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HomeMy WebLinkAbout01-31-11-R --7UTiN HILLS Approved: February 28, 2011 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 31, 2011 7:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Fran Holmes and Ed Werner. Absent: Councilmember Brenda Holden (excused) Also present: City Administrator Patrick Klaers; City Planner Meagan Beekman; Director of Finance and Administrative Services Sue Iverson; Community Development Director Jill Hutmacher; Public Works Director Terry Maurer; and Recording Secretary Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to Approve the Agenda as presented. The motion carried unanimously (3-0). 2. COUNCIL APPOINTMENT Mayor Grant stated the Council has interviewed 7 applicants and now would like to appoint Nicholas Tamble to fill the remainder of the Council term that was vacated when he was elected Mayor. MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to Appoint Nicholas A. Tamble to the Arden Hills City Council Effective Upon Taking the Oath of Office. The Council Term Expires December 31, 2012. The motion carried unanimously (3-0). Mr. Nicholas Tamble took the Councilmember Oath of Office that was administered by City Administrator Patrick Klaers. 3. PUBLIC INQUIRIES/INFORMATIONAL ARDEN HILLS CITY COUNCIL—January 31, 2011 2 A. Years of Service Awards Announcement and Employee of the Year Presentation Public Works Director Terry Maurer recognized the following employees: Tony Nowlan, Public Works, for 5 years of service; Jeff Frid, Public Works, for 5 years of service; and Mike Schifsky, Public Works, for 30 years of service. He also stated the Arden Hills Employee of the Year is Scott Freyberger, Public Works. Community Development Director Jill Hutmacher recognized John Mennenga from the Community Development Department for 5 years of service. Mayor Grant presented Mr. Freyberger with the Employee of the Year award. B. Sheriff Matt Bostrom Sheriff Matt Bostrom introduced himself to the City Council and the City. He provided information about his background and let the Council know that if they had any questions they could get in touch with him. He described what he interpreted as Community Policing and how his department will achieve this. Mayor Grant asked for an overview of how the organization was structured. Sheriff Bostrom stated there were five basic divisions: patrol/enforcement division, detention division, which is overseen by the Under Sheriff, administrative division, parks division, and the Chief Deputy oversees anything else that does not fit into one of these categories such as multi- jurisdictional problems and task forces. — Councilmember Holmes stated the communications between the Sheriff's Department and the residents needs to be improved. People are not getting as much information as they want. She also stated the contracts need to be reviewed and renegotiated. She requested a meeting that would clarify what emergency services were supposed to respond to each type of call and where - -- these services are coming from. Sheriff Bostrom stated there is a lot of data available and the Ramsey County Sheriff's Department has a website that makes this information available to residents. The problem at this time is the data retrieval and he clarified that the department would be working on correcting these problems for the community. He stated he is not directly involved with negotiating contracts but would pass this information to the appropriate person. The patrol practices and community policing will be something that will be continually looked at and improved. He stated he would be willing to work with the City in setting up a meeting to discuss the services in more detail. PUBLIC Mayor Grant opened the Public Inquiries/Informational at 7:31 p.m. ARDEN HILLS CITY COUNCIL—January 31, 2011 3 3. Public Inquiries/Informational (continued) Mr. Greg Larson, 3377 North Snelling Avenue, Arden Hills, stated Mayor Grant, Councilmember Holmes, and Councilmember Holden have run on platforms that have expressed a need for improved communications with the City and residents. He expressed concerns that for the second time in three months the residents of Arden.Hills have found out from the newspapers that the TCAAP property is under consideration as a potential site for the Vikings Stadium. The City's elected officials should have brought this information to the residents. There has not been any communications from the City regarding the potential stadium and the newspapers never mentioned how City Officials or Arden Hills' residents feel about having a stadium located in Arden Hills. He encouraged the Council to begin talking to the constituents of Arden Hills and find out what the residents want because a stadium will have a tremendous impact and even if there is nothing "concrete" the City should still inform the residents what is being discussed and what the City's responses have been. Mayor Grant closed the Public InquirieslInformational at 7.37 p.m. 4. APPROVAL OF MINUTES A. December 20,2010, City Council Work Session B. December 20,2010, City Council Executive Session C. January 10,2011, Regular City Council Meeting D. January 11,2011, Special City Council Meeting MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to approve the December 20, 2010, City Council Work Session, the December 20, 2010, City Council Executive Session, the January 10, 2011, Regular City Council Meeting, and the January 11,2011, Special City Council Meeting, as presented. The motion carried unanimously (4-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll. B. Motion to Approve Job Description for Accounting Analyst Job Description as Presented. C. Motion to Approve Pay Equity Report dated I/27/11 as presented. D. Motion to Approve Resolution 2011-004 Relating to the Organization of the City of Arden Hills. E. Motion to Adopt Resolution 2011-005 Approving Plans and Specifications and Ordering Advertisement for Bid for the 2011 Pavement Management Program. MOTION: Councilmember Holmes moved and Councilmember Tamble seconded a motion to approve the Consent Calendar as presented and to authorize - execution of all necessary documents contained therein. The motion carried unanimously (4-0). 6. PULLED CONSENT ITEMS ARDEN HILLS CITY COUNCIL—January 31, 2011 4 None. 7. PUBLIC HEARINGS None. 8. NEW BUSINESS A. Planning Case 11-003: Zoning Code Amendment and Conditional Use Permit Amendment for Mounds View High School City Planner Beekman stated Mounds View High School currently operates under a Conditional Use Permit (CUP) that was approved in 1978. Any modification to the CUP requires a CUP amendment. At this time Mounds View High School is requesting an amendment to allow for the construction of a 1,787 square foot accessory structure, which would be used for ticket sales during sporting events at the football field, and for storage of athletic equipment. The existing Zoning Code limits accessory structures within residentially zoned districts to 728 square feet with administrative review or up to 1,458 square feet through a site plan review. In order to allow a 1,787 square foot structure, the applicants are also requesting an amendment to the Zoning Code, which would allow non-residential uses in residential districts accessory structures up to 2,184 square feet with a site plan review. All non-residential uses within the R-1, R-2, and R-3 Districts are conditional uses and any proposed structure would require Planning Commission review and City Council approval regardless of its size. The Planning Commission reviewed Planning Case 11-003 and unanimously recommends approval of the Zoning Code Amendment and CUP Amendment. Mayor Grant clarified that the impervious surface would not be increased with this request. City Planner Beekman stated that this is correct. Councilmember Holmes asked for clarification on what the Zoning Code Amendment would be and whom it would impact. City Planner Beekman explained the proposed amendment to the Zoning Code would allow non-residential uses in the R-1, R-2, or R-3 Districts to have accessory structures up to 2,184 square feet in size. But because all non-residential uses within these Districts are conditional uses, any proposed accessory structure would require Planning Commission review and City Council approval regardless of its size. The proposed amendment also requires an accessory structure exceeding 2,184 square feet to receive a variance in order to be constructed. Councilmember Werner stated he had received the public notification regarding this proposal and he had not heard any complaints from his neighbors. - MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to Approve Ordinance 2011-003 in Planninjj Case 11-003 and to Publish a Summary Ordinance 2011-003. The motion carried unanimously (4-0) ARDEN HILLS CITY COUNCIL--January 31, 2011 5 8.A. Planning Case 11-003: Zoning Code Amendment and Conditional Use Permit Amendment for Mounds View High School (continued) MOTION: Councilmember Holmes moved and Councilmember Tamble seconded a motion to Approve Planning Case 11-003 for a Conditional Use Permit Amendment at 1900 Lake Valentine_Road, Based on the Findings of Fact, the Four Conditions and the Submitted Plans in the January„31, 2011, Report to the City Council. The motion carried unanimously (4-0). B. Planning Case 11-002: Sign Standard Adjustment at 3920 Northwoods Drive City Planner Beekman stated the applicant is proposing to increase the height of the freestanding pylon sign Iocated at 3920 Northwoods Drive from 16 feet to 35 feet. The sign face itself would remain unaffected. The property is located in the B-3 Service Business District directly south of the 1-694 eastbound off ramp to Lexington Avenue. 3920 Northwoods Drive is an office building that has been vacant for a number of years. Presently the property has a freestanding pylon sign located adjacent to 1-694. The property owner has been actively marketing the property and believes that improving the visibility of the signage from 1-694 would assist in getting the property leased or sold. Other signs along I-694 in this area are 35 feet in height and are more visible than the existing 16-foot tall sign. The Planning Commission reviewed Planning Case 11-002 and unanimously recommends approval of the Sign Standard Adjustment. Mayor Grant clarified the current sign is twice the height the Code allows for this area and the sign face is also larger than the code allows. City Planner Beekman stated this was correct and the other signs in this area are also not in compliance with the code. The applicant is requesting to increase the height to match the other signs in this location. These other signs had been grandfathered in but the code should be reviewed for this area. The applicant will be keeping the same internally Iit sign face but they would like it on a taller pylon. Councilmember Tamble asked if Staff had received any objections from area businesses. - City Planner Beekman replied that Staff had not received any complaints regarding the request. Councilmember Tamble asked for additional information regarding the sign face. City Planner Beekman stated the applicant will reuse the current sign box or sign structure but on a taller pole. Once the property is sold or leased the purchaser would be able to put their sign in this location. The purchaser would be able to keep the same height and sign structure or sign box for their signage. Mayor Grant clarified the variance would run with the property, not the applicant. Councilmember Holmes stated she feels strongly that the Council should allow the applicant to raise this sign if this will help him sell the property. The Council needs to help the residents and businesses of Arden Hills. ARDEN HILLS CITY COUNCIL—January 31, 2011 6 8.B. Planning Case I1-002: Sign Standard Adjustment at 3920 Northwoods Drive (continued) Mayor Grant asked what the dimensions are for the sign face. Mr. Rob Davidson, Davidson Companies, stated the dimensions were approximately 8' x 16'. Mayor Grant stated the City did not want to see this building empty because this affects the City's tax base. He clarified that he is reluctant to increase the height of the sign, however, he would vote in favor of the request. He asked if the City would be able to make any requests regarding the appearance of the sign or the lighting. City Planner Beekman stated the sign face will need to meet the code but additional conditions could not be made with this request. When the property is sold or leased and the tenant changes the sign they will need to apply for a permit and the City will review the application to verify it meets the City's requirements. She clarified the sign box or sign structure would remain the same but the sign face would change. Mayor Grant stated the requested change would not make the sign inconsistent with the other signs in the area. MOTION: Councilmember Tamble moved and Councilmember Holmes seconded a motion to Approve Planning Case 11-002 for a Sign Standard Adjustment at 3920 Northwoods Drive, Based on the Findings of Fact and the Submitted Plans in the January 31, 2011, Report to the City Council. The motion carried unanimously (4-0). 9. UNFINISHED BUSINESS — A. Valentine Park Improvement Process Public Works Director Terry Maurer stated in 2008 WSB was hired by the City to conduct a drainage analysis of Valentine Park drainage area. The study was published on February 9, 2009. Due to some continued neighborhood concerns about the conclusions contained in the WSB study, the City Council directed Staff in 2010 to retain a consultant to render a "second opinion" on the WSB study. Bolton& Menk was hired to review this study. Bolton& Menk's conclusions were contained in a letter dated November 2, 2010 and Staff presented the findings to the City Council and PTRC at meetings in December 2010. The 2011 CIP has a total of $310,000 for improvements to Valentine Park. A new play structure is programmed at $50,000 and $260,000 for other types of improvements. Given the controversy over the drainage analysis, Staff feels it is important to maintain as much control as possible over the remainder of the improvement process. Staff is recommending that Roseville Engineering Staff be used for the site civil plan preparation, bidding and construction administration. Staff also feels it is important that there be some form of neighborhood public participation regarding the types of park improvements included in the final - plans. Staff would recommend hiring a Park Planner to assist the City with this process. Mr. Maurer asked the Council if Staff should proceed to implement improvements and if Council agrees the process outlined would be appropriate and reasonable. . ........ ... ..... ARDEN HILLS CITY COUNCIL—January 31, 2011 7 9.A. Valentine Park Improvement Process (continued) Councilmember Holmes clarified the "plan" that was received previously was just a scenario presented by WSB that illustrated potential solutions and uses for the park based on the analysis that was performed. She asked what Roseville Engineering would be responsible for and what a Park Planner would be responsible for. Public Works Director Maurer clarified a Park Planner would be involved with working with the neighborhoods and finding out what amenities they would like to see. Based on this input, the Park Planner would work with the Roseville Engineering Staff to determine what would work best and where it should be situated on the property. Roseville Engineering would be responsible for putting together the plans and specifications and bidding the project. Councilmember Tamble asked if the City should bring in someone with more experience in hydrology or drainage. Public Works Director Maurer stated Roseville Engineering Staff has this type of experience and there is good documentation and information concerning the hydrology of the property that can be used. Councilmember Holmes requested Councilmember Tamble also take a look at this documentation and information because he has experience with these types of issues. Public Works Director Maurer stated the review of the first report does talk about a flap gate that drains and allows water to flow to the lake and not flow back. Better analysis would be needed to decide if this should be included in the design. There is an outlet that occasionally gets plugged that has caused some water to backup into the park in the past. The maintenance of this outlet needs to be added to the Public Works schedule to ensure it stays clear. An increased volume of water will also cause the park to flood and this may be resolved by the installation of the gate. Increased piping may also help in the drainage problems at the park to ensure the water does not flow into the park. Mayor Grant stated that if the requested motion is approved at this time, the changes will not happen overnight. Mayor Grant also noted that the City Council does have other items on the agenda tonight that are requesting additional funds. Councilmember Holmes stated this park is a visible park and at this time there are no amenities at this park. The City has ignored this park and there have not been any improvements for a number of years. She would not support any motion that postpones improvements to this park longer. Mayor Grant asked what would be included in the budgeted amount of$310,000. Public Works Director Maurer stated the estimate in the CIP includes reworking the parking lot, a play structure, a park shelter, a ball field and benches with a backstop, and drainage improvements to the park. ARDEN HILLS CITY COUNCIL—January 31, 2011 8 9.A. Valentine Park Improvement Process (continued) Councilmember Tamble asked if Staff had given any consideration to grant money that may be available because of the drainage issues in this area. Public Works Director Maurer stated Staff had talked to Rice Creek Watershed and there is no money available for the drainage improvements and he was not aware of any park improvement money that was available at this time. MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to Direct Staff to Proceed with the Improvements Process as Presented in the January 31 2011 Memo to the Cijy Council. The motion carried unanimously (4-0). B. Metropolitan Council Environmental Services Municipal Inflow and Infiltration Grant Public Works Director Maurer stated Metro Cities (Association of Metropolitan Municipalities) championed the inclusion of a $3 million grant program in the 2010 bonding bill for the purpose of providing grants to municipalities for capital improvements to public infrastructure to reduce the amount of inflow and infiltration (I&I) to the Metropolitan Council Environmental Services (MCES) metropolitan sanitary sewer disposal system. In December, the City Council adopted Resolution 2010-069, supporting the Application for Metropolitan Council Environmental Services Municipal Infiltration/Inflow Grant Program. As the City Council requested, the grant application included additional eligible work beyond the planned 2011 CIP in an effort to maximize the grant amount. In early January, Staff was notified by MCES that the preliminary allocation, based on the City's application, is $182,090. The grant application indicates that Arden Hills is planning on lining a series of sewer lines ranging in size from 8" to 15" in diameter, together with rehabilitation of a number of manholes. The grant application also claimed credit for some of the sewer lining that was completed in the 2010 project as permitted by the grant rules. The grant application rules indicate that 25% of the sewer lining cost and 50% of the manhole rehabilitation cost can be funded by the grant. The remaining construction and overhead costs are the City's responsibility. If the City accepts the entire grant allocation, the -- City's financial responsibility is approximately $407,000 of construction costs plus overhead. Overhead is assumed to be 10% of the total construction cost, or approximately another $60,000. Included in the 2011 CIP are $100,000 for sewer lining and $100,100 for I&I mitigation. To maximize the MCES grant, about $267,000 would have to be added to the 2011 CIP amounts. The grant amount is still preliminary because the cities have until February 15, 2011 to "opt out" or withdraw their application. After that date, MCES will finalize the grant amounts and send the cities formal agreements to enter into, committing to the completion of all the work indicated in the grant application by July 2012. Staff is recommending the City Council consider accepting the total MCES grant amount of $182,090, understanding an additional $267,000 needs to be added to the 2011 CIP. Mayor Grant asked if the Metropolitan Council was still charging the City on an annual basis. Public Works Director Maurer clarified the City had been assessed a $500,500 penalty for Inflow&Infiltration and the City was allowed to spend$100,100 per year for five years towards ARDEN HILLS CITY COUNCIL—January 31, 2011 9 9.B, Metropolitan Council Environmental Services Municipal Inflow and Infiltration Grant (continued) reducing the I&I. At this time the City has approximately $50,000 remaining to spend. The Metropolitan Council has not released any new surcharge information at this time. Mayor Grant asked what the benefits were to the City by lining the sewers and rehabilitating manholes. Public Works Director Maurer stated that the lining that is done benefits the City by replacing older clay pipes with PVC pipes. These pipes are easier to clean, televise, maintain and there is less chance of backups. Reducing the City's I&I also lowers any possible surcharges the Metropolitan Council may impose. Mayor Grant asked Director of Finance and Administrative Services Iverson if the City was in a position to obtain sewer insurance again. Director of Finance and Administrative Services Iverson clarified the improvements the City has done over the last few years were necessary in order to be approved for insurance, but we have not been able to obtain insurance yet. Councilmember Holmes asked if Public Improvement Revolving funds could be used for this project. Director of Finance and Administrative Services Iverson stated the City could choose to do an inter-fund loan. Public Works Director Maurer stated there may be grant monies in the future available for private property owners for sewer lining from the street to their homes. He would keep the Council informed of this. At this time it would appear the costs to the City would be for administering the program. MOTION: Mayor Grant moved and Councilmember Werner seconded a motion to Accept the Total MCES Grant in the Approximate Amount of$182,090 and to Authorize the Additional Local Funds be Added to the 2011 CIP for Sewer Lining and I&I Mitigation. The motion carried unanimously (4-0). 10. COUNCIL COMMENTS - - Mayor Grant stated the Ramsey County Friends of the Park were starting their program and residents are encouraged to order trees for themselves and also to donate trees to the City's parks. The information will be available on the City's website. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to ad'ourn. The motion carried unanimously4-0 . ARDEN HILLS CITY COUNCIL—January 31, 2011 10 Patrick Klaers David Grant City Administrator Mayor