beekman clarified that on page 5, Item B.5. references the landscaping that needs to be done in conjunction with the neighborhoods. She stated that what Councilmember Holden and Mayor Harpstead are proposing would be additional landscaping for the south side of the site. The motion to amend 3.0 A. 13 was called to a vote. The amended motion carried unanimously Councilmember Holden asked if there are any access points or easements where a City sign could be placed. City Planner Beekman stated there are no easements on this site. This is something that has been discussed with the site across the street. Councilmember Holden stated if TIF is not approved then the City would not have access to this piece of property unless the City purchased it. Mayor Harpstead stated the proper place for a gateway sign would be on the corner if this does not work out and the City couldn't impose on private property to have a City gateway sign. Councilmember Hoiden agreed that the proper place is across the street but the City could be loosing an opportunity if TIF is not approved. City Attorney Filla clarified a PUD agreement pertains to the use of the site and proving the City with access for a gateway sign has nothing to do with the development of the site. This would not seem to be a reasonable condition. The motion to approve the Development Agreement with the additions of Conditions L, M, and N and amendment of Condition A.13 was called to a vote. The motion carried unanimous) 5-0 . ARDEN HILLS CITY COUNCIL—November 29, 2010 14 B. Traffic Administrative Citation Program City Administrator Patrick Klaers stated the Traffic Administration Citation program has been discussed by the City Council at a number of meetings over the last few months. According to all reports, the Traffic Administration Citation program has been successful from a traffic enforcement point of view and popular with citizens. He clarified that the program is not a significant revenue generator but rather another enforcement tool for the Sheriff Department to utilize. Commander Joe Paget described the program in greater detail. He stated that the other contract cities that utilize the program have found it to be effective in addressing traffic concerns. The program has limited applications at this time. The program is limited to citations for speeding nine miles an hour or less over the speed limit, defective horn, muffler flares, extensions without proper flags and stop line violations. Under this program an administrative citation would be issued rather than a regular citation. A brochure outlining the program would be provided along with the citation. Councilmember Grant asked if seat belt use, the use of wireless devices and the passing of emergency vehicles would be considered administrative citations. Commander Paget clarified these items would be considered district citations and not eligible for the administrative citation program. Councilmember Holmes stated the brochure is confusing and these items should not be in the administrative citation brochure if they are not included in the project. Commander Paget stated the brochure was to be used as educational material and these items were put into the brochure as reminders to drivers. He stated he would share the Council's feedback with the department. Councilmember Grant stated the Admin Notes in the City Newsletter could include what the Administrative Citations are and how much they would be. Councilmember Holmes asked City Attorney Filla if the ordinance needed to spell out all the violations that would be considered administrative violations or if this is something that would be outlined in State Statutes. City Attorney Filla stated this ordinance would be subject to State Statute. Councilmember Holden asked if there is a record of these violations so that a person does not accumulate too many of these types of offenses Commander Paget clarified there is a record of these violations but the violation does not appear on the person's driving record. ARDEN HILLS CITY COUNCIL—November 29, 2010 15 7.B, Traffic Administrative Citation Program (continued) MOTION: Mayor Har stead moved and Councilmember Grant seconded a motion to Approve Ordinance 2010-014, Establishing Procedures for the Administrative Citation of Traffic Offenses, to Approve Resolution 2010-068 Authorizing - Administrative Citations for Certain Traffic Offenses and to Authorize Staff to Notify the Commissioner of Public Safety Regarding the City's Actions to Participate in this Program. Councilmember Holden asked when the program would take effect. City Attorney Filla stated the program would be effective once the ordinance was published. MOTION: Mayor Harpstead moved and Councilmember Grant seconded a motion to amend the primary motion to include Publishing a Summary of Ordinance 2010-014. The motion carried unanimously (5-0). The amended motion was called to a vote. ,o The motion carried unanimously (5-0). .,, Councilmember Holmes stated there is a panic button at the Bias. She asked what happens when this button is pushed. Commander Paget clarified this button sends a distress call to the Ramsey County dispatch and they send a Deputy to the facility. The Deputy will try and reach someone on site to try and assess the situation before arriving in order to determine the best approach for entry. Councilmember Holden stated there had been a lot of theft from autos reported. She stated she had been surprised because she had not been made aware of this. She asked Commander Paget how the Council would be able to obtain this information. Commander Paget stated the number of thefts from autos has gone up but Arden Hills is still a safe community. Arden Hills is at half the level of neighboring communities. The Sheriff's Department does have methods in place for notifying neighborhoods about problems in their areas. One effective method is to sign up on the County's website for text message updates. The neighborhood watch captains sometimes have not been informed as promptly as they should be and the department is reviewing this. One of the main problems at this time is the secondary crime that occurs from auto break-ins and that is the use of credit cards and identity theft. These are crimes that are being investigated more by the department. One of the problems is people need to be reminded that there can be crime in their neighborhoods and that they should lock their car doors and access doors to their homes. Councilmember Grant stated that there had been an incident in Arden Hills where the response time of the Sheriffs Department had been a problem. He stated he would like to see more visibility of the Sheriff's Department in the community and the neighborhoods. ARDEN HILLS CITY COUNCIL—November 29, 2010 16 7.B. Traffic Administrative Citation Program (continued) Commander Paget stated the department has been working with City Administrator Klaers on increasing visibility. C. Finance Analyst Position City Administrator HIaers stated on October 29, 2010, and November 10, 2010, the Personnel Committee met to discuss the addition of a Finance Analyst position in the Finance Department. As a result of these meetings, the Personnel Committee recommended the position be brought to the City Council work session on November 15, 2010. The City Council reviewed and discussed this position and directed Staff to put it on the November 29, 2010, City Council meeting agenda. Director of Finance and Administrative Services Iverson stated the current Finance Intern, Kyle Howard, has been doing most of the work outlined in the position description. If the City remains with an intern position, then when a new intern comes on board, she will again have to reassume most of the duties/work outlined in the position. This will create a backlog of work in the Finance department and will limit the amount of work that the City Administrator can delegate to the Director of Finance and Administrative Services, Councilmember Holmes asked what the salary would be for this position. Director of Finance and Administrative Services Iverson stated the salary for this position would be $49,000 per year. Mayor Harpstead stated the City did not follow a process when filling this position. There was not an appropriate application to the City or a position posting. He clarified that a background check and reference check had been performed. Director of Finance and Administrative Services Iverson stated Mr. Howard has been with the City for two years and has been performing many of the duties outlined in the position being proposed. Staff felt that promoting him to a full time regular position would be appropriate at this time. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the position of Financial Analyst. Mayor Harpstead stated the City does have areas that need additional focus, such as human resources. The City has talked about having the ability to do financial planning and the addition of this position would be an asset and it would be nice to leverage the financial skills of the City's employees. Councilmember McClung stated he would vote against the addition of this position because there has not been enough justification to add another person to the Financial Department at this time. Adding another full-time employee will not give the City added benefit. ARDEN HILLS CITY COUNCIL—November 29, 2010 17 7.C. Finance Analyst Position (continued) MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Extend the Meeting to 10:15 p.m. The motion carried unanimousl Councilmember Holden stated she would support the addition of this position and hiring Kyle Howard to fill the position. The City has a qualified person already on staff and the City has the ability to promote that person or in this case hire them to a full-time position. Filling this position will decrease the amount of time and money spent on interns, reports will be completed on time, and duties will be better spread throughout the department, which will give the Director of Finance and Administrative Services the ability to do the additional duties that have been assigned. Councilmember Holmes asked if smaller cities had financial analysts on staff. Director of Finance and Administrative Services Iverson clarified that Kyle Howard was doing what could be considered in some cities the Assistant Finance Director duties. She stated she looked at several of the surrounding communities and found that the number of people in the department and their titles varied not only by duties but also by city. Mayor Harpstcad stated the need to hire a person has been sufficiently outlined. Over the past few years the Finance Department has worked through several problems in order to get the department to a position where they are able to work in front of potential problems. As the City resolves past problems the capacity of the Finance Department should increase. The motion was called to a vote. The motion carried (4-1). Ayes: Mayor Harpstead, Councilmembers Holmes, Grant, and Holden Nays: Councilmember McClung MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Approve the Job Description for the position of Finance Analyst. The motion carried unanimously (5-0). MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Appoint Kyle Howard to the Finance Analyst Position at Pay Grade 7, Step 1,Effective Immediately. Councilmember Holmes stated Kyle Howard is a good fit for the position and Kyle is already trained and has experience with the City. Councilmember McClung stated the City should follow a formal process and post the position. Mayor Harpstead asked who had interviewed Mr. Howard for this position. City Administrator Klaers stated he had talked to Mr. Howard in regards to this position. ARDEN HILLS CITY COUNCIL—November 29, 2010 18 7.C. Finance Analyst Position (continued) Director of Finance and Administrative Services Iverson stated she and Joe Rueb had also talked to Mr. Howard about the position. Mayor Harpstead stated he did not agree that the normal process the City follows when filling a position has been followed. He did not believe that Mr. Howard had been properly interviewed for the position. City Administrator Klaers stated Mr. Howard is a highly skilled intern with the City. There is a need within the Finance Department that Mr. Howard can fill with his skills. Staff has discussed the position with Mr. Howard and he is interested in the position. Councilmember Grant stated Mr. Howard is a known asset to the City. The City has worked with him for an extended period of time and Staff would like to hire him for this position. He clarified that there should be no problem appointing him to this position as long as Staff has no reservations. MOTION: Councilmember Grant moved and Councilmember Holmes seconded a motion to extend the meeting to 10:45 p.m. The motion carried unanimously(5-0). City Attorney Filla left the meeting at 10:20 p.m. Councilmember McClung stated the City should either have a hiring process or not. If there is a process then the City should follow this process with every position. Councilmember Holden stated she is in the process of hiring two people at the State level. The process that she has followed is that a position may be posted for one day then Staff has the ability to hire for the position. She stated if there is a known person within the organization that has the skills to fill a position then that person should be hired for the position. Councilmember Holmes stated the City does not require a position be posted before filling it. This situation is similar to promoting someone and the City does not post a position when they promote someone. Councilmember Grant stated the process the City follows could be when a position is available the internal staff is looked at first and if there is a person to promote then that action is taken. If there is not a qualified internal candidate then the City can post the position, accept applications, and interview for the position. Mayor Harpstead clarified he would like to see the City be more disciplined and follow an established process in the future. Councilmember Grant asked if filling this position would provide the Council with full financial analysis and research on items brought before the Council for approval. He stated he would like to see more in-depth analysis including return on investment information. ARDEN HILLS CITY COUNCIL—November 29, 2010 19 7.C. Finance Analyst Position (continued) Director of Finance and Administrative Services Iverson asked the Council to clarify how in- depth they would like to have Staff go. She also stated that more in-depth financial information and reporting would be available to the Council in the future. The motion was called to a vote. The motion carried (3-2). Ayes: Councilmembers Holmes, Grant and Holden Nays: Mayor Harpstead and Councilmember McClung D. Accounting Analyst Position City Administrator Klaers stated on November 9, 2010, Joe Rueb submitted his resignation with his last day of employment being November 29, 2010. At the November 15, 2010, City Council meeting, Council directed Staff to initiate action to fill the vacated Accounting Analyst position. Director of Finance and Administrative Services Iverson stated Staff has found that one of the former interns, Ashley Bertrand, is interested in the position and would like to come back and work for the City. The City has already invested four months in her training and she is familiar with the City's systems and the position duties. As an intern she did excellent work. She has experience with audits, internal controls, and financial statement preparation. Hiring Ms. Bertrand for this position would allow the Finance Department to minimize the impacts on the department. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to Appoint Ashley Bertrand to the Accounting Analyst position at Pay Grade 7, Step 1. Councilmember McClung stated the City should follow a process and advertise this position. Mayor Harpstead agreed the City should follow a formal process for this position. City Administrative Klaers has not interviewed this person and did not work with her when she was an intern with the City. Councilmember Grant stated the City should follow a process with this position. Even though Staff knows this candidate, Ms. Bertrand is not a current employee of the City. The City needs to follow their process for posting positions externally. Councilmember Holden asked what kind of time line the City would be looking at to advertise the position, interview candidates, and fill the opening. City Administrator Klaers stated the process would take two to three months to fill the position. The motion was called to a vote. ARDEN HILLS CITY COUNCIL—November 29, 2010 20 7.D. Accounting Analyst Position (continued) The motion failed (1-4). Ayes: Councilmember Holden Nays: Mayor Harpstead, Councilmembers Holmes, Grant and McClung MOTION: Mayor Harpstead moved and Councilmember Holmes seconded a motion to Direct Staff to Follow a Formal Recruitment Process and Advertise and Interview for the Accounting Analyst Position. Councilmember Holden asked where the City would advertise this position. City Administrator Klaers stated the City would utilize local publications, professional publications but would not advertise in places like the Star Tribune. The motion was called to a vote. The motion carried unanimously (5-0). E. Organizational Chart for the City of Arden Hills MOTION: Mayor Harpstead moved and Councilmember Holmes seconded a motion to Anurovc the Organizational Chart for the City of Arden Hills with the following changes: Public Works Director is changed to Public Works Director/City Engineer and the box labeled City Engineer is changed to Engineer Services (Contracted). The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS None. 9. COUNCIL COMMENTS AND STAFF UPDATES Mayor Harpstead asked if the Staff Updates could be deferred to the December 6 Special City Council meeting. City Administrator Klaers stated the December 6 meeting agenda was getting long but this item could be added to this meeting. Mayor Harpstead suggested City Administrator Klaers meet with Councilmembers if there is an item that needed additional input from the Council before the December 6 meeting. City Administrator Klaers stated one area that would need to be discussed was the TIF Development District map. ARDEN HILLS CITY COUNCIL—November 29, 2010 21 9. Council Comments and Staff Updates (continued) Councilmember Holden stated she had some questions and concerns regarding this but these could be discussed at the December 6 meeting. Councilmember Holmes left the meeting at 10:45 p.m. Councilmember Holden recommended the City purchase a defibrillator. Councilmember Grant also suggested the City have Staff trained on how to use the equipment. Mayor Harpstead requested Staff to talk with the National Guard about possibly purchasing a defibrillator together. ADJOURN MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to adjourn. The motion carried unanimously(4-0). Mayor Harpstead adjourned the Regular City Council Meeting at 10:52 p.m. Patrick Klaers David Grant City Administrator Mayor