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HomeMy WebLinkAbout02-13-17-RIt -ARZENHILLS Approved: March 13, 2017 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING FEBRUARY 13, 2017 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 Steve Scott Absent: None Also present: City Administrator Bill Joynes; Director of Finance and Administrative Services Sue Iverson; Interim Assistant Public Works Director/City Engineer Sue Polka; Interim City Planner Eric Zweber; and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Grant requested Item 8C be moved to the Consent Agenda for approval as Item 5N. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIESANFORMATIONAL None. 3. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA) Update City Administrator Joynes provided an update on TCAAP stating a number of small group meetings have been held in the last two weeks. He explained the City was waiting for a proposal from the developer on how the infrastructure improvements would be handled and how these ARDEN HILLS CITY COUNCIL - FEBRUARY 13, 2017 2 improvements would be phased. He reported the City would be meeting with representatives from the County and Master Developer in two weeks where an agreement would be formed and this information would be passed along to the JDA. He anticipated the JDA meeting for February 22 would be canceled. Councilmember Holmes questioned when the Master Development Agreement would be approved. City Administrator Joynes estimated the Master Development Agreement would be approved in late May or early June. Councilmember Holden asked if the developer had considered a name change for the development. City Administrator Joynes stated he was not aware of a new name but would discuss this with the master developer. 4. APPROVAL OF MINUTES A. December 12, 2016, Special City Council Work Session B. December 12, 2016, Regular City Council C. December 13, 2016, Special City Council Work Session D. December 19, 2016, City Council Work Session E. December 19, 2016, Special Regular City Council F. January 9, 2017, Regular City Council G. January 17, 2017, City Council Work Session Councilmember Holden requested a change to the January 17 City Council work session minutes on Page 3, noting the streets slated for work in 2017-2019 were Park Shore Drive, Brueberry Lane, Wedgewood Circle and Floral Drive. Councilmember Holden requested a change to the December 19 Special City Council minutes on Page 4, stating in the fourth paragraph should be amended adding: Councilmember Holden believed Jonathan Wicklund should be taken out of consideration given the fact that he wanted to be on the Council but was not willing to campaign for re-election, was unwilling to talk to residents while currently on the Council and was unwilling to help with other City Committees. She stated she would support Steven Jones or Kyle Lassen before Councilmember Wicklund given their level of commitment to the City. In addition, after Mayor Grant's comment, her statement should reflect she believed David Sand was the best candidate for Chair of the JDA. MOTION: Councilmember Holden moved and Councilmember Scott seconded a motion to approve the December 12, 2016, Special City Council Work Session meeting minutes, December 12, 2016, Regular City Council meeting minutes, December 13, 2016, Special City Council Work Session meeting minutes; December 19, 2016, City Council Work Session meeting minutes; December 19, 2016, Special Regular City Council meeting minutes; January 9, 2017, Regular City Council meeting minutes; and January 17, 2017, City Council ARDEN HILLS CITY COUNCIL — FEBRUARY 13, 2017 3 Work Session meeting minutes as amended. The motion carried unanimously (5-0). 5. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Approve Pay Equity Report C. Motion to Approve the Amended 2017 Fee Schedule D. Motion to Approve Resolution 2017-005 Approving LG230 Application to Conduct Off -Site Gambling for Merrick, Inc. E. Motion to Approve Resolution 2017-003 Appointing Paul Beggin to the Parks, Trails and Recreation Committee (PTRC) for a term expiring December 31, 2019 F. Motion to Approve Resolution 2017-004 Appointing Rob Williams to the Economic Development Commission (EDC) for a term expiring December 31, 2019 G. Motion to Approve the Proposed Schedule and Scope for Planning and Economic Development Services for a Higher Education Study H. Motion to Approve the Proposal to Authorize WSB to Complete the City's Water Supply Plan Upgrade I. Motion to Accept the Proposal from Forest Lake Contracting, Inc. for Removal and Replacement of Bridge Lighting at County Road E and Snelling Avenue J. Motion to Approve Lake Johanna Fire Department Capital Expenditures K. Motion to Approve Ordinance 2017-002 Amending Chapter 6, Subsection 620.05 of the Arden Hills City Code regarding Alarm Systems and User Fees; Notices L. Motion to Accept Resignation of Ken Novack, Public Works Superintendent M. Motion to Cancel February 27, 2017 Regular City Council Meeting N. Motion to Approve Rice Creek Commons Municipal Site Task Force MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as amended, adding Item 5N and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 6. PULLED CONSENT ITEMS None. 7. PUBLIC HEARINGS A. TCAAP Development Discussion Opportunity for Residents Mayor Grant stated under the Public Hearing section, citizens would have an opportunity to discuss ideas regarding the TCAAP development. Mayor Grant opened the public hearing at 7:11 p.m. With no one coming forward to speak, Mayor Grant closed the public hearing at 7:12 p.m. ARDEN HILLS CITY COUNCIL —FEBRUARY 13, 2017 4 8. NEW BUSINESS A. 2017 Trail Project and Old Snelling Water Main Improvement Project 17-W- 001 — Engineering Services Interim Assistant Public Works Director/City Engineer Polka stated an 8 -ft wide bituminous trail is proposed along the south side of County Road E2 to connect the existing bituminous trail that was recently constructed on the east side of Cleveland Avenue SW and the existing bituminous trial at New Brighton Road. Currently there is not a crosswalk at the New Brighton Road trail crossing. A pedestrian crossing and ramps are proposed to accommodate the trail entrance at this point. This bituminous trail will be approximately 655 -ft long. Initially staff considered extending the trail along the existing shoulder. After meeting with Ramsey County staff, they have indicated that they would consider 1) allowing the City to place bike trail symbol markings on the existing shoulder or 2) locating the trail in the boulevard behind the existing curb. If the council chooses to consider option 2, WSB would complete a topographic survey, prepare a preliminary alignment and cost estimate for further consideration. Interim Assistant Public Works Director/City Engineer Polka explained the Old Snelling Trail Improvements project proposes the addition of bituminous trails along County Road E (CR E) and Old Snelling Avenue. Previous engineering studies determined preliminary design for the trail on the south side of CR E between Freeway Park and Old Snelling Avenue and for the trail on the west side of Old Snelling Ave between CR E and Bethel Drive. A preliminary design for the trail segment was completed by Elfering Engineering with a preliminary total cost estimate of $882,000. Interim Assistant Public Works Director/City Engineer Polka indicated also proposed is the addition of a bituminous trail along the west side of Old Snelling Avenue between Bethel Drive and County Road E2 (CR E2). A feasibility study was completed in 2008 by Bolton & Menk for the Old Snelling Avenue Trail from SH 51 to CSAH 96. In the study, it was recommended to locate the trail along the west side of Old Snelling Avenue. The segment between Bethel Drive and CR E2 is identified as a 10' wide urban trail (directly behind the curb) with a retaining wall to minimize impacts which include driveways, steep slopes, landscaping and wetlands. Due to the need for wetland delineations, potential wetland impacts and mitigation requirements, and permitting, WSB has provided an alternate schedule in the event the project is delayed due to the permitting timeline. The preliminary estimate for the trail, including project costs is $700,000. Interim Assistant Public Works Director/City Engineer Polka reported the 2017 CIP includes a project for CR E2 Water Main Replacement/Old Hwy 10 Water Loop. The purpose of this project is to replace existing 12" water main on CR E2 from Old Snelling Ave to Valentine Hills School as the main has experienced numerous breaks due to deterioration of the pipe material. Due to the location of the existing water main on CR E2, the existing trail will also need to be replaced. In addition, completion of a water main loop on Old Snelling Avenue from CR E2 to CR E will provide redundancy in the system and no longer require temporary feeds in the system or loss of service in the event of breaks in other areas. The completion of the water main loop is also required to supply water to the TCAAP site. The CIP identifies $400,000 for this project to be paid from the water fund. The current estimate is approximately $500,000 if directional drilling ARDEN HILLS CITY COUNCIL —FEBRUARY 13, 2017 5 is a viable construction method and $600,000 if open cut construction with bituminous patching is necessary. Soil borings and a geotechnical investigation are included in the scope of work. Interim Assistant Public Works Director/City Engineer Polka stated the trail along County Road F west of Lexington Avenue is also identified in the CIP. Staff recently met with Ramsey County to discuss trail projects. Ramsey County is currently planning a 2018 project for improvements on County Road F to include widening, addition of turn lanes and a traffic signal at Innovation Way. The County had planned to include the trail connection with the roadway project. Ramsey County staff plans to present the project to the City Council at a future meeting. Staff is recommending that the City Council approve the scope and fee for the 2017 Trail Projects and the Old Snelling Water Main Improvements Project that is presented by WSB & Associates. If accepted, WSB & Associates will begin the design for trail segments and the water main. Staff recommended this project be completed in conjunction with the County's project. Councilmember Holden asked how much the feasibility study would cost for the trail segment from Cleveland Avenue to New Brighton Road. Interim Assistant Public Works Director/City Engineer Polka stated she did not have this expense broken down per trail segment. She estimated the construction would be $200,000, but this would increase if the trail had to be located behind the power poles. Councilmember Holden stated she would like to discuss this trail segment further given the number of unknowns. Interim Assistant Public Works Director/City Engineer Polka indicated she could bring this trail segment back to the Council at an upcoming worksession meeting. Mayor Grant commented on the Bethel Trail project and asked if the County has authorized the City to use of the shoulder near the pond. Interim Assistant Public Works Director/City Engineer Polka reported this was the case. Councilmember Holden questioned if borings had been taken on County Road F. Interim Assistant Public Works Director/City Engineer Polka stated the County would be coming before the Council with additional information on this project in the near future. Councilmember Holmes asked if the proposed fee includes engineering for County Road F. Interim Assistant Public Works Director/City Engineer Polka stated this project was removed from the proposal. Further discussion ensued regarding the trail segments and which portions should be completed in 2017 and those that should not. Councilmember Scott recalled the Bethel trail was the focus for 2017. ARDEN HILLS CITY COUNCIL — FEBRUARY 13, 2017 6 Mayor Grant recommended staff provide the Council with greater detail in the future noting the specific engineering price for each trail segment. He then asked how much the Bethel trail would cost to construct. Interim Assistant Public Works Director/City Engineer Polka reported the current estimate was $700,000, noting the retaining wall expense was quite high. She explained the plans would be worked on and would be reviewed by the Council again at a future meeting. Mayor Grant commented on the funding gap for this trail of approximately $500,000. Councilmember McClung suggested the Council table action on this item and direct staff to break up the project numbers in more detail for the Council to review in March. Interim Assistant Public Works Director/City Engineer Polka did not anticipate this would be a problem. Mayor Grant questioned if the watermain loop could be completed separately from the trail segment. Interim Assistant Public Works Director/City Engineer Polka reported this could be done. MOTION: Councilmember McClung moved and Mayor Grant seconded a motion to table action on this item to the March 13, 2017 City Council meeting. The motion carried (5-0?. B. City Properties Appraisal Services Proposal City Administrator Joynes stated at the City Council Work Session on January 30, 2017, the City Council discussed the Option Agreement to purchase the Civic property on TCAAP and potential funding sources for development on the site. One of the funding sources discussed was the sale of the old City Hall property at 1450 West Highway 96 and the current City Hall property at 1245 West Highway 96. The City Council directed staff to have an appraisal completed so the City can better evaluate the potential sale of the two properties. Staff contacted three appraisal firms and requested a quote for the following scope of work: • Property 1 — 1450 West Highway 96 - Value given development with uses allowed by current Neighborhood Business Zoning - Value given development with townhomes - Value given development with single-family homes • Property 2 — 1245 West Highway 96 - Value given development with limited commercial uses, such as office, medical, or limited retail uses City Administrator Joynes explained two firms provided quotes for the appraisal services: BRKW and Patchin Messner Dodd & Brumm. Of the quotes received, BRKW was the lower amount at $10,500.00. BRKW also proposed completing the work within two months of ARDEN HILLS CITY COUNCIL — FEBRUARY 13, 2017 7 authorization to proceed, while Patchin Messner Dodd & Brumm estimated a 10- to 12 -week timeframe for completion. Councilmember Holden suggested the word "limited" be removed from the suggested uses for Property 2. Mayor Grant supported this recommendation. Councilmember Holden recommended Neighborhood Business be eliminated as a potential use for Property 1. She recommended this property be zoned Commercial. Councilmember Holmes supported Property 1 being a Neighborhood Business given its close proximity to the townhouses. Mayor Grant stated he was interested in receiving the appraisals prior to making any decision on the zoning for the properties. Councilmember McClung agreed and stated he was in favor of looking at all potential options for Property 1. Councilmember Holmes questioned why the City was not pursuing townhouses and single- family on the existing City Hall property. Interim City Planner Zweber explained the reason this was not pursued was because this would create a stand-alone neighborhood that would be surrounded by the Army Reserve. Councilmember Holmes stated she would like to review this potential within the appraisals. Councilmember McClung agreed with this recommendation. Councilmember Holden suggested multi -family also be considered for this property. She believed it made more sense to put an apartment complex on this property than single-family homes. Mayor Grant agreed. Councilmember Holden requested further information on how staff defined the cost approach. Interim City Planner Zweber explained this meant looking at the land and then the building value separately. City Administrator Joynes recommended staff be allowed to redraft the wording on the appraisals and see if the bid amount would remain the same, given the fact the scope of the work has changed. He suggested this item be tabled to the first Council meeting in March. ARDEN HILLS CITY COUNCIL — FEBRUARY 13, 2017 8 MOTION: Councilmember McClunp, moved and Councilmember Holmes seconded a motion to table action on this item to the March 13, 2017 City Council meeting. The motion carried (5-0). C. Rice Creek Commons Municipal Site Task Force This item was approved on the Consent Agenda. D. Professional Services Agreement with WSB & Associates City Administrator Joynes stated the City has worked with WSB and Associates under a Professional Services Agreement during the last half of 2016. They have provided public works supervision, engineering services, and planning support on a limited and as needed basis for a three-month period. Staff has asked WSB to provide an extended agreement going forward that would provide ongoing support in the same content areas for a period of three years with timely reviews on an annual basis. The agreement provides for 32 hours per work of on-site public works directorship with Sue Polka filling that role. He recommended this be under a retainer arrangement of $10,500 per month with all other additional services charged under the fee schedule. It is anticipated that the majority of those fees will be charged to various projects as approved. City Administrator Joynes explained the principals of the WSB Arden Hills team will remain the same with Andy Brotzler and Bret Weiss providing ongoing, specialty services. The City will realize a savings in General Fund personnel costs and staff believed the degrees of expertise that would be supporting the City would be greatly enhanced over our past experience. Councilmember Holden asked if the Personnel Committee had reviewed this matter. City Administrator Joynes stated this matter was being determined by the entire City Council. Councilmember Holden discussed the cost savings the City would receive by contracting engineering services with WSB and noted the City would be saving roughly $100,000. Councilmember Holmes questioned the length of the proposed contract. City Administrator Joynes reported the contract was for three years. He noted there was a 90 - day termination clause and the Council would be reviewing the contract on an annual basis. He described how engineering services would be billed hourly to the City if over and above the 32 hours within the contract. Councilmember Holmes asked if Ms. Polka would be representing the City for TCAAP. City Administrator Joynes explained Andy Brotzler would represent the City in this capacity, along with Brad Weiss, while Ms. Polka would act as the Public Works Director/City Engineer on a day to day basis. ARDEN HILLS CITY COUNCIL — FEBRUARY 13, 2017 9 MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to direct the City Administrator to execute the Professional Services Agreement with WSB and Associates. The motion carried (5-0). E. Request for Proposals — City Hall Assessment and TCAAP Civic Site City Administrator Joynes stated the City has been offered an option to purchase the 1.6 -acre Civic zoned property on the TCAAP site. A Civic Site Task Force is being created to look at the possibility of building and operating a public facility on the property. The RFP outlines two phases for the project as well as one alternate. Phase 1 — Lifecycle and Maintenance Assessment of Existing City Hall Phase 2 — Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Civic Site Alternate 1 — Assessment of Space Needs of the Public Works Facility City Administrator Joynes explained staff has identified a list of architects with experience in municipal projects. In addition to sending the RFP to these architects, the RFP could be advertised on the League of Minnesota Cities and American Institute of Architects — Minnesota websites. Staff requested the Council direct staff to issue RFP's. Mayor Grant understood Phase 1, Phase 2 and Alternate 1 would be priced individually. City Administrator Joynes stated this was the case. Councilmember Holden expressed concern with how much of TCAAP the City would be responsible for. City Administrator Joynes indicated the City would have one-third more roads and utilities to maintain along with 4,000 new residents once TCAAP was completely developed. The Council would have to determine if the current City Hall would accommodate these needs. He discussed the unique opportunity the City had to develop a Civic Site on TCAAP. MOTION: Councilmember McClune moved and Mavor Grant seconded a motion to Authorize the City Administrator to issue the Request for Proposals for Lifecycle and Maintenance Assessment of Existing City Hall and Conceptual Design, Site Assessment, Cost Estimation and Community Engagement Facilitation for the TCAAP Site. The motion carried (5-0). 9. UNFINISHED BUSINESS None. 10. COUNCIL COMMENTS Mayor Grant stated he visited the Tavern Grill and was pleased this restaurant was now open in Arden Hills. ARDEN HILLS CITY COUNCIL —FEBRUARY 13, 2017 Mayor Grant discussed the work being conducted at Land O'Lakes. 10 Mayor Grant noted he attended the Five Mayors meeting with the school district where the group discussed the expansion of the Shoreview Community Center in 2017 and also that the school district enrollment was on the rise. Councilmember McClung indicated the Ramsey County Friends of the Park were holding their annual tree sale. He encouraged Arden Hills' residents to participate in this event and donate a tree to help beautify the City parks. He requested staff put a link to the tree sale on the City's website. Councilmember McClung indicated the deadline for registering for the Ramsey County League of Local Government Annual Legislative Briefing was Friday, February 17 and the meeting will be held on Thursday, February 23 at the North St. Paul City Hall, Councilmember Holden asked if food trucks were allowed in Arden Hills. City Administrator Joynes explained he and Senior Planner Bachler had discussed the request of the North Metro Exam Station and determined the request would fall under more of a private, catering situation since the food truck would be on private property only and not accessible to the public. Councilmember Holden suggested the Council discuss having budget information be included on all staff reports at an upcoming work session. Councilmember Scott stated he attended the Newly Elected Officials training last month. He provided further comment on the valuable information he gained from this conference. Councilmember Scott indicated he also visited the Tavern Grill and stated the food was quite good. He was pleased to see this new business doing well in the community. Mayor Grant explained he received a letter on behalf of the City of St. Anthony on WSB letterhead thanking the City for their assistance of the wellhead protection plan. Mayor Grant reported the United States Department of Commerce has sent the City notice that they would be completing a census in 2020. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 8:28 0,,&z daw,-�-b oo/, Jul Hanson David Grant Ci Clerk Mayor