HomeMy WebLinkAbout04-28-14-R ,It
-fi` REN HILLS
Approved: June 30, 2014
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
APRIL 28,2014
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 7:01 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; Assistant City Engineer John Anderson; Community Development
Director Jill Hutmacher; Associate Planner Matthew Bachler; City Planner Ryan Streff;
and City Clerk Amy Dietl
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the meeting agenda as presented. The motion carried
unanimously (5-0).
2. PUBLIC INQUIRIESANFORMATIONAL
None.
A. Recognition of Girl Scout Gold Award
Mayor Grant recognized Emily Hohenshell for her efforts on achieving the Gold Award with the
Girls Scouts of America.
3. STAFF COMMENTS
A. TCAAP Update
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 2
Community Development Director Hutmacher stated that special and regular City Council
work sessions have been scheduled to discuss issues related to the Master Plan and City
infrastructure. Discussion topics are tentatively planned as follows:
April 28, 2014, Special Work Session following the regular meeting, Council Chambers
• 1-35W/Highway 96 Interchange Design Status & Concept Review
May 12, 2014, Special Work Session at 5:30 pm, Community Room
• Infrastructure Study Update and City Cost Participation Agreement
• City Utilities Financial Modeling
May 19, 2014, Regular Work Session at 5:00 pm; Council Chambers
• Ramsey County Financial Model
• Residential Development and Densities
• Flex Space Land Use
May 27, 2014 (Tuesday), Special Work Session at 5:30 pm, Community Room
• 1-35W/Highway 96 Interchange Discussion
June 9, 2014, Special Work Session at 5:30 pm, Community Room
• Discussion topics to be determined (infrastructure, regulations and policies, etc.)
June 16, 2014, Regular Work Session at 5:00 pm, Council Chambers
• Review Revised Master Plan
• Review Aesthetics for 1-35W Bridges
June 30, 2014, Special Work Session at 5:30 pm, Community Room
• Review Final AUAR and Mitigation Plan
June 30, 2014, Regular Meeting at 7:00 pm, Council Chambers
• Approve Master Plan
• Municipal Consent for I-35W/Highway 96
July 14, 2014, Regular Work Session at 5:00 pm, Council Chambers
• Discussion topics to be determined (infrastructure, regulations and policies, etc.)
July 21, 2014, Special Work Session at 5:30 pm, Community Room
• Discussion topics to be determined (infrastructure, regulations and policies, etc.)
July 28, 2014, Regular Meeting at 7:00 pm, Council Chambers
• Approve Final AUAR and Mitigation Plan
Staff anticipated that additional regular and special work session meetings will be scheduled to
discuss TCAAP issues. Future meeting topics will be defined as those dates draw nearer.
B. Transportation Update
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 3
Assistant City Engineer Anderson provided the Council with an update on the US 10/Highway
96 road construction project. He explained that work continues on the signal and the pedestrian
crossings. He reported that the City has expressed concern with the evening rush hour traffic
heading eastbound along County Road 96. It was his understanding that a Ramsey County Sheriff
would be directing traffic in the evening hours. At this time, lanes would remain closed to keep
the project moving forward as fast as possible.
Mayor Grant questioned if staff was aware of when landscaping would be completed for this
project. He then asked for the completion date for this project.
Assistant City Engineer Anderson believed that seeding was part of the contract and noted that
the project would be substantially completed by June 10tH
Councilmember McClung did not believe that the traffic assistance from Ramsey County was
effective. He commented that there have been huge backups along Highway 96.
Mayor Grant recommended that staff speak with the County regarding the traffic at this
intersection and that alternatives be sought to address the traffic issues from now until June l Otn
Assistant City Engineer Anderson indicated that Ramsey County would be completing a mill
and overlay project on Hamline Avenue from Highway 96 to County Road F. This work would
be completed in mid-May and no major backups are anticipated.
Councilmember Holden questioned how Hamline Avenue would be striped after the road work
was completed.
Assistant City Engineer Anderson discussed that the lanes would be narrowed and the shoulder
size would increase, which would assist with access onto the road. Staff believed that this was the
best situation for the roadway.
Councilmember Holmes asked if Hamline Avenue would remain open during the mill and
overlay project.
Assistant City Engineer Anderson stated that this was the case.
Councilmember Werner questioned when the US 10/Highway 96 signal would be operational.
Assistant City Engineer Anderson reported that the contractor has had several issues to address
and noted that the June I Otn deadline would apply to this work.
4. APPROVAL OF MINUTES
None.
5. CONSENT CALENDAR
A. Motion to Approve Consent Agenda Item - Claims and Payroll
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 4
B. Motion to Approve Planning Case 14-001 —Rezoning—Parks and Open Space
C. Motion to Approve Planning Case 14-002 —Rezoning—Conservation District
D. Motion to Approve Planning Case 14-012—PUD Amendment—Hood Packaging
E. Motion to Accept 2014 1St Quarter Actuals
F. Motion to Approve Hiring Bolton& Menk for MS4 Requirements
G. Motion to Approve Purchasing Policy
H. Motion to Approve Fund Balance Policy
1. Motion to Approve the Appointment of Public Works Seasonal Maintenance
Worker Positions
J. Motion to Approve the Appointment of Communications Committee Member
K. Motion to Approve Site Use Lease Agreement with New Cingular Wireless PCS,
LLC, fka AT&T
L. Motion to Adopt 2015 Budget Calendar
M. Motion to Approve Proclamation for National Police Week 2014
N. Motion to Approve Proclamation in Recognition of Gregory Mack, Ramsey
County Parks and Recreation Director
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to approve the Consent Calendar as presented and to authorize
execution of all necessary documents contained therein.
Mayor Grant read a Proclamation declaring May 11 through May 17 to be National Police Week
in the City. He thanked the Ramsey County Sheriff's Office for protecting Arden Hills and its
residents.
Mayor Grant read the Proclamation recognizing Gregory Mack, Ramsey County Parks and
Recreation Director, and thanked him for his work on behalf of the City of Arden Hills.
Councilmember Holmes wished Gregory Mack well in his retirement, thanked him for his work
on the TCAAP trails, and appreciated the fact that he was willing to stay on as a County contract
employee.
The motion carried unanimously (5-0).
6. PULLED CONSENT ITEMS
None.
7. PUBLIC HEARINGS
A. National Pollutant Discharge Elimination System (NPDES) Annual Storm
Water Meeting
Assistant City Engineer Anderson stated that as of March 10, 2003, the Minnesota Pollution
Control Agency required all cities within the Seven County Metro Region to apply for a General
Storm Water Permit (Small Municipal Separate Storm Sewer Systems, or MS4, permit) as part of
Federal National Pollutant Discharge Elimination System (NPDES) requirements. In 2013 the
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 5
City of Arden Hills applied for reauthorization under the revised permit as administered by the
Minnesota Pollution Control Agency (MPCA). On March 17, 2014, the City's application was
approved and the permit to discharge stormwater was reauthorized. In order to comply with
revised federal regulations, municipalities are required to modify their Storm Water Pollution
Prevention Plan (SWPPP) that focuses on ways the municipality will reduce the amount of
sediment and pollution entering the surrounding water bodies.
Assistant City Engineer Anderson indicated that the SWPPP includes six minimum control
measures that need to be addressed by the City. Each measure is aimed at reducing the amount of
pollution entering water bodies through various methods such as public outreach and education,
regulatory ordinances, and physical structures constructed as a part of the storm water sewer
system. Each control measure includes several Best Management Practices (BMPs) that will be
used to accomplish the measure and each will include measurable goals that can establish the
effectiveness of the SWPPP.
Assistant City Engineer Anderson reported that one of the permit requirements is that the City
must hold an annual public meeting to allow interested parties to provide comments to the City on
its SWPPP. The City is also required to submit an annual report to the MPCA documenting the
accomplishments of the previous year. Staff provided the Council with a short presentation
highlighting accomplishments of 2013 and the goals for 2014.
Mayor Grant opened the public hearing at 7:32 p.m.
Gregg Larson, 3377 Snelling Avenue South, discussed stormwater runoff flowing into Lake
Johanna. He recommended that the City change the flow and runoff heading into the lake as this
would improve the water quality of Lake Johanna. He suggested that the runoff be pre-treated in
the future.
Mayor Grant closed the public hearing at 7:37 p.m.
Mayor Grant thanked staff for the presentation.
B. Presbyterian Homes Bond Refunding
Director of Finance and Administrative Services Iverson stated that it has been proposed that
the City of Spring Park's $28,000,000 Housing and Health Care Revenue Note, Series 2010 be
refunded by the issuance of three separate notes in the approximate amount of$9,300,000 each by
three cities; Spring Park, St. Bonafacius, and Chanhassen for a total of $27,900,000. Host
approval is required for the refunding notes as they still include facilities in the City of Arden
Hills, so it is necessary for the Issuers to request host approval by the City Council of Arden Hills
and an amended and restated joint powers agreement.
Director of Finance and Administrative Services Iverson explained that according to our Bond
Counsel, John Utley, Kennedy & Graven, Chartered; the notes cannot be issued as tax-exempt
obligations until the City Council conducts a public hearing regarding approval of the notes, and
following the public hearing the City Council approves the issuance of the notes and the amended
and restated Joint Powers Agreement.
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 6
Director of Finance and Administrative Services Iverson reported that Presbyterian Homes has
submitted an application to the City with respect to the requested host approval and has submitted
a non-refundable application fee in the amount of $500 according to our City procedure for
application for Private Activity Revenue Bond Financing. At the March 31, 2014, City Council
meeting, the City Council passed a resolution calling for a Public Hearing on April 28, 2014.
Director of Finance and Administrative Services Iverson indicated that the City's Bond
Counsel, John Utley and a representative from Presbyterian Homes are present to answer any
questions the City Council or the public may have at the Public Hearing. Staff recommended that
the Council adopt Resolution 2014-025, a resolution giving host approval to the issuance of
Housing and Health Care Revenue Refunding Notes under Minnesota Statutes, Chapter 462c and
authorizing the execution of a Joint Powers Agreement.
John Utley, Kennedy & Graven, Chartered, reported that the City was under no obligation to give
host approval for these bonds and the City's ability to bond would not be hindered if approval is
given. Furthermore, there is no risk to the City or any cost to the City associated with this request.
Mayor Grant opened the public hearing at 7:44 p.m.
With no one coming forward to speak, Mayor Grant closed the public hearing at 7:45 p.m.
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to adopt Resolution #2014-025, a Resolution Giving Host Approval to
the Issuance of Housing and Health Care Revenue Refunding Notes under
Minnesota Statutes, Chapter 462c and Authorizing the Execution of a Joint
Powers Agreement. The motion carried (5-0).
C. Planning Case 14-013 —ROW & Easement Vacation—City of Arden Hills
City Planner Streff stated that the City has been working with Egan, Field & Nowak (EFN), Inc.
to replat the area near the intersection of Round Lake Road and Gateway Court, which includes
the properties located at 4300 Round Lake Round and 1987 Gateway Court. The replat is being
completed so that concerns with adequate right-of-way areas and drainage and utility easement
areas are addressed before the City commences the reconstruction work of Round Lake Road and
Gateway Court in 2014. However, before the City can approve the replat of this area certain right-
of-way areas and drainage and utility easements need to be vacated. Once these areas are vacated
new right-of-way and drainage and utility easements will be obtained through the replatting of
Gateway 2nd Addition.
City Planner Streff indicated the replat of this property will allow the City to acquire additional
right-of-way along Round Lake Road and Gateway Court, while vacating a portion of the right-of-
way that is within the parking lot of 1987 Gateway Boulevard. In addition, the replat of this area
will allow the City to obtain crucial drainage and utility easements needed for maintenance
purposes and at the same time vacate portions that are no longer needed by the City. The vacation
request in conjunction with the replat of the property will ensure that the City has adequate right-
of-way and easements for street and utility access and maintenance. The City Council will review
the vacation requests prior to the execution of the Final Plat.
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 7
City Planner Streff reported that in order to "clean up" the plat, the City is proposing to vacate
certain sections of the right-of-way and easement areas that are located on or near the affected
properties and create new right-of-way areas and drainage and utility easements on the new plat.
The proposed easements do not necessarily encompass all of the existing easements; however, the
new easements will ultimately provide better coverage for the City. Staff recommended that the
Council approve Resolution 2014-017 vacating certain portions of right-of-way and drainage and
utility easements located in the area of Round Lake Road and Gateway Court.
Mayor Grant opened the public hearing at 7:49 p.m.
With no one coming forward to speak, Mayor Grant closed the public hearing at 7:50 p.m.
Councilmember Holden requested further information on the easements that would be vacated
by the City. She questioned if the City was retaining enough right-of-way for the proposed
reconstruction project.
City Planner Streff reviewed the easements that would be vacated in detail with the Council.
Assistant City Engineer Anderson commented that the City would still be retaining enough
right-of-way for the roadway and easement areas for the required utilities.
Mayor Grant requested that staff appropriately file the easements and plats with Ramsey County.
MOTION: Councilmember Holden moved and Mayor Grant seconded a motion to adopt
Resolution 92014-017, Vacating Certain Portions of Right-of-Way and
Drainage and Utility Easements located in the area of Round Lake Road and
Gateway Court. The motion carried (5-0).
8. NEW BUSINESS
A. Planning Case 14-013—Preliminary and Final Plat—City of Arden Hills
City Planner Streff stated that the City of Arden Hills has requested a Preliminary and Final Plat
of the Gateway 2nd Addition to correct and/or combine particular parcels located in close
proximity to the intersection of Round Lake Road and Gateway Court. The request includes the
replat of two properties that are located at 4300 Round Lake Road and 1987 Gateway Court along
with new right-of-way and easement areas. The property is generally located north of I-694, south
of Highway 96, east of I-35W and west of Old Highway 10/Round Lake. The replatting will
ensure that the City has adequate right-of-way and easements for street and utility access and
maintenance.
City Planner Streff reported that the City has been working with Egan, Field & Nowak (EFN),
Inc. to replat the area so that concerns with adequate right-of-way areas and drainage and utility
easement areas are addressed before the City commences the reconstruction work of Round Lake
Road and Gateway Court in 2014. The replat of this property will allow the City to acquire
additional right-of-way along Round Lake Road and Gateway Court, while vacating a portion of
the right-of-way that is within the parking lot of 1987 Gateway Boulevard. In addition, the replat
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 8
of this area will allow the City to obtain crucial drainage and utility easements needed for
maintenance purposes and at the same time vacate portions that are no longer needed by the City.
City Planner Streff reviewed the plan evaluation and subdivision ordinance regulations.
City Planner Streff indicated that the Planning Commission reviewed this application at their
April 9, 2014, meeting, and has offered the following findings of fact for consideration:
1. The City of Arden Hills is requesting approval of a Preliminary & Final Plat of the
Gateway 2nd Addition in order to correct and/or combine parcels into a single plat.
2. The property proposed to be replatted is within the Gateway Business (GB) Zoning
District near the intersection of Round Lake Road and Gateway Court.
3. The Final Plat will provide for adequate right-of-way and drainage and utility
easements.
4. The replat should not impact lot coverage requirements or create additional
nonconformities.
5. The park dedication fee does not apply to the application.
6. The drainage areas and stormwater pond areas are included with the utility
easements that will be dedicated to the City.
7. The Preliminary and Final Plat has been submitted to Ramsey County for their
review.
8. The proposed plan meets all of the requirements of the City's Zoning and
Subdivision Ordinances.
9. The proposed plan is in conformance with the City's Comprehensive Plan.
City Planner Streff reported that the Planning Commission reviewed Planning Case 14-013 and
unanimously recommends approval of the Preliminary and Final Plat of the Gateway 2nd
Addition, based on the submitted plans and the findings of fact, as presented in the April 28, 2014,
Report to the City Council, as amended by the following five (4) conditions:
1. That the project shall be completed in accordance with the plans submitted as
amended by the conditions of approval. Any significant changes to these plans, as
determined by the City Planner, shall require review and approval by the Planning
Commission and/or the City Council.
2. That the drainage and utility easement shall be expanded from six (6) feet to twelve
(12) feet along the eastern property line of Block 1, Lot 1, Gateway 2nd Addition.
3. That the comments provided from Ramsey County shall be included in the Final
Plat.
4. That the City shall approve the vacation of a segment of the Gateway Court right-
of-way and existing drainage and utility easements as noted on the plans prior to
the execution of the Final Plat. New right-of-way and drainage and utility
easements will be created with the Final Plat.
Mayor Grant asked the City Council if they had any questions or comments on this proposal.
MOTION: Councilmember Holden moved and Councilmember McClung seconded a
motion to Approve Planning Case 14-013 for a Preliminary and Final Plat of
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 9
the Gateway 2nd Addition, based on the submitted plans and the findings of
fact, as amended by the four (4) conditions in the April 28,2014, Report to the
City Council. The motion carried (5-0).
9. UNFINISHED BUSINESS
A. Round Lake Road Bids
• Resolution 2014-023 Cost to Be Assessed
• Resolution 2014-024 Setting Date for Assessment Hearing
Assistant City Engineer Anderson reported that as per Council direction, bids were opened on
Thursday, April 17, 2014, for the Round Lake Road, Gateway Boulevard and Gateway Court
improvement. There were a total of eight bids received. The following list provides the bidder's
name and their total bid.
Meyer Contracting, Inc. $1,766,605.41
Valley Paving, Inc. $1,826,883.05
Northwest Asphalt $1,881,398.19
Forest Lake Contracting, Inc. $1,882,203.00
North Valley Inc. $1,929,408.71
Carl Bolander& Sons, Co. $1,931,081.20
T.A. Schifsky and Sons, Inc. $2,045,093.60
ASTECH, Corp. $2,073,963.39
Assistant City Engineer Anderson indicated that the total project cost is $2,485,247.71, which
includes the low bid from Meyer Contracting, Inc., plus overhead according to the City's
Assessment Policy and the cost of street lighting to be installed by Xcel Energy. The 2014 Capital
Improvement Plan (CIP) estimated the total project cost at $2,627,650.00; however that estimate
included $500,000.00 for sanitary sewer in Round Lake Road anticipating the elimination of lift
station #11 which was subsequently determined to not be cost effective. The CIP estimate did not
include the mill and overlay of either Gateway Boulevard or Gateway Court which are both
included in the total bid. Also, included in this bid is the replacement of the MnDOT fencing
(2,600 linear feet) on the interstate side of Round Lake Road and the directional boring of the
replacement water main in order to minimize disruption to the businesses. Finally, the total project
cost includes Xcel Energy installed lighting on Round Lake Road and Gateway Boulevard.
Assistant City Engineer Anderson stated that an analysis of the low bid received relative to the
assessment scenario laid out in the Feasibility Report yields an assessment rate of $191.25 per
front foot;just slightly less than the $193.00 estimated in the Feasibility Report. This rate is based
on the City's Assessment Policy of assessing 70% of the cost for commercial/industrial street
reconstruction projects.
Assistant City Engineer Anderson commented that in order to move the project forward, it
would be appropriate for the Council to consider adopting two resolutions. The first, Resolution
2014-023, Declaring the Cost to be Assessed and Ordering the Preparation of the Assessment
Roll; and the second, is Resolution 2014-024, Setting the Date for the Assessment Hearing as
May 12, 2014.
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 10
Mayor Grant questioned if the new fencing on the west side of the road was included in the bid.
He requested that staff monitor the installation of the fencing to ensure the project was completed
in a timely manner.
Assistant City Engineer Anderson reported that the bid does include 2,600 feet of fencing along
the right-of-way on the west side of the road. He reported that this expense would be covered by
MnDOT.
Councilmember Holden inquired what would happen to the lift station.
Assistant City Engineer Anderson indicated that the most economic option for the City would
be to rebuild the lift station at its current location. He reported that the $500,000 expense for
sanitary sewer upgrades was left off this project and the City would have to address this matter at
a future date.
Councilmember Holden expressed concern with staff's estimate and the actual expense for the
proj ect.
City Administrator Klaers explained that the scope of the project was expanded from the
proposal in the CIP to include Gateway Court and Boulevard which increased the overall expense
of the project.
Mayor Grant inquired if the City had worked with Meyer Contracting in the past.
Assistant City Engineer Anderson reported that the City worked with Meyer Contracting on an
1-694 project and that they are a qualified vendor.
MOTION: Councilmember Holden moved and Councilmember McClung seconded a
motion to adopt Resolution 92014-023, Declaring the Cost to be Assessed and
Ordering the Preparation of the Assessment Roll for the Round Lake Road,
Gateway Boulevard and Gateway Court Improvements. The motion carried
(5-0).
MOTION: Councilmember Holden moved and Councilmember McClung seconded a
motion to adopt Resolution #2014-024, Setting the Date for the Assessment
Hearing as May 12, 2014. The motion carried (5-0).
10. COUNCIL COMMENTS
Councilmember McClung thanked the Public Works Department for addressing the flooding
issues at the pond off of Colleen Avenue this weekend.
Councilmember McClung encouraged residents to contact the Sheriff's Department with any
suspicious activity observed on City property or at City parks.
Councilmember Werner complimented the Public Works Department for addressing issues in a
timely manner that arise on the weekends.
ARDEN HILLS CITY COUNCIL—APRIL 28, 2014 11
Councilmember Holden discussed the meeting that was held with Betty McCollum last week
regarding Round Lake. She encouraged staff to meet with a representative from the U.S. Fish and
Wildlife organization. She proposed that the Council discuss the future of Round Lake at a future
work session and that a letter be forwarded to Betty McCollum's office.
Councilmember Holden reported that Presbyterian Homes was required to have speed bumps to
assist in controlling the speed of traffic and these have yet to be installed.
Councilmember Holmes indicated that the Arden Hills Foundation would be hosting a free
session at Balance for Life on Tuesday, April 29, 2014, from 7:00-8:30 p.m. She encouraged all
to attend this wonderful event.
Mayor Grant stated that last Tuesday he attended the meeting with Betty McCollum and the U.S.
Fish and Wildlife. He explained that the information presented to the Council at that meeting
would be placed on the City's website.
Mayor Grant discussed the recent success of the Mounds View and Irondale robotics teams. He
was pleased that the STEAM programing was positively impacting these teams.
ADJOURN
MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to
adiourn. The motion carried unanimously (5-0).
Mayor Grant adjourned the regular City Council meeting at 8:26 P.M.
Amy Dietl David Grant
City Clerk Mayor