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Home My WebLink About07-25-16-WS�� i EN HILLS Approved: August 29, 20l 6 CITY OF ARDEN HILLS, MINNES4TA SPECIAL CITY C4UNCIL WORK SESSION JULY 25, 2016 6:15 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL T� �RDER/ROLL CALL Pursuant to due call and »otice thereof, Mayor Grant called to order the Special City Council VVork Session at 6:17 p.m. Present: Mayo1- David Grant; Councilmembers Brenda Holden, Fran Holmes, Dave McClung and Jonathan Wicklund Absent: None Also present: Interit�n City Administrator Sue Iverson; Acting Public Works Director John Anderson; Senior Planner Mattllew Bachlei; and City Clerk Julie Hanson 1. AGENDA ITEMS A. 204U Comprehensive Plan — Draft Kequests for Proposals Senior Pianner Bachler stated the City Cowlci] discussed the Comprehensive Plan update process at their Work Session on May 16, 2016. Staff was directed to draft an RFP for consultatlt services to assist with the update and report back at� a future meeting. The City Counci] supported fi»ding ways to reduce the consultant costs required to complete the Comprehensive Plan update. Senior Planner Bachler explained staff llas drafted tl�e RFP to include a scope of work that focuses on completing the minimum plan requirements as outlined by the Metropolitan Council. Depe»ding on staff capacity, there may be opportuni�ies for staff to provide contet�t for tlle less technical sections of the plan, such as economic competitiveness, parks and trails, and housing. This would be an additional way to reduce the overall cost of the update. Tl�e RFP notes that staff may assist in providing plan content, and requests that proposals include separate costs for completing each of the Colnprehensive Plan sectio��s so fhe City cai� identify po�e��tial at-eas for cost savings. Staff requested feedback fram the Courlcil on tl�e draft RFP's. 1Vlayor Grant questioned the date dra�t RFP's would be due. Senior Planner Bachler stated an established schedule had not been determined but would be drafted after receiving feedbaek fro�n tl�e City Coul�cil. He anticipated su�btnittals ��ould take six ARDEN HILLS SPECIAL CITY C�UNCIL WORK SESSIDN — JULY 25, 2016 2 weeks to complete once the RFP was released. He wanted to ensure that funds were set aside within the 2017 budget for this project. Councilmember Holden asked if each portion of the RFP had a scope of work with a specific expense. Senior Planner Baehler repoi�ted this was the case noting that applicants would need to provide a cost estim�te for each section in the scope of work. He explained that staff would need assistance in completing this project and this would be a way for the City to determine w}�ich portions staff could complete and ��vhich portions ��uld be co�npleted by a cot�sultant. Councilmember Holden understood that all comzllunities in the inetro area would be cornpletin�; a Comprehensive Plan update. She questioned if it would be beneficial for the City t� hire an intern to assist with the update. Senior Planner Bachler co�nmented that an extensive update to t11e Comprehensive Plan was recently cotnpleted for the TCAAP Master Plan. He stated the cons�lting firm selected would be assisting with only the� minimum requiretnents for �l�e City. Mayar Grant asked who assisted with the previous Comprehensive Plan update. Senior Planner Bachler reported HKGI and Bolton & Menk assisted tl�e City. Councilmember Holrnes inquired why the City was seeking different options for public input in this process. Senior Planner Bachler noted this item was included to allow the Council to choose a public engagement process from a variety of options. Councilmember Holmes feared how the Comprehensive Plan would be properly coordinated if completed by two separate col�sultants. Further discussion ensued regarding the types of public engagement strategies that could be pursued by the City to assist with the Comprellensive Planning process. Councilmember Holmes t-equested the numbel- three be changed to two for tlle public engagement strateg'res. She sugbested staff also add language stating the City reserves the right to pick and choose which portions of the Comprehensive Plan it will seek assistance with. B. Kimley-Horn Master Plan Contract Completion Stacie Kvilvang, Ehlers & Associates, explained the Kimley-Horn Master Plan conti-act was approved by the City Council on April 29, 2013. The Council discussed this contract at its December 21, 20l 5, woi�k session as Kimley-Horr1 was reguesting final payment on the contract in the amount of $S,b50.28. At that time, the contract l�ad three primary cotnponents which had been satisfactorily cornpleted. Some of the subcomponents had not been completed and the direction from the City Council was to have the final two items completed before the final payment was ARDEN HILLS SPECIAL CITY COUNCIL W�RK SESSION —.IULY 25, 20l 6 3 Inade. Staff requested direction from the City Council as to whether the requirements have been met and final payment can be made. Councilmember Holmes colnmented on the contract schedules and asked if this infor-mation had been provided to the Council at a previous time. Acting Public Works Director Anderson stated this information was only.just presented to the Council. Couneilrnember Holmes discus5ed the stormwater language noting this was a controversial topic. Councilmember Holden agreed, stating she was unaware that all of the trails around the ponds would be the responsibility of the City. Ms. Kvilvang stated she could address the language surrounding the stoi-mwater pond and the City's obligations. Councilmember Holden asked if tlle City was responsible fot- a portion of the landscaping maintenance along County roads. Acting Public Works Director Anderson commented the City was responsible for most landscaping on County roads, suc11 as County Road 9�. Councilmember Wicklund inquired if the medians and boulevaY-d in "I,CAAP �-ould be a higher landscaping quality and questioned 110��1 this would be acco�nplished. Mayor Grant believed this to be the case. Ms. Kvilvang reported the medians would be addressed by the Master Developer. The Cowlcil discussed the future maintenance expenses for TCAAP. Mayor Grant stated it was the consensus of the Council for this item to proceed as is. 2. COUNCIL COMMENTS AND STAFF UPDATES Mayor Grant noted the staff was pursuing contractual planning services from Mounds View. ADJ�URN , , Mayor Grant adjourned the City Council Work Sessior� at f:57; .rim. �� ! ,. � r � : �� ,: �` � � �� ... J ' Hanson Davic�Gr�nt C Cle�rk Mayor � 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 Requested Date 1. 2040 Comprehensive Plan — Draft Request for Proposals 2. Kimley-Horn Master Plan Contract Completion 7/25/16 Requested time: 6:15 pm Open meeting X Signature of person(s) making request: � /�i , % � Closed meeti �2a � /(.P Mayor or Council Member Council Member Date / / Date � �C qN ��Q -This section to be completed by City staff- Date received: � / ��3- / � � Date meeting to be held: 7/25/16 Time of ineeting: 6:15 pm Location: Citv Hall All necessary posting and notices have been completed. �1 � ��-- � � � nature of City Clerk 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