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Approved: October 27, 2014
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
SEPTEMBER 8,2014
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 7:02 p.m.
Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, and
Ed Werner
Absent: Councilmember Dave McClung (excused)
Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer;
Community Development Director Jill Hutmacher; Parks and Recreation Manager
Michelle Olson; City Planner Ryan Streff; Associate Planner Matthew Bachler; and City
Clerk Amy Dietl
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to approve the agenda as presented. The motion carried unanimously
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2. PUBLIC INQUIRIESANFORMATIONAL
None.
3. PUBLIC PRESENTATIONS
A. Sheriff Bostrom—Update on Police Services
Sheriff Bostrom, Ramsey County Sheriff's Office, stated that he appreciated the Council's time
and provided an update on recent Night to Unite activities that were held in Arden Hills. He
reviewed the County prescription medications disposal program and encouraged the public to turn
in their unused prescription medications at the Ramsey County Law Enforcement Center. He
ARDEN HILLS CITY COUNCIL—SEPTEMBER 8, 2014 2
described the technological advancements being made with regard to computer aided dispatching.
He explained that Ramsey County would be upgrading its records management system to meet the
growing needs of the community. He explained that the Sheriff's Department continues to hire
based on the highest level of character while training its officers to have the highest professional
skill level. He thanked the Council for their continued support.
Councilmember Holden questioned if the public should be dialing 911 for non-emergency
situations.
Sheriff Bostrom stated that the sheriff's department has additional bandwidth available and is
now taking non-emergency calls at 911.
Councilmember Holden requested that the Ramsey County speed trailer be placed throughout
the City of Arden Hills on a more frequent basis. She asked for further information on the Code
Red System.
Randy Gustafson, Ramsey County Sheriffs Office, provided the Council with additional
information on the Code Red System.
Councilmember Holmes thanked the Sheriffs Department for the ethical and professional
services provided to the City of Arden Hills. She thanked the County for its presence during
Night to Unite but requested a more interactive presence in Arden Hills' neighborhoods
throughout the remainder of the year.
Sheriff Bostrom commented that he would work to more closely meet the goals of the Council
with regard to proactive policing.
Councilmember Werner discussed a recent ride along that he completed with a deputy.
Mayor Grant thanked Sheriff Bostrom for his presentation. He recommended that information
on the new computer aided dispatching information be well-communicated to the public. He also
encouraged residents to dispose of their unused prescription medications at the Sheriffs
Department.
B. Proclamation in Recognition of Michelle Olson, Parks and Recreation Manager
Mayor Grant read a proclamation recognizing Michelle Olson for her 15 years of dedicated
service to the City of Arden Hills.
The Council wished Ms. Olson well on her move.
4. STAFF COMMENTS
A. TCAAP Update
Community Development Director Hutmacher stated that City staff, County staff, and financial
consultants have been meeting with commercial and residential developers to get feedback on
ARDEN HILLS CITY COUNCIL—SEPTEMBER 8, 2014 3
land values, absorption rates, and the draft zoning document. Developers will be asked to attend
work sessions to allow the City Council an opportunity to ask questions and have a direct dialogue
with developers.
Community Development Director Hutmacher explained 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:
September 8, 2014, Special Work Session at 5:30 pm, Community Room
• Spine Road and Grading Design Review(Infrastructure)
• Discussion of Commercial Development Standards
September 15, 2014, Regular Work Session at 5:00 pm, Council Chambers
• Workshop with Gateway Planning
o Review of Chapters 1-5 (Introduction, Components of the Code, Administration,
Definitions, Schedule of Uses)
o Present Zoning Chapters 6-7, 9-11 (Building and Site Development Standards, Building
Design Standards, Open Space Standards, Streetscape and Landscape Standards, Sign
Standards)
September 22, 2014, Special Work Session at 5:00 pm, Council Chambers (4th of 5 Mondays)
• Discuss Commercial Districts (components of Chapters 6, 7, 10, 11)
September 29, 2014, Special Work Session at 5:30 pm, Community Room
• County Road I and Thumb Road Design Review(Infrastructure)
• Discuss Residential Districts (components of Chapters 6, 7, 10, 11)
October 13, 2014, Special Work Session at 5:30 pm, Community Room
• Stormwater System Update (Infrastructure)
• Final Discussion Chapters 6-7, 10-11 (Building and Site Development Standards, Building
Design Standards, Streetscape and Landscape Standards, Sign Standards)
October 20, 2014, Regular Work Session at 5:00 pm, Council Chambers
• Discuss Chapter 9 (Open Space Standards)
October 27, 2014, Special Work Session at 5:30 pm, Community Room
• Water and Sewer System Update (Infrastructure)
• Final review of Chapter 9 (Open Space Standards)
November 10, 2014, Special Work Session at 5:30 pm, Community Room
• Discuss Chapter 8 (Street Design Standards)
November 17, 2014, Regular Work Session at 5:00 pm, Council Chambers
• Final Workshop with Gateway Planning
o Final Review of Chapter 8 (Street Design Standards)
o Review entire document
ARDEN HILLS CITY COUNCIL—SEPTEMBER 8, 2014 4
November 24, 2014, Special Work Session at 5:30 pm, Community Room
• Spine Road/County Road I/Thumb Road Update (Infrastructure)
• Final review of draft zoning document, future land use map, and Comprehensive Plan
amendment in preparation for public hearings at December 3, 2014, Planning Commission
Meeting
Staff anticipated that additional regular and special work sessions will be scheduled to discuss
TCAAP issues. Future meeting topics will be defined as those dates draw nearer.
B. Transportation Update
Public Works Director Maurer reported that Hamline Avenue was scheduled to have the final
striping and arrows completed later this week. He indicated that the advanced warning sign on
Highway 96 was fully installed and would be operational in the next week. He explained that the
concrete repair on Highway 96 was nearing completion and that the crosswalks would be painted
over the next three weeks.
C. State of the City Update
Community Development Director Hutmacher stated that two State of the City events will be
held this year:
• Thursday, September 18, 7:30 to 9:00 am at Flaherty's Arden Bowl, and
• Tuesday, September 23, 6:30 to 8:00 pm at City Hall.
Community Development Director Hutmacher noted that Councilmembers will give
presentations covering the TCAAP project, improvements to County Road E, current
development projects, planned transportation improvements, and the Arden Hills Foundation.
Arden Hills businesses and residents are encouraged to attend one of the events (the presentations
will be the same at both events).
5. APPROVAL OF MINUTES
A. July 14, 2014, Special Work Session
B. July 14, 2014, Regular City Council
C. July 21, 2014, Work Session
D. July 28, 2014, Special Work Session
E. July 28, 2014, Regular City Council
Councilmember Holmes noted a change to the July 14, 2014, special work session minutes
stating that on page 6, it should read, "the applicant was in attendance but due to time constraints
the Council could not address this item".
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the July 14, 2014, special work session minutes as
amended, the July 14,2014, regular City Council minutes,July 21,2014,work
session minutes, July 28, 2014, special work session minutes; and July 28,
ARDEN HILLS CITY COUNCIL—SEPTEMBER 8, 2014 5
2014, regular City Council minutes as presented. The motion carried
unanimously (4-0).
6. CONSENT CALENDAR
A. Motion to Approve Consent Agenda Item- Claims and Payroll
B. Motion to Request for Proposals (RFP)—Recycling Services
C. Motion to Approve Round Lake Road Area Improvement—Payment#3
D. Motion to Approve Valentine Park Improvements—Final Payment#5
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to approve the Consent Calendar as presented and to authorize
execution of all necessary documents contained therein. The motion carried
unanimously (4-0).
7. PULLED CONSENT ITEMS
None.
8. PUBLIC HEARINGS
A. TCAAP Development Discussion Opportunity for Residents
Mayor Grant stated that under the Public Hearing section, citizens have an opportunity to discuss
ideas regarding the TCAAP development.
Mayor Grant opened the public hearing at 7:48 p.m.
With no one coming forward to speak, Mayor Grant closed the public hearing at 7:49 p.m.
B. Adopting and Confirming Quarterly Special Assessments for Delinquent
Utilities
City Administrator Klaers stated that delinquent utility amounts are certified to Ramsey County
quarterly. A list of utility accounts with a delinquent balance was compiled and notices dated
August 6, 2014, were mailed. These customers were informed of their delinquent status and were
asked to make payment of the delinquent balance by August 29, 2014. Utility accounts with an
unpaid delinquent balance after August 29, 2014, are to be certified to Ramsey County to be
added to property taxes payable in 2015. The certification amount is equal to the unpaid
delinquent balance plus an eight percent penalty. A list of remaining delinquent utility accounts,
as of September 3, 2014, is attached. The City will be requesting that Ramsey County levy the
delinquent balances against the respective properties.
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.
ARDEN HILLS CITY COUNCIL— SEPTEMBER 8, 2014 6
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to adopt Resolution #2014-043 — adopting and certifying quarterly
special assessments for delinquent utilities to Ramsey County. The motion
carried (4-0).
9. NEW BUSINESS
A. Rolling Hills Area—Order Feasibility Report
Public Works Director Maurer stated that the draft 2015 Capital Improvement Program (CIP)
contains an item for a 2015 PMP in the Rolling Hills area.
Public Works Director Maurer commented that as with previous PMP's, the Feasibility Report
will include a geotechnical investigation, a topographic survey of the area, an analysis of the
existing sewer and water systems, preliminary design of the street and drainage improvement, cost
estimate and proposed assessments. The Feasibility Report will be prepared by John Anderson,
Assistant City Engineer. Consultant and subcontractor services for the items which cannot be
completed by City staff such as a topographic survey, a geotechnical investigation, and AutoCAD
services will be obtained.
Public Works Director Maurer reported that as part of the Feasibility Report, a neighborhood
informational meeting will be held at City Hall. At that meeting an overview of the potential
project, timing, and estimated cost and assessments will be presented.
Public Works Director Maurer recommended that this project and the Grant Road,Noble Road,
Fairview Avenue, and Lake Lane 2015 PMP follow similar, but separate paths through the l
Feasibility Report phase. If both projects proceed to construction, staff would recommend that the
two PMP projects be combined for purposes of bidding and construction to gain the advantages of
economy of scale.
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Councilmember Holmes recommended that the drainage concerns in the Rolling Hills
neighborhood be addressed through the proposed project.
Public Works Director Maurer suggested that all drainage concerns be brought to Assistant City
Engineer Anderson for this project.
MOTION: Councilmember Holmes moved and Councilmember Werner seconded a
motion to adopt Resolution #2014-041 — ordering preparation of the
Feasibility Report for the 2015 Pavement Management Program (Rolling Hills
area). The motion carried (4-0).
B. Grant Road, Noble Road, Fairview Avenue and Lake Lane — Order
Feasibility Report
Public Works Director Maurer stated that the draft 2015 Capital Improvement Program (CIP)
contains an item for a 2015 PMP in the area of Grant Road, Noble Road, Fairview Avenue, and
Lake Lane.
ARDEN HILLS CITY COUNCIL—SEPTEMBER 8, 2014 7
Public Works Director Maurer commented that as with previous PMP's, the Feasibility Report
will include a geotechnical investigation, a topographic survey of the area, an analysis of the
existing sewer and water systems, preliminary design of the street and drainage improvement, cost
estimate, and proposed assessments. The Feasibility Report will be prepared by John Anderson,
Assistant City Engineer. Consultant and subcontractor services for the items which cannot be
completed by City staff such as a topographic survey, a geotechnical investigation, and AutoCAD
services will be obtained.
Public Works Director Maurer reported that as part of the Feasibility Report, a neighborhood
informational meeting will be held at City Hall. At that meeting an overview of the potential
project, timing, and estimated cost and assessments will be presented. Staff recommended that
this project and the Rolling Hills area 2015 PMP follow similar but separate paths through the
Feasibility Report phase. If both projects proceed to construction, staff would recommend that the
two PMP projects be combined for purposes of bidding and construction to gain the advantages of
economy of scale.
MOTION: Councilmember Holmes moved and Mayor Grant seconded a motion to adopt
Resolution #2014-042 — ordering preparation of the Feasibility Report for the
2015 Pavement Management Program (Grant Road, Noble Road, Fairview
Avenue and Lake Lane). The motion carried (4-0).
C. Consultant Services for 2015 PMP's
Public Works Director Maurer stated that the previous two items on the agenda were to order
Feasibility Reports for the two 2015 PMP areas; the Rolling Hills neighborhood and the Grant
Road, Noble Road, and Lake Lane neighborhoods. These two studies will be conducted by City
staff with the help of consultants for the services we are unable to perform in-house. Those
services include things like a topographic survey, a geotechnical investigation, and AutoCAD
drawing of preliminary plan sheets.
Public Works Director Maurer requested a proposal from Elfering and Associates who have
provided similar services on the 2011 and 2013 PMP's, for specific services that the Assistant
City Engineer is unable to complete by himself. The proposal for the Rolling Hills area is
$74,225.00 and the proposal for Grant Road/Noble Road and Lake Lane is $48,255.00. These are
hourly, not-to-exceed, proposals. It is understood that the work by Elfering staff is under the
direction of the Assistant City Engineer.
Public Works Director Maurer explained that for geotechnical services staff requested
proposals for each PMP area from three firms the City has worked with in the past. The firms are
Braun Intertech, Element Materials Technology, and Independent Testing Technologies. Element
submitted the low quote for both PMP areas; $3,450.00 for the Rolling Hills Area and $2,850.00
for the Grant Road/Noble Road and Lake Lane area. Staff would recommend that Council
authorize entering into contracts with Elfering and Associates and Element Materials Technology
for services relating to the Feasibility Report preparation for the two 2015 PMP areas.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to authorize entering into contracts with Elfering and Associates and
ARDEN HILLS CITY COUNCIL—SEPTEMBER 8, 2014 8
Element Materials Technology for engineering/surveying and geotechnical
work for the two 2015 PMP Feasibility Reports. The maximum cost for
services by each firm on the two PMP Feasibility Reports is as follows:
Rolling Hills Area Grant Road/Noble Road/Lake Lane
Element Materials Testing $ 3,450.00 $ 2,850.00
Elfering and Associates $74,225.00 $48,255.00
TOTAL $77,675.00 $51,105.00
The motion carried (4-0).
10. UNFINISHED BUSINESS
None.
11. COUNCIL COMMENTS
Councilmember Holden was pleased that the former Carroll's Furniture building had new
windows.
Mayor Grant discussed the new businesses open to the public at Lexington Station.
ADJOURN
MOTION: Mayor Grant moved and Councilmember Holmes seconded a motion to
adjourn. The motion carried unanimously (4-0).
May Grant adjourned the regular City Council meeting at 8:04 p.m.
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Amy Dietl David drant
City Clerk Mayor