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HomeMy WebLinkAbout01-14-13-R �-i�N HILLS Approved: February 25, 2013 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 14,2013 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS OATH OF OFFICE Ramsey County Attorney John Choi administered the Oath of Office to Councilmember Brenda Holden. Chief Administrative Law Judge Raymond Krause administered the Oath of Office to Councilmember Dave McClung. CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Assistant City Engineer John Anderson; Public Works Director Terry Maurer; and Deputy Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIESANFORMATIONAL Michael Loosbrock, 4535 Lakeshore Place, expressed concern with the Highway 96/US 10 reconstruction and the power lines along Lakeshore Place. It was his understanding that the power lines along this roadway were being located onto his side of the street in the right-of-way, which would require a great deal of tree trimming. Mr. Loosbrock stated he composed an email to ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 2 MnDOT expressing his concern and that there has been no public notification. He requested information on this project be forwarded to the residents. He commented that he would be in favor of the City assisting in planning a neighborhood meeting. Mayor Grant suggested Mr. Loosbrock leave his name and address with staff and they would follow up regarding this matter. 3. STAFF COMMENTS None. 4. APPROVAL OF MINUTES A. November 26, 2012, Regular City Council B. November 26, 2012, City Council Work Session MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to approve the November 26, 2012, Regular City Council meeting minutes; and November 26,2012, City Council Work Session meeting minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Organizational and Annual Appointments of the City of Arden Hills C. Motion to Approve Appointing Kristine Goodrich to Chair the Communications Committee D. Motion to Approve Lift Station 13 —Final Pay Request 3 E. Motion to Approve Elected Officials Out-of-State Travel Policy F. Motion to Approve 2012 Capital Reimbursement to Lake Johanna Fire Department G. Motion to Approve Ramsey Conservation District Shared Service Agreement H. Motion to Authorize Purchase of Hand Held GPS Unit I. Motion to Approve Resolution for Audit and Official Record Keeping Purposes J. Motion to Approve Resolution 2013-007 Appointment of Matthew Trites to the PTRC MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 3 7. PUBLIC HEARINGS A. 2013 Pavement Management Program — Public Hearing Ridgewood, Asbury, Edgewater, and Glenhill Neighborhood Assistant City Engineer Anderson presented an overview of the 2013 Pavement Management Program to the Council. He discussed the proposed street, utility and storm sewer improvements in detail along with the resident survey, noting 81% of the residents that responded to the survey were in favor of the reclamation process. It was noted the estimated reconstruction expenses for the 2013 project were $1,671,185 which includes all overhead costs. If the reclamation option were chosen, the expense would be $1,165,776. Assistant City Engineer Anderson reviewed the project funding noting the street cost would be paid 50% by the City and 50% by the residents. The utility improvements would be funded by City funds. The assessment policy was then discussed in detail noting this project was completed on a per unit basis. The payment options available to the residents were discussed. It was noted a reclamation assessment would be $4,446 per unit and a reconstruction assessment would be $8,939 per unit. Assistant City Engineer Anderson stated a neighborhood meeting was held in October of 2012, and the feasibility report was ordered in November. The project timeline was reviewed. Staff noted the next steps in this process would be for the Council to hold a public hearing this evening and order final design of the project. Councilmember Holden asked if any of these streets are MSA routes. Assistant City Engineer Anderson indicated that none of the streets are on the MSA system. Mayor Grant opened the public hearing at 7:26 p.m. Cliff Nimis, 1485 Glenhill Road, asked for the Council's position on this project and if they would proceed with the reclamation or the reconstruction process. Mayor Grant commented that this had not been discussed by the Council prior to tonight's meeting. He explained this would be addressed later in the agenda this evening. He encouraged those present to voice their preferences on the project. Senay Kindler, 1536 Edgewater Avenue, indicated that she grew up in Arden Hills and has recently moved back. She requested the tennis court be saved. She then questioned why the assessment rates varied so greatly between the reclamation and reconstruction processes. She supported the reclamation of the roadway. Assistant City Engineer Anderson discussed the expenses in further detail. Ed Dickinson, 3188 Asbury Avenue, also requested that the tennis court be saved. He thanked Assistant City Engineer Anderson for the information that has been provided to the neighborhood to date. ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 4 Sylvia Sekhon, 1575 Edgewater Avenue, expressed concern with the water runoff on Asbury Avenue. She encouraged staff to investigate this matter further during the reconstruction of this roadway. She understood a reclamation project would last 15-20 years. She questioned how long a reconstruction project would last. Assistant City Engineer Anderson indicated this was difficult to estimate but anticipated the roadway would last approximately 30 years if reconstructed. Elizabeth Johnson, 1525 Glenhill Road, noted that the tennis court was heavily used by the families in the neighborhood. She stated she was not in favor of the rain gardens as they were difficult to maintain. Jean Fabel, 1550 Edgewater Avenue, commented she has lived in Arden Hills for 29 years. She thanked Assistant City Engineer Anderson for the information he has provided to the neighborhood. Her concern was with how the trees in the neighborhood would be affected. She requested the reclamation process be selected to minimize the impact on the trees and asked that the tennis court be saved. Ray Conroe, 1528 Edgewater Avenue, noted that the impact of the project on the trees was also a concern to him. He commented that the more the area was disturbed, the more the trees would be affected. For this reason, he supported the reclamation process. He recommended the Council speak with a forester before proceeding with the project. Mayor Grant closed the public hearing at 7:45 p.m. 8. NEW BUSINESS None. 9. UNFINISHED BUSINESS A. 2013 Pavement Management Program — Order Improvement and Preparation of Plans and Specifications Assistant City Engineer Anderson stated that earlier in the agenda, a public hearing was held for the 2013 Pavement Management Program. In order to proceed with this project, the Council needs to order the improvement and preparation of plans and specifications. He requested the Council discuss the matter in detail and order plans and specifications for the 2013 Pavement Management Program. Mayor Grant asked if the Council had any comments or questions on the proposed project. Councilmember Holmes questioned if the water issue on Edgewater Avenue would be addressed through the project. ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 5 Assistant City Engineer Anderson stated that the storm water collection would be increased as a storm sewer pipe would be extended from the tennis court to Asbury Avenue. This would collect additional storm water which would eliminate the flow along the street surface. Councilmember Holden inquired if a tree inventory had been taken for this project area. Assistant City Engineer Anderson commented an inventory had been completed by a forester and each tree species, health and size was determined and rated. He indicated one-third of the trees were Ash trees. He also mentioned that 13 trees were rated at zero (0) on a scale of zero (0) to five (5), with zero (0) being the lowest rating. Tree removal may not be necessary if a reclamation project is approved. However, if the trees were to die, the tree removal would be the responsibility of the homeowner. Mayor Grant asked if the amount of leaves falling on the tennis court could be reduced. Assistant City Engineer Anderson stated that by removing some of the surrounding trees and shrubs, fewer leaves and less standing water would collect on the surface of the tennis court. Mayor Grant requested further information on the proposed street width. Assistant City Engineer Anderson commented that the width of Edgewater Avenue varied given the surrounding topography. He did not anticipate the need to widen the roadway. He commented that Asbury Avenue could be narrowed near Northwestern College as there were homes on only one side of the street. Mayor Grant asked if the Fire Marshal approved of the proposed street width. Assistant City Engineer Anderson commented that he has not had this specific conversation with the Fire Marshal, but noted that if a reclamation project were to proceed, the roadway would remain as-is and he did not foresee any problems. Councilmember Holden asked if the results of this reclamation project would last longer because this neighborhood has no through streets. Assistant City Engineer Anderson indicated that wear and tear on the road depended on the number of trips in the neighborhood. Councilmember Holden discussed the tennis court and its importance to the neighborhood. She did not want to see the tennis court lost. She then requested further information on the proposed rain gardens. Assistant City Engineer Anderson described how rain gardens would be used with this project along with how to properly maintain native plants. He explained that if Option 1 or 2 were selected no rain gardens would be required. Councilmember Werner questioned why the repayment options varied between a reconstruction and reclamation project. ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 6 Assistant City Engineer Anderson stated that the reclamation project in 2011 was paid back over seven years and past reconstruction projects were assessed over 10 years. He commented that in the end, this decision would be left up to the Council. Councilmember McClung supported the reclamation project but expressed concern with the storm water maintenance. He asked if the proposed additions to the storm water system would address the water runoff in this neighborhood. Assistant City Engineer Anderson explained the major issue in the neighborhood was the amount of water funneled down Edgewater Avenue. By extending the storm sewer up the roadway, this concern would be addressed. Councilmember Holden stated if a reclamation project were selected, curb and gutter would not be completed. She asked if this would be a concern to the neighborhood. She questioned if curb and gutter added value to properties. Assistant City Engineer Anderson commented that the addition of curb was not a cost effective option if a reclamation project were pursued. He noted that one property would have curb and gutter to match up with previous work completed by the City of Roseville. Public Works Director Maurer stated the improved roadway surface would add value to the residential properties as the roadway was in poor condition at this time. Councilmember Holden supported the reclamation project as it would keep the roadways narrow and would protect more trees. However, she wanted to be assured that the storm water issues were addressed. Mayor Grant indicated the tennis court added value to the neighborhood and he wanted to see this saved. He stated the reclamation option was more cost effective and he supported this option. He also encouraged staff to save as many trees as possible. Councilmember Holden asked how many trees would be lost through the reclamation project. Assistant City Engineer Anderson indicated that 13 trees were rated zero by the forester, but no trees would need to be removed with the reclamation project. He commented that some shrubs and trees around the tennis court would need to be removed to assist in maintaining the court surface and allow for construction of rain gardens. Public Works Director Maurer explained that the forester recommended several trees be pruned prior to the reclamation work to assure no limbs would be damaged by the construction equipment. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adopt Resolution #2013-003 - Ordering the Public Improvement and Preparation of Plans and Specifications for the 2013 Pavement Management Program as a Reclamation Proiect. ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 7 Mayor Grant asked if the Council had to select Option 1 or 2 this evening. Assistant City Engineer Anderson requested a decision be made by the Council to provide staff further direction on the storm water treatment. Councilmember Holden recommended the City Engineer select the option that would better suit the project. Councilmember McClung requested that staff work with the neighborhood to see how many rain gardens were necessary and provide the Council with a recommendation at a future meeting. The Council agreed with this recommendation. Councilmember Holden requested staff also report back with further information on the location of the 13 zero rated trees at a future meeting. The motion carried (5-0). B. Consultant Contract to Assist City Engineering with Preparation of Plans and Specifications for the 2013 Pavement Management Program Public Works Director Maurer commented that in order to complete preparation of plans and specifications for a spring bid for the 2013 Pavement Management Plan, it is necessary to augment City staff's time with support from a consultant. Staff recommended the Council extend a contract to Elfering & Associates based on the value of their previous services to the City of Arden Hills. He indicated this firm provided the preliminary work for this project including field survey, preparation of base plan sheets and wetland delineation. He recommended the Council authorize the hourly engineering services contract. Mayor Grant noted the plans and specifications would be completed in a more timely manner due to the fact Elfering & Associates had completed the preliminary work on this project. This would assist the City with the bid process this spring. MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to approve entering into an agreement to have Elfering & Associates provide engineering services for the design of the 2013 Pavement Management Plan. The motion carried (5-0). 10. COUNCIL COMMENTS Councilmember McClung stated he was happy to be back and looked forward to the coming year. He noted his contact information was available on the City's website and he welcomed questions or comments from the public. Councilmember Werner indicated the Shoreview/Arden Hills Business Council would feature new Ramsey County Commissioner Blake Huffman on Wednesday, January 16th at 7:30 a.m. at Northwest Youth and Family Services. ARDEN HILLS CITY COUNCIL—JANUARY 14, 2013 8 Councilmember Werner explained the Ramsey County League of Local Government would meet again on Thursday, January 17th at 6:30 p.m. at the Kelley Inn, in St. Paul. Councilmember Werner noted he was approached by a resident in his neighborhood requesting to raise chickens. He asked that this be discussed by the Council at a future work session meeting. Councilmember Holden thanked Assistant City Engineer Anderson for his assistance with the Pavement Management Project and for providing a high level of detail to the neighborhood. Councilmember Holden requested that the lighting at Presbyterian Homes be addressed by staff as it was not properly being deflected from the parking lots. Councilmember Holmes thanked Assistant City Engineer Anderson as well. Mayor Grant thanked Assistant City Engineer Anderson stating that the public hearing process went very smoothly this evening. Mayor Grant requested that TCAAP be on the agenda as a standing item under "Staff Comments" going forward. Mayor Grant questioned when staff would have information from the MPCA on the triangle parcel. City Administrator Klaers noted this item was on the Council's next work session agenda. He stated final action on this parcel would be taken by the Council on January 28tH ADJOURN MOTION: Councilmember Holden moved and Councilmember Werner seconded a motion to adiourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 8:38 p.m. r Patrick Klaers David Grant City Administrator Mayor z:m s jAN 14 20'6 Affidavit of Publication City of Arden Hills State of Minnesota I SS County of Ramsey ANNE THILLEN being duly sworn, on oath, says that he/she is the publisher or authorized agent and employee of the publisher of the newspaper known as SHOREVIEW BULLETIN and has full knowledge of the facts which are stated below: (A) The newspaper has complied with all of the requirements constituting qualification as a qualified newspaper, as provided by Minnesota Statute 331A.02, 331A.07, and other applicable laws, as amended. (B) The printed NOTICE OF HEARING which is attached was cut from the columns of said newspaper, and was printed and published once each week, for 2 weeks; it was first published on WEDS. , the 26TH day of DEC. 20 12 , and was thereafter printed and published on WEDS. the 9TH day of JAN. , 20 13 ' and printed below is a copy of the lower case alphabet from A to Z, both inclusive, which is hereby acknowledged as being the size and kind of type used in the composition and publication of the notice: *ABCDEFGHIJKLMNOPQRSTUVWXYZ *ABCDEFGHIJKLMNOPQRSTUVWXYZ *abcdefghijklmnopgrstuvwxyz BY: Subscribed and sworn to before me on TITLE LEGAL COORDINATOR t is 9 TH day of JAN. 20 13 Notary Public *Alphabet should be in the same size and kind of type as the notice. Tt��iYA R.WHITEHEAD I C Notary Public-Minnesota RATE INFORMATION ARy Commission Expires Jan 31,2015 (1) Lowest classified rate paid by commercial users for comparable space................................................................$25.00 per col. inch (2) Maximum rate allowed by law for the above matter..............................................$25.00 per col. inch (3) Rate actually charged for the above matter...........................................................$ per col. inch 1/13 NOTICE OF HEARING ON IMPROVEMENT CITY OF ARDEN HILLS RAMSEY COUNTY, MINNESOTA TO WHOM IT MAY CONCERN: NOTICE IS HEREBY GIVEN that the Council of the City of Arden Hills, Minnesota, will meet in the Council Chambers of the City Hall, 1245 West Highway 96, in said City on Monday, January 14, 2013, at 7:00 p.m. to hold a public hearing pursuant to Minn.Stat.§§429.011 to 429.111 to consider the 2013 Pavement Management Program, the making of an improvement to the following streets: • Asbury Avenue, City limits to Glenhill Road •Asbury Avenue, Glenhili Road to Edgewater Avenue • Edgewater Avenue, Asbury Avenue to Ridgewood Road North • Glenhill Road, Asbury Avenue North to Snelling Avenue •Ridgewood Road,City limits to cul de sac The improvement will include the street rehabilitation, utility repairs, and necessary appurtenances. The foregoing is substantially in accordance with the feasibility report,which is now on file and open to public inspection in the office of City Administrator. The area proposed to be assessed for the project is the abutting properties to the aforementioned street segments. The estimated cost of the improvement is $1,671,185. Assessment information has been included in the feasibility report and a reasonable estimate of the impact of the assessment will be available at the hearing. All persons desiring to be heard with reference to the proposed improvement and the area proposed to be assessed may appear and be heard by the City Council at the time and place stated above. Dated December 21,2012 BY ORDER OF THE CITY COUNCIL Patrick Klaers,City Administrator (Bulletin: Dec. 26, 2012, Jan. 9, 2013)