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HomeMy WebLinkAbout07-30-12-WS lt ,fiIZEN HILLS Approved: August 27, 2012 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION MEETING JULY 30,2012 5:30 PM -ARDEN HILLS CITY COMMUNITY ROOM CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Work Session meeting at 5:30 p.m. Present: Mayor David Grant, Council Members Brenda Holden (arrived at 5:32 p.m.), Fran Holmes,Nick Tamble, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Community Development Director Jill Hutmacher; City Planner Meagan Beekman; 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. B-2 Project Update City Administrator Klaers stated that the implementation of the Guiding Plan for the B-2 District was identified in 2011 as a high priority by the City Council. As such, Bolton & Menk was hired in November 2011 to assume the project management responsibilities and to assist the City in finalizing the plan for the area. City Administrator Klaers explained that the work being done by Bolton & Menk is considered Phase I of the implementation plan. This work, which includes reevaluating transportation options and alternatives, is underway and is on schedule. Mr. Marcus Thomas, Bolton & Menk, stated that the B-2 District Implementation Plan was initiated in January of this year and the general purpose of the plan is to revisit the goals and recommendations of the 2008 Guiding Plan for the B-2 District and to illustrate those plans ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 30, 2012 2 through roadway concepts. He noted that a major part of the implementation plan included one- on-one meetings with individual business/property owners within the District. Mr. Thomas explained that when it comes to initiating public engagements, the hope is to reach a consensus, but because that rarely happens, it is more realistic to start looking for trends and similar comments to determine what the strategy should be. He indicated that the constituents appreciated the opportunity to have some influence in the process and to be involved. One commonality in the feedback was that the elements of the district are declining and the vitality of the district needs to be addressed. There is also concern regarding: the high number of vacancies in existing buildings,traffic flow, and aesthetics of the visual appeal of the corridor. Mr. Thomas noted that people want to see improvements, but they are cautious. He said there is concern regarding whether they will see a return on their investment, and for this reason, he presented the idea of taking incremental steps so there is a smaller, or lower, risk in doing the improvements. Mr. Thomas stated that there is some question regarding the relevance of the 2008 Guide Plan and whether assumptions are still valid four years later. For example, vacancy rates are higher today than they were in 2008. Additionally, the overall economic condition has changed and people are more conservative than they used to be. Mr. Thomas noted that there are a few questions he would like the Council to consider to better facilitate future discussion. • What is the City Council's 20-year vision for the B-2 District? • Should changes or improvements along County Road E be more in favor of the existing land use conditions or of the long term vision of the corridor? • The approach to implementing corridor improvements along County Road E could range from adhering to a well-defined plan and maintaining more influence on adjacent land uses, to allowing a completely market-driven development controlled more by adjacent property owners and having a less regimented plan. Where, within this spectrum, is the City Council most comfortable? • How involved should the City be in implementing infrastructure improvements within private property? Discussion ensued regarding feedback received during one-on-one conversations between Bolton & Menk and business/property owners. Mr. Thomas presented three roadway concepts. These include a five-lane option that propagates what exists today, but with a narrowed left-turn lane, selective driveway closures, and continued left-turn capability from remaining driveways; a median-option that employs more strategically located left turn-lanes and right-in, right-out access at driveways; and a round-about option that includes a new round-about and more complete medians and no left-turn lanes or left-turn capability from driveways. The Council indicated their support for Bolton & Menk to continue with the work program for Phase I. The Council was very interested to hear more results and feedback from the one-on-one meetings that are being held by Bolton & Menk. It was noted by the Council that given the current land ownership situation, it was unlikely a new signalized intersection could be developed ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 30, 2012 3 just west of Lexington. The Council generally supported a gradual approach to implementing improvements on County Road E. The Council requested staff to closely monitor the situation with the Carroll's vacant property. Mayor Grant thanked Mr. Thomas for the updates and the roadway concepts he provided. Mayor Grant recessed the Special City Council Work Session meeting at 6:59 p.m. to meet in regular City Council session. Mayor Grant reconvened the Special City Council Work Session meeting at 8:12 p.m. B. City Council Goals Update City Administrator Klaers stated that a year ago, the City Council adopted the 2011 Goals Guiding Document, which identifies some of the top City Council priorities to be worked on by City staff. He noted that each department head prepared a memo containing comments regarding the goals assigned to them. He indicated that staff can go around the room and provide updates. Councilmember Tamble indicated. that item 6b, which refers to defining the roles and responsibilities of the Council Liaison for the committees and commissions they serve on, is his highest priority. City Administrator Klaers noted that item 6b took a backseat to other work projects, especially the stadium project and TCAAP. He has not forgotten about it, and he stated that this goal is estimated to be completed in the first quarter of 2013, but he would like to have it done even sooner. City Administrator Klaers stated that he spent more time on other projects and activities than what is listed on the goal sheet. He attended and participated in numerous legislative and Ramsey County meetings for TCAAP, was responsible for the overall management of City activities, and spent a lot of time on personnel issues. Of the Council's goals on his list, most of his time was spent working on the Sheriff and policing issues. He also spent time on the website committee and this committee will end up helping to create a policy of what should be and what should not be permitted on the website (part of goal 9a). Director of Finance and Administrative Services Iverson indicated that the three-month vacancy of the Deputy Clerk position consumed much of her time. Now that the position has been filled, staff is back on track with many of the goals on the worksheet such as records retention, purging of old files, organizing personnel files, working with Metro iNet on technology policies, completing the set-up of SharePoint, and handling concerns with cell phones, laptops and remote access in regard to setting up policies. Although a Wellness Committee has not been established yet, that is expected to be completed by the first quarter of 2013. Community Development Director Hutmacher stated that the goals listed under single-family rental properties have been completed. Staff will continue to monitor the situation, and administer the rental registration program. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 30, 2012 4 Councilmember Holden noted that she has seen five or six cars parked in some driveways and she wonders if they are rental properties. Community Development Director Hutmacher stated that if addresses are provided to staff, the code enforcement process can begin. She said that there are likely a number of rentals that are not registered with the City. She added that the majority of recent code violations have been at owner-occupied properties. Community Development Director Hutmacher explained that the B-2 plan is in progress, and the Economic Development Commission (EDC) is up-to-date and where they were expected to be in terms of the goal worksheet. Community Development Director Hutmacher noted that the development of the new City website is on schedule and should go "live" on December 7, 2012. Staff is currently developing content for the site and a photographer has been hired to take photographs. Community Development Director Hutmacher stated that staff has been attending North Metro and St. Paul Area Chamber events, creating business contact lists, and has been working on TCAAP issues. Public Works Director Maurer noted that an item on his goal worksheet was to review the existing Assessment Policy. However, it was decided by the Council at a recent meeting that staff should continue using the existing policy, therefore, he is going to abandon that particular item from the goal sheet. Public Works Director Maurer indicated that the City utility system contains approximately 20 miles of clay line. The plan is to gradually replace those with plastic lines, but at this time, the focus will be on replacing the lines that are giving the City trouble. Public Works Director Maurer noted that the consideration of a SCADA system has been abandoned because the City went with a more cost-effective alternative, the Omni system, instead to remotely monitor lift station alarms. He also noted that the water towers have been inspected this year. Public Works Director Maurer stated that the implementation of the MS4 permit is a year late and it will be another year late because of issues at the federal level. The surface water management plan, however, is currently under agency review. The Council indicated their support for the progress on the goals to date and for staff to continue working on the goals within the Guiding Plan. 3. COUNCIL COMMENTS & STAFF UPDATES Councilmember Holmes inquired if things are moving slower than anticipated regarding TCAAP and any County proposals because she has not heard of any meetings being set up yet. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 30, 2012 5 City Administrator Klaers stated that things are moving slowly with TCAAP. The County and City staffs are discussing partnership parameters that are acceptable to both groups. Attorney Mike Norton, Kennedy & Graven, has been assisting the City in trying to delineate the terms for a partnership to acquire, clean up, and develop TCAAP. Councilmember Holmes questioned when we will know something about the DEED money that was applied for by the County. Community Development Director Hutmacher stated that staff is anticipating hearing something in September. The application process was delayed because of the flooding conditions in Duluth. City Administrator Klaers noted that a memorandum of understanding between the City and the County should be ready for approval around the October/November timeframe. Councilmember Holmes stated that the new lettering on the front doors of City Hall looks nice. She also noted that she will miss the August 13 and August 27 meetings due to family commitments. City Administrator Klaers indicated that he would like to schedule a Special City Council Work Session on September 4 to discuss the budget and tax levy. The Council agreed to this meeting date. Councilmember Holden questioned when personnel issues will be discussed in terms of whether or not a 1% increase will be given to staff. City Administrator Klaers indicated that the Personnel Committee will meet at the end of August. Councilmember Werner noted that he will be attending the State Farm open house on Thursday afternoon in Arden Plaza. Mayor Grant thanked Councilmember Holden for presenting the Welcome to the City Address to the Department of Revenue. Mayor Grant stated that he wanted to make sure that if Councilmembers were making complaints to the City that their complaints would not be less valid than a resident complaint. City Administrator Klaers stated that any complaint made by a Councilmember would be treated with the same respect as any citizen or resident-driven complaint. Director of Finance and Administrative Services Iverson stated that since all Councilmembers would be available on August 20, the City Administrator's review may be on the agenda. Community Development Director Hutmacher noted that Presbyterian Homes has completed the delineation of the groundwater contamination of the Triangle Parcel. She stated that finalized reports should be received in about a month from Presbyterian Homes. She also noted that the ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JULY 30, 2012 6 MPCA has a 60-day review process once they receive the final reports. Staff will be in contact with the MPCA to verify that everything that needed to be done has been completed. City Administrator Klaers stated that staff will be monitoring what happens with the Carroll's Furniture property to see what happens there and whether or not a notice of tax forfeiture is announced. City Administrator Klaers noted that staff has been in contact with Ramsey County regarding the maintenance of County roads. So far, the County has not cleaned up the weeds or the broken concrete on County Road E, but the City does not want its own staff to take care of it and set the expectation that staff will maintain County roads. The consensus of the Council was to wait and see what the County does with the maintenance of County roads. ADJOURN Mayor Grant adjourned the Special City Council Work Session meeting at 9:34 p.m. Patrick Klaers David Grant City Administrator Mayor