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HomeMy WebLinkAbout07-09-12-WS 'It EN HILLS Approved: August 13, 2012 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING JULY 9, 2012 IMMEDIATELY FOLLOWING THE REGULAR CITY COUNCIL MEETING 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 Work Session meeting at 7:24 p.m. Present: Mayor David Grant, Council Members Brenda Holden, Fran Holmes, and Nick Tamble Absent: Council Member Ed Werner(Excused) Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Susan Iverson; Public Works Director Terry Maurer; and Deputy City Clerk Amy Dietl 1. ADOPT AGENDA The Council accepted the agenda as presented. 2. AGENDA ITEMS A. CIP Financial Summary Director of Finance and Administrative Services Iverson presented the City Council with information on the CIP Financial Summary, which was initially discussed at the work session on June 15, 2012. She explained that updated information was sent in a memo dated June 22, 2012 and the purpose of tonight's meeting is to discuss concerns and answer questions. Director of Finance and Administrative Services Iverson discussed the Sources and Uses of Funds and the assumptions that were made to establish some of the beginning balance numbers. She said the numbers calculated for the beginning balances for 2013 are actual 2011 balances with the 2012 budget estimates for revenues and expenditures included. Director of Finance and Administrative Services Iverson explained that one of the assumptions that was made is in the park dedication fees and will require a transfer of$188,893 ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 9, 2012 2 from the PIR to the Park Fund. She explained that park dedication fees are kept in the Park Fund and this fund can only be used for capital improvements, such as the Safe Routes to School and the Elmer L. Anderson trail projects. She stated that grants were received for those projects, but were not enough to cover the expenses. In order to do grant reporting, everything was kept in one fund, including the expenditures. Now there is a deficit and funds need to be transferred. Director of Finance and Administrative Services Iverson stated that another assumption was the transfer in the amount of$124,955 from the General Fund to the EDA Operating Fund for the Presbyterian Homes Conduit Debt Fee. The use of these funds for EDA activities and expenses has been discussed in previous meetings but the money has not yet transferred. Director of Finance and Administrative Services Iverson indicated that the transfers do not need to be made in 2012; however, she did use those as beginning numbers since they had been discussed at previous meetings. She said the transfers could be put on as a consent item at a future meeting and if the Council chooses, they can authorize staff to transfer the funds. The Council stated its general support for the proposed transfers. Director of Finance and Administrative Services Iverson discussed the EDA Operating Fund and the allocations and expenditures that were put into that fund. She noted that this fund is receiving excess increment as a result of the Round Lake TIF District; however,that will end once the district decertifies in 2015. Discussion ensued regarding the EDA Operating Fund. Director of Finance and Administrative Services Iverson talked about the water and sewer rates. She said that Surface Water Management needs to be analyzed because of continuing deficits in this fund starting in 2013. She indicated that the Finance Department, along with FPAC, will be working on a rate study and will bring this issue back to the Council for discussion at a later date. City Administrator Klaers stated that staff and Council need to have a discussion about priorities regarding upcoming public improvement projects. Staff should know how much the Council wants to do, how quickly the City should do it, and if it exceeds available funds, what are the alternatives. Mayor Grant said the roads are starting to deteriorate and he thinks the Council needs to start making some choices. Public Works Director Maurer indicated that the Public Works Department is going to try patching the delaminated areas and seal coating Arden Oaks Drive to see how it holds up to winter weather conditions and to snowplowing. If it seems to withstand the elements, they may propose to do more streets next year using this cost-effective method of street repair. Councilmember Holmes questioned whether the Valentine Park numbers are in the 2013 CIP. Director of Finance and Administrative Services Iverson stated that they are. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 9, 2012 3 Discussion continued regarding the CIP budget. B. 2013 PMP Public Works Director Maurer stated that staff will be bringing an item to an upcoming regular City Council meeting to request authorization to prepare the Feasibility Study for the 2013 Payment Management Program (PMP). He indicated that the area under consideration for the 2013 PMP is the neighborhood south of Lake Johanna and west of Highway 51. This area includes the streets of Edgewater Avenue, Glenhill Road, Ridgewood Road, and Asbury Avenue. Councilmember Holmes questioned whether the projected costs to repair the streets include curb and gutter. Public Works Director Maurer indicated that the costs do include curb and gutter. He said he is looking for direction from the Council for guidelines so he can come back with suggestions and recommendations. City Administrator Klaers stated that staff believes the expenditures are on the high end and revenue is on the low end; making these CIP summary numbers the worst case scenario. Councilmember Tamble commented that he has been told by several people on his block that they do not want curb and gutter. City Administrator Klaers indicated that this leads into a discussion regarding a policy decision on public improvements. Public Works Director Maurer stated that costs are driven up when doing full curb and gutter because it requires going into full reconstruction mode. It is more cost efficient to do street reclaiming because soft spots can be dug out, they can grind up what is there, and re-use it. He estimates that reclaiming, with no curb and gutter, is approximately 60% of the cost of total reconstruction. Councilmember Holden questioned if there are any streets that cannot be reclaimed. Public Works Director Maurer indicated that he could not think of any streets that could not be reclaimed. Councilmember Holmes stated that even though curb and gutter may increase the value of a home, she does not think we need it. With so few houses for sale in Arden Hills, she does not feel that a house is going to be in jeopardy of not selling because it does not have curb and gutter. Councilmember Holden noted that the majority of her neighbors want a rural look versus an urban look. It has not even been a matter of the cost, it is simply the look that makes them prefer not having curb and gutter. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 9, 2012 4 Councilmember Holmes stated that the Glenview area has had a lot of water main breaks, and she questions if the water mains are bad, can a road be repaired by reclamation versus a reconstruction. Public Works Director Maurer indicated that it is a little more work, but the repair can be made to the water main pipes and then the street can be reclaimed. Mayor Grant inquired how expensive a water main break is to repair. Public Works Director Maurer stated that water main breaks are not that expensive to repair relative to reconstructing the road. He would be happy to do a little research on water main breaks and make recommendations for a program based on the findings. Discussion continued regarding a curb and gutter policy. 3. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Holmes stated that she has received an email from Dan Flaherty stating that the preamble under the public inquiries portion of the agenda is ambiguous. Since there was some confusion at a previous meeting regarding when the public could speak, she thought maybe that should be discussed. Councilmember Holmes commented on the fact that the County Road E project may be pushed back. In light of not knowing when Country Road E will be totally fixed, perhaps an inexpensive facelift could be considered for the interim. Mayor Grant inquired about the B-2 meetings. City Administrator Klaers stated that they are in the planning stages. The consultants are meeting one-on-one with the business owners, and he reports that Phase I is on schedule. Discussion ensued and the Council expressed concern over the direction the B2 project was going. The City Administrator stated that a project status report will be given at an upcoming meeting. Councilmember Holmes questioned whether an adequate response was given to Daniel Kromm about the Arden View Drive water damage issue. City Administrator Klaers stated that staff's response is that the League of Minnesota Cities (LMC), as our insurance provider, is the deciding factor with this claim. Director of Finance and Administrative Services Iverson noted that she will respond to Mr. Kromm and will supply him with the name of the insurance adjustor. Councilmember Holmes inquired what kind of role the Council should be taking regarding reviewing the City's Personnel Policy. She said that the Council has reviewed staff pay, but she does not know much in regard to cell phones, computers, or the comp time policy. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 9, 2012 5 Director of Finance and Administrative Services Iverson stated that information is included in the personnel policy, and she will provide a copy of the policy to Councilmember Holmes. She noted that it was adopted in 2003 and a few revisions have been made since then, but because things like technology change, there are portions of the policy that need to be reviewed and rewritten. This is something the personnel committee will be discussing at their next meeting. City Administrator Klaers noted that the City Attorney is in the process of changing law firms and subsequently, the City should consider completing a Request for Proposals (RFP) for legal services. During the time of transition, when legal advice is needed, staff would continue to use the City Attorney. However, staff would like permission to contact another legal firm, such as Kennedy and Graven,to speak with one of their land-use attorneys regarding TCAAP. The Council was in consensus to use the law firm of Kennedy and Graven on TCAAP issues. Director of Finance and Administrative Services Iverson questioned whether everyone on the Council has completed the survey of the City Administrator's performance review. She asked the Council to contact her regarding date availability so she may schedule a closed work session to discuss the performance review. ADJOURN Mayor Grant adjourned the City Council Work Session meeting at 9:20 p.m. Patrick Klaers David Grant City Administrator Mayor