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HomeMy WebLinkAbout04-29-13-R lt �-A EN HILLS Approved: June 10, 2013 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 29,2013 7:00 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 regular City Council meeting at 7:04 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, 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; City Planner Meagan Beekman; and Deputy Clerk Amy Died PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIESANFORMATIONAL Kenneth Henick, 4139 Norma Avenue, expressed concern with the dramatic increases in his water bill. He commented that his bill has gone up by $50 per month and his consumption has not increased. He also stated that he does wash vehicles and the outside of his home and as such, he requested the external water usage not be charged for the sewer fees. Mayor Grant suggested Mr. Henick review this matter further with staff. Henry Snyder, 1364 Arden View Drive, stated that he is a 30 year resident of Arden Hills and has enjoyed living in the community. He commented he lives alone and his last water bill was $515. He noted his previous bill was $405. He then provided the Council with a handout of his ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 2 water usage history and requested this matter be reviewed by the Council as he could not afford to continue paying these bills. Mr. Snyder explained that staff has visited his home and could find no reason to explain the extraordinary usage. He commented he also had a plumber visit his home. Mayor Grant recommended this matter be further reviewed by staff and reported back to the Council at the May 201h work session meeting. Mr. Snyder questioned if he could get any relief from the City on this bill. Mayor Grant stated no action would be taken by the Council until the May 201h work session meeting. Director of Finance and Administrative Services Iverson stated the City could work out a payment plan with Mr. Snyder and no late fees would be charged. 3. STAFF COMMENTS A. TCAAP Update Community Development Director Hutmacher stated Ramsey County closed on the purchase of TCAAP on April 15th. The full Notice to Proceed has been issued to Bolander and Sons. Installation of erosion control and the pre-demolition removal of hazardous materials have begun. Building demolition will begin in approximately two weeks. She noted the gate at Highway Avenue/County Road H will be the main gate and anyone entering the site will need to check in at the Bolander construction office. It was noted barriers will be placed to separate Rice Creek trail users from construction traffic. Community Development Director Hutmacher explained Ramsey County would be patrolling the property. She reported Ramsey County will hold a public informational meeting for the demolition and remediation project on Tuesday, May 7, 2013, from 5:00 to 7:00 p.m. in the Marsden Room at the Ramsey County Public Works Facility. Mayor Grant asked if Bolander and Sons had all necessary permits in place. Community Development Director Hutmacher stated it was her understanding all permits were in place except that the Rice Creek Watershed permit would not be in place until Ramsey County had proof of ownership. Mayor Grant noted the Joint Development Authority would be meeting again on Monday, May 6th at 5:30 p.m. at City Hall. Councilmember Holden requested further information on the TCAAP brochure. Community Development Director Hutmacher stated this brochure was created to assist Ramsey County with promoting the redevelopment of the TCAAP site. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 3 B. Transportation Update Public Works Director Maurer provided the Council with an update on the US Highway 10/Highway 96 intersection improvements. He explained the intersection was closed last Wednesday. It was noted the Xcel power poles have been put in on Lakeshore Drive and trees in this area have been trimmed. Public Works Director Maurer commented there would be another closing associated with the I-694 project, as the I-694/Lexington Avenue westbound ramp would be closing until November 2013. He stated he would update the Council on this matter further after speaking with MnDOT. Councilmember Holden requested staff speak with Ramsey County about traffic bottlenecking at the corner of Lindey's Park. Councilmember McClung added that the County Road E and Connelly Avenue intersection has turned into a huge mess. He requested Ramsey County monitor this intersection as well. Mayor Grant anticipated that traffic would begin to reroute itself as the summer went on. C. Community Cleanup Day Update City Planner Beekman explained the Community Cleanup Day event is scheduled for Saturday, May 18th from 8:00 a.m. to 3:00 p.m. The event will be held at the Ramsey County Public Works Facility at 1425 Paul Kirkwood Drive. The clean up event is being co-sponsored by Arden Hills and the City of Shoreview. She commented the structure of the event will be the same as in the past. 4. APPROVAL OF MINUTES A. February 19, 2013, City Council Work Session B. February 25, 2013, Regular City Council C. March 11, 2013, Regular City Council D. March 18, 2013, Special Closed City Council E. March 25, 2013, Special Closed City Council F. April 8, 2013, Special Closed City Council MOTION: Councilmember Holmes moved and Councilmember Werner seconded a motion to approve the February 19, 2013, City Council Work Session; February 25, 2013, Regular City Council; March 11, 2013, Regular City Council; March 18, 2013, Special Closed City Council; March 25, 2013, Special Closed City Council; and April 8, 2013, Special Closed City Council meeting minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Approve Budget Calendar for 2014 ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 4 C. Shoreview/Arden Hills Cleanup Day Agreement D. Adopt Resolution 2013-023 Approving State of Minnesota Joint Powers Agreement with the City of Arden Hills on behalf of its City Attorney and Police Department E. Accept Resignation of City Planner F. Authorization to Advertise for the Position of City Planner MOTION: Councilmember Holmes 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. 7. PUBLIC HEARINGS None. 8. UNFINISHED BUSINESS A. Approve Contract with Kimley-Horn for Master Planning Process Community Development Director Hutmacher stated on April Bch the Council selected Kimley- Horn as the consultant for the TCAAP master planning process and authorized staff to negotiate a contract. Staff has since negotiated a contract which has been executed by Kimley-Horn. Staff recommended the Council approve the contract with Kimley-Horn for the TCAAP AUAR, Master Plan, and Regulations and Policies. Brian Swalkoski, Kimley-Horn, introduced himself to the Council noting he has been with Kimley-Horn for the past 10 years. He explained he was excited to be working with the City of Arden Hills on this project. Mayor Grant requested further information on the project timeline. Mr. Swalkoski commented the AUAR and Master Plan would begin shortly. He anticipated the Regulations and Policies would begin in three or four months. He estimated the AUAR and Master Plan would take approximately one year. The Regulations and Policies should be complete in the fall of 2014. Mayor Grant questioned when the public comment portion of this process would take place. Mr. Swalkoski stated two public forums would be held with the first scheduled for August of 2013. The second public forum would be held in January of 2014. He noted additional discussions would be held with the Council, Planning Commission and local businesses. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 5 Councilmember Holmes asked what work Cunningham Group and Gateway Planning would be completing on the AUAR and Master Plan. Mr. Swalkoski indicated the Cunningham Group would be assisting with the urban design and landscape architecture. He noted Andrew Dresdner of the Cunningham Group would be partnering with him on this work. He explained Gateway Planning was located in Texas and would be taking the lead on the Regulations and Policies. Councilmember Holmes inquired if the City would be receiving rate schedules from Cunningham Group and Gateway Planning. Mr. Swalkoski stated that the subcontractor hours are included in the contract cost, and any City approved change orders for subcontractor work will be billed as an expense to the City. Mayor Grant explained the City was looking for a single source to manage this project and he was pleased that Kimley-Horn was able to manage this project for the City of Arden Hills. Councilmember Holden asked what work would be completed by Kimley-Horn. Mr. Swalkoski noted he did not have a visual to describe the matter entirely, but noted he would serve as the project manager to assure the project came in on time and on budget for Arden Hills. He noted he would have several team managers within Kimley-Horn working for him. He commented Beth Kunkel with Kimley-Horn would be responsible for the AUAR. Councilmember Holden questioned if the contract amount had a contingency written into the expense of the contract. Community Development Director Hutmacher stated anything beyond the original contract amount would require a change order approved by the Council. Councilmember Holmes asked if the City had any control over potential change orders. She recommended that change orders only be initiated by the City. Community Development Director Hutmacher explained there would be no change orders unless approved in advance by the Council. She noted that staff is comfortable with the language within the contract as this was reviewed and recommended by the City Attorney. Mayor Grant stated Kimley-Horn would be following Project Management Best Practices. In addition, staff has worked to identify all processes that needed to be completed. Councilmember Holden anticipated that if a change request were brought to the Council it would be initiated by staff due to a need within the project. Councilmember Holmes was in favor of having no change orders within this contract. She was trying to avoid additional expenses to the City, as has been done in the past with road construction projects. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 6 Public Works Maurer reported that construction projects and professional service projects are different and that there are more uncertainties with construction projects. He indicated that there would only be a change order brought to the Council if the project were to have an item added to the scope of the project. Mayor Grant commented that change orders allowed for a certain level of flexibility if something unforeseen were to happen throughout the AUAR/Master Planning process. Councilmember McClung had faith in staff and Kimley-Horn to complete this project within the scope of the contract. Councilmember Holden questioned how many change orders Kimley-Horn anticipated having in the next year. Mr. Swalkoski noted he has discussed this matter with staff and hopes to have no change orders come to staff for this project. It is his goal to bring the project in on time and under budget. MOTION: Councilmember McClung moved and Councilmember Werner seconded a motion to approve the contract with Kimley-Horn and Associates, Inc. for the TCAAP AUAR, Master Plan, and Regulations and Policies. The motion carried (5-0). B. Consider Award of South Water Tower Repainting Bids Public Works Director Maurer stated in 2012 both of the City's water towers were fully inspected using a "float down" method by Kollmer Consultants. Based on the recommendations from these inspection reports, the south water tower was scheduled for full repainting, inside and outside, along with some minor repairs in 2013 through the Capital Improvement Program. He noted $900,000 was budgeted for this work. Public Works Director Maurer indicated that on April 16th bids were taken for this project and the low bid was submitted by Classic Protective Coatings, Inc. at $783,250. He noted the bid included the option of placing the City logo on the tower up to three times, for $4,000 per logo. The scope of the work was discussed in detail. He requested the Council consider what color should be used for both the exterior of the tower and logo. Staff recommended the Council approve a resolution awarding the south water tower rehabilitation project to Classic Protective Coatings, Inc. as the lowest responsive bidder. Mayor Grant questioned what paint colors could be selected. Public Works Director Maurer commented the contractor would come forward with standard paint selections and if the Council was in favor with matching the north tower this would come back to the Council before the work was completed. Councilmember Holden asked if this contractor had completed work successfully in the metro area. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 7 Public Works Director Maurer stated Bolton & Menk reviewed the work history of the contractor noting they had recently completed the Shoreview water tower and came highly recommended. Councilmember Werner questioned if the tower had enough space for three City logos and asked for the size of the logos. Public Works Director Maurer indicated he had the contract bid for up to three logos and stated the Council could proceed with one, two or three logos. He noted there was enough space on the million gallon tower for three logos. He noted he would have to report back to the Council with the potential size of the logo. Mayor Grant inquired how many logos most cities had on their water towers. Public Works Director Maurer stated one or two logos were placed on typical water towers. He stated if the Council opted to proceed with only two logos there would be a $4,000 savings in the contract. Mayor Grant requested comment from the Council regarding the color of the water tower. Councilmember Werner was in favor of painting the water tower white. Councilmember Holden suggested the tower remain the same color. Councilmember Holmes recommended both water towers in the City be the same tan color. Mayor Grant agreed and stated he would like to see the two towers in the City be uniform in color. He was hesitant to paint the tower white as this would show rust and dirt. He commented that two logos would be sufficient. Councilmember McClung asked if there would be an additional expense for choosing tan paint. Public Works Director Maurer explained this would not be an additional expense if the Council selected a standard tan color from the paint supplier. He anticipated that the color would be close to the north tower, but may not be exact. Councilmember McClung supported the tan color scheme to create consistency. He suggested the tower have two logos. The Council consensus was to have two logos on the water tower. Public Works Director Maurer stated he would report back to the Council on the tan paint colors, along with the logo design prior to having any of the work completed. MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adopt Resolution 2013-022, Awarding the South Water Tower Rehabilitation ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 8 Proiect to Classic Protective Coatings, Inc. as the lowest responsive bidder in the amount of$783,250. The motion carried (5-0). 9. NEW BUSINESS A. Consider Purchase of a Large Format Printer/Copier/Scanner Deputy Clerk Dietl stated that the City does not currently have a large-format printer/copier/scanner. Printing needs are currently being met by Roseville, Ramsey County and Kinkos. She explained that a large format printer/copier/scanner is needed to assist staff with printing full-sized construction plans, printing address maps, copying large-format maps, scanning as-builts, and scanning other large format paper copies. Deputy Clerk Dietl indicated that in the past, the City has outsourced its large-format scanning needs to Cities Digital. However, since one of the 2013 work plan goals for staff is to scan and organize files in storage, having a large-scale scanner onsite would be a valuable tool for achieving this goal. Funding for this project was included in the budget in the 2013 CIP in the amount of $10,000 and half of the expense could be appropriated to the Cable Fund, since the device will be used for scanning large-scale documents for records that will be viewed via Weblink through the City's website. Staff received three bids for the large-format printer and recommended that the Council authorize the purchase of a Canon ipf760 M40 in the amount of $6,995 from CES Imaging and authorize the City to enter into a $60 monthly contract with them to provide paper,toner/ink and service. Councilmember Holden asked what will happen with the current device and questioned where this new device will be located. Deputy Clerk Dietl explained that this is a new piece of equipment and it will be placed upstairs at City Hall. Mayor Grant requested comment from the vendor. Mark Olsen, CES Imaging, stated that the monthly contract includes up to 400 square feet of paper per month along with ink and service. Councilmember Holmes inquired if the service level is limited per month. Mr. Olsen explained that the service per month is unlimited and includes travel time. Councilmember Werner questioned what the lifespan of this printer will be. Mr. Olsen estimated the life span to be five to eight years, depending on use. Councilmember Holmes asked if the printer could be rented on a monthly basis. Director of Finance and Administrative Services Iverson commented that a rental option was not investigated as the purchase price was quite reasonable. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 9 Mr. Olsen explained that the rental rate would be $279 per month plus $60 per month for paper/ink and maintenance. Mayor Grant inquired if the City has an increased need for this piece of equipment due to the redevelopment of the TCAAP site. Director of Finance and Administrative Services Iverson stated that this is the case noting the printer will also be used for public works and parks items. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to authorize the purchase of a Canon ipf760 M40 in the amount of $6,995 from CES Imaging and authorize the City to enter into a S60 monthly contract with them to provide, toner/ink, and service on the device. The motion carried (5-0). B. Business Subsidy Criteria and City Public Financing Guidelines Community Development Director Hutmacher stated earlier this evening that the EDA met and discussed the business subsidy criteria and City public financing guidelines. She commented the maximum percentage of the City's total tax capacity that could be captured within tax increment financing districts was also discussed. The EDA made several changes to the business subsidy criteria. She reviewed the document changes in detail with the Council and recommended approval of the business subsidy criteria and public financing guidelines as amended; along with approval of the Public Financing Proposal Grading and Report Card. MOTION: Councilmember McClung moved and Councilmember Werner seconded a motion to approve the Business Subsidy Criteria and City Public Financing Guidelines as amended by the EDA; to approve the Public Financing Proposal Grading and Report Card; and, adopting a City guideline of 6% for the maximum percentage of the City's total tax capacity that should be captured within tax increment financing districts. Councilmember Holden suggested the maximum percentage of the City's total tax capacity be written into one of the two documents for future reference. City Administrator Klaers stated that the percentage amount could be written into the Public Financing Proposal Grading and Report Card. Councilmember Holden requested that this percentage be written into the Business Subsidy Criteria and City Public Financing Guidelines. Councilmember Holmes suggested that a line be added to the Public Finance Principles section, under Item 12. The Council agreed with this friendly amendment. The motion carried (5-0). C. Request for Pro-Rated Refund of Liquor License Fees ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 10 Deputy Clerk Dietl explained that Thomas Cossack, former owner of the Blue Fox, contacted staff to request a refund of his liquor license fee now that he has sold his business. It was noted that Chapter 5, Section 500.9 (Refund of Fee), Subd. 2 states that the Council may refund a pro rata portion of the license fee at its discretion. She commented that Mr. Cossack paid $158 in background fees, $200 for an on-sale Sunday license, and $5,775 for an on-sale license for 2013. Deputy Clerk Dietl indicated that it is not common for the City to receive requests to refund licensing fees. She commented that fees are charged by the City to recoup costs incurred. The City has already incurred some costs associated with Mr. Cossack's liquor license; therefore, staff is looking for direction from the Council on this matter. Mayor Grant requested staff read Section 500.9 of City Code. Deputy Clerk Dietl read the Code out loud for the Council. Councilmember Werner asked when closing on the establishment took place. Deputy Clerk Dietl estimated that this took place sometime in April. Councilmember McClung questioned if the liquor license had been surrendered to the City. Deputy Clerk Dietl explained the license has not been surrendered by Mr. Cossack. Councilmember Holden was not in favor of pro-rating the license as costs have been incurred by the City. Mayor Grant opposed the pro-rated refund as the general requirements within City Code were not being met. Councilmember McClung agreed. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to deny Mr. Thomas Cossack's request for a pro-rated refund of his 2013 liquor license fees. The motion carried (5-0). D. Consider Police Week Proclamation City Administrator Klaers requested the Council review a proclamation designating May 12-18, 2013 as National Police Week. This proclamation was distributed at the April 18th meeting of the Sheriff's Contracted Communities group. He noted Mayor Grant recommended that this item be put on the Council agenda for discussion and consideration. Councilmember McClung did not oppose the proclamation and suggested the same consideration be taken with the City's other contract employees (Lake Johanna Fire Department). MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to proclaim May 12-18, 2013, as National Police Week. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 11 Mayor Grant read the proclamation in full for the record. The motion carried (5-0). 10. COUNCIL COMMENTS Councilmember McClung stated that newsletter articles were due Friday, May 3`d. He noted from May 15th through June 1St he would out of the country on vacation. Councilmember Werner asked when the Valentine Park lot would be completed. Public Works Director Maurer stated this work would be completed once the area was dry enough to support the heavy equipment. He anticipated the work would begin next week. Councilmember Holden questioned when potholes would be filled by City staff. Public Works Director Maurer commented staff has begun filling potholes, and encouraged residents to contact City Hall with areas of concern. Councilmember Holden requested the JDA meetings be placed on the City calendar. She then wished City Planner Beekman all the best noting she would be dearly missed. Councilmember Holmes indicated the spring cleanup took place this past Saturday at Tony Schmidt Park. Mayor Grant noted he gave a presentation regarding TCAAP and the e-Street Flats to the Shoreview-Arden Hills Business Council last week. He estimated there were 20 people in attendance. He explained he attended an event sponsored by Country Financial regarding energy conservation. He stated he attended a CTV awards ceremony last week as well. Mayor Grant congratulated the Irondale Robotics team for their great success both locally and nationally. He also congratulated the Mounds View Robotics team for their huge success this year. Mayor Grant requested further information from staff on the Windows 7 upgrades. Director of Finance and Administrative Services Iverson explained staff was taking an inventory of the City's computers and operating systems as some units were still running XP. It was noted that after April 8, 2014, this operating system would no longer be supported and the City is looking to upgrade all units to Windows 7 prior to that time. Mayor Grant commented the exterior of McGuire's was receiving a facelift. He noted the e- Street Flats has been worked on at this time. He stated he would be touring the site once units were ready for rental. Mayor Grant wished City Planner Meagan Beekman all the best in her career stating she would be truly missed by the Council and staff. ARDEN HILLS CITY COUNCIL—APRIL 29, 2013 12 City Administrator Klaers asked if the Council was available to hold a work session meeting with Bolton&Menk on June 10th at 6:00 p.m. to discuss the B2 feasibility study district. The consensus of the Council was to hold a work session meeting on this date and time. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adiourn. The motion carried unanimously (5-0). May G'rraant adjourned the regular City Council meeting at 9:15 p.m. Patrick Klaers David Grant City Administrator Mayor