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HomeMy WebLinkAbout4A, Draft Minutes I i IIRENHILLS Approved: CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION MEETING OCTOBER 17,2011 5:00 P.M. -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 5:02 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; and Deputy Clerk Rebecca Brazys. 1. APPROVAL OF AGENDA Mayor Grant asked to discuss item 5.E at this time. Councilmember Holden stated she would like to add two items to the agenda: G. October 31St Council Meeting H. Council Meeting Agendas. Mayor Grant accepted the agenda as amended. 2. AGENDA ITEMS E. Arden Hills 501(c)3 Organization Mayor Grant explained that this is a continuation of the discussion on a 501(c)3 organization related to the Celebrating Arden Hills event. He asked if the Council had any objection to including two residents on the committee for this organization. Discussion ensued and Council had no objections to including residents on this committee. 1 ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 2 G. October 31"Council Meeting . Councilmember Holden asked if the October 31St agenda contained many items. City Administrator Klaers responded that at this time the only agenda item is the elections contract. Councilmember Holden stated that she would like the Council to consider moving the October 3 I st Regular Meeting to October 24th Discussion ensued and Council agreed to cancel the October 31" meeting schedule a Special meeting for regular business on October 24 at 5:00 p.m. which will not be televised. H. Council Meeting Agendas Councilmember Holden stated that she doesn't think it is appropriate to include staff comments and updates during the public comment period. She suggested the agendas be changed to list the public comment section first then a separate section for staff updates. The Council concurred with that suggestion. A. Ramsey County Sheriff Matt Bostrom Ramsey County Sheriff Bostrom stated he would like to begin meeting with the City Council • and staff members on an annual basis to provide updates for what his department has accomplished and what is planned for the upcoming year. He briefly reviewed his personal and professional background. He explained that his philosophy as Sheriff is to fulfill statute requirements, provide full detention services, and manage the criminal and civil court processes. He stated that as Sheriff he is responsible for all non-Department of Natural Resources activities on the county's waterways, assisting with large-scale investigations across city boundaries, and providing tactical support for cities. He believes in community policing principals and will work with cities to determine how best to deliver those services. Also, he stated the Sheriff's Department will partner with other law enforcement agencies and will continue to recognize that their funding comes from tax dollars. They will do what they can to reinvest in the community, particularly with the young people. In addition, he stated they now have an updated department manual which meets or exceeds all national standards. Also, training will be provided to department staff to handle emergencies and be able to respond at the highest possible level to save lives. In the spring they will be offering leadership training to which the fire department and other police departments will be invited as he believes that training together builds trust. Councilmember Holmes commented that one of the things the Council is most interested in is having a small-town feeling from the Sheriff's personnel; deputies visiting nursing homes or stopping as they drive through city streets to talk with residents. Sheriff Bostrom stated that they will be working towards a more community-oriented program. • He added that performance evaluations are now being done by the Sheriff's Department and one thing they will be looking for is whether or not the individual deputies are practicing community ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 3 • policing principals. He stated deputies should be leaving their business cards as they visit businesses. Councilmember Holden stated there hasn't been a good Neighborhood Watch program for a while, so there is no communication regarding problems in a specific area. Sheriff Bostrom stated that John Eastman is the program coordinator for the Neighborhood Watch program and he suggested that Deputy Eastman attend a Council meeting. He added that they are in the process of adding technology to provide public information on incidents. Councilmember Holden asked how workers' compensation injuries impact contract cities as it has appeared that the cities have been responsible for the deputy on workers' compensation as well as that deputy's replacement. Sheriff Bostrom stated he will look into that and get back to the Council. Councilmember Holden questioned how the Sheriffs Department will be assisting during the upcoming road construction projects to improve traffic flow and safety. Sheriff Bostrom responded that he will be working with Public Works and traffic management systems and that personnel will be provided for traffic direction if necessary. • Councilmember Holmes stated that the Council had previously requested training on how to respond to a shooting in Council Chambers but that training has not taken place. Sheriff Bostrom stated he will follow up to ensure that training is accomplished. Councilmember Holden commented that Arden Hills currently restricts on-street parking between the hours of 2:00 a.m. and 6:00 a.m. but that is difficult to enforce. City Planner Beekman stated that staff has been working with Commander Mike Salter on the parking issues which has been effective in addressing those concerns. B. Bethel University Master Planning Process The following individuals were in attendance to represent Bethel University: Dean Rodeheaver from PerformaHE Joe LaLuzerne, SVP Strategic Planning and Enrollment, BU Tom Trainor, Director of Facilities, BU Kathleen Nelson, SVP Finance &Administration, BU City Planner Meagan Beekman explained that Bethel University is working through a campus master planning process that began at the end of the summer. Bethel University asked to meet with the Council early in their process in order to provide an update of their timeline, share their . goals for their future master plan, and get input from Council on some critical issues and concerns as they move through their visioning and planning phases. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 4 City Planner Beekman stated that this process is similar to the one Northwestern College underwent in 2006 and 2007. In the case of Northwestern College, once their internal master planning process was complete, they approached the cities of Roseville and Arden Hills to get an approved Master Planned Unit Development (PUD). It should be noted that the internal master planning process is distinct from the public approval process for a Master PUD. Bethel has not yet formally indicated that once their internal master plan is complete they will continue with an application for an approved Master PUD,though that may be a logical next step. City Planner Beekman also explained that as part of their master planning process, Bethel University is examining its classroom, office, and other space needs now and into the future. This includes evaluating the existing campus property and properties owned by Bethel outside of the main campus area. Furthermore, Bethel will be identifying immediate, short-term, and long-term projects that will move the campus master plan forward, as that vision is developed. Councilmember Holden asked what process Bethel would go through with the City if they make changes to their campus. City Planner Beekman responded that currently Bethel operates under a Conditional Use Permit in the only 131 district in the City, and any changes to the campus would require a CUP amendment. Dean Rodeheaver, PerformaHE, explained that his company's goal is to work with Bethel to create a Master Plan to be reviewed by their Board of Trustees. His purpose this evening is to • review with the Council their process and the timeline and to keep the Council engaged in the process. He explained that his firm deals exclusively with small colleges like Bethel. Their process includes: - Identify all "pieces of the puzzle"; to get to know the campus and understand zoning, code, and storm water issues. - Determine the best way to put the "pieces of the puzzle"together. Dean Rodeheaver stated there are points when this process intersects with the City. He then reviewed the proposed timeline for this process: - August—information gathering - September—envisioning the future - October—modeling the needed changes - November—alternative plans - December/January—testing fit and development action plan - February—Board of Trustees approval He added that the City Planner and Councilmembers are welcome to participate throughout the process. Joe LaLuzerne, SVP Strategic Planning and Enrollment, Bethel University, stated there's a total of 6200 students including graduates, undergraduates and on-line students. Not all of the students are on the Arden Hills campus. There are 2,842 traditional undergraduate students who have the most impact as far as space in Arden Hills. Bethel is hoping to increase the number of • ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 5 undergraduate students to as many as 3,500. However, the largest opportunity for growth is in the adult graduate program area. Kathleen Nelson, Senior Vice President of Finance & Administration, Bethel University, explained that more and more students participate in on-line programs and they have no physical presence on campus. Also, a lot of their adult students attend on a part-time basis. Dean Rodeheaver explained that the issues identified include: - Critical shortage of classroom, laboratory, and office space (major shortage in the sciences). As a result, offices have been placed in areas where they probably shouldn't be. - Enrollment increases - Integration and organization - Quality education environment - Identity of the Bethel education experience and how to deliver that intentionally Dean Rodeheaver explained the central piece to this process is the Arden Hills campus and the question is how to bring all these pieces together in a way that provides a good experience for students. The seminary students consider the seminary to be a separate institute from the university so they hope to pull the campus together to a more integrated experience. Dean Rodeheaver stated the last piece of this process involves a series of spaces outside the campus itself, such as the Bethel office complex, the former county library on County Road E2, • the regional education center, Fountain Terrace apartments, and whether or not the Red Fox Road location should continue to be leased for classrooms. One of the issues driving this review by Bethel is the highway projects that will be impacting the area for the next several years; this is of particular concern for the Red Fox Road location. The Bethel office complex is not easy to get to and will be even more difficult to reach over the next five years. Consequently, they need to consider how they will find space on the campus itself to move the uses of the Bethel office building and the Red Fox Road location back onto campus. Dean Rodeheaver stated that it is their understanding that Arden Hills is looking for bike and pedestrian paths which they are open to and will build into their Master Plan. Also, based on discussions with the City Planner, they know that there are storm water issues they need to pay attention to and that the Department of Natural Resources (DNR) needs to be involved in some of the issues they will be addressing. As a part of the Master Plan to be proposed, they will be recommending that the Bethel office complex on County Road F no longer be used and that everyone currently working in that building be moved either to a regional center or to the Arden Hills campus. As far as the former county library site, the driving force is that Bethel has a serious space issue so they need to use that property for something. He asked for Council feedback on parameters for that site. Councilmembers Homes and Holden both commented that the former library property is zoned Rl, Residential. Dean Rodeheaver stated they would also like the Council's help, along with the DNR, on making a more visible link between the campus and Valentine Lake as the view from Bethel to the lake is ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 6 not attractive. It is their understanding that there is a desire to keep the natural vegetation along the lake. City Planner Beekman stated that Valentine Lake is designated as a natural environmental lake by the DNR. Kathleen Nelson commented that they would like to be able to "play up"the beauty of the lake to enhance their campus. Councilmember Holmes commented that the Council is concerned about the library site and indicated that she doesn't understand why Bethel bought that property when it's zoned Rl. Kathleen Nelson explained that land close to their campus does not become available very often. Councilmember Holmes commented that the Council has nothing to review at this time as far as Bethel's plans for the old library site. Mayor Grant explained that Bethel is coming to the Council early in the process trying to engage the City in the next phase of their planning process. Dean Rodeheaver assured the Council that they have no specific plans for the library site at this time. He explained they are talking with the City now to get clear parameters for the use of the library site. . Mayor Grant stated that what he is hearing from the Bethel representatives is that they want to know what the "bookends"are as they proceed with their planning process. Councilmember Holmes asked if they have any plans for the Fountain Terrace site. Dean Rodeheaver responded that is not clear at this point, but they do know that it doesn't work well as housing for undergraduates because it's too far from the campus. As far as the library site, he asked if there is a rezoning opportunity if it were the right kind of use. Councilmember Holmes stated that she would prefer to have specific plans to react to regarding the use of the library site. Dean Rodeheaver listed a couple of possible uses of the library site, such as classrooms for seminary students or moving the campus day care to that location. Councilmember Tamble stated that if Bethel has ideas for the use of the library site, it would be beneficial for the Council to have that information. Mayor Grant commented that this is a work session, not a formal Council meeting, so neither Bethel nor the City is bound by what is said. Moving forward, Bethel would have to go through a formal process for approval. He stated that what the Council has made clear to Bethel at this meeting is that the property is zoned Rl. • ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 7 Before proceeding with the next agenda item, City Administrator Klaers suggested that Item 2.13, Street Infrastructure Discussion, be postponed to a Work Session after the October 24ffi Special Council meeting to allow adequate time for discussion. The Council concurred with this recommendation. C. B2 District Implementation Plan Community Development Director Hutmacher explained that the Council accepted the Guiding Plan for the B-2 District on October 27, 2008. The Guiding Plan provides a framework for long-range public and private improvements in the B-2 District along County Road E between Lexington Avenue and Highway 51. In December 2008, the City adopted design guidelines for the B-2 District which have been used to evaluate redevelopment proposals for McDonald's, the former Holiday Inn site, and Arden Plaza. The design guidelines ensure that new development and redevelopment meet the goals of the B-2 Guiding Plan. Community Development Director Hutmacher stated that the Implementation Plan is the next step and will allow the Council to determine enhancements along County Road E which may include utility upgrades, access improvements, bicycle and pedestrian facilities, and streetscape amenities. Once completed, the Implementation Plan will allow the City to move forward with improvement projects. Community Development Director Hutmacher explained that in preparation for moving forward, staff identified cities that had completed corridor and streetscape projects. In August, staff had an opportunity to tour three projects with similarities to the B-2 District. The tour was led by representatives of Bolton & Menk and HKGi who were the consultants for all three projects. She then presented a virtual tour of these projects which included CSAH 101 in Shakopee, Excelsior Boulevard from Hopkins to St. Louis Park, and Central Avenue through Osseo. Councilmember Holden asked how the new stoplight will be handled as a part of the B-2 District Plan. Community Development Director Hutmacher responded that will be addressed in the Scope of Work. Councilmember Holden questioned if the City owns any right-of-way at Carroll's Furniture. Community Development Director Hutmacher responded that Carroll's parking lot abuts the property line. Community Development Director Hutmacher then reviewed Phase I of the Implementation Plan as described below: - Consider budget needs and funding sources. o Determine a preferred level of intensity of streetscape improvements o Establish an assessment method for the B-2 District. o Suggest options for public funding such as MSA funds. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 8 - Work with Ramsey County to determine project scope and goals. o Reaffirm the County's acceptance of the B-2 Guiding Plan. o Determine space needs within the right-of-way. - Determine a public participation process. o Promote business participation in discussions of streetscape and amenities. o Work individually with businesses to determine access needs and vehicle/ pedestrian movements onto and within their sites. - Evaluate utilities along County Road E. • Determine whether utility upgrades are necessary. • Work with Xcel Energy to consider options for electrical boxes. • Provide cost estimates for any necessary utility upgrades. - Evaluate traffic and transportation options. o Update the 2008 traffic study and include pedestrian movements. o Suggest options for traffic improvements without a new signalized intersection. o Investigate options for an alternative access for the Arden Plaza development. - Summarize Phase I findings. o Provide a preliminary project budget. o Provide project and decision matrix timelines to align planning, design, and construction with the reconstruction of the Highway 51 bridge. Community Development Director Hutmacher explained that in Phase II, improvements identified in Phase I will be designed. Cost estimates, specifications, and a construction timeline and phasing schedule, if necessary, will be prepared. At the end of Phase II, the City will be ready to proceed to bidding and the construction of improvements. Community Development Director Hutmacher then reviewed the Budget Implications as outlined in the draft 2012 — 2016 Capital Improvement Plan (CIP). She explained that the City may assess a portion of the cost of improvements to adjacent properties. Development Agreements for Select Senior Living and Arden Plaza contemplate an assessment rate of not more than $350.00 per lineal foot along County Road E. Assessments for properties that redevelop prior to the construction of County Road E improvements may be based on improvements made by the property owner at the time of the redevelopment. In addition to CIP funds designated for County Road E improvements, $150,000 from PIR funds is programmed for the Highway 51 bridge replacement in 2014. The majority of the planning and design funds will be needed in Phase II of the Implementation Plan. Work products of Phase I include a preliminary budget, an identified assessment method for B-2 properties, and options for public funding. Community Development Director Hutmacher stated that the draft 2012-2016 CIP designates $278,000 for planning and design of County Road E improvements. Based on prior projects, staff believes that approximately 20 per cent of the planning and design costs, or$50,000 to $55,000, is needed for the planning and analysis work described in Phase I of the Scope of Work. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 9 Community Development Director Hutmacher stated that staff is recommending that Council direct them to negotiate a contract with Bolton & Menk for Phase I of the B-2 District Implementation Plan and to present the contract to the Council for consideration. Through projects in Shakopee, Hopkins, St. Louis Park, and Osseo, Bolton and Menk, and specifically Marcus Thomas and Chris Chromy, have demonstrated their ability to achieve the City goals for the B-2 Implementation Plan, with regards to coordination with the business community, concern for changes to access and traffic movement, attention to redevelopment potential, and flexibility and innovation to meet goals within a specified budget. Public Works Director Maurer stated that he concurs with the recommendation to proceed with Bolton & Menk for the first phase. He stated Chris Chromy has the ability to address complex traffic issues and Marcus Thomas is very successful at understanding the goals of the City and working towards achieving them. Councilmember Holmes stated that she agrees that Chris and Marcus would be good choices. Discussion ensued and the Council concurred with the recommendation to direct staff to proceed with contract negotiations with Bolton & Menk for Phase I of the B-2 District Implementation Plan. F. Met Council Stadium Risk Analysis . City Administrator Klaers stated the Met Council issued their report on the Vikings Stadium proposal last Wednesday. Following the Met. Council press conference, the County and the Vikings held a press conference. As recently as today there was a press release that the Governor has tentatively called a special session for November 21 — 23 provided the project is ready to go. Administrator Klaers explained that the communication between the City and the County has been good and that he and Community Development Director Hutmacher attended the County staff meeting last Friday. Community Development Director Hutmacher stated that the Met Council report is positive and concludes that identified stadium-related transportation improvements will take care of traffic concerns. The report also concludes that sewer and water infrastructure is not an issue City Administrator Klaers stated the Governor has a series of meetings this week with the Vikings and NFL officials. He will keep the Council updated via email as information becomes available. Councilmember Holden stated we need to be sure the City is involved in the legislative process. 3. COUNCIL COMMENTS & STAFF UPDATES Councilmember Tamble asked if there are any restrictions on Carroll's Furniture ongoing "Going Out of Business" sale and the number of signs being posted. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 17, 2011 10 Community Development Director Hutmacher stated staff has contacted the owner regarding signs and the potential closure of the business. Councilmember Tamble commented that as things happen and issues arise regarding the Vikings Stadium,the City should keep residents informed. Councilmember Holden stated the house across from the former library site continually has signs advertising a variety of items for sale. Community Development Director Hutmacher responded that staff has contacted the owner regarding signs and the potential closure of the business. Councilmember Werner stated he had read the Met Council report and found it to be straight forward and understandable. Mayor Grant asked for an update on the County Road E2 speed sign. Public Works Director Maurer stated that the sign has been moved and a new battery has been ordered. Councilmember Holden asked if staff still inspects warming houses in the spring. Public Works Director Maurer stated the recent work on warming houses was necessary for • long-term maintenance. ADJOURN MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to adiourn The motion carried unanimously(5-0). Mayor Grant adjourned the City Council Work Session meeting at 8:17 p.m. Patrick Klaers David Grant City Administrator Mayor