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HomeMy WebLinkAbout08-17-15-WS lt �- RQEN,HILLS Approved: September 14, 2015 CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION AUGUST 17,2015 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the City Council work session at 5:00 p.m. Present: Mayor David Grant; Councilmembers Fran Holmes, Dave McClung, and Robert Woodburn Absent: Councilmember Brenda Holden(excused) Also present: City Administrator Patrick Klaers; Director of Finance and Administrative Services Sue Iverson; Public Works Director Terry Maurer; Community Development Director Jill Hutmacher; Finance Analyst Dave Perrault; and City Clerk Amy Dietl 1. AGENDA ITEMS A. Fire Station 1 Discussion Councilmember McClung stated that in July of 2015, the Lake Johanna Fire Department (LJFD) began 24-hour staffing at two of its stations. He explained that this had been the goal of the LJFD for the past seven years. He indicated that discussion was needed to determine what to do with Fire Station 1. He did not believe that there would be any negative implications to closing Fire Station 1. He requested that the Council discuss the station's future and give him direction to provide to the Fire Board. Tim Boehlke, Fire Chief of the Lake Johanna Fire Department, discussed the history of the LJFD as well as the new operating model. He believed that the new staffing model was improving response time and morale. He commented that duty crews managed all calls except for structure fires which require a call-back. He explained that auto aid is received from the cities of Roseville and Vadnais Heights for structure fires. Mayor Grant requested further information on how response times have improved. Chief Boehlke discussed how response times have improved since implementing the 24-hour duty crew. He believed that the City of Arden Hills was well covered by the other three fire ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 2 stations. He stated that he understood the history of Fire Station 1 but he has to recommend that this station be closed as it is no longer necessary. Eric Nordeen, Assistant Fire Chief of the Lake Johanna Fire Department, reported that the new staffing model has also improved hiring and employee retention. He believed that the 24-hour duty crew and faster response times have assisted in saving several townhomes in the community already. Mayor Grant questioned how many cities were serviced by the LJFD and where the fire stations were located. Chief Boehlke indicated that three cities were serviced by the LJFD and the other stations were located in Shoreview(2) and North Oaks. Mayor Grant inquired if the longevity of the department would allow for Arden Hills to continue to be protected by the Lake Johanna Fire Department. Chief Boehlke commented that the Fire Department had a 20-year agreement with the City of Arden Hills. He discussed the numerous staffing benefits of the LJFD. Further discussion ensued regarding the future of the Lake Johanna Fire Department. Councilmember Woodburn commented that another option for the City of Arden Hills would be to affiliate with another city for fire protection. He believed that the City's expense per capita was fair when compared to neighboring cities. He was in favor of reviewing a more "apples-to- apples" comparison of fire service related expenses per capita. Mayor Grant requested that the conversation return to the future of Fire Station 1. Chief Boehlke explained that Fire Station 1 was built in 1943 when the department covered the territory all the way to Larpenteur Avenue. He reported that currently Fire Station 1 was in a poor location and did not serve the City of Arden Hills well. In addition, the building was aging and in need of numerous repairs. Councilmember McClung recommended that if Fire Station 1 were to close, and if the land was sold, the proceeds from the sale could be put into a fund to buy down the capital costs for future equipment expenses. Mayor Grant did not believe it made much sense to keep the station open given the expense to heat and maintain the building. Councilmember Woodburn questioned what would happen to the furniture and equipment within Fire Station 1. Chief Boehlke indicated that an equipment inventory would be taken and some of the equipment would be kept. The remainder would be phased out and sold. He understood that this was a big decision and explained that the Council had time to discuss everything before making a decision. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 3 Mayor Grant believed that one of the justifications for going to the duty crew seven years ago was in anticipation of closing Fire Station 1. Councilmember Holmes and Councilmember McClung agreed that this was the case. Mayor Grant asked that an article in the City newsletter properly informing the public of the plan to close Fire Station 1 be published well-before the closure of the station. Councilmember McClung discussed the timeline and anticipated that Fire Station 1 would not close until sometime in 2016. He noted that the 2016 LJFD budget anticipates the station being in operation in 2016. Councilmember Woodburn requested again that staff provide the Council with an apples-to- apples comparison for the Fire Department with neighboring communities. B. Presbyterian Homes—County Road D Access Driveway Community Development Director Hutmacher explained that the Lake Johanna Fire Department has contacted staff about concerns with the County Road D driveway for the Presbyterian Homes development at 3200 Lake Johanna Boulevard. The driveway includes a right-out only barrier curb median that restricts traffic from turning left onto County Road D. The Lake Johanna Fire Department has reviewed this access and determined that its design impedes access to the site by emergency vehicles. Community Development Director Hutmacher indicated that Presbyterian Homes was required to construct the barrier curb median as a condition of approval for the Master PUD that was approved for the property in November 2010. The purpose of the condition was to prohibit traffic from continuing directly down Wheeler Avenue when exiting the site. Mayor Grant asked if the Fire Department signed off on the pork chop design for the Brownstones. Community Development Director Hutmacher stated that the department did sign off on the current design. Councilmember McClung requested that representatives from the LJFD discuss the problems with the site. Nate Berg, Fire Marshal for the Lake Johanna Fire Department, commented that if the department were to respond to this site for a structure fire, there was concern that the engines would be driving over the curb due to the pork chop. He stated that if the pork chop was not there, the engines would be able to make the turn into the Brownstone site. Councilmember Holmes recommended that the pork chop be removed. Fire Marshal Berg noted an additional concern with access from an interior driveway. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 4 Mayor Grant agreed with Councilmember Holmes and explained that the safety of the Brownstone residents must be considered first and foremost. Public Works Director Maurer reported that he would work with Presbyterian Homes and the LJFD to resolve this issue. C. Public Works • Farnsworth Encroachment Agreement Public Works Director Maurer discussed the Farnsworth Encroachment Agreement with the Council. He noted that Mr. Farnsworth was building a new home at 1487 Lametti Lane. The home has access to the lake and the City has an existing sanitary sewer line that runs across the Farnsworth property in this area. He explained that Mr. Farnsworth would like to do some landscaping that would fall within the existing utility easement. He noted that staff and the City Attorney have been working with Mr. Farnsworth to draft an acceptable encroachment agreement. He discussed the agreement with the Council and requested direction on how to proceed. Mayor Grant understood that Mr. Farnsworth was requesting to landscape the easement area. Mr. Farnsworth reported that this was the case. Mayor Grant explained that if the City ever had to excavate the area within the easement, Mr. Farnsworth would be responsible for replacing any landscaping material that would have to be removed. Public Works Director Maurer stated that this was the understanding with the exception of the boulder wall, which would be replaced as it was found prior to any excavation work that may be necessary in the future. Mayor Grant asked if the encroachment agreement would be tied to the homeowner or be tied to the land. Councilmember Holmes asked if the applicant needed to receive approval from the DNR. Public Works Director Maurer stated that the City was only granting an encroachment agreement over the City's easement. It was noted that the applicant would be responsible for pursuing any other necessary permits for the proposed landscaping. Councilmember Holmes recommended that all references to the Farnsworth's be removed from the encroachment agreement in order to ensure that the agreement was tied to the parcel and not the property owners. Councilmember Holmes suggested that the language regarding the Farnsworth's satisfaction with the wall's appearance be removed from the encroachment agreement. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 5 Public Works Director Maurer stated that he would check this recommendation with the City Attorney. Councilmember Woodburn questioned if the shoreline had a drop off. Mr. Farnsworth reported that the shoreline did have a six-foot drop off. Public Works Director Maurer reported that the agreement would be made against the land, similar to the easement on the property. He commented that if the Council was in support of the encroachment agreement, he would place this item on an upcoming Consent Agenda for Council approval. The Council was in agreement with staff s suggestion. • County Road E2 Trail Public Works Director Maurer reported that the County Road E2 Interchange was scheduled to be replaced by MnDOT in 2016. A pedestrian facility on the south side of the bridge would be included as part of this Interchange replacement project. He noted that a trail would be extended past Cleveland Avenue. He stated that there would be a 600-foot gap between the new trail and the City's existing Safe Routes to School trail which starts at New Brighton Road and continues to Old Highway 10. He commented that the extra 600-feet of sidewalk is not a programed expense. He requested comment from the Council on how to proceed with this potential trail connection. Mayor Grant questioned if it would cost the City more to wait and complete the segment in the future. Public Works Director Maurer anticipated that the construction and design costs would be close to the same whether the work was done today or in the future. Further discussion ensued regarding road construction taking place in and around the City of Arden Hills. Mayor Grant questioned the expense of the 600-foot sidewalk. Public Works Director Maurer estimated that the trail segment would cost the City around $250,000. Councilmember Woodburn questioned how many pedestrians would be walking in this area. He inquired if it would be better to install a path versus a trail. Public Works Director Maurer commented that this was a concern, but noted that the sidewalk segment would create a connection to the City's trail segments. He then discussed the State Aid trail construction requirements. Councilmember McClung did not support the sidewalk segment at this time. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 6 Councilmember Woodburn believed that there may be a better place for the $250,000 to be spent. Mayor Grant was in favor of the Parks, Trails and Recreation Committee reviewing this item. Public Works Director Maurer commented that staff could have the sidewalk segment bid by the City of New Brighton and explained that it may not be pursued, pending the expense. He anticipated that the County would pay for approximately 25% of the trail based on their cost participation policy. Councilmember Holmes was interested in knowing the expense of the trail to see if it could fit into the 2016 budget. Mayor Grant questioned the expense to find out how much the sidewalk segment would cost the City. Public Works Director Maurer estimated the design costs to be $30,100. He reported that if the Council did not want to pursue this trail after it was designed, the plans could be used in the future. Mayor Grant inquired if the sidewalk expense would fit into the City's 2016 budget. Director of Finance and Administrative Services Iverson commented that the Council could use reserves. Mayor Grant stated that after considering the expense of the trail and its design, he did not support the trail segment. He believed that the funds could be used elsewhere or at another point in the future to complete a trail segment. He was in favor of the City focusing on County Road E. D. 2016 Proposed Preliminary Budget and Tax Levy Director of Finance and Administrative Services Iverson reviewed the 2016 preliminary budget and tax levy with the Council. She noted that she met with Ramsey County last Thursday afternoon. At that meeting, she was told by the County that the City's property values had risen by 1.8% and that the county-wide average was 3.4%. She explained that the Round Lake TIF District expires in 2015, which means that the area would be coming back onto the tax rolls in 2016. City Administrator Klaers explained that staff was also seeking additional insight with regard to taxing issues in order to fund street improvements, parks and trails. Staff also needs input on COLA, step, and wage increases for 2016. He recommended that the City's tax rate remain level with 2015 and that the Council take advantage of increased property values and the properties coming back on the tax rolls. He noted that due to valuation increases, the City could keep the tax rate flat for 2016 and the tax levy amount would increase by 6.5% or$217,000. Councilmember Woodburn asked if staff would be proposing increases in expenses of more than $217,000. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 7 City Administrator Klaers reported that this was the case if you included the transfer to the PIR Fund. Mayor Grant commented that the public safety increases equated to a 2% levy increase. He requested further information on the staff wage increases. Director of Finance and Administrative Services Iverson discussed how providing a 2% cost of living adjustment in addition to step increases would impact the tax levy. She encouraged the Council to consider if the compensation scale should be adjusted by 2% as the recent study used 2014 wages and the consultant reported that the market moved 2% for 2015. Further discussion ensued regarding the tax levy. Councilmember McClung discussed the tax rate and appreciated staff providing the proper numbers in order for this to remain flat. Councilmember Holmes was concerned about the City's PIR fund. She did not want to see this fund diminished. Director of Finance and Administrative Services Iverson requested that the Council provide her with a starting point. She understood that the Council could always work their way down. Mayor Grant offered 3% as a starting point. He questioned how under budget the City was at the end of 2014. Director of Finance and Administrative Services Iverson reported that the City had an excess of revenue over expenditures of$142,000 at the end of 2014 in the General Fund. She explained that the funds remained in the General Fund as the City was right at the 50% Fund Balance level according to policy so no funds were transferred to the PIR Fund. Councilmember McClung stated that he would support 3%. Councilmember Holmes did not support 3%. She believed it should be higher. Councilmember McClung feared that the City should not raise its taxes too much given the fact that the County always has such large increases. Councilmember Woodburn commented that he would go along with the 3%. Director of Finance and Administrative Services Iverson asked if the Council wanted to review a budget prior to approving the preliminary tax levy. The Council was in favor of reviewing a budget when it set the preliminary tax levy at the September meeting. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 8 Director of Finance and Administrative Services Iverson thanked the Council for their input and noted that the Council would be approving the preliminary tax levy on Monday, September 28th E. State of the City Update Community Development Director Hutmacher stated that the City Council has scheduled the State of the City events as follows: • Tuesday, September 29, 6:30—8:00 p.m. at City Hall • Thursday, October 1, 7:30—9:00 a.m. at Flaherty's Arden Bowl Community Development Director Hutmacher reported that event promotion is underway and will include: • News item on the City's homepage and business news page • Advertisements in Shoreview-Arden Hills Bulletin(2) • Citywide postcard mailing • City newsletter announcements • Email invitation to businesses and stakeholder list • Postcard delivery to local businesses by Economic Development Commission members • City Council meeting announcements • News item on the Cable Bulletin Community Development Director Hutmacher stated that in order to prepare for the event, the City Council is requested to identify presentation topics and speaker assignments. The Economic Development Commission discussed the State of the City presentation at their meeting on August 5, 2015, and recommends the following topics: • Rice Creek Commons (TCAAP)Update o TCAAP Redevelopment Code and Comprehensive Plan Amendment o TCAAP Site Redevelopment Infrastructure Preliminary Design Report o Remediation, infrastructure and development schedule • 2015/2016 Transportation Projects o County Road E and Highway 51/Snelling Avenue bridge 0 2015 Pavement Management Projects o Round Lake Road o Lexington Avenue/County Road F intersection improvements o Highway 96/1-35W bridge replacement o Lake Valentine Road/I-35W bridge replacement o County Road E2/1-35W bridge replacement o County Road H/1-35W improvements • Current Development Projects o Red Fox Business Center 0 Goodwill ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 9 o Johanna Shores Brownstone Buildings o Valentine Bluff o Tavern Grill • Business Retention and Expansion Program o Program overview o Project timeline • City Video Tour • Arden Hills Foundation Update Community Development Director Hutmacher commented that a MnDOT representative will be asked to attend to answer questions on transportation projects. Councilmember Woodburn was in favor of the Finance Department providing a presentation as well. Councilmember McClung suggested that the Popular Report be presented. He asked that a brief comment be made regarding the 24-hour duty crew for the Lake Johanna Fire Department. He commented that he would be willing to address this topic at the State of the City meetings. Councilmember Holmes volunteered to discuss transportation issues at the State of the City meetings. Mayor Grant reported that he would discuss TCAAP. Councilmember Holmes suggested that Councilmember Holden address current development projects. She reported that she would discuss the business retention program. Councilmember Woodburn explained that he would address the finance presentation. Mayor Grant requested that Kim Tamble provide an update from the Arden Hills Foundation. F. City Video Tour Update Community Development Director Hutmacher stated that the Economic Development Commission (EDC) has been working with CTV North Suburbs since 2014 on a City video tour that will be used as a marketing tool to attract new businesses and residents to the community. CTV has completed production work and the EDC reviewed the video at their meeting on August 5, 2015. The EDC provided staff with recommended changes to some of the graphics in the video and these revisions have since been incorporated. The EDC also directed staff to work with CTV to shorten the length of the video if possible. She requested feedback from the Council on how to proceed. The City video was played for the Council. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 10 Councilmember McClung recommended that the screen showing the Target in Shoreview be removed so as not to mislead people into thinking that the Target is located in Arden Hills. In addition, he requested a completed shot of the apartments on County Road F. Councilmember Holmes added that the YMCA was also shown and this was not in Arden Hills. Mayor Grant was not concerned with the Target shot as it is located extremely close to the Arden Hills border. Community Development Director Hutmacher reported that businesses value having nearby service retail for their employees. Mayor Grant questioned what the EDC thought of the video. Community Development Director Hutmacher stated that several font changes were made. The EDC would like the video to be shorter, but this would require something to be cut. Councilmember Holmes did not believe the video should be shortened or changed. Community Development Director Hutmacher questioned if the video should be posted on the City's website or if it should be unveiled at the State of the City. Councilmember Holmes was in favor of showing the video at the State of the City, but recommended that it also be placed on the website as soon as possible. The Council was in agreement. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember Holmes requested the Council review the City's antenna policy to be consistent with the City Attorney's suggestions. Councilmember Holmes asked if the Old City Hall property should be discussed by the Council at a future work session. Mayor Grant was also interested in discussing the Old City Hall property. Councilmember McClung was interested in discussing the sale of this property as well. He believed that the timing of the sale would be important as TCAAP develops. Mayor Grant commented that the City of Roseville seems to have planted a number of trees along County Road C. These trees are growing really well and have watering bags on them. He recommended that staff closely monitor the City's newly planted trees to ensure that they are properly watered. Mayor Grant stated that he was pleased with the progress being made on County Road E. ARDEN HILLS CITY COUNCIL WORK SESSION—AUGUST 17, 2015 11 ADJOURN Mayor Grant adjourned the City Council work session at 7:45 p.m. 6MUJX� `Lt-( ico,J' Amo( Amy Dietl 0 David Grant City Clerk Mayor