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HomeMy WebLinkAbout07-18-11-WS- ARZE.NHILLs Approved: August 8, 2011 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING JULY 18, 2011 5:00 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 City Council Work Session meeting at 5:03 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes, and Nick Tamble. Absent: Councilmember Ed Werner (excused) Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; Director of Finance and Administrative Services Sue Iverson; Parks & Recreation Manager Michelle Olson; City Planner Meagan Beekman; Community Development Intern Mei -Ling Anderson; and Deputy Clerk Rebecca Brazys. 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved, Councilmember Tamble seconded, to approve the agenda as presented. Motion carried unanimously (4 -0). Mayor Grant recessed the Work Session and the Council then went into Executive Session to discuss the City Administrator's Performance Review. Mayor Grant reconvened the Work Session at 6:40 p.m. 3. AGENDA ITEMS A. Love INC Parks and Recreation Manager Olson explained that Staff and Council had received correspondence from Love INC Weekend of Service (W.O.S) earlier this year. The letter asked if the City would benefit from the services that W.O.S volunteers will provide in spring 2012. Staff ARDEN HILLS CITY COUNCIL WORK SESSION — JULY 18, 2011 2 discussed this offer with Suzanne Hinderschied, W.O.S. coordinator, and she provided the following information: • This service project is similar to the North Heights Weekend of Service that occurred in spring 2010 and the one that is scheduled to help with the 2011 Celebrating Arden Hills event. In spring 2010, 4 different groups of volunteers worked on park projects. • The big difference between the North Heights project and that of Love INC is that it involves more churches; North Heights, Rose Hill Alliance, Calvary Baptist, Faith Christian Reformed, Hope Community Church, Twin Cities Chinese Church, Grace Church of Roseville, and Roseville Covenant. • The main focus is to help beautify communities by working on public parks or City - specific projects rather than painting or working on private homes. Parks and Recreation Manager Olson stated that the City has benefited in the past from the North Heights W.O.S and feels that Love INC will provide a similar service. Therefore, Staff plans on utilizing this service for park- related projects in 2012 and will move forward on the coordination unless Council has any objections. Council consensus was for Staff to proceed. C. Celebrating Arden Hills Parks and Recreation Manager Olson provided an update of the progress for the City's fall festival event scheduled for September 17th at Tony Schmidt Regional Park and Bethel University. Because Presbyterian Homes was unable to host the art portion of the event this year due to construction, Staff approached Bethel University to see if they would be interested in partnering on the event. Bethel has agreed to host a similar art event with the focus being on student art and music. The festival will be scheduled to run from 3:00 p.m. until dusk. The events at Bethel will not begin until 5:00 p.m. Activities will include: Mad Science presentation, Splatter Sisters, community booths, pontoon rides, and youth activities such as a rock climbing wall, bungee trampoline, miniature golf, inflatables, hay rides, fire department activities, Sheriff Kid Prints, K9 demos and more. Fireworks will start around 8:00 p.m. Parks and Recreation Manager Olson explained that the budget for the 2011 event was set at $25,000 and the City's portion was set at $10,000 with sponsorships estimated at $15,000. These figures do not include staff time. She added that, to date, the City has received $6,700 in sponsorships. Parks and Recreation Manager Olson asked if the Council would be interested in a Council booth at this festival with a shift assigned to each of the Councilmembers. Councilmember Holmes asked if Staff will be pursuing sponsorships from more vendors like Bolton & Menk; companies that contract with the City. Parks and Recreation Manager Olson offered to send a "softer version" of the sponsorship letter to contract companies. Councilmember Tamble asked if sponsors receive anything for their contribution. ARDEN HILLS CITY COUNCIL WORK SESSION — JULY 18, 2011 3 Parks and Recreation Manager Olson explained that Staff places large signs at the event listing the sponsors, the sponsors are listed in event handouts, and a thank you ad is placed in the Bulletin. She then asked if the Council would be willing to make direct contact with local businesses that have not yet donated. She presented a list of businesses for each Council member and offered to prepare and send another letter to each of those businesses for those Councilmembers who would prefer that be done. Councilmember Holden asked if the City is accepting merchandise instead of cash. Parks and Recreation Manager Olson responded that Staff would prefer cash but will not turn down offers of merchandise to be used for prizes at the event. Councilmember Holden asked if the list of activities presented for review could be revised to show the earlier events on the left side and the later events on the right. She also requested that the Council booth be close to the City booth to provide better assistance to residents with questions or concerns. She then asked if the City will spend only the $10,000 projected if we do not receive enough sponsor donations. Parks and Recreation Manager Olson stated that she anticipates additional contributions and expects to stay under $20,000 in total. Mayor Grant stated he is not interested in cutting the event (to save cost). Parks and Recreation Manager Olson stated that Staff works hard to keep costs at a minimum. Councilmember Holden requested a copy of the sponsor letter and the vendor booth letter. After further discussion, Council was in agreement with the current plans and budget and directed Staff to proceed. Mayor Grant recessed the Council Work Session at 7:00 p.m. so the Council could proceed with the Special Council meeting scheduled to begin at 7:00 p.m. Mayor Grant reconvened the Council Work Session at 7:30 p.m. B. Right -of -Way Ordinance City Planner Beekman stated that Staff has been working on revisions to the City Code regarding right -of -way (ROW) based on a discussion with the City Council at their work session on December 20, 2010. The current ROW Ordinance is located in Chapter 3 and details regulations and permitting procedures for utility companies and others that do work within the ROW. Chapter 3 does not specify regulations for the maintenance of the ROW by adjacent property owners. ARDEN HILLS CITY COUNCIL WORK SESSION — JULY 18, 2011 4 City Planner Beekman stated that Chapter 7, which details regulations for trees and vegetation, does include some regulations pertaining to the planting of trees in the ROW, but the details are vague and unclear, causing confusion. In addition, Chapter 7 outlines a permitting process for homeowners to plant trees in the ROW; however, this process is largely not followed by property owners, since most do not seek out permits prior to planting materials in the ROW. City Planner Beekman explained that questions about the City's role in maintaining trees located in the ROW, otherwise known as boulevard trees, have been coming up for the past several years. The Public Works Department handles identifying dead, diseased, and damaged trees in the City that need to be removed. Presently, when there is a question about who planted a tree, the City takes the responsibility of removing it when necessary. She explained that the December 20, 2010, ROW discussion centered on the following questions: 1. Who is responsible for dead, damaged, or diseased trees /vegetation in the ROW? 2. Should residents be allowed to plant /place things in the ROW adjacent to their homes? If so, should a permit be required to do so? 3. What items, if any, should be allowed to be planted or placed in the ROW by residents? 4. What responsibility or authority should the City have for items placed or planted in the ROW? 5. As a policy, should the City ever plant trees in the ROW? City Planner Beekman stated that the consensus of the Council at that work session was that the maintenance of the ROW should be the responsibility of the adjacent property owner, and that residents should be allowed to improve the ROW adjacent to their homes, under certain circumstances, without the need for a permit. City Planner Beekman added that since the December work session, Staff has researched the policies and regulations of other communities, interviewed staff of other communities, met with the City Attorney and the City's Public Works Department. Based on this work, Staff has drafted a possible ROW Maintenance Ordinance that meets the direction given by Council and the goal of clarifying the City's ROW regulations. There are three components to the Code revisions related to the ROW Maintenance Ordinance: 1. Create language within Chapter 3 to address the maintenance of the ROW; 2. Remove or relocate language that pertains to maintenance of the ROW from other areas of the Code and consolidate it into Chapter 3; 3. Update the City's Shade Tree Ordinance within Chapter 7 to clarify the abatement procedures and more effectively deal with the removal of diseased trees. City Planner Beekman stated that while the revisions to Chapter 7 are important, they are relatively minor, and are separate from the purpose of this discussion, which is to discuss the revisions to Chapter 3 and the ROW Maintenance Ordinance. The ROW Maintenance Ordinance involves three key aspects: 1. Defining the ROW; ARDEN HILLS CITY COUNCIL WORK SESSION — JULY 18, 2011 5 2. Outlining the responsibilities of residents in terms of maintaining the boulevard adjacent to their property; 3. Clarifying the City's responsibilities in terms of ensuring the safe and efficient use of the ROW. City Planner Beekman explained that Staff has included a draft ROW Maintenance Ordinance for Council review and is requesting that the Council review the attached draft ordinance and provide comment and direction on it. Based on the discussion this evening, staff will revise the draft ordinance and bring it back either for Council approval, or for further discussion. Because all proposed revisions of the City Code do not impact Chapter 13, the Zoning Code, these revisions would not require a public hearing, nor review by the Planning Commission. Councilmember Holmes suggested there be a clear definition of ROW included in the ordinance and that the definition also state the difference between improved and unimproved ROW. She also questioned the width of ROW and how a resident knows that information. City Planner Beekman explained that it is the responsibility of the property owner to determine their property lines. Sometimes the City has a plat map available, but if there is none, or if the property owner can't find the property pins, they will have to have a surveyor establish the location of the property lines. Councilmember Tamble asked if that language is in the Code. City Planner Beekman stated she is not sure whether or not it is included but she also stated that the ROW varies from one road to another. She added that the property owner actually owns to the center of the ROW. The streets are dedicated to the City, not deeded. Councilmember Holden was concerned about the sections of the new code referring to permits being issued by a specific staff member. She suggested that all such references be changed to read "the City" will issue such permits. Councilmember Holmes suggested that Section D under Subdivision 3 be revised to state more clearly that such costs will be the responsibility of the property owner. Discussion ensued regarding the number of diseased trees in the City; there are approximately 70, 50 of which are currently the City's responsibility to remove. Councilmember Holden asked if this proposed ordinance amendment passes, would property owners then be expected to cover the cost of those diseased trees already identified by the City. Parks and Recreation Manager Olson explained that the diseased trees must be removed within a specific time period once they've been identified. By the time this ordinance amendment has passed, the diseased trees will have been required to be removed. Councilmember Holmes asked about rain gardens located in the ROW. ARDEN HILLS CITY COUNCIL WORK SESSION — JULY 18, 2011 6 City Planner Beekman explained that rain gardens are not considered significant landscaping and there haven't been any problems related to rain gardens. Discussion ensued and it was determined that rain gardens should be added to Subdivision 2, Item Al. Councilmember Tamble expressed concern about the statement on Page 3 of 15 requiring spacing of 75 feet between trees being planted. He thought that could be reduced to 40 feet but will discuss it further with Staff. After further discussion, the Council consensus was that Staff should present this amendment at a regular Council meeting. 2. COUNCIL COMMENTS & STAFF UPDATES Councilmember Holden comments: • Public Works has done a good job improving the appearance of the median on Highway 96. • The Economic Development Commission is working on the State of the City event which will be held September 14, 7:30 to 9:30 a.m., at North Heights Lutheran Church. Mayor Grant comments: • Many areas of the city were flooded this past weekend including Valentine Park. The severity of the Valentine Park situation proves the need for the backflow protection. • He thanked the Public Works crew for removing the dead trees along Highway 96. • During the current heat wave, Public Works crews should be using the new water truck to keep the trees hydrated. • He has asked the City Administrator to review the TCAAP / Ryan proposal documents to see if the two year restriction to share that data has passed. If so, we may want to post some of the documents on the City website. • He recommended that the hand -out from Kate Knuth's recent meeting be added to our website. • He asked what the plan is for replacing the dead trees on Highway 96. o Public Works Director Maurer explained that they have not completed review of the landscaping plan. He also referred to concern for the cost to keep new trees watered and healthy. • He questioned what had occurred on the Roscoe pond on the south end of Snelling o Public Works Director Maurer explained that the crew found the pump submerged. The pump is now being serviced and should be reinstalled tomorrow. Also, engineering is working with the property owner to determine a permanent solution. Public Works Director Maurer stated that Lift Station #8 couldn't keep up during the recent storms which resulted in sewage back -ups in some homes. Also, there was a lot of damage in the PMP project area which contractors are working to repair. ARDEN HILLS CITY COUNCIL WORK SESSION — JULY 18, 2011 7 Councilmember Holden commented on the fact that the City exceeded I &I again this year. She questioned why that is occurring. Public Works Director Maurer explained that most of that was coming from the top of the system. Now that enough of the system has been lined, there shouldn't be a problem. ADJOURN MOTION: Councilmember Tamble moved, Mayor Grant seconded, to adjourn. Motion carried unanimously (4 -0). Mayor Grant adjourned the City Council Work Session meeting at 8:32 p.m. a4-74- /V Patrick Klaers City Administrator David Grant Mayor