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HomeMy WebLinkAbout03-28-11-R EN HILLS Approved: May 9, 2011 CITY OF ARDEN HILLS,MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 28, 2011 7:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDERIROLL 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, Ed Werner and Nicholas Tamble. Absent: Councilmember Brenda Holden(excused). Also present: City Administrator Patrick Klaers; Parks and Recreation Manager Michelle Olson; Public Works Director Terry Maurer; and Recording Secretary Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant requested Item 7D be moved to the Consent Calendar as Item 4G and Item SA be moved in front of Item 7A. MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to Approve the Agenda as amended. The motion carried unanimously 2. PUBLIC INQUIRIESIINFORMATIONAL PUBLIC Mayor Grant opened the Public Inquiries/Informational at 7:04 p.m. Mr. Tom Mulcahy, 3530 Sims Court, Arden Hills, read a statement in memory of Charlie Crichton, former Mayor and Councilmember of Arden Hills, who died March 14, 2011. He stated that Charlie was a friend of residents in Arden Hills and he served the community for several years. ARDEN HILLS CITY COUNCIL—March 28, 2011 2 2, Public Inquiries/Informational(continued) Chery Grudnoske, 4445 Highway 10, expressed her sympathy in regards to the passing of Charlie Crichton. She stated she was in front of the Council on behalf of the residents of Round Lake. Recently the U.S. Fish and Wildlife Service had taken soil samples from Round Lake to determine if they could either dredge the lake or drain the lake in order to provide a marsh type habitat for wildlife. She is requesting the Council consider a resolution opposing the draining of Round Lake. She stated the amount of money being spent on this project was not cost effective and the State had looked at doing this several years ago and it did not work. The soil test showed there were high levels of PCB. If the lake were drained this would remove the barrier protecting the residents from these contaminants. She stated there would be a residents meeting on. Tuesday at the Shoreview Community Center. She had only become aware of this project because she happened to see people drilling holes and her husband had asked what they were doing. She was told to contact Charles Blair from U.S. Fish and Wildlife Service but she has not yet talked with him. Mayor Grant stated the Council was not aware of any studies or projects regarding the draining of Round Lake. He requested Staff look into this and provide information to the Council. The Council had been previously advised that no one should touch the sediment at the bottom of Round Lake. Ms. Grudnoske asked if the residents would be notified regarding what was going on at Round Lake. Mayor Grant stated the City would post information of the web site. Councilmember Holmes asked who would be attending the meeting at Shoreview Community Center. Ms. Grudnoske stated there would be residents at the meeting and it was scheduled for 6:30 p.m. Mr. Pat Haik, 1550 Briarknoll Circle, Arden Hills, expressed concerns regarding the Mn/DOT Resolution on the meeting agenda. He stated the community has been coming to the City with concerns about noise mitigation. He urged the City to allow the appeal process to run its course because the proposed changes in the 1-694/TH 51 project by Mn/DOT were not enough for the City of Arden Hills. Mr. David McCIung, 4370 Snelling Avenue North, Arden Hills, stated he believed the Council should continue to move forward with the process of challenging and denying Municipal Consent. Mn/DOT has not made any true commitments in regards to Lexington Avenue. Arden Hills is greatly impacted by the highway system and the State is trying to fix their problem with the highway by inflicting more problems on Arden Hills and its residents. He urged the Council to deny Municipal Consent because the City has not gotten the reassurances they need for the residents and how they would be impacted. Mr. George Winiecki, 4175 Old Highway 10, Arden Hills, stated he did not have a choice living next to the highway because the government had taken the Iand from his family to build it. The noise level has gotten worse over the years and he has to deal with looking at the highway in his back yard,the pollution from this highway, and he has to pick up the litter from the highway. He ARDEN HILLS CITY COUNCIL—March 28, 2011 3 2. Public Inquiries/Informational (continued) stated he was upset about the project and he should have rights. He asked the Council to vote no on the project and, if there was a possibility for residents to get a sound wall, he should get one. His family has been paying taxes in this community for 100-years and he should have some rights. Mayor Grant closed the Public Inquiries/Informational at 7:22 p.m. 3. APPROVAL OF MINUTES A. February 28,2011,Regular City Council Meeting B. March 14,2011,Regular City Council Meeting C. March 16,2011, City Council Work Session Meeting MOTION: Councilmember Holmes moved and Councilmember Tamble seconded a motion to Approve the February 28 2011, Regular City Council Meeting Minutes, the March 14, 2011, Regular City Council Minutes and the March 16 2011 City Council Work Session Minutes as presented. The motion carried unanimously (4-0). 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to Approve Resolution 2011-011: Accepting Work Completed and Authorizing Final Payment of$21,503 for the Indian Oaks Court Pond Maintenance Project to Belair Excavating, Inc., of New Brighton, Minnesota C. Motion to Approve 2010 Pavement Management Program Payment#5 to Schifsky and Sons, Inc., in the Amount of$47,850.17 D. Motion to Approve Resolution 2011-015: Appointment of Don Messerly to the Parks Trails and Recreation Committee E. Motion to Approve the 2010-2012 Agreement for Law Enforcement Services F. Motion to Approve the 2011 Non-Union Wage Adjustment G. Motion to Authorize the Purchase of Two "Zero Turn" Mowers MOTION: Councilmember Holmes moved and Councilmember Werner 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). 5. PULLED CONSENT ITEMS None. 6. PUBLIC HEARINGS None. ARDEN HILLS CITY COUNCIL—March 28, 2011 4 7. NEW BUSINESS A. I694/TH 51 Municipal Consent Resolution Public Works Director Maurer stated on October 25, 2010, the City Council adopted Resolution 2010-052 Disapproving the Final Layout of 1-694/TH 51 with Conditions. There were 14 conditions attached to that resolution. Since that time there have been ongoing negotiations with Mn/DOT regarding the conditions and Ramsey County participated in the discussions. On February 9, 2011, a meeting was convened by Senator Goodwin and Representative Knuth. In attendance were the City of Arden Hills, Ramsey County and Mn/DOT. The City has received two letters from Mn/DOT concerning the 14 conditions since the adoption of Resolution 2010- 052. The first was dated November 29, 2010 and was the result of several meetings between Mn/DOT and City Staff. It dealt with a number of the 14 conditions but several of them unresolved. The second Mn/DOT letter was dated February 28, 2011, and was the result of the meeting held by Senator Goodwin and Representative Knuth. The second letter went further than the first and dealt with two key traffic mitigation issues on the local system. The City has recently received a third letter from Mn/DOT dated March 22, 2011, that clarifies and corrects Conditions 42 and #3 from the February 28, 2011, letter dealing with noise mitigation measures. The latest letter states that the City has until April 29, 2011, to make a decision on funding for the noise wall and indicates that Mn/DOT will have their designers take a more detailed look at berming on the south side of 1-694. At the work session on March 21, 2011, the City Council reviewed Mn/DOT's response to the original 14 conditions and felt that sufficient progress has been made to provide Municipal Consent to Layout 2A for the 1-694/TH 51 Improvement. The City could choose not to give Municipal Consent at this time and the appeal process would move forward. Mr. Maurer advised the Council that State law allows the Commission to choose not to follow the appeal board recommendation and the City could risk the compromises that have been reached. If the City approves the Resolution before them then this will rescind Resolution 2010-052 and give Municipal Consent. Coouncilmember Werner asked how many projects in the Twin Cities area have gone through the appeal process and what the results were for these projects. Public Works Director Maurer stated he was aware of two projects that had gone through the appeal process. The appeal board approved the project in Belle Plaine 2-1 and the other project was Crosstown and that project is currently being done. He stated he could not be sure if the communities had gotten what they were requesting through the appeal process because he was not aware of what their specific issues had been. Councilmembcr Tamble asked if the City would be limited to the original fourteen conditions during the appeal process or if the City could ask for additional items. He stated most of the original conditions had been addressed adequately and there was not much more the City could expect to gain except in regards to additional funding for the sound walls. Public Works Director Maurer stated he did not believe the City could add to the fourteen conditions or bring up things that have not been brought up previously. Some of the conditions could be defined more specifically but they could not add conditions. The best option for the City at the appeal hearing would be to address the consequences of the project on the City and how ARDEN HILLS CITY COUNCIL—March 28, 2011 5 7.A. -16941TH 51 Municipal Consent Resolution (continued) Mn/DOT could address these problems to alleviate the adverse affects on the City. The only potential problem with continuing with the appeal process was if the City had to go back to the original fourteen conditions. This would not include the compromises and commitments Mn/DOT has already made in regards to those conditions. Councilmember Holmes stated most of the concerns expressed by residents have been related to sound mitigation. Public Works Director Maurer stated that the City would be reviewing the Mn/DOT noise studies and the information from the Noise Analysis Committee (NAC). The Council has until the end of April to commit to the City's portion of the funds needed for the sound walls. Mayor Grant asked what the City would have to lose by going through the appeal process. Public Works Director Maurer stated he did not know that the City had anything to lose, but the City did not have more to gain. Mn/DOT has already committed to making modifications to the Lexington Avenue Bridge for traffic mitigation. This project is near the final design stage and they are scheduled to award the contract in July 2011. At this time the project will not be stopped. Once the final plans have been approved,the City will receive a set. Councilmember Tamble asked for clarification regarding Mn/DOT's response to Condition 11 on Page 5. Public Works Director Maurer stated TH 51 Bridge would have enough room on the shoulder for commuter bicycles. The City had requested a pedestrian bridge separate from TH 51 but attached to the bridge. Councilmember Holmes stated the negotiations with the State have provided most everything the City had requested. The sound walls are a big issue, but this will be addressed again, along with the berming. The City will also look at the height of the rail on the bridge crossing. She asked what conditions the City felt were not being met. Councilmember Tamblc stated the only reason he could see for the City not to give consent would be the issues that are on Highway 10. The only thing that is not being addressed adequately from the original fourteen conditions is the sound walls. If the City goes through the appeal process, Mn/DOT may consent to pay for more of the sound walls. He stated he would be in favor of going through the appeal process. Councilmember Werner stated the residents want the City to go through the appeal process but he was concerned the City may lose something in the process. Councilmember Holmes stated it was important to have a meeting to discuss the noise and sound walls. She stated if the noise studies were flawed then Mn/DOT would address noise mitigation, but at this time there was no reason for the City to delay the process any further by going through the appeal process. ARDEN HILLS CITY COUNCIL—March 28, 2011 6 7.A. 16941TH 51 Municipal Consent Resolution (continued) Mayor Grant stated he would like to have Mn/DOT pay for the noise wall entirely, but if they go through the appeal process there may be the possibility the residents could end up with no sound walls. He felt the appeal board should address this matter and he would support denying Municipal Consent and would like the City to go through the appeal process. Councilmcmber Holmes asked what the City could possible gain by going through the appeal process beyond additional funding for noise mitigation. Mayor Grant asked if Stan Harpstead, the City's appointed member to the appeal board, could limit the discussions in the appeal process to just the sound walls. Public Works Director Maurer stated the City could not limit what Mn/DOT presented in their two hour presentation to the appeal board, but the City could limit their own presentation and discussions to noise mitigation and sound walls. He clarified the reason Mn/DOT agreed to pay for 2/3 of the cost for the sound walls was because these walls were found to be 2/3 financially feasible. There are three criteria that must be met in order for Mn/DOT to pay for sound walls and they were not found to be cost effective for the number of homes that would receive benefit. Mn/DOT will not change this policy or deviate from this policy. This would result in a precedent they would have to abide by for future projects and they are not willing to do this. Even if the appeal board finds Mn/DOT should pay for the sound walls, he felt the Commissioner may choose to override this decision. He stated Mn/DOT is in the process of changing their policy so that if sound walls are not cost effective then they will not build them. If sound walls are found to be cost effective, the residents that are affected will make the decisions regarding the walls. This policy change is expected to go into effect later this year. Councilmember Holmes stated the City would be reviewing the sound study at a meeting scheduled for April 11. She stated the City may be able to convince Mn/DOT that their study is flawed and this could result in additional funding for the noise walls. She asked if the noise studies were set or if WDOT would be performing additional noise studies. Public Works Director Maurer stated Mn/DOT has performed two noise studies and the Federal Highway Department has already signed off on these. At this time there is no reason for Mn/DOT to redo these studies. If Mn/DOT does redo the sound studies this would delay the project further and it is not likely they would agree to do this. Councilmember Tamble stated he would like to proceed with the appeal process to see if there would be additional funding for the noise walls. He stated if these walls are necessary then Mn/DOT should pay for them. If Mn/DOT does not agree to pay for them entirely then the City would still have Mn/DOT's agreement to pay 2/3 the cost. MOTION: Councilmember Holmes moved and Mayor Grant seconded a motion to Ado t Resolution 2011-01$ Approving Layout (2A) of 1-694/TH 51. The_the Final,,_. motion failed 1-3: Mayor Grant Councilmembers Werner and Tamble . ARDEN HILLS CITY COUNCIL—March 28, 2011 7 B. Resolution 2011-016: Supporting the Grant Application Made to the Minnesota Department of Natural Resources for the Parks and Trails Legacy Program Parks and Recreation Manager Michelle Olson stated Staff has been preparing an application for a Trails Legacy Grant Program through the Minnesota Department of Natural Resources for the creation of an off-street shared use path on the west side of Old Snelling Avenue from County Road E to County Road E2. The application deadline is Thursday, March 31, 2011. Regional Trail Legacy Grants are intended to support trails of regional or statewide significance. Funding for this grant program is from the Parks and Trails Fund created by the Minnesota Legislature from the "Clean Water, Land and Legacy Amendment" passed by the voters in 2008. Priority for trail project funding will be given to projects that provide connectivity, enhanced opportunities for commuters, and enhanced safety. Staff has determined that a pathway on Old Snelling is the only trail development in the City that meets the Trail Legacy Grant Program eligibility requirements. This pathway is listed high on the Parks Trails and Recreation Committee's priorities for proposed trails. After reviewing the 2011 application information and speaking with Greg Mack, Ramsey County Parks Director, it appeared that the City's eligibility was questionable. The criterion in question is a requirement that the proposed trail must be consistent with the Metropolitan Council's Regional Parks Policy Plan. This essentially means that the two eligible trails in the City of Arden Hills would be County Road 96, which is already being programmed with upcoming road improvements, and the Rice Creek Corridor, which is a Ramsey County initiative. Although the criteria and eligibility requirements are listed within the grant manual, the DNR asserts that there is potential for criteria and eligibility requirements to change before grant awards are announced as these are recommendations at this point. Staff spoke with Forrest Bo of the DNR and he strongly recommended that the City apply for the grant in 2011, even if the application is ultimately determined to be ineligible. In addition, the DNR suggested sending a letter or email to relay the City's concerns regarding the regionally significance criterion. Staff requested a support letter from Greg Mack of Ramsey County. However, due to the eligibility questions regarding this potential project, the County declined. Staff feels that the City should apply and indicate to the DNR that projects such as the Old Snelling Pathway are regionally significant and should be eligible. The amount of the Old Snelling Pathway Regional Connection project is estimated at $975,270.40 for construction and project administration. Both of these costs are eligible for reimbursement. The maximum grant award is $500,000 and, therefore, the City match would be $475,270.40. This estimate takes into account the wetland and floodplains that exist in this area. Mayor Grant asked if the grant would be approved entirely or if there would be a chance that the City would only receive a portion of what they applied for. Parks and Recreation Manager Olson stated there was a chance they could choose to partially fund the project. If this happens then the City would have the option to reconsider the project because this could be a significant change. Public Woks Director Maurer stated he did not have direct experience with this grant process but it is not common to award less than what is being asked for. ARDEN HILLS CITY COUNCIL—March 28, 2011 8 7.B. Resolution 2011-016: Supporting the Grant Application Made to the Minnesota Department of Natural Resources for the Parks and Trails Legacy Program (continued) Mayor Grant asked if the bid was based on the current bidding environment. Parks and Recreation Manager Olson stated the cost estimate was done by Bolton& Menk and they accounted for the current bidding environment, inflation, contingencies, and escalated costs because this project would not be done until 2012. Councilmember Holmes clarified that Staff has determined this is the only trail that would meet the requirements of the grant as a regional trail and questioned if a trail on Lake Johanna Boulevard would qualify. Parks and Recreation Manager Olson stated Staff had reviewed the City's trails and determined this would be the best section of trail to meet the requirements of the grant application. She stated Staff had looked at the trail at Lake Johanna Boulevard, but this section of trail would not meet the requirements of the grant because it does not connect directly to trails going to the park. Councilmember Holmes stated the estimated expense is high for a trail section. In 2008, the City had looked at completing the trail on Old Snelling from Highway 96 to TH 51 and it was less expensive at that time. She asked why this section of trail was so expensive to construct. Parks and Recreation Manager Olson stated when the feasibility report was initially completed it did not consider the trail crossing the flood plain and the work that would have to be done to complete this section. In order to cross the flood plain there will need to be retaining walls and boardwalks constructed so that the trail does not affect the flood plain. Mayor Grant asked what the maintenance cost of the boardwalk would be. Parks and Recreation Manager Olson stated the cost would be more than a standard trail but she did not have the exact cost information at this time. Public Woks Director Maurer stated the snow removal equipment the City currently uses for the trails would also work on the boardwalks. Councilmember Tamble asked who would be eligible to apply for these grant funds. Parks and Recreation Manager Olson stated the grants were available to any County, Municipality, or City but there were restrictions that make the number of eligible candidates less than would be for other grants. Councilmember Tamble asked if the proposed stopping point was the best location or if the trail should be continued further. Public Woks Director Maurer stated there were plans for the Council to look at the trails south of Lake Johanna and also the amount of money required to do this entire length is significant. If ARDEN HILLS CITY COUNCIL—March 28, 2011 9 7.B. Resolution 2011-016: Supporting the Grant Application Made to the Minnesota Department of Natural Resources for the Parks and Trails Legacy Program (continued) the City is awarded a grant this year then they would pursue another grant next year to continue the trail. Councilmember Holmes stated there were several runners on the non-trail side of the street and she asked if this trail section would makes any sense because the amount of money may not be worth it for a trail that residents will not utilize. Parks and Recreation Manager Olson stated there are some people that want an off-road pathway and others that will just utilize the road and the area on Old Snelling that Councilmember Holmes is referring to does not have a safe route. MOTION: Councilmember Tamble moved and Councilmember Werner seconded a motion to Approve Resolution 2011-016: Supporting the Grant Application Made to the Minnesota Department of Natural Resources for the Parks and Trails Leeacy Grant Program for the Creation of an Off Street Shared Use Pathway on Old Snelling Avenue. The motion carried unanimously (4-0). C. Resolution 2011-017: Supporting the Local Trail Connections Program Grant Application Made to the Minnesota Department of Natural Resources Parks and Recreation Manager Olson stated Staff has been preparing an application for a Local Trail Connections Program through the Minnesota Department of Natural Resources for the creation of an off-street shared use path on the west side of Lexington Avenue from County Road E to Ingerson Park. The City was successful in acquiring this grant in 2008 for the Perry Park Pathway. This pathway is listed low on the Parks Trails and Recreation Committee's priorities for proposed trails. However, Staff feels this is the most appropriate segment for this grant opportunity. This proposed pathway will provide a safe route for residents to Ingerson Park and to County Road E and the Arden Plaza business area. The future proposed upgrades to the B2 district and County Road E also make this proposed trail an important connection. The amount of the Lexington Avenue Pathway Project is estimated at $666,993.60 for construction and project administration. Both of these costs are eligible for reimbursement. The maximum award is $100,000 and, therefore, the City match would be $566,993.60. This estimate takes into account the wetlands that exist in this area. The design will reflect minimal environmental impacts. Approximately 425 feet of the proposed trail will cross over the east side of the Catholic United Financial property at 3499 Lexington Avenue North. The right-of-way in this area does not appear to be sufficient for the proposed pathway. The estimate accounts for possible acquisition o right-of-way. However, the City does not need to solidify an easement/right-of-way acquisition at this time. Those discussions can take place if the City is successful in securing funding for this pathway. Catholic United Financial is in support of a pathway and has provided a letter of support for the project. Councilmember Tamble asked how the future development project at Arden Plaza would affect this trail. ARDEN HILLS CITY COUNCIL—March 28, 2011 10 7.C. Resolution 2011-017: Supporting the Local Trail Connections Program Grant Application Made to the Minnesota Department of Natural Resources (continued) Parks and Recreation Manager Olson stated Staff was assuming the section of trail at Arden Plaza would be completed with development on this corner. The application includes the cost to complete the trail to County Road E. However, if it is completed before this project, then we would take that out of the project. Councilmember Holmes clarified there is 425 feet of land that the City would have to acquire and pay for in order to construct this trail. Parks and Recreation Manager Olson stated the proposal includes $70,000 as an estimated cost for acquiring the required right-of-way. The City could also look at requesting an easement from Catholic United Financial. They have expressed support for this trail and may consider providing the easement at no cost. Councilmember Holmes stated this trail is low on the Parks and Recreation trail list and this grant is only providing a maximum of $100,000 for a $666,000 trail. She would like to see a grant that has a 50/50 match for a project of this size. There is a trail on the other side of the street that can be used by residents. Public Works Director Maurer stated he had given the Parks and Recreation Manager direction to pursue this grant opportunity because there had not been a set criteria given by the Council in determining what grants to apply for. If the City receives the grant, they could look at ways to reduce the cost; such as talking to Catholic United Financial about an easement and having Arden Plaza partner with the City on sections of the trail. This may change the actual costs of the project. The City could turn down the grant if they feel this project would not be cost effective at that time or if the City were unable to construct the trail at the time the grant is awarded. Mayor Grant stated this grant opportunity does not save the City a considerable amount of money and he is not in favor of applying for this grant. He asked how much time Staff would have to put in to complete the application. Parks and Recreation Manager Olson stated the application is ready to submit. Councilmember Holmes asked why Staff was considering this section of trail and not a trail along Lake Johanna. Parks and Recreation Manager Olson stated Staff felt that this section of trail met the spirit of the grant and the requirements to fill in gaps in the system. This trail section is similar in cost to other trail sections and this section would provide a stronger argument for meeting the requirements. She stated the trail along Lake Johanna is something that the County is looking at possibly using STP funding for. Councilmember Tamble asked what the timeframe to use the grant money would be and what negative affects there would be if the City turned down the grant. ARDEN HILLS CITY COUNCIL—March 28, 2011 11 7.C. Resolution 2011-017: Supporting the Local Trail Connections Program Grant Application Made to the Minnesota Department of Natural Resources (continued) Public Works Director Maurer stated he did not foresee any negative impacts if the City turned down a grant one time, but he would not recommend the City do this frequently. Parks and Recreation Manager Olson stated if the City accepts the grant then the project would need to be completed by June 2013. MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to Approve Resolution 2011-017: Supporting the Local Trail Connections Program Grant Application Made to the Minnesota Department of Natural Resources for the creation of an Off Street Shared Use Pathway on Lexington Avenue. Councilmember Holmes stated she would prefer to see the City apply for grants that offered 50150 match. There are several factors that lead her to not support this particular grant application including the fact that this trail is low on the list of priorities, there is a trail on the other side of the street, and the development at Arden Plaza is not clear. Mayor Grant stated he would agree with Councilmember Holmes. This particular grant is small and he would not support the resolution supporting this grant application at this time. The City has other needs. Councilmember Werner stated he would agree with Mayor Grant and Councilmember Holmes and would not support this resolution. Councilmember Tamble stated he could support the resolution since the application is ready to submit but he would recommend contingencies for acceptance. Mayor Grant stated the City could not make a grant application with contingencies and there would only be a couple of weeks from the time the grant is offered and the time the City needs to accept it. There would not be enough time for Staff to determine easements and partnerships before the acceptance deadline. The motion was called to a vote. The motion failed (0-4: Mayor Grant, Councilmembers Holmes, Werner, Tamble). D. Lift Station Rehabilitation Public Works Director Terry Maurer stated the City's sanitary sewer system has 14 lift stations. Of these, all but four have been rehabilitated. The 2011 Capital Improvement Plan(CIP) has $385,000 programmed for the reconstruction of Lift Stations 11 and 13. Lift Station 11 is located at 1861 Highway 96 and may be affected by the construction of the TH 10/CSAH 96 Interchange. Therefore, it is recommended that reconstruction of this lift station be delayed until ARDEN HILLS CITY COUNCIL—March 28, 2011 12 7.D. Lift Station Rehabilitation (continued) the impact of the interchange project is known. Lift Station 13 is located at 1123 Karth Lake Drive. In addition to the reconstruction of Lift Station 13, there are two lift stations that have been experiencing operational problems. These are Lift Station 5 located at 3495 Lake Johanna Road and Lift Station 8 located at 1335 Ingerson Road. Both of these lift stations have been experiencing similar operational problems that cause the pump to move away from the base elbow allowing "blowby" affecting the operation of the lift station. Staff is recommending that Lift Station 5 and 8 have their operational problems diagnosed and repaired in 2011. Staff recommends that the City Council authorize engaging Seth Peterson of Bolton and Menk for the design, bidding, and construction activities related to rehabilitating Lift Station 13 along with the engineering services needed for the diagnosis and repair of the operational problems at Lift Stations 5 and 8. The engagement would be on an hourly basis for a cost not to exceed $28,100. Funding for the engineering services and the construction will come from the Sewer Fund. Mayor Grant stated rebuilding a lift station is expected to cost approximately $200,000. He asked what the repairs would cost. Public Works Director Maurer stated the reconstruction of Lift Station 13 is estimated at $200,000 and the repairs for Lift Station 5 and 8 are expected to be minor costs, but until the exact cause of the problem is determined he was not able to say for sure. The proposal at this time is for the engineering, design, and diagnosis costs associated with these lift stations, not the repairs or reconstruction costs. Mayor Grant asked if Mr. Peterson was familiar with the Lift Stations. Public Works Director Maurer stated Mr. Peterson had been to Lift Station 5 and has looked at the plans for Lift Stations 5 and 8. Mayor Grant stated Lift Station 8 also has an odor and he asked that Mr. Peterson look at this problem as well. MOTION: Mayor Grant moved and CounciImember Holmes seconded a motion to Authorize Staff to Engage Seth Peterson of Bolton and Menk for the Design, Bidding, and Construction Activities Associated with Rehabilitating Lift Station 13 Along with the Engineering Services Needed for the Diagnoses and Repair of the Operational Problems at Lift Stations 5 and 8, At a Cost Not To Exceed $28,100. The motion carried unanimouslyE. c or Two—rlaz-v-Turn"zrrvrrep'S. Moved to Consent Calendar F. Resolution 201.1-019: Award 2011 Sanitary Sewer Lining Project to Instuform Technologies, USA, Inc. of Chesterfield, Missouri, in the Amount of $399,444.50 .. .. ............. ....... . ...... ARDEN HILLS CITY COUNCIL—March 28, 2011 13 7.F. Resolution 2011-019: Award 2011 Sanitary Sewer Lining Project to Instuform Technologies, USA, Inc. of Chesterfield, Missouri, in the Amount of $399,444.50 (continued) Public Works Director Maurer stated the majority of the City's sewer mains were constructed in the late 1950's and early 1960's utilizing clay tile pipe. Over time, the joint materials have failed and allowed root intrusion. The pipe is also susceptible to cracking and construction damage. The 2009 Capital Improvement Plan includes funding for a sanitary sewer main lining program to extend the life of the City's sanitary sewers by 50 years or more. The sewer lining process has been proven over the past 20 years, and costs have become competitive. This technology also prevents infiltration of groundwater into the system and can be credited toward the City's inflow/infiltration surcharge. Staff assembled a specification and advertised for bids for approximately 3.14 miles of sewer main lining in areas identified as having root intrusion or infiltration problems. Based on past practice, the City Council would award the contract to the lowest responsible bidder. In this case,the lowest bidder is Instuform Technologies, USA, Inc., of Chesterfield, Missouri. The City has been awarded a Metropolitan Council Environmental Services (MCES) Municipal Inflow & Infiltration (I&I) Grant to fund 25% of this work. The balance of this project is to be funded in the Sanitary Sewer Enterprise Fund. The bid for this project is competitive and Staff recommends moving forward with the entire project. In order to fund the work over the budgeted amount, Staff recommends advancing dollars budgeted in the 2012 CIP for sewer lining. Mayor Grant asked for clarification regarding the grant amount and how much the City will be _ using of this grant. Public Works Director Maurer stated that based on the bid received,the City will not use all the $203,779 in grant funds that were received. The grant amount used for this project would be $99,861, which is the maximum grant amount that can be used to meet the 50% match on eligible expenses. There was approximately $25,000 of the grant used in 2010. The City will be using approximately $50,000 to $60,000 of the grant fund for manhole repairs and rehabilitations this year. The City is not able to go back and increase the amounts of work to be done on those projects that were submitted for the grant. The bids have come in lower than expected so the City will have grant funds remaining. Councilmember Tamble clarified the reason Staff wanted to do more this year was to maximize the amount of grant funds. Public Works Director Maurer stated this was correct. This grant was presented as a one-time offering and Arden Hills was the third largest recipient of funds. In order to maximize the amount of grant funds used the City could forgo projects in the future. Mayor Grant asked how many miles of clay pipe the City had remaining. Public Works Director Maurer stated there was approximately 17 miles of clay pipe remaining. MOTION: Councilmember Tamble moved and Councilmember Werner seconded a motion to Adopt Resolution 2011-019: Awarding 2011 Sanitary Sewer Lining, ARDEN HILLS CITY COUNCIL—March 28, 2011 14 7.F. Resolution 2011-019: Award 2011 Sanitary Sewer Lining Project to Instuform Technologies, USA, Inc. of Chesterfield, Missouri, in the Amount of $399,444.50 (continued) Proicct to Instuform Technologies, USA, Inc. of Chesterfield, Missouri in the Amount of$399,444.50. The motion carried unanimously (4-0). G. Consider Purchase of Water Meter Readers Public Works Director Maurer stated the City's commercial/industrial water meters and readers were replaced in 1997/1998 and the residential water meters and readers in 2001. The meter readers were expected to have a 10-11 year life, which is currently at its end. The batteries are starting to fail and technology has changed so much it is hard to get replacement batteries or parts. The current system is a remote reading system whereby a Public Works staff member simply drives the street with an electronic handheld reader which remotely reads the meters. The Capital Improvement Plan (CIP) has an item starting in 2011 and running through 2014 to replace all meter readers. Staff recommends a Badger Galaxy System that allows remote reading from a computer screen. When the change-out of meters is complete, meters will be read from a computer in the Finance Department. There will no longer be a need for a Public Works staff to spend 2-3 days a month reading meters. Staff is recommending purchase of the Badger Galaxy Fixed Network Collector Package, which consists of an antenna located on the water tower, computer software and installation, technical support, cellular backhaul, and 50 meter readers. In addition, Staff recommends purchase of enough commercial/industrial meter readers to change out all of those in 2011 with City Staff. With the remaining funds, Staff would purchase approximately 50 residential meter readers. These would be used to change out any failed meter readers and/or combine sump pump inspections with meter reader change-outs. This system has an annual fee of$2,450 for technical support, software updates, and maintenance of the cellular backhaul. This annual fee begins the year after the initial purchase of the system. Mayor Grant clarified the Badger System being proposed would not be able to read the meters currently used by residents. Public Works Director Maurer stated there would be a transition period until all the meter readers could be replaced. Mayor Grant stated the alternative would be to purchase the batteries that the current readers use and replace them as they fail. Public Works Director Maurer stated the City has not had a mass failure, but the batteries are hard to find. The City has a few on hand but not enough to cover a large number of failures at one time. If the City was able to find the correct batteries, they could continue to replace the batteries as required. He had been told that the meter reader life for those currently used by the City was approximately 10-11 years and the City is nearing the end of the life cycle for those readers. If the City wants to keep the current system then a large supply of batteries would be required. The technology and service of these readers is no longer supported. Mayor Grant asked if Staff has looked for a source of batteries. ARDEN HILLS CITY COUNCIL—March 28, 2011 15 7.G. Consider Purchase of Water Meter Readers (continued) Public Works Director Maurer stated he has not looked personally, but he had been told that Staff not been able to find them. Mayor Grant asked if Badger was a leader in the industry. Public Works Director Maurer stated Badger was well known in the water meter/reader industry. Mayor Grant asked if this system was installed in other cities. Public Works Director Maurer stated he would do additional research regarding meter readers, the batteries needed for the current system, and Badger System and experience other cities have had with them and report back to the Council. The request is not time sensitive and can be reviewed at a future City Council meeting. Mayor Grant asked what the life expectancy was for this system. Public Works Director Maurer stated it was expected to be about 20 years. He clarified the proposed Badger System was only replacing the meter readers at this time. With a 20 year life expectancy on the new Badger meter readers and 20 years remaining on the life of the meters themselves the City would need to look at replacing both in approximately 20 years. Councilmember Tamble stated based on the information provided it was still more cost effective for the City to have one person reading the meters each month. Public Works Director Maurer stated the City would gain efficiencies in the Public Works Department because the City would not have to pull one crewmember from another job in order to read meters every month. This would be especially effective during the summer months when the Public Works Department is the busiest. MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to Table the Request to Authorize the„Expenditure of up to $60,000 to Start the Conversion of Water Meter Readers to the Badger GaIa System for Additional Information. The motion carried unanimous) 4-0 . S. UNFINISHED BUSINESS •i• iV/'tf 111.11 111111i Moved to Item 7A. 9. COUNCIL COMMENTS ARDEN HILLS CITY COUNCIL—March 28, 2011 16 9. Council Comments (continued) Councilmember Tamble stated that as liaison for the Communications Committee, he would like to bring forward a memo describing new technologies and ideas to the next City Council work session. Mayor Grant requested this item be added to the next City Council work session. Councilmember Holmes expressed concerns about the City not being informed about the U.S. Fish and Wildlife Service plans for Round Lake. She stated the City needs to look into this matter because this is a significant development and could have a great impact on the community. City Administrator Patrick Klaers stated he will look into this and report to the City Council Councilmember Holmes stated she was surprised to see in the minutes from the March 21 Sheriff's Contracted Cities meeting, the comment made by Terry Schwerin. He had stated that some communities paid more because they feel it is the right thing to do. She stated the formula that Ramsey County cities are using is not balanced. If all the cities are sharing the services then they should cost the same on a per capita basis. She stated the City had looked at working with New Brighton in the past for police services and it may be appropriate to do so again. She suggested Staff look for alternatives to the City's police protection before the current contract with Ramsey County expires. Mayor Grant stated he would agree with Councilmember Holmes and the City should meet with the Ramsey County Sheriff to find out what level of service they are paying for what they could expect for services and response time. Mayor Grant stated he did not know if municipal consent would be reconsidered but there could be a chance that this item would be brought back to the Council for consideration. The Council majority would have to vote in favor of reconsidering this item. He clarified he did not expect the City to reconsider their decision but because one Councilmember was not in attendance they may request the item be brought back for reconsideration. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Tamble seconded a motion to ad'ourn. The motion carried unanimously 4-0 . Mayor Grant adjourned the Regular City Council Meeting at 9:54 p.m. Patrick Klaers David Grant City Administrator Mayor