HomeMy WebLinkAbout09-26-11-R lt
EN HILLS
Approved: November 14, 2011
CITY OF ARDEN HILLS,MINNESOTA
CITY COUNCIL REGULAR MEETING
SEPTEMBER 26,2011
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 City
Council Regular Meeting at 7:00 p.m.
Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes,Nick
Tamble and Ed Werner.
Absent: None
Also present: City Administrator Patrick Klaers; Director of Finance and Administrative
Services Sue Iverson; Public Works Director Terry Maurer; Community Development
Director Jill Hutmacher; City Planner Meagan Beekman; Planning Intern Mei-Ling
Anderson; and Deputy Clerk Rebecca Brazys
1. APPROVAL OF AGENDA
Mayor Grant requested that items 4B and 4E be pulled from the Consent Agenda.
Councilmember Holden requested that item 4C be pulled from the Consent Agenda.
MOTION: Councilmember Tamble moved and Councilmember Holmes seconded a
motion to approve the agenda as amended. Motion carried unanimously (5-
2. PUBLIC INQUIRIES/INFORMATIONAL
A. TCAAP/Stadium Update
Community Development Director Hutmacher reported that the City met with representatives
of the Metropolitan Council, Metropolitan Sports Facilities Commission, and Kimley-Horn and
Associates on Tuesday, September 20. The Metropolitan Council is working on the review of the
stadium proposal requested by Governor Dayton. Discussion topics included transportation
improvements, the land use approval process, public infrastructure and utility improvements, and
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 2
a review of required permits. Based upon the September 20th meeting and a subsequent follow-up
conference call, the Metropolitan Council is compiling a detailed report that covers every aspect
of potential development on the 260-acre stadium site and the 170-acre private development area.
The report is tentatively scheduled to be completed on October 15.
Councilmember Holmes reminded the Council that the Ramsey County Charter Commission
will be holding a public hearing at the New Brighton Community,Center on September 28
regarding the proposed County sales tax for the stadium.
B. Public Inquiries /Informational
Mayor Grant asked the Public Works Director for an update on the Townhome Association
drainage study.
Public Works Director Maurer explained that he did a walk-through with Bolton & Menk staff
and found several areas that may be possible areas of improvement. Bolton & Menk is in the
process of modeling these various areas and preparing cost estimates which will be presented to
the Council at their October work session.
Dave Cmiel, 1861 West Highway 96, stated the Round Lake homeowners remain concerned
about the noise issues related to the US 10 and Highway 96 improvements. He asked that
MnDOT reevaluate their traffic noise studies.
Carrie Welter, 4477 Old Highway 10, agreed with Mr. Cmiel's request for a new MnDOT noise
analysis. She stated that the wall at the end of Lakeshore Place should be improved for better
safety.
Reed Schilleman, 4463 Old Highway 10, supported the noise wall assessment but stated he is
also concerned about the size of the noise wall.
Leonard Grudnoske, 4455 Old Highway 10, stated he would like to see the speed limit reduced
on US 10 and increased police patrols,particularly at the end of the school day, 2:00 to 2:30 p.m.
Nathan Cmiel, 1861. West Highway 96, spoke in favor of the noise wall.
3. APPROVAL OF MINUTES
A. August 29,2011,Regular Council Meeting
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to approve the minutes as presented. Motion carried unanimously (5-
4. CONSENT AGENDA
A. Claims and Payroll
v--rMotion to n ppr- ye Planning Case 11 019 Heed Paekagn g nr�c D Amendment.-
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 3
G.Me ien to Approve Planning Case 11 020—Mounds—View High Sehool CUP
D. Motion to approve 2011 Pavement Management Program Payment #2 to Astech
Corporation in the Amount of$432,730.42
E. Motion to Authorize the Direetor-of Finanee and Administrative Serwiees to Enter-!Rio
a Lease Agreement i44th Canon Business Solutions for- the Lease of a Canon knege
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to approve the Consent Agenda as amended. Motion carried .
unanimously (5-0).
5. PULLED CONSENT ITEMS
E. New Copier Lease
Finance and Administrative Services Director Sue Iverson explained that the current copier is
over six years old and no longer meets the needs of City staff in a number of areas, one of which
is that it does not have the ability to print or scan color copies. The trade-in value of this copier is
currently $700. She stated that when color copies are needed by staff now, they have to be done
through Roseville or Office Depot. Both the current copier and the previous copier were Canon
.which have been extremely reliable with few maintenance calls and outstanding customer service
from Canon.
Finance and Administrative Services Director Iverson stated that Staff has gathered input from
all departments to determine the needs of the City and configured a list of requirements for a new
copier to improve efficiencies and meet demands. Also taken into account were the outside
services used to meet all the copy and print needs of the City. Specifications were sent out to six
vendors and quotes were received on ten copiers. Staff recommends that the City lease the Canon
copier with the professional puncher and ECopy Scanstation with Laserfiche direct connector.
Funding for the copier and professional puncher ($818 per month, $9,816 annually) will come
from the Finance and Administrative Services budget in the General Fund and the ECopy
Scanstation with Laserfiche direct connector ($150 per month, $1,800 annually) will come from
the Cable Fund. The total lease would be $968 per month or $11,616 annually. There were no
monies budgeted in 2011, but $10,000 has been budgeted in the General Fund under Finance and
Administrative Services for 2012.
Mayor Grant commented that previously leased copiers proved to be expensive.
Finance and Administrative Services Director Iverson stated that we purchased the current
machine and the cost was comparable to a lease, but we did not have a lease option. Staff is
recommending the lease option on this machine so that we can upgrade as needed or as
technology changes.
Mayor Grant questioned the difference in maintenance costs for black and white versus color.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 4
Finance and Administrative Services Director Iverson explained that staff considered what is
currently being spent on outside printing and copying services and determined that having our
own color copier could save approximately $12,000 per year if outside services were no longer
used.
Rick Oestreich, Canon representative, stated that Canon has been servicing the City for a number
of years and they are comfortable with the proposed rate of 20,000 copies usage and the volume
discount.
Councilmember Tamble questioned if we would be able to upgrade the equipment before the
end of the lease period of 60 months.
Mr. Oestreich explained that the 60-month timeframe is used to determine the monthly cost. He
added that the City can upgrade the equipment at any time, but they would have to calculate
residual payments into a new lease. He added that a 60-month lease period is common for cities.
He further explained that if the copier doesn't perform to our expectations at any time, we have
the right to request a replacement. As far as lease versus purchase, he stated 85% of their
customers prefer the lease arrangement.
Mayor Grant asked if there was a cost comparison available between purchase versus lease.
Finance and Administrative Services Director Iverson stated she had done the analysis but had
not provided the information to the Council as it was comparable.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to authorize the Director of Finance and Administrative Services to
enter into a lease agreement with Canon Business Solutions for the lease of a
Canon Image Runner 9075 with professional puncher and ECopv Scanstation
with Laserfiche direct connector for$968 per month for 60 months.
Councilmember Tamble stated that if the new copier eliminates having to outsource projects, he
believes it will pay for itself.
Mayor Grant commented that he would support this, but would like to have seen more details
and cost comparisons.
The motion to carried unanimously(5-0).
C. Planning Case 11-020—Mounds View High School CUP Amendment and Variance
City Planner Beekman stated that Mounds View High School received a Conditional Use Permit
Amendment to construct a baseball field in the southwest corner of the school property in 2008.
In 2009, they added bleachers and a foul ball netting system to the field. At this time,they are
proposing to construct a 19 square-foot digital score board. The scoreboard would be 24 feet in
width, 8 feet in height, and mounted on 10-foot high poles making it 18 feet in height. The
scoreboard would be located facing the field on the north side of the existing ball field
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 5
scoreboard would be located facing the field on the north side of the existing ball field
approximately 460 feet from the nearest property line and approximately 540 feet from the nearest
home.
City Planner Beekman reported that the Planning Commission reviewed this request and
unanimously recommended approval of the CUP and variance based on their findings of fact and
the submitted plans as amended by the following four conditions:
1. The applicant shall continue to abide by the conditions of all previous permits and
reviews.
2. The project shall be completed in accordance with the plans submitted as amended by the
conditions of approval. Any significant changes to these plans, as determined by the City
Planner, shall require review and approval by the City Council.
3. The applicant shall obtain all necessary permits from the City.
4. The applicant shall obtain all necessary permits from the Rice Creek Watershed District,
Minnesota Pollution Control Agency, and other governmental entities and provide the City
with copies of such permits prior to the City issuing any building permits.
Councilmember Holden commented that year after year, Mounds View High School comes
before the Council requesting approval of different projects in a piecemeal fashion. She stated she
would prefer to see them present a Master Plan for development on their property.
City Planner Beekman stated that she has talked to Mounds View High School about going
through the Master Plan process but one obstacle to that is the way they fund their projects, which
is external from the high school.
Councilmember Holden stated they should come to the City as soon as fundraising efforts begin.
Mayor Grant asked if any Mounds View School representatives were present.
City Planner Beekman responded that they had offered to be here but she had told them she
didn't think it was necessary.
Councilmember Holmes suggested that we ask Mounds View School representatives to attend a
Council Work Session to talk about what other projects they may be planning.
City Planner Beekman agreed that was a good idea and recommended we discuss the City's
expectations and the school's "wish list." She added that even with the Master Plan process, it
doesn't go into that level of detail and not all projects will be known in advance or included.
Mayor Grant pointed out that the scoreboard in this proposal is about 500 feet away from the
nearest home.
Councilmember Holden explained that she is not opposed to the scoreboard, she just doesn't like
the piecemeal items.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 6
MOTION: Councilmember Holmes moved and Councilmember Tamble seconded a
motion to approve Planning Case 11-020 for a Conditional Use Permit
Amendment and Variance at 1900 Lake Valentine Road based on the findings
of fact and the submitted plans as amended by the four conditions in the
September 26, 2011, Planning case report. The motion carried unanimously
B. Motion to Approve Planning Case 11-019—Hood Packaging PUD Amendment
Planning Intern Mei-Ling Anderson explained that Hood Packaging, 1887 Gateway Blvd., is a
national company that manufactures various types of paper and plastic packaging products. They
are a conforming use in the Gateway Business Zone. Currently there are four storage tanks on the
property that were built following the approval of two previous planning cases. This request
would add one containment tank and two silos to the southeast side of the property, which is used
for storage and loading. The containment tank would hold 10,000 gallons, be about 13 feet tall
and 12 feet in diameter, be made of white plastic, and located between the proposed silos and the
building. The silos would be 24 feet tall and 12 feet in diameter and would be placed upon a
single 16' by 32' concrete pad. The applicant has indicated that the silos would be painted with a
high solid polyurethane enamel to match the exterior of the main building. The silos are needed
for storage of plastic resin pellets that would be used to supply the company's new extrusion
laminator machine. A new storage room is being constructed within the building to hold multiple
55-gallon closed drums containing ink. The room is designed to be explosion-proof since the ink
has potential to be flammable. According to the Fire Marshal, the external containment tank must
be able to hold the contents of one of the drums if a spill occurred.
Planning Intern Anderson stated that at their September 7, 2011 meeting, the Planning
Commission voted unanimously to recommend approval of Planning Case 11-019 for a Planned
Unit Development Amendment at 1887 Gateway Boulevard, based on the Findings of Fact and
the submitted plans, as amended by the following four conditions:
1. The project shall be completed in accordance with the plans submitted as amended by the
conditions of approval Any significant changes to these plans, as determined by the City
Planner, shall require review and approval by the Planning Commission and City Council.
2. The three tanks shall meet all applicable zoning, building and fire code regulations. The
applicant shall obtain all required permits prior to installation.
3. The three tanks and connecting systems shall comply with the odor, noise, and other
applicable Minnesota Pollution Control Agency regulations. Failure to comply with these
regulations may result in revocation of a permit.
4. The silos shall be painted to match the color of the building.
Mayor Grant questioned the location of the containment tank and asked if there will be screening
provided. He also stated his concern about the proposed office building to be located at the
Traverse Business Center which would be very close to the silos.
Planning Intern Anderson explained that painting is a form of screening under the code.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 7
Councilmember Holmes stated that they had discussed screening at the Planning Commission
meeting but it is difficult to screen something 24 feet high. Also, according to City Code, if the
silos are painted the same color as the building that qualifies as screening.
Mayor Grant questioned how far the silos can be located from the building, be painted the color
of the building, and yet still be considered screened.
City,Planner Beekman stated that the code does not stipulate a specific distance.
Councilmember Holden questioned if the silos will be taller than the existing buildings.
Planning Intern Anderson responded they will not be taller than the buildings.
Councilmember Tamble pointed out that there are currently semi-trucks parked on the property
in this area so he wasn't concerned about screening. He also commented that this improvement
will make it possible for Hood Packaging to increase their business and add jobs.
Mayor Grant again expressed his concern about how the addition of silos will impact the
adjacent Traverse Park area which includes 500,000 square feet of office space.
Councilmember Holden asked how long Hood Packaging has been in Arden Hills.
Brian Munsterman, Hood Packaging, responded that they have been in Arden Hills since 2001.
He added that just this year Hood Packaging took over the rest of the existing building and signed
a ten-year lease. He also stated that they recently made a$5 million investment in new equipment
for this location.
Councilmember Holden asked if Hood Packaging anticipates building more silos.
Mr. Munsterman responded they do not have plans for any more silos because, based on the size
of the machine they are adding and the two proposed silos, they would have to move off the
property since there is no additional room. .
Mayor Grant asked how far the location of the silos will be from the actual building.
City Planner Beekman responded they will be 23 feet from the building.
Councilmember Holden commented that Hood Packaging is a very viable business; they've
expanded into the rest of the building and have a ten-year lease,whereas the future of the Traverse
Business Center adjacent to this property is uncertain. She did recommend screening for the
containment tank.
Mr. Munsterman responded that the containment tank is a white plastic that cannot be painted
and added that a fence screening could be placed around it.
Mayor Grant agreed that Hood Packaging is a good business, but he is concerned that the
placement of the silos may detract from the development of the 500,000 square feet of office
ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 8
space at the Traverse Business Center. He stated the proposed silos stick out 56,feet into the
parking lot and questioned if they could be located closer to the building.
Mr. Munsterman explained that they initially planned to place the silos next to the building but
the location of underground utilities and the necessity for footings under the silos makes that
impossible. The silos are being placed per the engineer's recommendation.
Mayor Grant asked if the silos have to be external to the building.
Mr. Munsterman responded that they do have to be located externally.
Councilmember Holmes asked if they had considered placing the silos parallel to the building.
Mr. Munsterman stated they had considered that but because of the containment system, the Fire
Marshal would not allow that configuration.
Mayor Grant commented that it appears that Hood Packaging is basically expanding into their
parking lot without screening adjacent to a large business center. He stated he isn't happy about
the expansion into the parking lot, but with screening he could support the proposal.
MOTION: Councilmember Holden moved and Councilmember Werner seconded to
approve Planninu Case 11-019 for a Planned Unit Development Amendment
at 1887 Gateway Boulevard, based on the findings of fact and the submitted
plans, as amended by the four conditions in the September 26, 2011, report to
the City Council.
Mayor Grant again questioned if this is the only location for the silos on the property.
MOTION: Councilmember Holden moved and Mayor Grant seconded the motion to
amend the recommendations and include number 5 that there be screening
similar (14 feet in height) to the screening that is already there between the
chiller and the silos so it blocks the stark white containment tank view from
the street and that staff work with the applicant for proper placement.
Councilmember Tamble asked if the screening referred to in the amendment poses any kind of
hazard.
Mr. Munsterman responded that he doesn't think the screening will be an issue as long as there
is sufficient room to access the tank in case of an emergency.
The amendment carried on a 4-1 vote (Tamble-Nay).
Discussion ensued and Council consensus was to table this matter to give staff time to research
the City Code regarding screening.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 9
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to table this discussion to after Item 8A. Motion carried 4-1 (Werner—
Nay).
MOTION: Councilmember Holden moved and Councilmember Holden seconded the
motion to amend the agenda and discuss the Unfinished Business item prior to
Item 6A. Motion carried unanimously (5-0).
8. UNFINISHED BUSINESS
A. Resolution Disapproving Municipal Consent for US 10/Highway 96 Improvement
Public Works Director Terry Maurer explained that Ramsey County is proposing an
interchange improvement to the intersection of US 10 and Highway 96. A public hearing was
held by the City Council on July 11, 2011. Also, this project was discussed with representatives
of Ramsey County at work sessions on April 25 and August 15, 2011, and most recently
September 19, 2011. At the last work session it was the consensus of the Council that a resolution
Disapproving the Final Layout of the US 10 and Highway 96 Improvement with Conditions is
appropriate. He explained the City had the following options: Adopt a resolution approving the
Final Layout and providing Municipal Consent; Adopt a resolution Denying Approval of the Final
Layout and Denying Municipal Consent; or adopt a resolution Disapproving the Final Layout with
conditions required for approval. At the Council's September 19th Work Session the consensus
was to adopt a resolution Disapproving Final Layout of US 10/Highway 96 with conditions for
approval. The Council identified the following conditions:
1. MnDOT is currently undertaking an improvement to 1-694 at TH 51. This project will
have the bridge over 1-694 from Hamline Avenue to TH 51 (Snelling Avenue) closed for
most of the next two years. MnDOT is also planning to let a contract to widen the
Lexington Avenue Bridge. Although this work will be completed under traffic, it will
have an effect on the flow of traffic across the bridge. Therefore, to maintain some
minimal mobility for local traffic to move north to south, Highway 96 shall not be closed
in the same year that the Lexington Avenue Bridge widening is completed.
2. Ramsey County and/or MnDOT shall re-evaluate the noise analysis work completed for
the southwest quadrant of US 10 and Highway 96 to determine if a different length noise
wall or a different height noise wall would meet the criteria for cost effectiveness.
3. The concrete barrier Type F planned to be installed adjacent to Lakeshore Place as part of
the improvement shall be increased in height to the tallest Type F barrier that can be slip-
formed in this location.
4. Ramsey County shall make every effort, short of utilizing eminent domain procedures, to
realign the west end of the noise wall on the north side of Highway 96 so it is in the
appropriate location to facilitate further extension with future highway improvements.
Councilmember Holden questioned if the first condition should also list the County Road E
Bridge.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 10
Public Works Director Maurer explained that the first condition deals exclusively with not
closing Highway 96 while the construction is being done on the Lexington Avenue Bridge. In
addition, the County Road E Bridge is not programmed until 2015 by which time the 1-694
project, Lexington Avenue Bridge, and US 10/Highway 96 would be completed.
Councilmember Holmes stated there has been some concern about the safety and slope of the
concrete barrier referred to in condition three and vegetation in the area.
Public Works Director Maurer stated he has discussed these issues with Ramsey County. He
explained the final design for this project has not yet been completed. He did not have any
problem requesting vegetation as long as it does not impede snow storage. As far as the concrete
barrier, that is being installed as a safety feature and the City requested an increased height for
sound and visual blockage.
Mayor Grant stated the second bullet should read "to determine if a different length noise wall
and/or a different height noise wall".
Councilmember Holden expressed concern about the speed limit on Highway 10 and asked if the
City can request it be lowered.
Public Works Director Maurer explained that in the State of Minnesota the only agency that can
set a speed limit is MnDOT. The City could ask Ramsey County to request that MnDOT do a
speed study on Highway 10. He also suggested that any speed study be done after the
improvements have been completed.
Councilmember Holden questioned if there is anything the City can do during the construction
period to reduce accidents.
Public Works Director Maurer stated that for a period of time there will be fewer people using
US 10 while Highway 96 is under construction.
Joe Lux, Ramsey County Transportation Manager, explained that he and Jim Tolaas, Ramsey
County Public Works Director, and Mr. Maurer have met and attended a MnDOT design meeting
to discuss the conditions of Municipal Consent. He explained that MnDOT indicated they would
like to let the US 10/Highway 96 project in January 2012 but now believe that to be impossible.
The current plan is to do some preliminary work in 2012 and the closure in 2013.
Councilmember Holden asked if this timing change will still meet the funding requirements.
Mr. Lux explained they will have to go to the Met Council and request a sunset date extension.
Councilmember Holmes asked if we have assurance from MnDOT that they will do Lexington
Avenue in 2012.
Mr. Lux responded that they are planning to move forward on Lexington in January 2012. He
added that the downside is that the overlay planned for US 10 will be moved from 2013 to 2014.
Mr. Lux explained that they also reviewed the noise issue with MnDOT; what will be forthcoming
ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 11
is a memorandum from Peter Wascko stating that with the two noise studies that have been
completed, there was enough overlap that it should be possible to determine what affect the
different height and length of the noise walls would provide. Referring to the third condition, he
stated the typical barrier is 38 inches high and the glare-screen type barrier is 58 inches high. He
stated the 58 inch high wall provides glare screening and small children cannot climb over it. But
they do question whether or not this height can be supported without significant changes to the
retaining wall. There is about 15 feet of space available between Lakeshore Place and the barrier
and he did not believe the County would object to adding plantings in that area.
Councilmember Holmes asked if the County has a process for meeting with the residents in the
surrounding area
Mr. Lux responded that they will probably hold another open house once they are close to final
design. He also explained that there is some question about the right-of-way that needs to be
addressed as there is one area where the roadway is built outside the easement. This would
impact the northern four houses on Lakeshore Place where they will probably have to purchase at
least a temporary easement.
Mr. Lux then referred to condition four and said that they are all in agreement that this is what
should be done.
Councilmember Tamble stated that condition two is not definitive enough and that after the
review is complete,the Council would have to look at that again.
Public Works Director Maurer stated that the City has to take action on Municipal Consent
prior to October 9th. If no action is taken, Municipal Consent is considered approved.
MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to
approve Resolution 2011-048 with the correction on Condition #2. The
motion carried unanimously (5-0).
Mayor Grant announced that the Council would now return to the discussion of the pulled
consent item 4.B.
B. Motion to Approve Planning Case 11-019—Hood Packaging PUD Amendment
City Planner Beekman reported that after reviewing the City Code, the screening requirement for
the silos would be fences, walls or landscaping.
Councilmember Tamble stated that a 24-foot high fence to screen the silos would be less
appealing than the silos painted to match the building.
Councilmember Holmes agreed that screening would be less attractive in this case.
City Administrator Klaers asked if Hood Packaging is leasing the entire building.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG—SEPTEMBER 26, 2011 12
Mr. Munsterman responded that they are leasing the full building so they can continue to
expand. He also stated that the new equipment was a $5 million investment which will result in
the hiring of 8 new employees.
Mayor Grant called for a vote on the motion as amended.
The motion to approve Planning Case 11-019 carried on a 4-1 vote(Grant—Nay).
6. PUBLIC HEARINGS
A. Planning Case 11-021 —Davidson Addition Easement Vacation
City Planner Beekman explained that on June 27, 2011, the City Council approved Planning
Case 11-011, for a Preliminary and Final Plat, Zoning Code Amendment, and Master and Final
PUD to allow the reuse of the former Holiday Inn building as an assisted senior housing facility.
As part of the approval, the City Council approved a Preliminary and Final Plat to subdivide the
property into two lots. Conditions#4 and#5 of that approval required the developer to dedicate to
the City a 12-foot wide drainage and utility easement, as well as a 10-foot wide pedestrian
easement along the County Road E frontage of the property.
City Planner Beekman also stated that presently, an electric utility and pedestrian way easement
that is ten feet wide exists on the property, along the County Road E frontage. Ramsey County no
longer allows these types of easements to be recorded with new plats; therefore, the City must
vacate the existing easement in order for the plat to be recorded. The two new easements will
encompass all of the land being vacated by the old easement. Since the areas to be vacated will be
entirely within a new drainage and utility easement, staff does not anticipate any impact to the
City by granting this vacation request. The City Engineer reviewed the proposal during the
preliminary and final plat review and is supportive of the vacation.
City Planner Beekman explained that an easement vacation requires a public hearing before the
City Council. The public hearing was noticed in the Shoreview-Arden Hills Bulletin prior to this
evening's meeting. She stated that staff is recommending approval of this request.
Mayor Grant opened the public hearing at 9:44 p.m.
No public comments were made.
Mayor Grant closed the public hearing.
MOTION: Councilmember Holden moved and Councilmember Tamble seconded the
motion to approve Resolution 2011-047 Vacating an Electrical Utility and
Pedestrian Way Easement as described in Document No. 2114719 for the
Final Plat of Davidson Addition. The motion carried unanimously (5-0).
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 13
7. NEW BUSINESS
A. Website Update
Councilmember Tamble, Council liaison to the Communications Committee, stated that the
Council has directed staff to proceed with a redesign of the existing City website which was
developed in 2006 by GovOffice. While the website has served its purpose for the past several
years, website design and features have evolved and the ever-increasing amount of information on
our website makes it difficult for users to navigate quickly. Also, the software that supports the
City's website allows little flexibility on the design and appearance of individual pages, and
updating the site can be cumbersome. He added that a fully functional website saves staff time
and provides full service to residents.
Community ,Development Director Hutmacher further explained that several upcoming
projects will require extensive communications with residents and businesses. Also,the nature of
these projects may require significant use of graphics which is difficult on the current website.
Electronic communications may be funded through the City's Cable Fund which, as of December
31, 2010, had a balance of $277,280, budgeted 2011 expenditures of $98,671, and anticipated
2011 revenue of$83,000.
Community Development Director Hutmacher stated the anticipated cost for a new website
vendor contract will be $15,000 to $35,000. In addition, the City.will need a project manager as
existing staff does not have the time or expertise to manage this project. This project manager
will need to be contracted for a six to eight month period at a range of 10 to 40 hours per week
and an anticipated cost of$12,000 to $20,000. Development of the scope of work and request for
proposals will take two months. Staff is recommending the following:
1. Authorize a preliminary website redesign budget of$35,000, including the vendor contract
and a project manager. The Council will be asked to approve a final budget after the City
has received vendor proposals for the website redesign.
2. Authorize the City Administrator to appoint an ad hoc committee to make project
decisions on an operational basis. The Committee will include representatives from the
City Council, Communications Committee, and staff.
3. Authorize staff and the ad hoc committee to draft a Scope of Work and request proposals
from website design vendors.
4. Authorize staff to develop a project manager job description and to explore options for
filling that position, including hiring a temporary employee, utilizing a consultant, or
contracting with another city for that service.
Mayor Grant suggested that the committee ensure the new website works with Smart Phones and
PC tablets. He also stated that the committee findings should be reviewed and approved by
Council
Councilmember Tamble stated that the decisions pertaining to the website redesign will be
numerous and not something that should require Council approval throughout the process.
Mayor Grant commented that all expenditures should be reported to Council.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 14
Community Development Director Hutmacher stated the committee will request Council
review of the overall concept, but not granular decisions.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded the
motion to extend the meeting to 10:15 p.m. The motion carried unanimously
(5.0)•
Councilmember Tamble explained that the request before the Council this evening is simply
authorization to proceed with a preliminary website redesign budget.
Councilmember Holden asked who will be on the ad hoc committee.
City Administrator HIaers responded that a staff member and the Council Liaison to the
Communications Committee will be a part of the ad hoc committee as well as other appointees.
Mayor Grant commented that the committee should be appointed by the Council, that cable
funds will be utilized for this process, and that the website redesign is a good fit for those funds.
Councilmember Holmes commented that even though we have a lot of money in the cable fund,
we don't have to over-spend. She then asked if the Roseville IT department would be a good
resource for this project.
City Planner Beekman stated that she had met with Terre Heiser, Roseville IT Director, and he
indicated he would not want his department utilized for this project. He recommended a third-
party vendor to design and host the City website. In addition, staff has spoken to other cities and
they recommended that a Project Manager be brought in to lead this project.
MOTION: Councilmember Holden moved and Mayor Grant seconded the motion to
authorize a preliminary website redesign budget of $35,000 including the
vendor contract and a Project Manager with the City Council being asked to
approve a final budget after the City has received vendor proposals for the
website redesign. Authorize the City Administrator, with Council approval,
to appoint an ad hoc committee to make project decisions on an operational
basis. The Committee will include representatives from the City Council,
Communications Committee, and staff. Authorize staff and the ad hoc
committee to draft a Scope of Work and request proposals from website
design vendors. Authorize staff to develop a Proiect Manager job description
and to explore options for filling that position including hiring a temporary
employee, utilizing a consultant, or contracting with another City for that
service. The motion carried unanimously (5-0).
9. COUNCIL COMMENTS
Councilmember Tamble stated that he appreciated the AED training that was held prior to the
Council meeting.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 15
Councilmember Werner stated he participated in the recent Parks, Trails and Recreation parks
tour.
Councilmember Holden recommended the City request the Ramsey County Sheriff to patrol US
10 at the end of the school day.
Councilmember Holden questioned the status of the Presbyterian Homes triangle property. She
also asked if monies should be included in the 2012 budget to do something with this property.
Community Development Director Hutmacher stated that she will check into the status of that
property and report back to Council. She added that the property is scheduled to be conveyed to
the City at the end of June 2012.
Councilmember Holden reported that the Northwest Youth and Family Services (NYFS) is
holding their Taste of Northwest this Thursday.
Councilmember Holden requested a wrap-up report on Celebrating Arden Hills.
Councilmember Holden questioned if a speed limit sign can be placed on our speed boards so
residents know what speed they should be traveling.
Councilmember Holmes asked if we have received notification from Northwestern College
about their upcoming grand opening of their Billy Graham Center.
Community Development Director Hutmacher will provide that information in this week's
Administrator's Update.
Councilmember Holden stated that she had attended the recent Lake Johanna Fire Board meeting
and that Fire Station#1 will be open at least until 2016.
Mayor Grant requested an update on the E-2 speed board.
City Administrator Klaers responded that he will check into that and provide information in this
week's Administrator's Update.
Mayor Grant thanked the City staff for all their hard work on Celebrating Arden Hills.
Mayor Grant reported that the sump pump inspection program is nearing completion with only
45 homes yet to be inspected.
Councilmember Tamble complimented the Public Works crew on the landscaping work
completed in front of City Hall.
City Administrator Klaers reported that the annual review for the Ramsey County Sheriffs
department will be going out to Council for completion.
ARDEN HILLS REGULAR CITY COUNCIL MEETNG— SEPTEMBER 26, 2011 16
City Administrator Klaers explained that the League of Women Voters wants to use our
• Community Room for a school board candidate forum on November 1 and asked if the Council
wants to waive the room rental fee. Council consensus was to waive the fee.
ADJOURN
MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to
adiourn. Motion carried on a unanimous vote (5-0).
Mayor Grant adjourned the City Council Regular meeting at 10:22 p.m.
Patrick Klaers David Grant
City Administrator Mayor