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HomeMy WebLinkAbout04-15-13-WS .It ,-AI __ HILLS Approved: May 28, 2013 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING APRIL 15,2013 5:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session meeting at 5:00 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden (arrived at 5:22 p.m.), Fran Holmes, Dave McClung, and Ed Werner Absent: None Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; Building Official Dave Scherbel; Parks and Recreation Manager Michelle Olson; and Deputy Clerk Amy Dietl 1. APPROVAL OF AGENDA The Council accepted the agenda as amended adding Item 2H—E-Street Flats Signage. 2. AGENDA ITEMS A. Cable TV Update Cor Wilson, CTV, presented a video highlighting the local activities that took place in 2012. It was noted CTV won seven national awards last year. She then provided the Council with an update on the franchise renewal negotiations with Comcast. She expressed frustration with the situation as Comcast is proposing to cut local funding by 90%. The proposed cuts will drastically affect local programming. Ms. Wilson stated that negotiations with Comcast have been slow going, but that the formal negotiation process has now begun. She described the formal process in detail and noted it should assure more timely responses from Comcast, and also help facilitate better negotiations between the parties. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 2 Ms. Wilson noted that the current franchise expires in October, but Comcast is willing to extend the current contract. She explained she will continue to fight for the needs of the 10 cities within the franchise area to assure that the needs of all parties are being met. She then described the DTA fees in detail. It was noted a rate order was filed against Comcast for the DTA fees being charged to Comcast customers. The matter will be forwarded to the FCC. Councilmember Holden questioned when the negotiation process will be completed. Ms. Wilson anticipated that at the earliest, conversations will be completed by October 2013. Councilmember Holmes asked what leverage the cities had in this matter. Ms. Wilson commented the franchise could be denied and this would stop Comcast from operating as their cable lines are in the City's rights-of-way. She indicated Comcast does not want negotiations to get to that point. Councilmember McClung inquired if there was enough time to complete the formal negotiation process prior to October. Ms. Wilson explained this could be done if several meetings were shifted and rescheduled. Mayor Grant thanked Ms. Wilson for her report this evening. He also thanked Craig Wilson for representing the City on the Cable Commission. B. Lobby TV and Storage Area Building Official Scherbel explained he received two quotes to complete the renovation work in the lobby area, one for $5,400 and the other for $6,100. He commented the quotes came in higher than the anticipated $5,000. The proposed TV location was discussed. He noted the flat screen TV will be an additional expense of approximately $1,500, and could be paid for through Cable Funds. He requested comment from the Council on how to proceed with the project. Councilmember Holden asked what would happen to the TV in the lobby area at this time. Mayor Grant recommended staff speak with Best Buy to see if the TV could be traded in. He then requested comment from staff on the table and chair storage. City Administrator Klaers stated the current table and chair storage location is difficult to access and is small in size. He explained that staff is looking forward to the new storage area being completed. Councilmember Holmes indicated she is in favor of proceeding with the storage area but does not feel it is necessary to upgrade the TV. Councilmember Werner approved of the storage area. Councilmember McClung and Councilmember Holden did not object to the storage area either. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 3 Councilmember Werner questioned how the lobby TV will be used by the public. Director of Finance and Administrative Services Iverson explained the TV is used when overflow seating in the lobby area is needed during meetings. The TV also allows residents to view replayed meetings when visiting City Hall. Building Official Scherbel commented the original intent of the TV was for overflow attendance at City Council meetings. Councilmember Holmes stated the City has two other TV's already that are rarely used. She is not interested in purchasing another. She recommended the existing TV's be used for overflow traffic when necessary. Building Official Scherbel indicated the current TV could still be used but noted it is over 10 years old and the technology is going away as well as issues with the display. Councilmember Holden does not oppose purchasing a new TV but recommended the price be reduced to $500. Mayor Grant agreed stating a 42" TV would be sufficient and cable funds could be used for the expense. Councilmember Werner and Councilmember McClung did not object to a new TV in the lobby area. It was the consensus of the Council to move forward with the improvements including a lower priced TV. C. 2014 Preliminary Budget Discussion Director of Finance and Administrative Services Iverson explained staff has been developing a preliminary 2014 budget. She noted the CIP would come back to the Council at a June meeting for discussion. She requested direction from the Council on how to proceed with the budget. Mayor Grant requested comments from the Council. Councilmember Holmes noted the EDA budget and park funding could both be increases within the 2014 budget. Councilmember Holden did not see the need to increase park funding for 2014 given the amount of funds that have been spent on park activities over the past two years. Councilmember McClung recommended the 2014 budget have a zero to one percent increase. Mayor Grant supported a budget with no more than a two percent increase. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 4 Councilmember Holmes indicated TCAAP may have a great deal of expenses in 2014. She supported a budget with more than a two percent increase. Councilmember Werner was in favor of a budget somewhere between zero and two percent. Councilmember Holden agreed with a two percent increase in the budget. Mayor Grant directed staff to proceed with the 2014 budget with a working number of a two percent tax levy increase and that the Council will discuss the issue at future work session meetings. D. Tax Forfeited Property at 3208 Hamline Avenue North Community Development Director Hutmacher explained on December 10, 2012, the Council approved a resolution requesting Ramsey County to withhold tax-forfeited land located at 3208 Hamline Avenue North from public auction while the City considered whether it should acquire the property. Although cities could previously acquire tax-forfeited land for public open space at no cost, cities now must pay "below market value" which is based on the parcel's value as conservation land. Community Development Director Hutmacher indicated that Ramsey County has established a conservation land purchase price of $500 plus $92.65 for fees and taxes. If the City moves forward with the acquisition, staff recommends that a Phase I Environmental Site Assessment be completed at a cost of $1,775. She commented the City's six-month hold expires on June 16, 2013. Staff questioned if the Council wanted to see the site be used for open space or be made available for private development. Councilmember Holden recommended the property be purchased and the Phase I Environmental be completed. Councilmember McClung agreed with this suggestion as this site would be difficult to develop. Councilmember Holmes was in favor of purchasing the parcel but did not feel the Phase I Environmental was necessary. Community Development Director Hutmacher explained the Phase I would protect the City and provide information on how the site was used in the past. Mayor Grant considered the Phase I part of the purchase costs and noted the environmental study would provide the City with some assurance that the site does not have environmental issues. Councilmember Werner asked if the parcel would have any future maintenance expenses. Public Works Director Maurer estimated the only expenses to be future tree trimming as the parcel would be a natural open space. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 5 The Council consensus was to proceed with the purchase of the property along with the Phase I Environmental Site Assessment. E. Triangle Property Options Public Works Director Maurer discussed potential options for a gateway sign, perennial garden, tree planting, and irrigation for the .25 acre triangle property. He noted the sign and landscaping is to be a focal point for Arden Hills' residents. He reviewed potential tree and shrub options in detail with the Council. Staff then requested comment from the Council on the proposed design and expense. It was noted the CIP had $20,000-25,000 for a gateway sign in 2013. Mayor Grant indicated the triangle parcel was given to the City and something needs to be done with the site. He questioned if the Council is in favor of spending additional funds to complete the landscaping and gateway sign for the site. Councilmember Holden asked why the gateway sign had to be lighted. Public Works Director Maurer commented that the gateway sign was originally supposed to be put near Walgreens and was intended to be lit. There will be an expense to get electricity to the parcel for the sign and irrigation. Councilmember McClung indicated the triangle parcel will become a welcoming entrance to the City. He supported the landscaping and gateway sign. Public Works Director Maurer stated with the Council's support he will receive specific quotes for the curb and electrical work. Councilmember Holmes requested the area encourage pedestrian traffic. She is in favor of a rose garden or other type of plantings. City Administrator Klaers noted that benches could be added at a later date. Public Works Director Maurer stated a rose garden would require a much higher level of maintenance. The Council recommended staff seek quotes on the project and report back at a future meeting. F. Valentine Park Re-Grand Opening Event Discussion Park and Recreation Manager Olson explained at the February 19, 2013, Council work session, staff presented a list of potential park events for 2013. After reviewing the options, the Council consensus was to focus on one event in 2013 - a grand reopening for Valentine Park. The Council directed staff to create a list of focused options for the event. A list of potential activities and their expense were listed for review by the Council. Park and Recreation Manager Olson requested the Council discuss the proposed activities and provide comment on which activities should be selected for the grand reopening of Valentine Park. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 6 Councilmember Holmes suggested the event be held in the afternoon to encourage family participation. She supported music at the event. She asked that the presentation be limited to one-half hour with ice cream to follow. She agreed with the proposed activities but does not feel that the optional activities were necessary. Councilmember Werner recommended the event be moved to the afternoon as well. He is in favor of the ice cream social being catered. He suggested the ribbon cutting and picnic shelter dedication take place during the grand reopening. Councilmember Holmes questioned when the event will be held. Public Works Director Maurer anticipated that the reopening will be scheduled for some time in July as this will assure all components of the park will be complete. The Council discussed options for meeting during the week and on a weekend. The Council was open to an early evening weekday event. Mayor Grant stated he is in favor of a self-serve ice cream social. He does not see the need for music. He agrees with the ribbon cutting and picnic shelter dedication. He believes a mailing is necessary to assure success of the event. He does not see the need for the optional activities as he wants the park amenities to be the focal point. Councilmember Holden does not see the need for music either. She recommended the park shelter dedication plaque be placed at the park and a copy be given to the Don Messerly family and suggested a Sunday afternoon as a possibility for the event. Councilmember McClung noted the park reopening is important to the City. He recommended the planned activities focus on the improvements made to the park, such as the ribbon cutting and picnic shelter dedication. He suggested the mailing be completed by staff and does not feel it is necessary to have ice cream. Mayor Grant summarized that the Council is not in favor of music at the event. The Council recommends the ice cream being catered and that there be a ribbon cutting and picnic shelter dedication at the grand reopening. The Council supports lawn games and basketball shooting as well. G. Lakeshore Place Xcel Permit Process Public Works Director Maurer updated the Council on the process that has been going on regarding the relocation of the Xcel power line in the Lakeshore Place area. Since Mike Loosbrock appeared at the public inquiries portion of a Council meeting several weeks ago, there have been numerous meetings regarding the issue with Xcel Energy, Shafer Contracting, MnDOT, Ramsey County, property owners and the City. Through all of these meetings staff has not found a good option. Public Works Director Maurer noted a pole could be temporarily located in the green area between Old 10 and Highway 10. Another option would be to move the poles to the east side of ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 7 Lakeshore towards the highway. However, this option does not work well with the contractor as a retaining wall will be built in this area and the work cannot be done with live wires in close proximity. He noted that Excel Energy stated the line may not be able to be shut down during the summer months. If the line cannot be shut down during the summer, it would push construction completion of the 10/96 project into 2014. Public Works Director Maurer noted the expense of temporary poles is approximately $20,000. He stated Xcel has agreed to use 55 foot poles on the west side of Lakeshore for the wires. The tree trimming was discussed in detail. Staff noted the 55 foot high poles were the best scenario the group could come up with given all the project considerations. Councilmember Holden questioned what would keep Xcel from clear cutting the trees in this area. Public Works Director Maurer indicated there is no agreement in writing, but he feels Xcel will be reasonable with regard to tree trimming for this project. Councilmember Holden asked how the neighbors feel about the situation. Public Works Director Maurer stated they are not happy with the situation, but there is no better option available. Mayor Grant requested comment from the residents in attendance. Mike Loosbrock, 4535 Lakeshore Place, commented that the compromise was more of a convenience for Xcel than anything else. He stated the concerns of the residents were not taken into consideration. Mayor Grant indicated that trees will be replanted along Highway 96. Public Works Director Maurer stated the County will be applying for a partnership grant for planting from MnDOT. The grant funds would assist in the collaboration efforts between MnDOT, the County and the neighbors for the landscaping plan in this area. He does not anticipate any problems with the County coming up with funds to properly replant this area. Mr. Loosbrock expressed skepticism that the County will truly pursue a grant to assist with the replanting of his property. Public Works Director Maurer commented the grant funds will assist with replanting the entire Highway 96 corridor. Without the grant monies, he felt the County would still landscape Lakeshore Place. He stated he is going by the statements made by Jim Tolaas. Mayor Grant encouraged the residents present to trust in the comments made by Jim Tolaas as he has come through for the City in the past. He requested staff speak with Mr. Tolaas regarding this matter and that the County provide the City with a letter regarding what actions will be taken. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 8 Councilmember McClung questioned what would happen if the project was pushed into a second construction season. Public Works Director Maurer stated the City would take a hit on its reputation and the County would take a huge hit monetarily. Mayor Grant commented it was unfortunate where the pole placement will end up and that trees will be trimmed. He stated the City is working to make the best out of a bad situation as the City cannot deny Xcel's permit. H. E-street Flats Signage—added at meeting Mayor Grant provided the Council with a handout. He noted a temporary sign was posted at this site and the square footage has been exceeded. The City asked Stuart Company and Rob Davidson to remove the signs. He questioned how the Council would like to proceed regarding this matter. Councilmember Holden was surprised by the large signs as well because this went against the original marketing plan for the e-Street Flats. Councilmember McClung recommended the current sign code be followed. Mayor Grant understood that the property owners were requesting a variance. City Administrator Klaers noted staff has spoken with representatives of Stuart Company and outlined a process for them to apply for a sign standard adjustment, which is within City Code. This information was passed along six weeks ago and no paperwork has been submitted to the City. He understood that the large sign was assisting in promoting the site and the City is willing to work with Mr. Davidson on this issue. Mayor Grant questioned how the Council felt about the oversized signsibanners. Councilmember McClung stated he has a problem with how this was procedurally handled. He expressed frustration that the applicant took it upon himself to place these large banners on his building, and has neglected to respond to staff's recommendations. Councilmember Werner asked how large the banner is on the south side of the building. Mayor Grant indicated the sign is 12 feet by 18 feet. Community Development Director Hutmacher commented the project has been approved by the City and the City wants the redevelopment to be successful. Mayor Grant agreed and wants to see the apartments rented. Further discussion ensured regarding the marketing efforts and rental of the e-Street Flats. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 9 Staff was directed to speak further with Stuart Company on the City's sign code requirements. COUNCIL COMMENTS Councilmember Holmes stated a mill and overlay project is being planned by the County on Hamline Avenue. She expressed concern with the impact this will have on the City and encouraged staff to delay this project. Public Works Director Maurer commented he discussed this matter with the County and it should be delayed until 2014. Councilmember Holmes asked if a CVS was going to locate at the former Blue Fox site. Community Development Director Hutmacher stated the City received a proposal for this site but it is not complete at this time. She added that the developer has not finalized tenants, but the proposal is for a 15,000 square foot retail strip center with restaurant and retail tenants. Councilmember McClung indicated he will be out of town from May 15th to June 1St; therefore, he will miss the May 20 and May 28 City Council meetings. Councilmember Holden recommended that those interested in attending the Northwest Youth and Family Services lunch event to RSVP to staff. Community Development Director Hutmacher commented the County has closed on the TCAAP property. A notice to proceed has been issued to the remediation and demolition contractor and demo permits have been applied for. She noted the County would like to install informational development signs which will require City approval. City Administrator Klaers indicated the City has attended AHATS meetings with the Army, Ramsey County, and Xcel. In a recent meeting, concurrent jurisdiction was discussed to assure there will be proper security at AHATS. This issue was further discussed on April 11th with Sheriff Matt Bostrom. It was recommended the expense of the security be covered by Ramsey County and not by the City of Arden Hills. He will continue to work on this issue to protect the City from this expense going into the future. He noted he will keep the Council advised on this matter. City Administrator Klaers discussed the Super Rink in Blaine, Minnesota. He noted that the project was completed in part through a partnership of four cities (Arden Hills, Shoreview, Mounds View, and New Brighton). He explained there was an agreement with the cities and the local youth hockey associations which required them to put funds into an escrow account to assure ice time requirements were being met. The cities then assured Blaine that they would pay for ice rental time if the Youth Association did not use the ice time. The commitment was to have $300,000 in escrow and once this amount reached $400,000 the additional interest would be returned to the Associations. He noted all ice time requirements have been met by the hockey associations. He explained that the hockey associations are now requesting the return of all escrow funds in order to upgrade storage and locker rooms in Blaine. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 10 City Administrator Klaers indicated that the four City Managers and Administrators of the partnership of cities met to discuss this matter and do not recommend returning the entire escrow amount as these funds protect the cities if ice time requirements are not met. However, $100,000 could be returned to the youth hockey associations to assist with financing the locker room upgrades. He requested comment from the Council on how to proceed. Councilmember Holden questioned when the bond on the Super Rink ended. City Administrator Klaers stated it ends in 2024. Councilmember Holmes asked which high school games will be played at the Super Rink. City Administrator Klaers indicated the Mounds View High School will be moving their games to the Super Rink. This is creating the need for locker rooms and additional storage. The Council requested additional financial information from the hockey association prior to making a decision. The Council is willing to consider the request after reviewing the financial information. City Administrator Klaers commented that the next update item is related to meter readers. He noted every home in the City has allowed public works access to replace the meter reader, except for one resident. Public Works Director Maurer stated Steve Cook does not have a new meter reader and the City has been estimating his water usage for the last two months based on previous years. He commented the homeowner's water could be shut off, or a surcharge could be placed on the water bills until access is allowed. Mr. Cook has requested the reader be mounted on the outside of his home. This option has not been offered to Mr. Cook but could be done if the Council approves. Councilmember Holden expressed concern with the homeowner damaging the meter reader if it is not properly installed in the home. Councilmember Werner asked if Mr. Cook has been paying his water bill. Public Works Director Maurer commented he has been paying his bill, but he has not been charged surcharges. Councilmember Holden is in favor of placing a surcharge on Mr. Cook's water bill due to the extra staff time involved to estimate his meter reading each month. A surcharge may encourage Mr. Cook to work with the City to resolve this situation. The Council requested staff offer to install Mr. Cook's meter reader outside his home. City Administrator Klaers noted that the City has received notices on the Metro Cities Annual Meeting which will be held on Thursday, April 18th from 5:30-7:00 p.m. He questioned if any Councilmembers will be in attendance. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 15, 2013 11 Councilmember Holmes stated she is interested in attending. City Administrator Klaers indicated he registered himself and Councilmembers Holden and Holmes for the League of Minnesota Cities Conference in June. City Administrator Klaers noted there will be a special work session meeting on Monday, May 13th at 6:00 p.m. ADJOURN Mayor Grant adjourned the City Council work session meeting at 8:12 p.m. V' e'—1t F Patrick Klaers David Grant City Administrator Mayor