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HomeMy WebLinkAbout10-10-11-WS ,!Tt �- iI�EN_ HILLS Approved: November 14, 2011 CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION MEETING OCTOBER 10, 2011 8:00 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 meeting at 8:00 p.m. Present: Mayor David Grant; Councilmembers Brenda Holden, Fran Holmes,Nick Tamble and Ed Werner. Absent: None Also present: City Administrator Patrick Klaers; Public Works Director Terry Maurer; Parks & Recreation Manager Michelle Olson; City Attorney Jerry Filla; and Deputy Clerk Rebecca Brazys 1. APPROVAL OF AGENDA MOTION: Approved as a part of the Council's Regular Meeting agenda. 2. AGENDA ITEMS A. Townhome Association Drainage Analysis Public Works Director Maurer explained that this issue is under discussion because of the flooding problems that occurred during the July 16th storm. Council determined in August 2011 that it would be appropriate to ask Bolton and Menk to take a look at the hydrology of the Arden View Townhome drainage system and determine if there were any opportunities to improve that system. He explained that he toured the site with Bolton and Menk. Bolton and Menk sent a survey crew to the site, gathered some critical topographic information, then constructed an existing model of the drainage system, and calibrated that model based on data gathered from the on-site inspection. Their analysis shows that the drainage system on that property is designed for a 10 year storm event which is what the City would require a developer to construct today. But the rolling terrain and grading of the development would likely be required to be done differently today so as not to trap storm water in areas with no emergency overland outlet. Research showed that in the mid 1970's the City had accepted the storm sewer piping/ponding on this site. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 2 Marcus Thomas, Bolton and Menk, stated that the storm drainage system on this site was designed to accommodate a ten year storm. The system relies on overland conveyance to carry the water away when a storm is greater than a ten year event. He explained that they modeled the existing storm sewer system then routed a ten year storm through the model to determine what would happen. They found that the water was contained in the system for a ten year event. He stated they then routed a 100 year storm through the model and found that the catch basins could not keep up with the water which causes the storm sewers to back up causing extensive ponding in the streets. He then pointed out a natural low area on the north end of Arden View Court and Mr. Thomas stated that their another low lying area at the south end of the development. Y g modelin showed that with the 100 year storm the water does not reach the lower garage g Y elevations in the area. He explained that what they found is, assuming the storm sewer catch basis are open, unobstructed, and operating normally, there should not be a problem, other than isolated street/driveway flooding with the current drainage system during a 100 year event. Councilmember Holden asked if the modeling showed ponding at the north entrance road that would make accessing the site difficult. Mr. Thomas responded that the modeling for a 100 year storm did show a half foot to a foot of ponding in the roadway which would be up and over the curbs, but it dissipates quickly. Councilmember Holmes asked if the July 16th event was considered a 100 year storm. Public Works Director Maurer responded that the July 16th storm was probably a little greater than a 100 year event. Mr. Thomas explained that what they were looking for was easy, low cost modifications to the existing system that would bring some benefit to the two low areas. He stated they have identified the following alternatives: Option 1. . Make modifications to the existing pond and the outlet structure to modify the amount of water and length of time it is held in the pond. In addition, they propose doing some berming around the pond to allow it to store more water. They plugged these modifications into their model and found that it did not amount to much of a benefit and only reduced water elevations about an inch for a 100 year storm. Option 2. Reconfiguration of the existing storm sewer by eliminating head-to-head flow by rerouting the storm sewer pipe, but that did not accomplish any significantly lower water elevation at the low point. Option 3. Reduce the volume of flow going into the system by routing water out of the pond to a different location; to the wetland area to the west. The modeling showed this option does not make a big difference in the high water elevations in the low areas. Mr. Thomas stated that they considered making all the changes referred to in the first three options. What they found was that even with all the proposed changes, there was no benefit to the north ponding area and at the south ponding area the benefit was about a three inch reduction ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 3 which is probably not worth the investment of $150,000 to $175,000 required to do all improvements. Option 4. Mr. Thomas explained that none of these options result in meaningful changes to the two low points in the development. So, they stepped out of that approach and considered doing something above and beyond the existing system. What they came up with would be adding a secondary storm sewer at the south end low point which would include adding another set of catch basins and a whole new piping system to an existing wetland pond area at a cost of $75,000 to $80,000. Their modeling with this addition showed that a 100 year event would probably be contained with both systems working together. However, even with that improvement, the system does not compare to an emergency overflow as it is still a landlocked area with no naturally graded overflow so there will always be that potential for flooding. Mr. Thomas stated that it is their opinion that such improvements would be considered private improvements because they are serving a private area within the association and the pipe itself would be constructed within private property. Mayor Grant questioned where the overland solution is for this property. Public Works Director Maurer stated that the overland solution would probably not be acceptable to the Association or the people who live there because significant grading and retaining walls would be required to get the level low enough. He explained that essentially what the modeling completed by Bolton and Menk has shown is that if all the catch basins are operating at full efficiency in a 100 year storm event (6 inches of rainfall in 24 hours) the current system should be able to handle the drainage with minor flooding in the streets, driveways, and grass areas. Mr. Thomas pointed out that with no emergency overflow, whatever system is put in will have a finite capacity. Councilmember Tamble asked if there had been any modeling done that included taking the drainage straight west and connecting to the pond there. He asked if it was feasible to connect the storm sewer from where it ends on the north end to the pond to the west. He also asked if doing so would relieve more pressure than option 4. Public Works Director Maurer explained that they chose to go with a proposal that was a shorter distance. Mr. Thomas stated that Councilmember Tamble's suggestion might result in a minor reduction but would be the same benefit as their proposal. Mayor Grant asked if the pond to the north drains to the larger pond north of it and if they would consider enlarging the pond so it holds more water. Lani Leichty, Bolton and Menk, responded that it currently dumps into the north pond but then it all drains to the south. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 4 Mr. Thomas explained that their objective is to reduce the amount coming into the system. Mayor Grant asked if the water on the north end can be redirected to reduce the amount of water going into the north ponds. Mr. Thomas responded it would have to be high enough to work. Also, that would end up creating a whole new system which would result in a change to the watershed boundaries, and that would require Watershed approval. q pp Public Works Director Maurer stated that we have to remember that we are looking at pushing a 100 year storm through a 10 year pipe. Jane Larson, Townhouse Village resident and President of the Board of Directors for the South Townhouse Association, thanked the Council for their efforts to resolve the drainage issues. She stated the whole system has to be considered. She added that there was some flood damage in the north area of the development; in the south end there were eight cars parked in townhome garages that were damaged on July 16; and there was some damage on the west side. She explained that the North Association does not see the drainage as a problem but they do get ponding in one area. She also stated that there is a way to take the drainage north; there is an area along the boundary of the North Association along a walking path to the old city hall site. To the west of the north pond there is an area that goes into another walking path which goes down into a low area. • Public Works Director Maurer commented that he did not ask Bolton and Menk to look beyond the existing system but the Council could now ask them to go back and model additional area. Councilmember Holden stated that it will probably result in costs similar to Option 4. She added that the costs will be assessed and wondered if both the North and South Associations would be assessed. City Administrator Klaers stated that 100% of these costs can be assessed because the improvement is on private property and would benefit private property. City Attorney Jerry Filla commented that even those properties at the top of a hill benefit from the drainage system. City Attorney Filla asked if the system has been televised recently. Public Works Director Maurer responded they have not televised. He added that if he felt there was a blockage anywhere,he would have, but he does not believe that was the problem. Mayor Grant asked if there is any blockage downstream. Mr. Thomas responded they are not aware of any blockage. Councilmember Tamble asked if the road construction in that area contributed to the damage that was done. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 5 Public Works Director Maurer responded that it is safe to assume that having sediment- catching devices in the catch basins to the north impeded capacity of the catch basins to take in storm water. Councilmember Tamble asked what Mr. Maurer believes to be the best option presented by Bolton and Menk. Public Works Director Maurer stated they can go back to run the model again regarding the cost benefit of taking something to the north as a fifth option. The real question actually lies with the Townhome Associations since the costs will be assessed to them. He stated this should be presented to the Boards of the Associations and they should then go to the residents to see how they want to proceed. Councilmember Holden commented that before we do the modeling to the north, she would like to check with the Rice Creek Watershed District. Public Works Director Maurer stated that he would talk with Rice Creek Watershed District and let them know what happened and what the City is trying to accomplish. Councilmember Tamble commented that it will take more City funds to continue exploring this issue and asked if we have enough information now to present to the Townhome Associations. . Public Works Director Maurer stated that most of the work has been done so to look at an option to the north will not be a significant cost. Mr. Thomas stated that they could simply do modeling to the north to determine what the benefit would be. Councilmember Holden pointed out that the City wants to sell the old city hall site to the north of this development so we should consider how changing the drainage on this property would impact that site. Public Works Director Maurer stated that he will attend an upcoming Southern Townhome Association Board meeting to discuss the Bolton and Menk findings. B. Celebrating Arden Hills City Festival Recap Parks and Recreation Manager Michelle Olson reviewed the sponsorships received this year which totaled $10,000. The Council had budgeted $25,000 for this event with the City's portion being approximately $10,000. The overall expense this year totaled $19,639.77 which does not include office or Public Works staff time. The staff time for this event is significant and should be factored into the overall budget at a total of$4,927.50. Parks and Recreation Manager Olson stated the total revenue came to $10,696 in 2011 versus $5,999 in 2010. This includes all community vendor fees and sponsorships. The total 2011 net City contribution came in under the projected budget of $10,000 at $8,943.77 which was ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 6 $3,346.04 less than 2010. She stated that staff has received many positive comments regarding • the event. Parks and Recreation Manager Olson asked Council the following: • Do they have any direction regarding whether there should be one or two venues? • Is the Council open to political or church groups registering as a community booth? (A complaint was received from a resident about a political message being displayed at the event.) Messages displayed at these types of booths are difficult to monitor. Past practice was that staff would invite all local churches and all political groups to register giving an equal opportunity for participation. Should this practice continue? • Is the Council open to having one political party sponsor a portion of the event? • Any input on specific activities? • Any overall input or feedback? Mayor Grant recommended the City establish their festival as a 501(c)3 to make it easier to raise funds for the event. Councilmember Holmes offered to write the bylaws for the 501(c)3. She recommended that the City's Director of Finance and Administrative Services be in charge of this project. Parks and Recreation Manager Olson stated that she will contact former Mayor Bev Aplikowski for background information on the previous festival committee's attempt to form a • 501(c)3. Councilmember Tamble stated he knows of two residents who would be interested in serving on a planning committee for the event. He then asked if the event has to be held at Tony Schmidt Park. Parks and Recreation Manager Olson explained that if the City wants to do fireworks, Tony Schmidt is the only suitable Arden Hills location. Councilmember Holden stated that she is opposed to two venues. Even though the art event at Bethel University was very nice, attendance was minimal. Councilmember Holmes asked if we could offer the community booths for free to encourage more participation. She stated she was not happy with the food choices this year. Mayor Grant stated that he would like to see more booths and no fee. With regards to the political material, he stated staff should not police the material given out in the booths. Councilmember Tamble offered to work on pulling a committee together. Councilmember Holden stated that she will contact former Mayor Harpstead for background information on the City's previous attempts to form a 501(c)3. Council consensus was that the event should be held annually in the fall and that next year's festival should be held at one venue only. ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 7 C. 2012 Budget Updates Elections City Administrator Klaers reported that staff had discussed the costs and risks associated with conducting municipal elections including the recently proposed Voter ID legislation, the liability and financial exposure to the City to lawsuits related to recounts and contested election procedures, and the need for including an election requirement/experience in the position description for the Deputy Clerk position. Those discussions led to a conversation with Joe Mansky, Ramsey County Elections Manager, regarding the City contracting with the County for election services. Ramsey County personnel are full-time professionals in the elections business and already do school board elections for Arden Hills. Additionally, Administrator Klaers noted that the County has contracted with Mounds View and Roseville for the 2012 elections. The proposal from the County for all of the required elections services is $31,000 or $15,500 per year. He recommended the City pay half of the 2012 election expense in 2011 and the other half in 2012 to even out the expenses on an annual budget cycle. He explained that excluding staff time, the 2008 and 2010 elections averaged $20,000 or $10,000 annually. The difference between those expenditures and the County's rate is more than covered when staff time is included. City staff will be responsible for providing absentee voting opportunities at City Hall. City Administrator Klaers explained that a side benefit to contracting with the County is that all election equipment will be stored by the County which frees up significant storage space in City Hall. Another benefit is that the Deputy Clerk will be free to take all City Council meeting • minutes which saves the City about $9,000 per year in Timesaver's bills. City Administrator Klaers stated that staff thinks the contract from Ramsey County represents significant benefit to the City and they support the proposal. Councilmember Holmes questioned if Arden Hills election judges will continue to be utilized as there are several who not only enjoy the task but are very good at it. City Administrator Klaers stated that the County intends to use many of the judges that have worked for the City in past elections. Councilmember Holden questioned if the contract can be for more than a one year period. City Administrator Klaers stated that staff will discuss this issue with the County after the 2012 elections. After further discussion, the Council agreed to have this item placed on the October 31 st Consent Agenda for approval. Engineering Services City Administrator Klaers stated that he, Terry Maurer and Sue Iverson have been discussing the cost of engineering services that the City receives from the City of Roseville through the 2005 • Joint Powers Agreement (JPA). The JPA calls for Arden Hills to receive a minimum of 1,670 hours of engineering staff time. This is equivalent to 80 percent of a full time employee. The staff time hourly wage is then multiplied by a 1.9 factor to include overhead expenses. The industry ARDEN HILLS CITY COUNCIL WORK SESSION—OCTOBER 10, 2011 8 to use all 1,670 hours but recently this has not been an issue. In fact, last year we asked Roseville • to hire an additional temporary employee to address our needs. Not all of the 1,670 hours comes from Civil Engineer Kris Giga as we also use their GIS division, have Roseville do drainage and survey work for us, and get charged some time from their Public Works Director (Duane Schwartz) and the City Engineer(Deb Bloom). However, Kris offices here at City Hall three days a week and the majority of the 1,670 hours are generated by Kris. City Administrator Klaers stated that the Roseville engineering expenses are funded by both the General Fund and also by specific projects (i.e. Pavement Management Program, sewer lining project, Indian Oaks pond project, etc.). Most of Roseville's time is funded by the City one way or another with only a small portion being funded by assessments, grants or developers. City Administrator Klaers explained that the situation in Arden Hills today is much different than what it was in 2005. The JPA began when the City Public Works Director was not also an experienced Civil Engineer. This is now the case with Terry Maurer being employed as the Public Works Director. Therefore, how the City wants to use Kris's time and the Roseville services has also changed. Administrator Klaers and Public Works Director Maurer discussed with the City Council some options for changes in the JPA. One of the options includes the hiring of an engineering staff member. If the City goes in the direction of hiring a staff member, the Personnel Committee will want to meet and review the proposal. Public Works Director Maurer commented that the City will continue to use Kris's services as • needed. He added that the City is also exploring the possibility of getting GIS services through Ramsey County. Discussion ensued. Council consensus was to proceed with this proposal of exploring alternatives to the current JPA, including the establishment of a staff engineering position. 3. COUNCIL COMMENTS & STAFF UPDATES Mayor Grant stated when he attended the ribbon-cutting ceremony at Northwestern College recently he noticed the light on the prayer tower and observed that it can't be seen from the north or west. He suggested that the Council reduce the restrictions they had placed on the use of the tower light. After some discussion, it was determined that an amendment to the Master Plan would have to be pursued to change the tower light restrictions. The Council consensus was to not alter the Master Plan. ADJOURN MOTION: Mayor Grant moved and Councilmember Tamble seconded a motion to adiourn. The motion carried unanimously (5-0). Mayor Grant adjourned the City Council Work Session meeting at 10:02 p.m. • Patrick Klaers David Grant City Administrator Mayor