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HomeMy WebLinkAbout04-27-15-R 'It- �-ARZEN HILLS Approved: June 8, 2015 CITY OF ARDEN HILLS,MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 27,2015 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 regular 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; Finance Analyst Dave Perrault; 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 INQUIRIES/INFORMATIONAL None. 3. STAFF COMMENTS A. Rice Creek Commons (TCAAP)Update Community Development Director Hutmacher reported that the City Council continues to meet in work sessions to discuss the draft TCAAP Redevelopment Plan (TRC). The Council hoped to preliminarily approve this document by the end of May. ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 2 B. Transportation Update Public Works Director Maurer reported that the County Road E bridge was removed a week ago. Snelling Avenue was down to one lane in each direction and would remain this way for the next four weeks to allow the contractor to work on the center support structure. He indicated that the ramp work would be completed in 14 days. It was noted that the bridge was scheduled to be open by August 14th. Public Works Director Maurer explained that staff attended a preconstruction meeting with the County for the County Road E project. He commented that work would begin on this project on May 11`h after the ramps reopen. He stated that the contractor would be handing out notices to local businesses prior to work beginning. It was anticipated that the work would be completed in late July. Public Works Director Maurer indicated that MnDOT rejected all of the bids for the County Road F bridge over I-35W. There was a problem with the bid documents and MnDOT administration would be rebidding the project on June 5`h. MnDOT was confident that the bridge could still be completed in 2015. Public Works Director Maurer stated that the Highway 96/1-35W interchange project has been bid and awarded to Ames Construction. A preconstruction meeting will be held with the contractor in the coming week. He would report back to the Council with additional information after this meeting. Public Works Director Maurer reported that the Round Lake Road contractor mobilized last week and has been working. The contractor planned to pour curbs this week with paving completed next week. He anticipated that the project would be completed by early June. Councilmember McClung questioned when the Highway 96/1-35W interchange would be completed. Public Works Director Maurer stated that it was the intent of the County to have this interchange open by the end of the 2015 construction season. 4. APPROVAL OF MINUTES A. February 24, 2015, Special City Council Work Session B. March 16, 2015, City Council Work Session C. March 30, 2015, Special City Council Work Session MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the February 24, 2015, special City Council work session minutes, the March 16, 2015, City Council work session minutes; and the March 30, 2015, special City Council work session minutes as presented. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 3 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item- Claims and Payroll B. Motion to Approve Planning Case 15-007 —Text Amendments C. Motion to Approve Planning Case 15-006 — Site Plan Review and CUP —Big Ten Bar and Grill D. Motion to Accept Proclamation for National Police Week 2015 MOTION: Councilmember McClung moved and Councilmember Holmes 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 A. Venus-Crystal PMP Assessment Hearing Assistant City Engineer Anderson stated that on February 23, 2015, the City Council adopted Resolution No. 2015-013 Approving the Plans and Specifications and Ordering the Advertisement for Bids. Bids were solicited during March and opened on Thursday March 19, 2015. 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- 015 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 explained 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. The project costs include engineering and overhead costs as outlined in the Assessment Policy. Assistant City Engineer Anderson reported that the Assessment Policy states that the City Council shall retain the right to review each project on its own merit and deviate from any portion of the policy as it deems proper. As was discussed at the public hearing held on January 12, 2015, there are six properties currently in this proposed assessment that were previously assessed for street projects in 1995 and 1998. The 1995 project dealt with the reconstruction of County Road F (Lake Valentine Road) and it affected two properties. The following list provides the address and amount of the 1995 assessment: ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 4 1. 3988 Glenview Road $4,527.32 2. 1691 Crystal Avenue $5,158.30 Assistant City Engineer Anderson stated that the 1998 project reconstructed Fairview Avenue from Lake Valentine Road to Gramsie Road. It affected four properties in the current assessment project. The following list provides the property address and the amount of the 1998 assessment: 1. 1759 Crystal Avenue $3,598.20 2. 1758 Crystal Avenue $3,998.00 3. 1761 Gramsie Road $3,998.00 4. 1777 Gramsie Road $3,998.00 Assistant City Engineer Anderson indicated that these six properties are in the current assessment roll. There were a number of comments about these lots at the public hearing. The minutes from the January 12, 2015, public hearing are included in the agenda packet as is an exhibit showing these properties. The Council is being asked by staff to give direction on these six properties. They could be left in the project at full assessment amounts, they could be removed from the project and not assessed, or they could be left in the project but given some or full credit for the previous assessment paid. When the Council considers adoption of the resolution adopting the assessment roll, staff will need direction on how to deal with these six properties. If their assessment amount is changed by the Council they will be sent a letter documenting the change. Assistant City Engineer Anderson commented 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 first. Staff is prepared to make a presentation with a full discussion of the unique parcels discussed previously in this memo. After the assessment hearing is closed, Council should consider adopting Resolution 2015-028 Adopting the Assessment Roll for the 2015 Pavement Management Program-Venus/Crystal Neighborhood with any changes they deem appropriate. Following the May 4th assessment hearing for the Grant/Noble/Lake Lane portion of the project, staff will be recommending award of the contract to Valley Paving as the lowest responsible bidder. Mayor Grant questioned how the 2004 assessment policy states future assessments shall occur after 10 years. Assistant City Engineer Anderson reported that the 2004 policy recommends that a 10-year period be selected for reconstruction projects. He did not believe that the 2004 policy exempted a homeowner from paying another assessment after 10 years. Councilmember Holden asked the life expectancy of a residential roadway. ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 5 Assistant City Engineer Anderson anticipated that the proposed roadways would last 40 to 50 years with proper maintenance. Mayor Grant opened the public hearing at 7:29 p.m. Assistant City Engineer Anderson reported that he received one written objection to the proposed project and assessment. The written objection was received from Ed Werner, 1758 Crystal Avenue. This information was provided to the Council. Bertil Erickson, 1678 Glenview Court, asked when a detailed construction schedule would be available. Assistant City Engineer Anderson indicated that a newsletter would be sent to the neighborhood later this week or early next week. Leslie Croswell, 1622 Glenview Court, questioned if the City would be replacing the curbs in his cul-de-sac when the plows wreck it. Public Works Director Maurer did not anticipate that this would be a concern. He commented that if any damage to the concrete curb were to occur over time from snow plows, the areas would be repaired by the City. Debbie Dondlinger, 1761 Gramsie Road, explained that she was appealing the assessment being charged to her property. She explained that her property was assessed in 1997 for work completed on Fairview Avenue. She felt that it was unfair that her corner property was not being offered any relief. She thanked the Council for considering her concerns. Britt Lundgren, 1777 Gramsie Road, commented that she was appealing her assessment. Ed Werner, 1758 Crystal Avenue, reported that he submitted a written objection to his assessment. He opposed the $8,614.27 assessment as he was previously assessed for the Fairview Avenue project in 1998. He indicated that some residents were previously assessed for the Fairview Avenue project. He understood that the assessment policy was amended in 2004 which impacted how corner lots would be assessed. He respectfully requested that the Council not reassess the four properties that were assessed under the Fairview Avenue project. George Rehbein, 1759 Crystal Avenue, agreed with Mr. Werner and opposed paying the full assessment for the 2015 street reconstruction project. He stated that he has lived in his home since 1978. Mayor Grant recommended that those individuals appealing their assessment submit their objection in writing to staff. Miriam Ward, 3964 Fairview Avenue North, congratulated the Council for selecting the Venus/Crystal neighborhood for reconstruction as the roadways are in need of repair. She stated ARDEN HILLS CITY COUNCII.—APRIL 27, 2015 6 that she has lived in Arden Hills since 1993. She commented that she was speaking as a neighbor this evening, on behalf of her six neighbors that would be double assessed. She encouraged the Council to reconsider the assessments and not reassess the homes that were included in the previous projects. Jerry Ciresi, 1831 Venus Avenue, read an email the he previously sent to the Councilmembers for the record. He expressed his concerns with the proposed assessment and how it would impact him and his wife, as they are retired and living on a fixed income. He noted that he spoke with the Finance Department about making a special consideration for seniors and was told that his income would have to be less than $26,000 a year. He commented that he and his wife were concerned about how the assessment would impact them financially. He stated that after living in the City for 38 years, he may have to move out of his home. He understood that the project was needed, but he also understood that not all residents could afford the assessment. Debbie Dondlinger, 1761 Gramsie Road, commented that she was on disability after having Stage 4 cancer. William Gillies, 1736 Crystal Avenue, asked if the sanitary sewer lines would be televised. Assistant City Engineer Anderson indicated that staff televised the main lines in 2014. Donald Young, 1621 Glenview Court, encouraged the Finance Department to be fair and not have the corner lots pay two assessments. In addition, he asked that the interest rate be reconsidered. He recommended that the City properly maintain these new roadways. William Dalrymple, 3901 Dellview Avenue, questioned why the project had a 30% overhead expense. He inquired why his neighborhood assessments were higher than in the other neighborhood. Assistant City Engineer Anderson commented that these fees assisted the City with drafting plans and specifications, while also covering City Attorney and consultant fees. He then explained why the assessment fees differed between the two neighborhoods. Mr. Dalrymple asked if private driveways could be completed in conjunction with the street improvement project. Assistant City Engineer Anderson stated that it was his understanding that the contractor was not interested in completing this work. He recommended that if homeowners were interested in replacing their driveway that this work be completed after the new driveway aprons were in place. Mayor Grant closed the public hearing at 7:58 p.m. Mayor Grant questioned how the Council wanted to approach the assessments for the six homes that were assessed on the previous projects. ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 7 Councilmember Holmes stated that she believed that the proper procedure going forward would be to allow the six homes to receive a credit for the previous assessment amounts paid in order to equalize the change in the assessment policy. It was her opinion this was the fairest option. Councilmember Holden reiterated that the previous assessment policy required corner lots to pay 100% for both streets. This has since been amended to require corner lots to only be assessed for the roadway of their address. Councilmember McClung commented that he appreciated Councilmember Holmes sentiments. However, he was in favor of exempting the six properties from the 2015 street reconstruction project assessments. Mayor Grant believed that logical arguments could be made from both sides of this issue. He stated that it has been quite some time since these properties were previously assessed, but he supported the six properties being pulled from the assessment roll. Councilmember Woodburn supported Councilmember Holmes suggestion and that a credit should be given to the six homeowners for their previous assessment payment. Councilmember Holden stated that she could support Councilmember Holmes on this matter. MOTION: Councilmember Holmes moved and Councilmember Woodburn seconded a motion to Adopt Resolution #2015-028, Adopting Assessment Roll for the 2015 Pavement Management Program-Venus/Crystal Neighborhood, crediting the six properties from the previous proiects dollar for dollar for their previous assessments. Mayor Grant was in favor of increasing the assessment period beyond 10 years. Councilmember Holmes reviewed the assessment policy stating that the time limit is 10 years. Councilmember McClung stated that he would be supportive of a 12-year assessment time period. Councilmember Holden did not approve of the term "fixed income" as she believed everyone was living on a fixed income these days. AMENDMENT: Councilmember McClung moved and Councilmember Holden seconded a motion increase the assessment time period from 10 -years to 12 years. Councilmember Woodburn did not believe that a two-year extension would change the payment rates that drastically. The amendment carried 4-1 (Woodburn opposed). Mayor Grant questioned if the Council wanted to adjust the senior hardship income levels. ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 8 Director of Finance and Administrative Services Iverson explained that the income limits were set by State Statute. She reviewed the statute with the Council. The amended motion carried (5-0). 8. NEW BUSINESS A. Budget Parameters Director of Finance and Administrative Services Iverson stated that City staff was beginning the process of developing a Preliminary 2016 Budget. She indicated that staff needs general direction and guidance from the Council with regard to the budget for the coming year. She noted that as of this time, the City is not under levy limits for 2016. She requested feedback from the Council as staff begins to prepare the 2016 budget. Councilmember Holden expressed concern with the City's use of interns. She stated that the engineering intern should be done at the end of 2015. She questioned if staff would be able to meet the budget deadlines with City Administrator Klaers adjusting his hours this summer. Director of Finance and Administrative Services Iverson explained that staff had built extra time into the schedule for that purpose. Mayor Grant agreed that he did not want to see interns in the 2016 budget. Councilmember McClung asked if the Council had any concerns with the fire budget that he should be bringing to the Fire Board prior to addressing the 2016 budget. Councilmember Holden stated that she did not believe that the Fire Relief needed another increase in 2016. She questioned when the department would be 24/7. Councilmember McClung anticipated that this would occur in 2016. Councilmember Holden did not believe there was a full-time need for a technological person for the fire department. Mayor Grant discussed the percentage of the budget that was necessary for police and fire coverage on an annual basis. He encouraged the City to keep a tight control over increased expenditures in these areas. MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to approve the Budget Calendar as presented by staff. The motion carried (5- 9. UNFINISHED BUSINESS None. ARDEN HILLS CITY COUNCIL—APRIL 27, 2015 9 10. COUNCIL COMMENTS Councilmember Holmes discussed the great job Ramsey County did in serving the public and thanked all police officers in honor of National Police Week. Councilmember Holden reported that the Personnel Committee has been meeting and recently received documentation from Springsted regarding the pay study. This document would be reviewed by the Personnel Committee on Wednesday night. Councilmember Holden requested an update from staff in the future on the Wellness Funds, where they came from and what they are used for. Mayor Grant discussed several procedural concerns he had. These included the process by which Councilmembers may request to add items for discussion to the agenda, as well as, reminding the Council to allow staff to complete their staff presentations before interrupting with questions. City Administrator Klaers commented that there would be active shooter police training taking place at the Army Reserve Center at Lexington Avenue and Highway 96 on Friday, May 1St ADJOURN MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the regular City Council meeting at 8:46 p. Amy Dietl David Grant City Clerk Mayor