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HomeMy WebLinkAbout05-31-16-R 'I �- IVEN HILLS Approved: June 27, 2016 CITY OF ARDEN HILLS,MINNESOTA REGULAR CITY COUNCIL MEETING MAY 31,2016 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 Jonathan Wicklund Absent: None Also present: Interim City Administrator Sue Iverson; Acting Public Works Director John Anderson; City Planner Ryan Streff; Senior Planner Matthew Bachler; and City Clerk Amy Dietl PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant amended Item 5N noting only one seasonal worker (Josh Johnson) was being appointed this evening and not two. Councilmember Holden requested Item 5J be removed from the Consent Agenda and be discussed as Item 6A. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Kay Ryerson, 3201 Ridgewood Road, stated she has lived in Arden Hills for 25 years. She requested her neighborhood tennis court be rebuilt and believed this was a wonderful resource for her neighbors. ARDEN HILLS CITY COUNCIL—MAY 31, 2016 2 Viet Le, 1540 Edgewater, stated there were 30+children living in his neighborhood. He indicated he has provided free tennis lessons to the children in his neighborhood at his neighborhood tennis court. He understood the condition of the tennis court was deteriorating; however, he requested the Council reconsider their decision and allow this amenity to remain a part of his neighborhood. Mayor Grant reported the Council received a number of emails from the public regarding this tennis court. He noted a young child had broken a wrist at this tennis court, which led the Council to locking the gate. Scott Austin, 1566 Glen Avenue, explained he has lived in his neighborhood for the past 12 years. He indicated he purchased his home due to the fact there was a private beach and tennis court in close proximity. He requested the Council replace the tennis court noting it was used a great deal by himself and his neighbors. 3. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority(JDA)Update City Planner Ryan Streff stated the JDA held a workshop discussion with the Alatus Development Team on Tuesday, May 24. Topics included observations on the TCAAP Redevelopment Code and how to achieve the JDA's Master Plan vision for the site. The City Council will be meeting with Alatus in a Work Session immediately following the regular City Council meeting on Monday, May 31. City and Ramsey County staff, attorneys, and Alatus have begun discussing the Master Developer Agreement that will be signed between the JDA and Alatus. B. Transportation Update Acting Public Works Director Anderson reported work was underway on 1-694. He described how the lane closures at I-35W and I-694 have been impacting traffic. It was noted the repairs on 694 would take two years to complete. Acting Public Works Director Anderson stated the County Road H bridge would be demolished this weekend. He stated I-35W would be closed at 10:00 p.m. on Friday night and detours would be put in place. Acting Public Works Director Anderson explained the County Road E2 bridge project was progressing well. The abutments were rising along the interstate and pilings have been put in place for the bridge. He stated Cleveland Avenue and County Road E2 was closed at this time and would remain closed until mid-June. Acting Public Works Director Anderson discussed the Lexington Avenue and County Road F project. He noted County Road F would remain closed through mid-June. Councilmember McClung requested the information regarding County Road F be posted on the City's website to make the public aware of the road closures. ARDEN HILLS CITY COUNCIL—MAY 31, 2016 3 4. APPROVAL OF MINUTES A. April 18, 2016, City Council Work Session B. April 25, 2016, City Council Work Session MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the April 18, 2016, City Council Work Session meeting minutes; and April 25, 2016, City Council Work Session meeting minutes as presented. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item- Claims and Payroll B. Motion to Approve Arden View Court Storm Sewer Repair C. Motion to Approve 2016 Rain Garden Plant Material Quotes D. Motion to Approve City Hall Parking Lot Maintenance E. Motion to Approve 2015 Sewer Lining—Pay Estimate#3 F. Motion to Approve 2015 Pavement Management Program(PMP) Pay Estimate#7 G. Motion to Approve Cooperative Agreement for County Road H/I-35W Interchange H. Motion to Approve Sandeen Road Mill and Overlay I. Motion to Approve PUD Agreement—Planning Case 16-003 —Arden Square T A ppr-eve Pure ase of Two MVP !'Toner Basketball Systems K. Motion to Approve Adoption of Resolution 2016-016 Accepting Donation from the Arden Hills Foundation L. Motion to Approve Adoption of Resolution 2016-017 Appointing Terrance Finlay to the Parks, Trails and Recreation Committee (PTRC) for a Term Expiring December 31, 2018 M. Motion to Approve Lake Johanna Fire Department Capital Expenditures N. Motion to Approve Authorization to Appoint Seasonal Maintenance Worker—Josh Johnson O. Motion to Accept Resignation of Community Development Director P. Motion to Accept Resignation of City Clerk Q. Motion to Accept Proposal for City Administrator Recruitment MOTION: Councilmember Holden 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 A. Approve Purchase of Two MVP Goalsetter Basketball Systems Mayor Grant reported the Arden Hills Foundation received a targeted donation of $5,000 for Hazelnut Park for replacing both of the basketball hoops. He noted these hoops were used quite frequently by Arden Hills' residents. He reported the donor was Presbyterian Homes. The Arden ARDEN HILLS CITY COUNCIL—MAY 31, 2016 4 Hills Foundation was pleased to bring this donation forward for this specific item and requested approval from the City Council. Councilmember Holden wanted to be sure the City had the money/donation for these purchases prior to the funds being spent. Arlene Mitchell, 1283 Wynridge Drive, stated she was the secretary/treasurer of the Arden Hills Foundation. She explained the Arden Hills Foundation has received a check from Presbyterian Homes for $5,000 and was waiting for its next meeting to approve the disbursement of the funds to the City. This would be done by the Arden Hills Foundation at their next meeting. She explained she would work with Ms. Iverson to create a smoother process going forward. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to authorize the purchase of two MVP Goalsetter Basketball Systems for Hazelnut Park with an expense not to exceed $5,835. The motion carried iLL 7. PUBLIC HEARINGS A. NPDES Annual Storm Water Meeting Acting Public Works Director Anderson stated as of March 10, 2003, the Minnesota Pollution Control Agency required all cities within the Seven County Metro Region to apply for a General Storm Water Permit (Small Municipal Separate Storm Sewer Systems, or MS4, permit) as part of Federal National Pollutant Discharge Elimination System (NPDES) requirements. In 2013, the City of Arden Hills applied for reauthorization under the revised permit as administered by the Minnesota Pollution Control Agency (MPCA). On March 17, 2014, the City's application was approved and the permit to discharge stormwater was reauthorized. In order to comply with revised federal regulations, municipalities are required to modify their Storm Water Pollution Prevention Plan (SWPPP) that focuses on ways the municipality will reduce the amount of sediment and pollution entering the surrounding water bodies. The SWPPP includes six minimum control measures that need to be addressed by the City. Each measure is aimed at reducing the amount of pollution entering water bodies through various methods such as public outreach and education, regulatory ordinances, and physical structures constructed as a part of the storm water sewer system. Each control measure includes several Best Management Practices (BMPs) that will be used to accomplish the measure and each will include measurable goals that can establish the effectiveness of the SWPPP. Acting Public Works Director Anderson indicated one of the permit requirements is that the City must hold an annual public meeting to allow interested parties to provide comments to the City on its SWPPP. The City is also required to submit an annual report to the MPCA documenting the accomplishments of the previous year. Staff provided a presentation on the City's accomplishments in 2015 along with the goals for 2016. Mayor Grant opened the public hearing at 7:31 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:32 p.m. ARDEN HILLS CITY COUNCIL—MAY 31, 2016 5 8. NEW BUSINESS A. Street Maintenance—Bituminous Paving Acting Public Works Director Anderson stated one of the responsibilities of the Public Works Department is to maintain the city's street infrastructure network. The alternatives available in street maintenance can take various forms including pot hole patching, crack sealing, sealcoating, bituminous overlay, mill and overlay, mill and patch, cut and patch, and concrete curb repair to name a few. Public Works has typically provided the labor on maintenance projects when the scope fell within the bounds of the expertise and equipment available to the department. For those maintenance projects that require specialized skills or equipment not available to Public Works, the City contracts for those services. Acting Public Works Director Anderson reported sealcoating or chipsealing has been one of the staples of pavement maintenance for many years. A relatively new pavement distress called stripping has been observed in bituminous pavement throughout Minnesota. General consensus among bituminous engineers is that sealcoating is the cause of stripping. In response to this, many cities across the metro area have curtailed sealcoating as a maintenance practice until more is known about the relationship between sealcoating and stripping. Arden Hills Public Works has followed suit and suspended any sealcoating until there are more answers on this topic. Acting Public Works Director Anderson indicated many of the streets throughout the city have been reconstructed though a Pavement Management Project. The city has had a fairly regular schedule of reconstruction projects every one to two years for the past 16 years. During the course of these projects, one comment received from residents is "if the City maintained our street, we would not have to reconstruct it and pay the assessment". In response to that comment, Public Works tries to schedule pavement maintenance to prolong the life of streets, keep costs down and stay out of reconstructing streets. Acting Public Works Director Anderson commented bituminous overlays are one tool that is available to Public Works in the pavement maintenance arena. Public Works currently has access to a paving machine that provides the opportunity to place pavement on roads and parking lots. Other equipment used in the paving process available to Public Works include trucks for hauling material and rollers for compacting and finishing the surface. The value of doing this work ourselves is significant. Currently, the City pays between $50 and $55 per ton for asphalt material. In contracts for small quantities, the City is charged $75 to $90 per ton for mix placed by a contractor or 50% to 60% more than if the City places the material. This cost difference provides a significant savings in the maintenance budget. Acting Public Works Director Anderson reported projects that require the entire surface to be milled before the overlay are currently contracted as the City does not have the specialized equipment necessary to mill the entire surface. Therefore, streets that have no curb are better candidates for maintenance overlay projects that Public Works staff can complete. Acting Public Works Director Anderson stated as discussed with the City Council at the annual Public Works Workshop, the Public Works department has been taking on paving projects as a maintenance function since the paving machine has been available. Some of the ARDEN HILLS CITY COUNCIL—MAY 31, 2016 6 streets that have been overlaid in the last couple years include: Harriet Avenue, Hamline Avenue, Indian Place, Snelling Avenue shoulder, and various driveways and parking lots. Acting Public Works Director Anderson noted this year Public Works has planned to take on a couple paving projects including Ingerson Park parking lot and Thom Drive. The parking lot at Ingerson Park was just recently paved. Thom Drive between New Brighton Road and Cleveland Avenue is by far the largest project Public Works has considered undertaking as a maintenance project. The project will take between 600 and 750 tons of material at a cost of $30,000 to $40,000. It will require about a week of preparations including raising castings, milling edges and leveling depressions. The paving would take roughly a week also. Ramsey County Public Works and Arden Hills Public Works trades some services and equipment from time to time, Ramsey County will provide a large roller and tack truck to spray the surface with tack prior to paving. They also can provide tandem axel trucks to haul bituminous mix depending on the rate at which the trucks can keep up with the paver. Bituminous material is typically purchased from commercial asphalt in Blaine. As with any project that involves trucking, the proximity of the source of material is often the deciding factor on where you will obtain materials. Pricing from Commercial Asphalt has been very competitive for the materials we use. Acting Public Works Director Anderson explained Thom Drive had a PCI rating of 29 in 2013 and has had some patching and pothole filling since that time. This rating is on the high end of the border of the range for reconstruction. It was projected this project would cost roughly $250,000 to reclaim and repave as a PMP in the future. An overlay of this road should stretch the life expectance out another 8 to 10 years making it possible for some other roads that are in worse shape to undergo reconstruction through a PMP such as Indian Oaks Trail/ Floral Avenue or Benton Way/Harriet Avenue. Acting Public Works Director Anderson indicated the City Council budgeted $150,000 in 2015 and 2016 for sealcoating/resurfacing with sealcoating being on hold. He stated it is his understanding that those dollars would go towards resurfacing projects. In the case of Thom Drive, the pavement alternatives available are summarized in the table below along with the anticipated life expectancy of those alternatives. Comparison of Alternatives 2016 Cost Service Life Future PMP - Reclaim $ 250,000 25 - 30 years Contracted Overlay $ 52,500 8 to 10 years Public Works Overlay $ 35,000 8 to 10 years Do nothing/pothole filling $ 1,000 3 years Acting Public Works Director Anderson reported the Public Works Department's intent is to stretch the maintenance dollars by utilizing the equipment currently available and prolong the life of the City's pavement. Mayor Grant understood Thom Drive was in need of maintenance. He questioned how the Council wanted to proceed. Councilmember Holden asked if borings have been completed on Thom Drive. ARDEN HILLS CITY COUNCIL—MAY 31, 2016 7 Acting Public Works Director Anderson stated borings have not been completed. He indicated staff could complete borings, but this may not provide staff with enough information either. He supported the City moving forward with a Public Work overlay given the low cost for the extension of the pavement live. Councilmember Holmes questioned if the integrity of the City's new streets would be jeopardized if they were not sealcoated. Acting Public Works Director Anderson provided further comment on the concerns the City had with sealcoating. He indicated the City was working to find a new tool other than sealcoating. He commented the City does still complete crack sealing. Councilmember McClung appreciated Acting Public Works Director Anderson's thorough staff report. He supported the Public Works department overlay. Mayor Grant believed the City had an opportunity to gain 40% to 50% in cost savings for this overlay project. For this reason, he believed the proposed overlay project made sense. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Public Works Street Maintenance for Thom Drive. The motion carried unanimously (5-0). 9. UNFINISHED BUSINESS None. 10. COUNCIL COMMENTS Councilmember Holmes stated the Council received a sunflower plant from Dr. Robert Mullen. She discussed the work Dr. Mullen had conducted in the City's parks and thanked him for his work on behalf of the City. Councilmember Holden reported there were a number of trees along County Road 96 that were in poor condition. She asked if these trees were the City or County's responsibility. Acting Public Works Director Anderson indicated these trees were the City's responsibility. Mayor Grant agreed the trees were along County Road 96 were the City's responsibility. Councilmember Holden requested this matter be further discussed by the Council at an upcoming worksession meeting. She asked when the Council would be reviewing the PMP project for 2017. Acting Public Works Director Anderson believed the Council to be reviewing this information in August. ARDEN HILLS CITY COUNCIL—MAY 31, 2016 8 Mayor Grant reviewed a letter he received from Land O' Lakes thanking the City for their continued partnership. Mayor Grant congratulated the City for achieving Step 1 in the GreenStep Cities initiative. He noted the City would be recognized for their efforts at the upcoming League of Minnesota Cities Conference in June. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to adiourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 7:50 p.m. Sue Iverson David Grant Interim City Administrator Mayor