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HomeMy WebLinkAbout12-17-12-WS It ,- I�DEN HILLS Approved: February 11, 2013 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING DECEMBER 17, 2012 5:00 P.M. -ARDEN HILLS COMMUNITY ROOM CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session meeting at 5:03 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; Community Development Director Jill Hutmacher; City Planner Meagan Beekman; City Attorney Joel Jamnik; and Deputy Clerk Amy Died 1. AGENDA ITEMS A. Discuss Licensing Conditions for Premise Permits Deputy Clerk Dietl stated a premise permit for charitable gambling was received from the Spring Lake Park Lion's for Welsh's Big Ten Tavern on November 21, 2012. The application was considered by the Council on November 26th, at which time, the item was tabled. It is the understanding of staff that the Council was interested in modifying the Municipal Code language pertaining to gambling. Deputy Clerk Dietl provided the Council with six examples of neighboring communities' code regarding charitable gambling and noted the City's current language was consistent with State Statutes. She requested the Council discuss the item and provide staff with direction on how to proceed. Councilmember Holden asked if the language could be revised to have 100% of the profits spent in Arden Hills. Deputy Clerk Dietl indicated this change could be made but would become a matter of enforcement on behalf of the City. ARDEN HILLS CITY COUNCIL WORK SESSION—DECEMBER 17, 2012 2 City Attorney Jamnik explained the concern would be how the City would police this and hold the organization to putting 100% of the profits back into the community. He stated that some profits could be committed to organizations outside of Arden Hills. Deputy Clerk Died noted a premise permit could be denied if the applicant was not located in the Trade Area as was done by the City of Mounds View. This would limit organizations from coming into the City and spending their profits outside of the Arden Hills' Trade Area. Councilmember Holden requested the current language be amended to increase the profit percentage from 60%to 100% and have all applicants be located within the City of Arden Hills. Councilmember Holmes suggested that all applicants be located in the Trade Area. City Attorney Jamnik suggested the profit percentage be increased to the 70-75% range and some of the definitions be reviewed through the amendment process. Councilmember Holden indicated this was fair; however, she would like to see what the current practices are for charitable gambling in other cities. Mayor Grant was in favor of the applicants having an office in the City of Arden Hills. Councilmember Holmes noted there were competing gambling organizations in the community and she was in favor of the City keeping these charitable gambling dollars in the City's Trade Area. Mayor Grant agreed but was in favor of reviewing and amending the Municipal Code to assure that the language was current and that the needs of the City were being met. City Administrator Klaers commented staff would investigate the definition of profits, and where charitable dollars are currently being spent and would report back to the Council at a future meeting. B. Newsletter/Communications Committee City Administrator Klaers explained membership of committees and commissions fluctuates from time to time in all municipalities. He noted at this time the Communications Committee was in need of members. He indicated that Arlene Mitchell (the Chair for the past three years) and Brenda Holden have stated they will not be seeking reappointment. This leaves the committee with three vacancies and no current applicants. City Administrator Klaers commented that Mary Nosek is the editor for the Newsletter. The remaining members that could write articles or serve as Chair were Susan Cathey and Kristine Goodrich. Staff expressed concern with the turnover rate for this committee and for the future of the newsletter. He requested the Council discuss the matter and provide staff with direction on how to proceed. ARDEN HILLS CITY COUNCIL WORK SESSION—DECEMBER 17, 2012 3 Councilmember Tamble stated he has been the liaison to the Communications Committee for the last two years. He explained that because Arlene would not continue as the Chair he felt further discussion was needed at the Council level on how this group would continue. Arlene Mitchell, member of the Communications Committee, explained after a recent conversation, Kristine Goodrich was willing to serve as the Chair. She recommended the Council appoint Kristine to this position as she was a professional journalist with an education in journalism. She noted she received a note from Mary Nosek, the editor, stating she was willing to assist Kristine in getting up to speed. She then discussed the organization and planning in place for the newsletter. Councilmember Tamble commented this was new information, which was great for the committee. He stated this group used SharePoint to organize the group's planning for the upcoming year. It was his hope to integrate the future newsletters into the City's website. Councilmember Werner asked how Roseville and other neighboring communities completed their newsletters. Councilmember Holden indicated the newsletters were completed by staff and not through a committee of residents as was done in Arden Hills. The City was saving time and resources through the committed volunteers on the Communications Committee. Mayor Grant encouraged staff to seek one more volunteer for this committee. Councilmember Holden requested the journalism professors at Bethel and Northwestern be contacted for potential candidates to serve on this committee. Deputy Clerk Dietl stated Lois Rem is a member of the community who may be interested in writing for the newsletter. Mayor Grant thanked Arlene Mitchell on behalf of the entire City Council, for her many years of service and dedication to the City on the Communications Committee. D. 2013 Council Liaison Appointments to City Commissions and Committees Deputy Clerk Dietl stated every year Councilmembers are appointed to serve as the Council liaison on the City commissions and committees. She reviewed the current Council liaisons and requested the Council discuss the various appointments and direct staff accordingly. Mayor Grant noted there would be an additional appointment in 2013 from the Council to the JDA Board. This appointment would take a considerable amount of time. For this reason, he recommended the Karth Lake Improvement District have a staff liaison rather than a Council liaison from this point forward. He suggested the Public Works Director or City Administrator attend these meetings and report back to Council. Councilmember Holden explained the Northwest Youth and Family Services liaison was Miriam Ward and she was appointed to serve for the next three years. ARDEN HILLS CITY COUNCIL WORK SESSION—DECEMBER 17, 2012 4 Councilmember Werner volunteered to serve as the Ramsey County League of Local Government representative in 2013. Discussion ensued regarding the League of Local Government. Councilmember Holden stated she would not be able to attend these meetings on Thursday nights. She recommended the appointment remain as Councilmember Werner with all the City Councilmembers serving as the alternate. The Council was in agreement. Mayor Grant recommended the Council report back as to the liaison preferences. The liaison appointments would be made at a future meeting. Councilmember Werner asked if the liaison positions rotated. Councilmember Holden stated this has not been the practice, but that it would benefit the Councilmembers to serve on each committee over time to learn from each group. Councilmember Holmes questioned how the appointments would be assigned this year given the number of committees needing representation along with the JDA Board. Mayor Grant indicated one of the JDA Boardmembers would have to be appointed from the community. Councilmember Holden suggested that the Council hand select this person and not complete an application process. Councilmember Tamble indicated the Personnel Committee could make a recommendation. Councilmember Werner asked when the JDA meetings would be held. Mayor Grant commented this was unknown at this time. He stated the City would have to speak to the County to establish meeting dates and times. City Administrator Klaers suggested the Council each recommend a couple of citizens for this position and hold interviews in January. The Council could then review the names in early January, hold interviews later in January, and then make an appointment. The Council agreed with this suggestion. Mayor Grant encouraged the Council to think of two residents by January 14th that could benefit the City by serving on the JDA Board. C. Planning Case 09-021 —Arden Village Development Agreement Amendment City Planner Beekman indicated Sand Companies was present this evening to review the proposed amendments to the development proposal for Arden Village. The Council originally granted land approvals for this property on March 8, 2010, which included a Conditional Use ARDEN HILLS CITY COUNCIL WORK SESSION—DECEMBER 17, 2012 5 Permit amendment, rezoning, Comprehensive Plan Amendment, Preliminary and Final Plat, and Master and Final Planned Unit Development. The proposal was for a 55-unit workforce affordable housing apartment building. The units would be one to three bedrooms in size. Zoning required 55 surface parking stalls and 55 underground parking stalls. A tot lot was included along with a picnic area. City Planner Beekman explained that Sand Companies was proposing to modify their development proposal from the 55 affordable units to 56 market rate units and four (4) affordable units. The reason for the increase has to do with the need for more one-bedroom units versus three-bedroom units. She reviewed the previous Site Plan noting the revised plan would have 27 one bedroom units, 27 two bedroom units and six (6) three bedroom units for a total of 60 units. The site would require 96 parking stalls in accordance with the new Zoning Code, and the applicant is proposing to have 60 surface park stalls and 60 underground stalls for a total of 120 parking stalls. City Planner Beekman stated the footprint of the building would be modified slightly and the exterior finishes would be upgraded with stone. Six additional trees are proposed for the site. She reported the recreation area was modified to accommodate the anticipated clientele. The interior modifications were discussed including the fitness center, storage spaces for residents, added media/game room and the increased size of the community room. City Planner Beekman believed the changes to the site were minor which allowed for the Council to approve the revisions through a Development Agreement Amendment as opposed to a PUD Amendment. She requested the Council review the proposed changes to Arden Village and provide staff with comments. Jeremy Burg, architect, reviewed the exterior and interior changes proposed for Arden Village in detail with the Council. He stated more common space has been added, while all units would have stainless steel appliances and private decks. Mayor Grant questioned how the affordable units would be determined. Mr. Burg stated the four (4) affordable units would be geared towards families, with each being a three bedroom unit. Mayor Grant asked if the parking would remain the same. Mr. Burg explained the development had proposed having 60 surface parking spaces and 60 underground spaces. However, if this could be reduced, according to the new Zoning Code, this may be reconsidered. City Planner Beekman indicated if the Council was amenable, some of the parking could be identified as proof of parking. This area could be developed as green space and added as parking only if necessary in the future. This could be added as a condition for approval to the Development Agreement Amendment. Mayor Grant questioned where the storage space would be located for the residents. ARDEN HILLS CITY COUNCIL WORK SESSION—DECEMBER 17, 2012 6 Mr. Burg reviewed the location of the storage lockers and noted there would be 40 storage lockers on the site. The lockers would be approximately five (5) feet by six (6) feet in size. He indicated each underground parking stall would have bike hooks to assure bicycles were not stored on decks. Mayor Grant questioned how the apartment complex would manage residents with ongoing issues. Mr. Burg stated there was a three (3) infraction rule at which point a resident would be asked to leave. Councilmember Holden questioned on how many parking stalls would be required. City Planner Beckman indicated the applicant has proposed 120 parking stalls and City Code requires 96. She explained that 60 spaces would be provided underground regardless and the Council could allow for flexibility with the surface spaces, noting proof of parking would be required. Mr. Burg requested he be allowed to make a few calls prior to the Council meeting this evening. He would then be able to have an exact number for the Council. Mayor Grant inquired when the project would begin. Mr. Burg stated his goal would be to begin in February or March of 2013. City Planner Beekman commented that the Council would be approving the Development Agreement Amendment at this evening's regular City Council meeting. E. Elected Officials Out-of-Sate Travel Policy City Administrator Klaers explained this item was previously discussed in September. He indicated a 2005 State law required cities to approve a policy that governed out-of-state travel for elected officials. The City's policy was adopted on December 12, 2005, and there have been no changes made to the policy since it was approved. City Administrator Klaers noted the League of Minnesota Cities model policy for elected officials out-of-state travel policy and stated the Arden Hills policy was very consistent with the League's document. He reported a new reimbursement request form would be put in place by the Finance Department. Staff requested the Council discuss the current policy and provide feedback. Councilmember Werner commented that an open meeting should refer to both Council and work session meetings. Mayor Grant indicated all future out-of-state travel requests would be placed on the Consent Agenda for Council approval. Items could be pulled for discussion if necessary. ARDEN HILLS CITY COUNCIL WORK SESSION—DECEMBER 17, 2012 7 Councilmember Holden asked if a written report from the traveling Councilmember was required to be presented at the very next Council meeting. City Administrator Klaers stated an update was required, but the content was not specified. Councilmember Holmes questioned if there was a set standard rate for lodging and meal reimbursement. Councilmember Tamble suggested a flat rate cover these expenses as written in the policy. Councilmember Werner inquired if two or more Councilmembers could attend the same event. Further discussion ensured regarding this matter. City Administrator Klaers stated two members could attend at the City's expense and additional members could attend at their own expense, or an exception could be made by the Council. Councilmember Holmes requested the language in the document be changed to "if two Councilmembers"travel striking "or more" from Item 6. Councilmember Holden suggested the per diem on meals be reduced from $44 per day as most conferences cover the meals. City Administrator Klaers indicated the $44 per day for breakfast, lunch and dinner was pretty typical. He indicated the expense could be broken down by each meal, to assist with the reimbursement process. He indicated the cap would set a limit for situations when food was not provided. The Council directed staff to make the one minor change and bring it back to Council on the Consent Agenda for approval. ADJOURN Mayor Grant adjourned the City Council work session meeting at 6:47 p.m. Patrick Klaers David Grant City Administrator Mayor