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HomeMy WebLinkAbout05-04-15-R 'It EN HILLS Approved: June 29, 2015 CITY OF ARDEN HILLS,MINNESOTA SPECIAL CITY COUNCIL MEETING MAY 4,2015 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 special City Council meeting at 7:00 p.m. Present: Mayor David Grant, Councilmembers Brenda Holden, Fran Holmes, Dave McClung, and Robert Woodburn Absent: None . Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Assistant City Engineer John Anderson; Community Development Director Jill Hutmacher; City Planner Ryan Streff; Associate Planner Matthew Bachler; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. CONSENT CALENDAR A. Approval of Development Agreement—Planning Case 15-004—Valentine Bluff MOTION: Councilmember McClung moved and Councilmember Holden 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). 2. PUBLIC HEARINGS A. Public Hearing Grant-Noble-Lake Lane Assessment Hearing Assistant City Engineer Anderson stated that on February 23, 2015, the City Council adopted Resolution No. 2015-014 Approving the Plans and Specifications and Ordering the Advertisement for Bids. Bids were solicited during March and opened on Thursday March 19, 2015. ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 2 Assistant City Engineer Anderson indicated that a portion of the costs for the 2015 PMP project are proposed to be assessed against the benefitting properties according to the City's Assessment Policy. In order to assess these costs, the City must follow the process outlined in State Statute 429. On March 30, 2015, after the bids were opened, the City Council adopted Resolution 2015- 017 Declaring the Amount of the Cost to be Assessed and set today as the date for the assessment hearing. A public hearing prior to adopting the assessments is a requirement of the State Statute 429. Assistant City Engineer Anderson reported that the project is proposed to be assessed consistent with the City's Assessment Policy and past practices, which states that 50% of the costs for roadway improvements will be assessed in residential areas, with the remaining portion financed by City funds. Financing for the project is consistent with City policy and past practices and is summarized in the table below. The project costs include engineering and overhead costs as outlined in the Assessment Policy. Also, the Council established that the interest rate would be 4.30% and the term would be 10 years. Item Calculation Result Half of Construction Cost $657,823.19/2 $328,911.60 Add 37% Overhead $328,911.60 x 1.37 $450,608.88 Divide by Assessable Units $450,608.88/81 $ 5,563.07 Assistant City Engineer Anderson stated that as provided for in State Statute, no appeal may be taken as to the amount of any assessment adopted unless a written objection signed by the affected property owner is filed with the City at or prior to the assessment hearing. After the adoption of the assessment roll, property owners who have submitted an objection in writing have 30 days to serve notice of an appeal to the City and, within 10 days after serving notice, to file with the District Court. Assistant City Engineer Anderson recommended that the Council hold the Assessment Hearing and adopt Resolution 2015-029 Adopting the Assessment Roll for the 2015 Pavement Management Program-Grant/Noble Neighborhood with any changes they deem appropriate. Councilmember Holden clarified that the original estimate for assessments was $6,600 per unit but this amount has been reduced to $5,560. Assistant City Engineer Anderson stated that this was the case due to the fact the City received favorable bids for the street reconstruction project. Mayor Grant opened the public hearing at 7:08 p.m. Paul Prehatney, 3459 Lake Johanna Boulevard, discussed the layout of his home noting that he shared a driveway with four properties. He feared that he would not be receiving the same benefit from the road reconstruction as other properties in his neighborhood. Brad Huckle, 3453 Lake Johanna Boulevard, explained he lived next to Paul Prehatney. He understood that the streets were in need of repair. He had an issue with how his property would ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 3 benefit from the street improvement project. It was his opinion that his property would have no added curb appeal by replacing the street. Councilmember Holden questioned how Mr. Huckle accessed his property. Mr. Huckle reported that he accessed his property using Grant or Fairview. Amy Fleury, 1936 Grant Road, supported the improvements, but noted that her driveway was on New Brighton Road. Sam Scott, 1873 Grant Road, asked how the City defined"overhead costs". Assistant City Engineer Anderson reported that the 37% overhead costs include design of the project, construction engineering, financing, legal fees, and all City expenses required to execute the project. Mr. Scott requested further information on the assessment payment timeline. Mayor Grant reviewed the payment timeline in detail with Mr. Scott. Director of Finance and Administrative Services Iverson reported that the City's assessment policy was governed by State Statute 429. She discussed this statute further with the Council. Steve Scott, 1870 Lake Lane, asked if the park property was being assessed. Mayor Grant explained that the park was not included in the assessment roll. He further discussed the engineering required for Lake Lane. Public Works Director Maurer provided comment regarding the benefits of the 2004 Assessment Policy and how the City was completing projects in neighborhoods based on the policy. Mayor Grant closed the public hearing at 7:28 p.m. Councilmember Holden discussed the properties at 3459 Lake Johanna Boulevard and 3453 Lake Johanna Boulevard. She noted that each had direct access to the roads within the Grant/Noble/Lake Lane neighborhoods. She saw no reason to reduce assessment amounts for these two properties. Councilmember Woodburn understood that it was difficult to make the Assessment Policy equitable for everyone, but he appreciated the neighborhood assessment concept that was approved in 2004. Mayor Grant discussed how the City revised the assessment policy in 2004, noting that this policy change was lead by a citizen task force. ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 4 Councilmember Holmes believed that all properties within the neighborhood would be improved through the street reconstruction project. She reiterated that the City would be paying for 50% of the project. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Adopt Resolution #2015-029, Adopting Assessment Roll for the 2015 Pavement Management Program-Grant/Noble/Lake Lane Neighborhood. Councilmember McClung stated that he has not had any residents express concern about the fairness of the City's neighborhood Assessment Policy. He supported the proposed project and did not see any need to change the City's policy. He recommended that the properties at 3459 and 3453 Lake Johanna Boulevard remain within the Grant/Noble/Lake Lane project area. Mayor Grant questioned how the property at 1902 Noble was addressed by staff. Assistant City Engineer Anderson reported that additional drainage was being added at this property near the trail. He explained that additional drainage would also be added in the rear yard of 1911 Noble. The motion carried unanimously (5-0). B. Public Hearing—Award PMP Contract Assistant City Engineer Anderson stated that on February 23, 2015, the City Council adopted Resolution 2015-013 (Venus/Crystal) and Resolution 2015-014 (Grant/Noble/Lake Lane) approving the Plans and Specifications and Ordering the Advertisement for Bids. Bids were opened on Thursday, March 19, 2015. Assistant City Engineer Anderson indicated that one bid was solicited for both 2015 PMP neighborhoods and that the bid contained two alternates. The first alternate bid was for the use of HDPE (plastic) pipe for the storm sewer. This alternate turned out to actually be more expensive and therefore, staff is not recommending it be awarded. The second alternate was for water replacement in the Venus/Crystal neighborhood. To give the Council some options, the worst water main (highest break history) replacement was put into the base bid, with the areas with a lesser break history placed in an alternate bid. Based on the bids received (these were the costs presented at the assessment hearing), staff is recommending award of Alternate No. 2 replacing more water main in the Venus/Crystal neighborhood. Assistant City Engineer Anderson reported that there were a total of eight bids received. The following table lists the bidders name and their total bid including Alternate No. 2 (but not Alternate No. 1): Bidder Total Bid including Alt. No. 2 Valley Paving, Inc. $3,896,796.88 Astech Corporation $4,233,026.72 Palda& Sons, Inc. $4,294,821.86 ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 5 Park Construction, Co. $4,351,515.05 Northwest Asphalt $4,530,919.36 T. A. Schifsky& Sons, Inc. $4,759,464.55 Redstone Construction $4,966,656.59 Meyer Contracting, Inc. $5,406,576.06 Assistant City Engineer Anderson stated that several rain gardens are included in both neighborhoods for the management of storm water runoff as required by Rice Creek Watershed District (RCWD). One thing included in the base bid was enhanced soil treatments for the engineered soils used in the rain gardens. This is above and beyond the RCWD requirements. Staff simultaneously applied for a grant from RCWD for the cost of the enhanced engineered soils. He noted that the City was unsuccessful in obtaining the grant for the enhanced engineered soils so staff is recommending removing them from the contract by Change Order No. 1 which will reduce the overall contract amount by$70,325. Assistant City Engineer Anderson commented that Valley Paving has completed similar projects successfully in the metro area and City staff has worked with them in the past, although not in Arden Hills. The contract award should be in the following amount: 2015 PMP Neighborhood Improvements Base Bid Amount $3,775,052.88 Alternate 2.0 Additional Watermain $ 121,744.00 Change Order 1 Rain Garden Modifications ($ 70,325.00) Total Project Cost $3,826,471.88 Assistant City Engineer Anderson stated that as with previous PMP projects, staff will need consultant help with construction inspection, construction staking, and some routine administrative services. Staff has asked Elfering and Associates to provide a proposal based on the hours of each service he believes will be necessary for successful completion of the two neighborhood projects. A letter from Elfering and Associates (included in the agenda packet) provides these costs on a neighborhood basis; $322,000 for the Venus/Crystal neighborhood and $166,850 for the Grant/Noble/Lake Lane neighborhood. These costs are well within the Assessment Manual allocation for this overhead item. Staff would recommend accepting the proposal from Elfering and Associates for construction services, along with the adoption of Resolution 2015-030. Councilmember Holden asked if the Elfering and Associates expenses were included in the total project costs. Public Works Director Maurer reported that these expenses were part of the overhead costs. Mayor Grant opened the public hearing at 7:47 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:47 p.m. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to Adopt Resolution #2015-030, Awarding the 2015 PMP Contract to ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 6 Valley Paving, Inc. and accept the proposal from Elfering and Associates for construction services. The motion carried unanimously (5-0). 4. NEW BUSINESS A. Gateway Sign Update— County Road D and Cleveland Avenue Public Works Director Maurer provided the Council with an update on the Gateway Sign at County Road D and Cleveland Avenue. He noted that the contractor was ready and willing to repaint the sign. He indicated that the replacement of the brick at the bottom of the sign would cost $2,200. The quote was reviewed with the Council. He requested direction from the Council on how to proceed. Councilmember Holden questioned how much the City paid for the original sign. Public Works Director Maurer recalled that the sign cost roughly$10,000. Councilmember Holmes did not support spending an additional $2,200 for brick at the bottom of the sign. Councilmember Woodburn agreed and believed that the cost of the additional brick was too much. Mayor Grant summarized that the Council supported the sign being repainted but did not want to move forward with new brick. Public Works Director Maurer explained that he would pass this direction along to manufacturer of the Gateway Sign. B. Sign Retro Reflectivity Policy Public Works Director Maurer stated that Federal Rules and Regulations have obligated the City to manage its signs with regard to their retro reflectivity. He reviewed a draft Sign Retro Reflectivity Policy that was being recommended by the League of Minnesota Cities. Councilmember Holden asked if the City's sign software already monitored the age and reflectivity of City's signs. Public Works Director Maurer explained that the Simple Sign software provided the City with a program to manage the City's sign inventory. He reported that staff has also been adding the date of sign placement on a sticker that is placed on the back of each new sign installed in the City. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to adopt the Sign Retro Reflectivity Policy, based on the League of Minnesota Cities' recommended model policy. The motion carried (5-0). ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 7 C. Karth Lake Improvement District Board Street Sweeping Request Public Works Director Maurer explained that the Karth Lake Improvement District Board has requested additional street sweeping to assist with improving lake quality. He indicated that the City currently sweeps streets twice per year; in the spring and fall. The Board is requesting additional sweepings through the summer months and this would require paying overtime hours to City staff. It was estimated that it would take three hours to complete this work and the expense would be approximately $500 per event. The Karth Lake Improvement District Board approved this expense and requested that the Council consider allowing for extra sweepings over the summer months. Councilmember Holden indicated that she had a problem with the extra street sweepings. She asked if there was any evidence that additional street sweepings would assist in improving the quality of the lake. Public Works Director Maurer stated that there is evidence that debris, salt and soil find their way into bodies of water. He commented that the east side of the lake has catch basins that run right into the lake. For this reason, Karth Lake would benefit from additional sweepings as it would keep additional debris from running into the lake. Councilmember Woodburn did not object to the additional street sweeping requests. He believed that there was little evidence that water runoff would impact Karth Lake, unless Phosphate and organic debris was involved. Councilmember Holmes reported that she was no longer a member of the Arden Hills Foundation; however, she indicated that at one of the last meetings she attended, the Karth Lake Improvement District had made a request. Mayor Grant understood that the Karth Lake Improvement District would be making a request for $500. He noted that the Karth Lake Board was able to implement fees to cover extra expenses for street sweeping. Councilmember Holden commented that she objected to the Arden Hills Foundation covering the expense for extra City services. Mayor Grant stated that this may set a precedent that the Council should consider. Councilmember Holmes was not concerned with a precedent being set stating that if the City did not provide the street sweeping services, another contractor would be hired to complete the work. Mayor Grant understood that the Karth Lake Improvement District was concerned about the lake's water quality and was requesting assistance with street sweeping at their own expense. Councilmember McClung did not have any concerns with allowing the additional street sweeping so long as normal City operations were not impacted. ARDEN HILLS SPECIAL CITY COUNCIL—MAY 4, 2015 8 Councilmember Holden requested that staff speak with the City Attorney to see if it was legal to subcontract out City services. Public Works Director Maurer commented that he would bring this concern to the City Attorney. Mayor Grant supported the street sweeping on a trial basis if approved by the City Attorney. The Council, with the exception of Councilmember Holden, agreed with the Mayor's proposal. Public Works Director Maurer advised that he would report back to the Council if the City Attorney has concerns with the City providing this service. ADJOURN MOTION: Councilmember McClung moved and Mayor Grant seconded a motion to adiourn. The motion carried unanimously (5-0). Mayor Grant adjourned the special City Council meeting at 8:12 .m. 9 Amy Dietl U David Grant City Clerk Mayor It' --S EN HILLS Request for Special City Council Work Session A special meeting may be called by the Mayor or by any two Councilmembers. Reason for meeting: 1. Consent- Approval of Development Agreement -Planning Case 15-004- Valentine Bluff 2. Public Hearing-Grant/Noble/Lake Lane Assessment Hearing (Resolution Adopting Assessment Roll) 3. Public Hearing-Award PMP Contract (Resolution Awarding 2015 PMP Bid) 4. New Business-Gateway Sign Update-County Road D/Cleveland Avenue 5. New Business-Sign Retro Reflectivity Policy 6. New Business- Karth Lake Improvement District Board Street Sweeping Request Requested Date: 5/04/15 Requested time: 7:00 PM Open meeting X Closed meeting Signature of person(s) making request: Mayor or Council Member Date Council Member Date -This section to be completed by City staff- Date meeting to be held: 5/04/15 Time of meeting: 7:00 PM Location: City Hall All necessary posting and notices have been completed. —�2m'�'1'N L7C-1 Signature of City&rk Date City of Arden Hills * 1245 West Highway 96 Arden Hills,MN 55112-5743 Phone 651-792-7800 * Fax 651-634-5137 www.cityofardenhills.org