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HomeMy WebLinkAbout01-17-12 Joint WS lt EN HILLS Approved: February 27, 2012 CITY OF ARDEN HILLS,MINNESOTA JOINT CITY COUNCIL AND PUBLIC WORKS WORK SESSION MEETING JANUARY 17,2012 5:00 P.M. —RAMSEY COUNTY PUBLIC WORKS BUILDING CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the City Council Work Session meeting at 5:05 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes,Nick Tamble and Ed Werner. Absent: None Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; Public Works Superintendent Joe Mooney; Public Works crew members Mike Schifsky, Scott Freyberger, Tony Knowlan, Pete Sax, Thomas Mikacevich, Dave Winkle, and Max Arvidson; and Deputy Clerk Rebecca Brazys. 1. APPROVAL OF AGENDA MOTION: Councilmember Tamble moved and Councilmember Werner seconded the motion to approve the agenda as presented. Motion carried unanimously (4- 2. AGENDA ITEMS A. Public Works Building and Equipment Tour Councilmember Holden arrived at 5:15 p.m. B. Public Works Presentation Public Works Director Maurer reviewed the fleet additions made in 2011 including two Toro "Z"mowers, a new plow truck, a used plow truck, a one-ton truck with plow, and a skid steer. He then discussed the training programs the Public Works staff participated in including Sign Management offered by the Local Transportation Advisory Program (LTAP), Snow Plow Driver ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 17, 2012 2 by Dakota Technical College, Tree Inspector, Erosion Control, Turf Maintenance, Turf and Ornamentals Spraying, Sanitary Sewer Licensure, Water Licensure, Seal Coat 1 by LTAP, Public Works Expo, Playground Inspection, and Superintendent Mooney is attending the Minnesota Public Works Association Leadership Academy at Hamline University. Public Works Director Maurer explained that his goal is to have all Public Works crew informed and involved in all projects. A playground inspection program is underway and is being tracked in the Managers Plus software. Public Works Director Maurer reviewed the 2011 Special Projects which included City Hall re- landscaping, and the reroofing of the warming houses in Freeway and Perry Parks. They are also using Simple Signs software to inventory and maintain street signs on City streets. The Public Works crew is also using a revised Simple Signs software to track trees in the City right-of-way. Max Arvidson,Public Works crew member, demonstrated the Simple Sign software. Thomas Mikacevich, Public Works crew member, demonstrated the Simple Tree software and explained that the crew had documented every boulevard tree and entered that information into this software. He added that this software is also being used to track park benches. Councilmember Tamble questioned why there are street sign posts throughout the City with no signs and if there is an option to add images to the software. Joe Mooney, Public Works Superintendant, explained those posts are for weight restriction signs. Public Works Director Maurer indicated that images can be added. Public Works Director Maurer explained that other special projects included the floor drain and heat project in the Public Works building. Also, 111 solid manhole covers have been placed and 249 additional manhole covers have been ordered to replace manhole covers with pick holes. In addition, GIS record retention information regarding storm sewer end sections has been entered and 33 recycling bins have been placed along trails in the City. Councilmember Holmes questioned if there has been any work done to document unusual rights- of-way and easements in the City. Public Works Director Maurer responded that they are slowly trying to capture what they can electronically and hope to eventually make that information available to the public and to the crews on laptops within each vehicle. C. Water Meter Readers Public Works Director Maurer stated that replacement of our current water meter reading system has been in the works since before he started with Arden Hills. This issue has been discussed with the Council at their March 28th and July 1Ith meetings in 2011. At the July meeting, Council directed him to begin the process over. He explained that for the past six ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 17, 2012 3 months he has been reviewing the situation with the Public Works Superintendent. He has contacted several cities including Little Canada, Roseville, Shoreview, and Edina to discuss their experience with new water reader systems. He stated he has also met with representatives of Badger and Neptune, the most prominent manufacturers of reading equipment in the area. He reviewed a comparison between Neptune and Badger with regards to warranty, battery type, battery disposal, antenna, and frequency, integration with Springbrook, data storage, leak detection, and radiation (drive-by system). In conclusion, he explained that most communities have the same type meter and reader. ,Options for moving forward include competitively bidding both the drive-by and fixed network with installation; competitively bidding Badger equipment with the manufacturers as alternates; negotiate with supplier; or purchasing the Badger Orion ME/SE reader with the proposed promotion. Public Works Director Maurer explained that Badger is offering Arden Hills a special deal that includes hybrid equipment which combines drive-by and fixed technologies so either method can be used. In addition if the City purchases 550 meter readers, Badger will provide an additional 550 meters. The offer also includes software, one collection site equipment, computer, and some on-site training. In exchange, Badger wants the City to promote their system. Also, they would hold the price for any additional equipment for one year to give the City time to purchase whatever they need. He added that Badger is also willing to negotiate the installation price. He recommended that this project move forward before the current system fails. He also recommended that the City go with the Badger readers since there are currently have Badger meters in use in the City. Council consensus was to direct staff to proceed to negotiate with Badger for the Orion ME/SE promotional deal. D. Valentine Park Improvements Public Works Director Maurer stated that the City has been working on the improvement to Valentine Park for some time. The last discussion took place at the Council's September 19'h work session and, at that time, the Council consensus was for staff to proceed to 75 percent final design. Since that work session, staff and consultants have been working on the final design, had soil borings performed, met with Rice Creek Watershed District, and reviewed park amenities that can be purchased on the State contract. Staff is looking for direction from Council on how to proceed to construction bidding with the project. He explained the options as follows:' • Items may be removed from the plan prior to bidding. • Items that are too expensive could be bid as an alternate and included if the budget allows. • Some park items could be purchased and installed from the State contract after the installation area is prepared. • Some park items have a range of cost options that could be considered. Public Works Director Maurer then reviewed the cost estimate as follows: VALENTINE PARK COMPONENT COST ESTIMATE Demolition, site preparation, and erosion control measures $ 21,000, Site grading, pond construction, and storm drainage facilities 60,000 Rain water garden construction and plantings 40,000 ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 17, 2012 4 Parking lot(curb/gutter and pavement) 50,000 Half court basketball area(no basketball standard) 15,000 Tree play area 35,000 Interior concrete paths 22,000 Exterior concrete path to Old Hwy 10 10,000 Landscaping(shade, ornamental, coniferous trees &turf establishment) 38,000 18"play area curbing 11,500 Mobilization 15,000 Estimated Total Construction $ 317,500 Engineering 55,500 Construction Contingency 25,000 Estimated Bid Project Cost 398,000 MSA FUNDABLE ITEMS Bituminous (8') trail from Glenview to Old Highway 10 $ 18,000 Bituminous (8') trail adjacent to park along Old Highway 10 13,000 Total MSA Fundable 31,000 STATE CONTRACT ITEM (including installation) Play structure and swing set 45,000-60,000 Half court basketball (standard only) 3,750 Picnic shelter(16' x 16') 24,000-30,000 Furnishings (picnic tables, bike racks, trash receptacles) 12,500 Foot bridge 15,000 Total State Contract Purchases $100,250-121,250 SUMMARY OF ESTIMATED COSTS Construction bid $ 317,500 Engineering 55,500 Construction contingency 25,000 MSA fundable 31,000 State contract items 100,250-121,250 Total project cost $529,250-550,250 Councilmember Holden asked if it makes sense to do all the landscaping at the same time. Councilmember Tamble stated that he would recommend getting all the foundation items completed first and look at what can be added in the future without complications. Councilmembers Holmes and Holden questioned the amount of concrete walkways. After some discussion, Council directed staff to proceed with the bidding process, but to remove the trail adjacent to the park along Old Highway 10, to remove the tree play area, and to replace the foot bridge with a culvert at grade. Public Works Director Maurer stated that he will minimize the concrete bid and request an alternate bid on a square yard basis. He also added that ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 17, 2012 5 landscaping would not be included in the bid but planned for separately after the park development was near completion. E. Lexington Avenue Bridge Widening Public Works Director Maurer explained that as part of the negotiated settlement with Mn/DOT for Municipal Consent on the I-694 project, Mn/DOT agreed to widen the Lexington Avenue Bridge to provide an ADA compliant pedestrian crossing. The agreement stated that Mn/DOT, Arden Hills and Shoreview would meet to discuss and decide the appropriate side (east or west) for the widening and pedestrian crossing. The first meeting was held at Shoreview City Hall on May 23, 2011, and, in addition to himself, was attended by Mark Lindeberg from Mn/DOT, and Mark Maloney from Shoreview. There was general discussion at this meeting relating to a number of issues such as: • Widening to the east is more economical than the west due to the fact that it can be accomplished with one additional standard bridge beam. Widening to the west would require two special beams (widening to the west would require greater width because the east already has a narrow space available for pedestrians) to maintain proper clearance from the beam bottom to the interstate road surface below due to the grade of the interstate. • The Shoreview side has pedestrian facilities currently in place from County Road D to County Road J. • The Arden Hills side does not have pedestrian facilities in place from County Road F to Grey Fox Road. (It was indicated that the Arden Hills City Council would be willing to discuss construction of this infrastructure if the bridge was widened to the west) • Shoreview agreed to fund the realignment of the existing trails from the north and south ramps to the widened bridge if the widening was on the east side. Public Works Director Maurer stated that this meeting was concluded with the plan for a follow-up meeting once Mn/DOT had specific cost for the widening both on the east and the west. That follow-up meeting was not held in a timely fashion due to the State shutdown during the early summer of 2011. After the shutdown ended, he contacted Mark Lindeberg twice to remind him that we needed to complete the process of determining a side for the bridge widening with no response. In the meantime, at a public preconstruction meeting for the I-694 project hosted by Mn/DOT construction personnel at Arden Hills City Hall it was stated that the bridge would be widened to the east. Public Works Director Maurer stated that on November 8, 2011, Mark Lindeberg scheduled a follow-up meeting with Arden Hills and Shoreview to conclude the process. At that meeting and in a November 22, 2011 e-mail Mark provided the actual estimate from the Mn/DOT Bridge Department. The cost for widening the bridge to the east is estimated at $610,000 while widening to the west is estimated at $1,005,000. Councilmember Holden requested that Mn/DOT place a sign on the bridge that acknowledges the City of Arden Hills' cooperation. ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 17, 2012 6 Public Works Director Maurer also explained that the County has applied for Cooperative Agreement money for the work on Lexington Avenue up to County Road F. The County is listed as first alternate for 2014 money. 3. COUNCIL COMMENTS & STAFF UPDATES Councilmember Holden asked for an update on the Bethel student's unauthorized use of one of the City's hockey rinks. Public Works Director Maurer reported that this is the second incident so he instructed Michelle Olson, Parks and Recreation Manager, to advise Bethel that if this happens again, staff would recommend that Bethel not be allowed to use City rinks for the remainder of the year. Councilmember Holmes questioned the text on Council agendas regarding public comments. She stated that the Council has established a practice of allowing people to speak on agenda items in the past. Councilmember Holden stated that she does not object to listening to residents but believed that process should be more closely monitored. Councilmember Werner stated that if someone makes a trip to City Hall, they should be allowed to speak. Councilmember Tamble suggested that text be removed from the agenda. Mayor Grant stated that he does not want every agenda item to become a public hearing. After some discussion, Council consensus was to have the Mayor and City Administrator review and revise the text on the agenda. Councilmembers Holmes and Holden commented that the Deputy activity information recently received from the Ramsey County Sheriff appears to be incomplete and not systematic. City Administrator Klaers explained that he forwards the Sheriff's information to the Council when there are activities related to the City of Arden Hills. Mayor Grant stated that he has heard there is a new proposal for the Holiday Inn site; converting the rooms into apartments. City Administrator Klaers stated that he does not believe a formal proposal has been presented to the City at this time. Mayor Grant questioned the status of the triangle parcel near Presbyterian Homes; specifically the extra fuel tanks recently found and who will be responsible for clean-up costs. City Administrator Klaers stated that he will have staff investigate and provide more information in the Administrator's Update. ARDEN HILLS JOINT COUNCIL WORK SESSION—JANUARY 17, 2012 7 Mayor Grant stated that Don Messerly is leaving the Parks, Trails, and Recreation Committee after many years as a member. He asked if Council would consider purchasing a plaque recognizing his service. Council consensus was in support of a plaque when Mr. Messerly leaves the Committee. Councilmember Tamble stated the Communications Committee would like to add more photos to the City newsletters. He asked the Public Works crew to let him know if there are photo opportunities and he will come out to take pictures. ADJOURN MOTION: Councilmember Tamble moved and Councilmember Werner seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the City Council Work Session meeting at 8:00 p.m. Patrick Klaers David Grant City Administrator Mayor