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HomeMy WebLinkAbout10-24-16-SWS ,-zS DIEN HILLS Approved: November 28, 2016 CITY OF ARDEN HILLS,MINNESOTA SPECIAL CITY COUNCIL WORK SESSION OCTOBER 24,2016 6:00 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 6:00 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 City Engineer Sue Polka; Senior Planner Matthew Bachler; Stacie Kvilvang, Ehlers & Associates; and City Clerk Julie Hanson 1. AGENDA ITEMS A. TCAAP Open House Update Senior Planner Bachler stated the Council has set an open house for November 17, 2016, to provide the community with an opportunity to convey input to the City Council and Master Development Team on the updated development plans of the former Twin Cities Army Ammunition Plant site(TCAAP). Senior Planner Bachler reported the open house will be held at City Hall. Staff is recommending that the open house be held from 4:30 to 7:00 p.m. The City will put together a mailing (letter or flyer) that will go out to all residents in the City (like prior open houses) and will also place the information on the City's website. In addition, we would request that the Mayor announce the open house at the City Council meeting on November 14, 2016. Senior Planner Bachler explained the format for the open house will be "stations" that contain boards of the different aspects of the development that will be staffed by the Master Development Team. This allows the public access to review all areas of the development in more detail and ask questions related to each. In addition, staff anticipates that there will be an "FAQ" station staffed by the City to address general questions regarding the project. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—OCTOBER 24, 2016 2 Senior Planner Bachler stated staff had put together a community survey that would be handed out to residents and the public that attends the meeting and would be collected by staff as they leave. This survey format and process had been utilized effectively in many communities to provide constructive feedback. Councilmember Holden questioned if City Hall had adequate parking for this event. Interim City Administrator/Director of Finance and Administrative Services Iverson stated staff could park off-site and walk to City Hall in order to free up additional spaces. Senior Planner Bachler noted that the event was an Open House and people would be coming in and out over the span of two and a half hours. Mayor Grant questioned if the meeting date should be changed to Wednesday, November 16, 2016, in order for the event to be held at the Marsden Room. Senior Planner Bachler indicated he would follow up with Ramsey County to see if the Marsden Room was available on Wednesday,November 16, 2016. Mayor Grant asked how many stations would be set up for the Open House. Senior Planner Bachler anticipated the Open House would have five or six stations. The Council was in favor of utilizing five or six stations. Councilmember Holden recommended the event be held past 7:00 p.m. Mayor Grant agreed with this suggestion and asked that the meeting be held from 4:00 p.m. to 7:30 p.m. The Council was in agreement that the Open House would be held from 4:00 p.m. until 7:30 p.m. Discussion ensued regarding the informational flyer and how information will be gathered from residents. Interim City Administrator/Director of Finance and Administrative Services Iverson recommended this item be addressed under the next agenda item. B. Communications Consultant Interim City Administrator/Director of Finance and Administrative Services Iverson reported the Council has set an open house for November 17, 2016, (later to be changed to November 16, 2016) to provide the community the opportunity to convey input to the City Council and Master Development "Team on the updated development plans of the former '.l'win Cities Army Ammunition Plant site (TCAAP). The City will need to work with its communication consultant on four(4) different items related to TCAAP: ARDEN HIL.,L,S SPECIAL CITY COUNCIL WORK SESSION—OCTOBER 24, 2016 3 1. Prepare a mailing announcing the open house (flyer or letter) that can then be formatted for use on the City's website 2. Prepare press release announcing the upcoming open house 3. Develop key messages for various aspects of the development that will be utilized by the Master Developer, as well as City Council/staff/consultants at the open house; and 4. Preparation of future press releases as appropriate (i.e. preliminary approval of the updated plan, results of open house, plan progressing through formal City approvals, etc.) Interim City Administrator/Director of Finance and Administrative Services Iverson explained Mike Zipko and Carl Kuhl, the City's Communication Consultants, were in attendance to discuss these items in more detail. Mayor Grant expressed concern with how the City was to control how questions were answered at the Open House. Interim City Administrator/Director of Finance and Administrative Services Iverson understood that the City's Communications Consultant were working with the Master Developer's Communication Consultants. Mr. Kuhl stated there would be a Q&A type handout that would be provided to all residents that attend the open house together with a survey. After review of the survey, the Council expressed some disapproval of the survey as presented and further discussion ensued. Mr. Kuhl stated they could word one of the survey questions to state "What are your thoughts about the concept plan at the former'I'CAAP site?" Councilmember Holden recommended the housing price ranges be placed on the neighborhood boards in order to keep the public informed. Mike Zipko questioned what the City's goals were for the Open House. Councilmember Holden did not see the Open house as sales pitch but rather wanted it to be informational in nature while also allowing for input from the public. Mayor Grant discussed how the housing proposed for the site had changed from the City's original plan. He agreed the City should work to gather feedback from the public on the current plan. Mr. Zipko recommended the Council have some sort of expectation or management plan for the feedback provided. Councilmember Wicklund viewed the Open House as an educational awareness event and not necessarily a selling event. He recognized the whole project would be presented to the public and understood there may be comments raised regarding building height and density within the Town Center. He suggested the focal point be centered on core issues. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—OCTOBER 24, 2016 4 Councilmember McClung agreed the event should be educational in nature. He recommended the facts be presented with a focus on the three key issues being building height, parks and Town Center density. Councilmember Wicklund believed he understood the overall plan for the site; however, he wanted further information about how the project would be financed. Councilmember Holden stated she would also like additional information on how the water features and drainage areas would look. Councilmember Holmes questioned what would be presented to the public at the five stations. The Council discussed that they would like the stations to include bullet points that would include "talking points" such as mixed use, density, home price ranges and shops together with answers to these questions. Senior Planner Bachler explained one station would be dedicated to each of the following topics: the Town Center, the residential neighborhoods, parks and the natural resources corridor, retail west of the spine road, and office/flex office and the thumb. He indicated another station could be created to address infrastructure and trails. Councilmember Holmes asked if there would be a station addressing finances for the project. Senior Planner Bachler commented staff was considering an FAQ station to allow the public to ask consultants and staff questions. He understood that questions would be raised on this topic and staff would be prepared to address this matter. Interim City Administrator/Director of Finance and Administrative Services Iverson discussed a meeting staff would be attending on October 31, 2016, with WSB and Ehlers to further address the financing of this project. Councilmember Holmes believed the public wanted to learn more about what was going on and how the project would be funded. Mayor Grant suggested the finances be handled at a high level. IIe recommended the financing for the water tower, infrastructure and civic area be spelled out for the public. He recommended that the Council not approve the project until they had a better understanding of what the costs were. Councilmember Wicklund recommended staff draft a list of talking points prior to the Open House. Mayor Grant anticipated this would be drafted by staff. Mr. Zipko agreed a Q&A sheet should be drafted prior to the Open Mouse to address bigger questions to assist City officials. He recommended the information provided at the Open House ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—OCTOBER 24, 2016 5 be tight or concise and not too overwhelming. He explained he could coordinate this information with Alatus. He anticipated the back side of the Q&A sheet could be used for feedback. Councilmember Wicklund recommended this Q&A sheet address cost, density, building height, corporate campus, look and feel of the natural resource corridor, housing, parks and trails, and traffic/accessibility. Mayor Grant recommended the feedback form have a box available for individuals to check off if they are a resident or non-resident. Councilmember Wicklund asked how information would be provided to residents that would not be able to attend the Open House. Councilmember Holmes asked if the boards could be posted on the City's website. Mr. Zipko stated it may be difficult for residents to understand the entire concept for TCAAP from pictures on the website. Ule suggested a separate feedback from be created for residents that are not able to attend the Open House. Mayor Grant summarized the direction of the Council at this time. Councilmember Holden recommended the postcard state that the original plan has been changed. Mr. Zipko described the manner in which he would draft a postcard/flyer. He indicated a racebook event could also be created to assist with driving residents to the Open House. Councilmember Holden feared the flyer would be viewed as junk mail by residents. She was also concerned with how quickly the flyer would be processed by the post office. Mr. Zipko discussed the first class and bulk mailing processes and noted the information on the flyer could also be used for a press release and would be posted on the City's website. The goal would be for the Arden Hills residents to see this information several different times. He wanted to see the Open House over communicated to the public. Councilmember Holden requested each Councilmember be provided with 10 to 15 flyers to hand out. Interim City Ad min istrator/Director of Finance and Administrative Services Iverson recommended flyers be posted at City Hall as well. Mayor Grant recessed the worksession meeting at 7:01 p.m. Mayor Grant reconvened the worksession meeting at 7:05 p.m. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—OCTOBER 24, 2016 6 2. COUNC.IL COMMENTS AND STAFF UPDATES Councilmember Holden asked what was meant by"when children are present"and how this was interpreted by the Sheriff's Department. She reviewed the information provided by staff and requested further information on how this was being enforced by the deputies. Further discussion ensued regarding this school cone regulation. Councilmember Holmes believed that this law was only enforced when school was in session. Councilmember Holden was aware of a person that was pulled over on a Saturday. For this reason, she wanted further information on how Ramsey County was enforcing this issue. Councilmember Holmes requested further information regarding the fire hydrant situation. Acting City Engineer Polka described the situation at Boston Scientific noting an old line had failing valves. She reported staff was more comfortable providing a contractor for the work versus allowing Boston Scientific to complete this work. Councilmember Holmes asked if the work would be billed back to Boston Scientific. Acting City Engineer Polka stated this has been discussed by staff and would be brought to the City Council on October 31, 2016. Councilmember Holmes understood the City Administrator candidate withdrew. She questioned what the City's plan was at this time. Mayor Grant explained the Personnel Committee would be meeting to address this concern on Thursday,November 3, 2016. Councilmember Holmes stated she would be providing the Personnel Committee with her input regarding this situation. Mayor Grant commented on the County Road E2 sidewalk and requested a trail connection be discussed at a future worksession meeting. Councilmember Holmes recommended this not be discussed until staff had numbers. Interim City Administrator and .Director of Finance and Administrative Services Iverson suggested this be addressed at a November worksession meeting in conjunction with the CIP. Councilmember Holden requested the new staff members attend an upcoming work session in order to be introduced to the entire Council. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—OCTOBER 24, 2016 7 ADJOURN Mayor Grant adjourned the City Council work session at 7:20 p.m. ,J,i �j A /Savz J-12-u/ J e Hanson David Grant C y Clerk Mayor AB�DEN 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: 1. TCAAP Open House Update 2. Communications Consultant Requested Date: 10/24/16 Requested time: 6:00 pm Open meeting X Closed meeting Signature of person(s) making request: hM4Vj;74t4i 10 / 20 / 16 Mayor or Council Member Date Council Member Date -This section to be completed by City staff- Date received: Date meeting to be held: 10/24/16 Time of meeting: 6:00 pm Location: City Hall All necessary posting and notices have been completed. S' ature 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.cityofardenhitis.org