HomeMy WebLinkAbout12-11-17-R �ENIHILLS
Approved: January 8, 2018
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
DECEMBER 11,2017
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; Public Works Director/City Engineer Sue
Polka; Interim Finance and Administrative Services Director Dave Perrault; City Attorney
Joel Jamnik; and City Clerk Julie Hanson
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
Councilmember Holden requested Item 5C and 5G be pulled from the Consent Agenda for
discussion at a future work session.
Councilmember Holden requested Item 8C be added to the agenda to allow for discussion on a
fee based system for fire protection.
Mayor Grant explained Items 5C and 5G could be addressed at the December 18 work session.
Though cancellation of that particular meeting was on the current Consent Agenda as Item 5Q, it
could be removed.
Councilmember Holden suggested these items be held over to the January worksession.
City Administrator Joynes indicated the Council could wait and address these items in January.
Councilmember Holden requested Item 8D be added to the agenda to discuss City process.
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 2
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 INQUIRIES/INFORMATIONAL
None.
3. STAFF COMMENTS
A. Rice Creek Commons (TCAAP) and Joint Development Authority (JDA)Update
Interim Director of Finance and Administrative Services Perrault provided an update on
TCAAP stating the Optimization Study should be completed by the Army in the first quarter of
2018. He explained this document would provide direction to the JDA and Alatus going forward
with the MDA for which there was a deadline of March 8, 2018. He reported the County Road H
& I project had a tentative ribbon cutting date set for Monday, December 18.
4. APPROVAL OF MINUTES
A. November 13, 2017, Special City Council Executive (Closed) with Open Session
B. November 13, 2017, Regular City Council
C. November 20, 2017, City Council Work Session
D. November 20, 2017, Continuation of Recessed November 13, 2017 Regular City
Council
Councilmember Holden requested a change to the November 20 Continuation minutes on Page
2, stating her comment should read staff should explain what Attachment A was.
Councilmember Holden requested a change to the November 20 work session minutes on Page
3, stating between the Mayor's comment and her comment in the middle of the page the following
statement should be added: City Administrator Joynes commented that there were options
regarding filling the recreation program position and that one option would be to hire a paid
summer intern to assist with recreational duties.
Councilmember Holden requested a change to the November 20 work session minutes on Page
5, stating under Item G noting Interim Finance and Administrative Services Director Perrault's
comments should state the City was requesting staff to explore requesting a donation from
Presbyterian Homes towards upcoming capital expenses.
MOTION: Councilmember McClung moved and Councilmember Holmes seconded a
motion to approve the November 13, 2017, Special City Council Executive
(Closed) with Open Session meeting minutes, November 13, 2017, Regular
City Council meeting minutes,November 20,2017, City Council Work Session
meeting minutes; and November 20, 2017, Continuation of Recessed
November 13, 2017 Regular City Council meeting minutes as amended. The
motion carried unanimously (5-0).
1
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 3
5. CONSENT CALENDAR
A. Motion to Approve Consent Agenda Item - Claims and Payroll
B. Motion to Approve the 2018 Employee Compensation Plan — Non-Union
Employees
o—Matton to Approve 2018-20 9 r , ral Union No. 49 Labor Agreement
E le3�
D. Motion to Approve Resolution 2017-046 Approving the 2018 City Contribution to
Employee Monthly Benefits
E. Motion to Approve Resolution 2017-047 Accepting the Liability Coverage Limits
from the League of Minnesota Cities Insurance Trust(LMCIT)
F. Motion to Approve Personnel Changes
and Planning sepviees
H. Motion to Approve 2017 Budget Amendment
1. Motion to Approve Lake Johanna Fire Department Capital Expenditures
J. Motion to Approve Amendment to Contract with Existing City Administrator
K. Motion to Adopt Ordinance 2017-012 Amending the Arden Hills City Code
regarding Salaries for the Mayor and City Councilmembers
L. Motion to Adopt Ordinance 2017-009 Approving the 2018 Fee Schedule and
Authorizing Publication of the Ordinance Summary
M. Motion to Approve 2018 Liquor License Renewals
N. Motion to Approve 2018 Tobacco License Renewals
O. Motion to Adopt Ordinance 2017-010 Amending Chapter 3, Licenses and
Regulations, by Adding Section 395 — Mobile Food Units and Authorizing
Publication of the Ordinance Summary
P. Motion to Adopt Ordinance 2017-011 Providing for the Issuance of Special
Permits Authorizing Extended Closing Times for On-Sale Liquor Establishments
during the 2018 Super Bowl
Q. Motion to Cancel the December 18, 2017 Work Session and the December 26,
2017 Regular City Council Meeting
R. Motion to Approve Planned Unit Development Amendment Agreement with
Arden Square, LLC
S. Motion to Approve the City's Portion of Roseville Booster Station Improvements
and Authorize Payment of Invoice
T. Motion to Approve Resolution 2017-048 —Appointing 2018 City Council Liaisons
for Commissions and Committees and Mayor Pro Tern
U. Public Works Maintenance Worker
Mayor Grant commented that the Council has not adjusted its salaries since 2007 and this
increase would bring the Arden Hills Council in line with neighboring cities.
MOTION: Councilmember McClung moved and Councilmember Holmes seconded a
motion to approve the Consent Calendar as amended removing Items 5C and
5G and to authorize execution of all necessary documents contained therein.
The motion carried unanimously (5-0).
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 4
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 7:14 p.m.
With no one coming forward to speak, Mayor Grant closed the public hearing at 7:15 p.m.
Mayor Grant requested staff remove this item from the agenda as a standing item.
B. Truth-In-Taxation Hearing
Interim Director of Finance and Administrative Services Perrault requested the Council hold
a Truth-In-Taxation Hearing. He reviewed the City's proposed tax levy and explained why tax
bills change on a yearly basis. He encouraged residents to contact the County assessor with any
property tax disputes they may have in the spring of 2018. He commented on how property taxes
were calculated by the City and noted property values in Arden Hills were on the rise. The impact
of the proposed 4%tax levy on median value home owners was discussed. He described how the
tax dollars captured by the City would be spent. He provided a summary of the 2018 General
Fund Budget noting both revenues and expenditures. The proposed increases within the budget
were noted. Staff compared the City's levy to neighboring communities and noted Arden Hills
was on the low end. Resources for property tax relief were reviewed for the record.
Councilmember Holden asked if the school districts' new levy had been included in staff s
presentation.
Interim Director of Finance and Administrative Services Perrault reported he did not have the
most recent numbers from the school districts on the recently approved levy.
Councilmember McClung reported the school district had a calculator available on their website
that could assist residents with calculating the impact of the new levy on their property taxes.
Mayor Grant opened the Truth-In-Taxation Hearing at 7:29 p.m.
With no one coming forward to speak, Mayor Grant closed the Truth-In-Taxation Hearing at 7:30
p.m.
Mayor Grant stated he supported the tax levy remaining at 4% given the increased expenditures
for public safety.
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 5
C. Resolution 2017-049 Adopting and Confirming Quarterly Special Assessments
for Delinquent Utilities
Interim Director of Finance and Administrative Services Perrault provided an overview of
delinquent utility accounts and requested those be amounts be certified to Ramsey County.
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.
Councilmember Scott asked if the delinquent utilities were for residential and commercial
properties.
Mayor Grant reported this was the case, but noted the City rarely had delinquencies for its
commercial properties.
MOTION: Councilmember McClung moved and Councilmember Holden seconded a
motion to adopt Resolution #2017-049 — Adopting and Confirming Quarterly
Special Assessments for Delinquent Utilities. The motion carried (5-0).
8. NEW BUSINESS
A. Adoption of the 2018 Budget and Tax Levy
• Approve the 2018-2022 CIP
Interim Director of Finance and Administrative Services Perrault reviewed the 2018-2022
CIP with the Council and recommended approval.
MOTION: Councilmember McClung moved and Mayor Grant seconded a motion to
approve the 2018-2022 CIP. The motion carried (5-0).
• Resolution 2017-050 Adopting the Proposed 2018 Budget in the
amount of$20,548,300
Interim Director of Finance and Administrative Services Perrault requested the Council adopt
the proposed 2018 budget.
MOTION: Councilmember McClung moved and Mayor Grant seconded a motion to
adopt Resolution #2017-050 — Adopting the Proposed 2018 Budget in the
amount of$20,548,300. The motion carried (5-0).
• Resolution 2017-051 Setting the Final Tax Levy for Taxes Payable in
2018 in the amount of$3,786,942
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 6
Interim Director of Finance and Administrative Services Perrault stated the City Council
needs to set a budget for the 2018 fiscal year, and set a tax levy to be certified to the County prior
to the beginning of 2018. The Council voted in September to set a preliminary tax levy increase of
4% (or approximately $146,000). This amount may be decreased, but not increased prior to the
final certification to Ramsey County. Staff reviewed the proposed tax levy in comparison to
neighboring cities. Staff requested the Council set the final tax levy for taxes payable in 2018.
Councilmember Holden stated she supported the tax levy at 4% and noted this would allow the
City enough of a cushion without overtaxing its residents.
Councilmember Holmes agreed and noted the Council has been working on the budget and tax
levy for several months.
MOTION: Councilmember McClung moved and Mayor Grant seconded a motion to
adopt Resolution #2017-051 — Setting the Final Tax Lew for Taxes Payable in
2018 in the amount of$3,786,942. The motion carried (5-0).
B. Joint Powers Agreement for Traffic Markings, Street Sweeping, Crack
Sealing, Screening and Seal Coating
Public Works Director/City Engineer Polka stated in 2005, a joint powers agreement(JPA) for
various street maintenance activities was executed by the cities of Coon Rapids, Andover,
Brooklyn Center, Columbia Heights, and Fridley. Since 2005, six additional cities have joined the
joint powers agreement (Ham Lake, East Bethel, Anoka, Mahtomedi, Circle Pines and Mounds
View).
Public Works Director/City Engineer Polka reported staff recently attended a meeting to gather
information and feel that it would be to the City's advantage to participate in the JPA for the
City's crack sealing and seal coating projects. Due to the quantities bid through the JPA, the unit
prices have been lower than stand-alone contracts. For example,the unit price for crack sealing in
last year's JPA was $0.67/LF versus the bid that Arden Hills received of$3.05/LF.
Public Works Director/City Engineer Polka explained another feature of the JPA is an opt out
clause which allows a City to opt out of any individual bid award and contract within 30 days after
a bid has been awarded. The JPA is administered by Coon Rapids for a small percentage of the
construction costs ranging from 1-2%. Based on the proposed streets to be crack sealed and seal
coated in 2018, it is anticipated that the fee for Arden Hills would be 1.5%, which would equate to
$1,125 on a $75,000 construction budget. The following streets are being considered for crack
sealing and seal coating in 2018:
• Glenview Avenue Glenview Court
• Janet Court Valentine Avenue
• Valentine Court Valentine Crest Road
• Asbury Avenue Edgewater Avenue
• Glenhill Road Ridgewood Road
Councilmember Holden asked if sealing coating was good or bad for the City's roadways.
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 7
Public Works Director/City Engineer Polka stated sealcoating was good for the City's streets.
She explained that each member City was happy with the work completed on an annual basis.
Councilmember Holmes questioned why the City had budgeted $75,000 for this item when only
a JPA contract was being approved.
Public Works Director/City Engineer Polka reported this was the case and noted the $75,000
was simply an estimate for pavement maintenance. She indicated staff would report back to the
Council in the future to have an amount approved for street maintenance.
Mayor Grant commented that the Joint Powers Agreement was a great way for the City to lower
its per unit cost and allow for a larger amount of street maintenance to be completed. He
encouraged staff to pursue additional JPA's on behalf of the City.
MOTION: Councilmember McClung moved and Councilmember Holden seconded a
motion to approve the Ninth Amendment to Joint Powers Agreement for
Traffic Markings, Street Sweeping, Crack Sealing, Screening, and Seal
Coating and authorize the Mayor and City Administrator to execute the
agreement. The motion carried (5-0).
C. Fee Based System for Fire Protection
Councilmember Holden stated in one of the past meetings the City Attorney discussed fee based
fire protection services and asked if the Council would like to hear further information regarding
this matter. She explained she was interested in learning more.
Mayor Grant indicated he would support the Council hearing a presentation on this item at a
future worksession meeting.
Councilmember Holmes asked if a fee based system could also be imposed for police and
ambulance services.
City Attorney Jamnik reported this type of system could be imposed for police or ambulance
calls. He explained he could provide the Council with additional information on this topic in
January.
D. City Process
Councilmember Holden stated she would like to clarify with staff how to address items brought
up from the bench at the end of City Council meetings. She explained that staff was not always
following through on items until being asked a second time by Council. She questioned what type
of process should be in place to ensure these items are not forgotten.
City Administrator Joynes suggested staff bring a system with documentation to the Council at
the January work session.
Mayor Grant supported this recommendation.
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 8
Interim Director of Finance and Administrative Services Perrault explained staff would be
addressing the formal complaint process at the February work session.
Council consensus was to address this item at the February work session.
9. UNFINISHED BUSINESS
None.
10. COUNCIL COMMENTS
Councilmember Scott recognized two long-standing volunteers for the Arden Hills Notes
Newsletter, Susan Cathey and Mary Nosek, for their years of service to this publication. He
thanked both of these individuals for their years of dedicated service to the community.
Councilmember Scott invited the public to attend breakfast with Santa on Saturday, December
16 from 10:00 a.m. to 12:00 p.m. at City Hall.
Councilmember Scott thanked the Mounds View Business Management Class for completing a
successful fall project which involved planning and executing a fundraiser which benefited
Beyond the Yellow Ribbon.
Councilmember Holmes stated Councilmember Scott had attended the last Planning
Commission meeting, which had to be canceled due to lack of a quorum. She encouraged the
Council to focus on this committee and its alternates in order to improve attendance.
Councilmember Holden reported she attended the Annual Ramsey County League of Local
Government meeting and noted David Schulz, professor from Hamline University, was the guest
speaker.
Councilmember Holden commented on Item 5K and requested staff provide more detailed
information to the City Council for Items 5C and 5G. She explained this would ensure items did
not have to be pulled for further discussion at a future meeting.
Councilmember Holden requested staff provide the Council with a year-to-date accounts payable
statement at the end of the year.
Interim Director of Finance and Administrative Services Perrault stated he could provide this
information to the Council but expressed concern as to the accuracy due to prepaid or outstanding
items.
Councilmember McClung wished everyone a Happy Holidays, Merry Christmas and Happy
Hanukkah. He hoped that everyone would have a very safe and Happy New Year.
Mayor Grant commented on the trail planned for 2018 and asked if this project was set to be bid
in the near future.
ARDEN HILLS CITY COUNCIL—DECEMBER 11, 2017 9
Public Works Director/City Engineer Polka reported staff would be holding a neighborhood
meeting on Tuesday, December 12 at City Hall at 6:00 p.m. with the final design plans. She
stated staff was working with the watershed district to receive variances to address the stormwater
issues. She explained staff would be going out for bids after receiving approval from the
watershed district.
Mayor Grant questioned why some fire hydrants in the City were covered with plastic but not all.
Public Works Director/City Engineer Polka reported all hydrants adjacent to County Roads
were covered with plastic in order to keep the salt spray and brine off of these hydrants. She
explained that some hydrants were back far enough that the City did not have to worry about
them.
Mayor Grant commented on the Arden Hills Notes newsletter topics as proposed by Dawn
Skelly.
Mayor Grant reported NYFS had $4,000 in matching funds available for donations at this time.
Mayor Grant indicated this was the Council's last meeting of the year. He wished everyone
Happy Holidays and a Happy New Year.
Mayor Grant thanked City Administrator Joynes for serving as the City Administrator in 2017
and for agreeing to work as a consultant in 2018.
City Administrator Joynes thanked Mayor Grant and stated it had been a pleasure to serve the
City of Arden Hills in 2017. He stated he was pleased by the items the City had accomplished and
he looked forward to continuing to serve as a consultant.
Interim Director of Finance and Administrative Services Perrault stated he would confirm
that the ribbon cutting ceremony for the County Road H & I project would be held on Monday,
December 18 at 12:00 p.m.
ADJOURN
MOTION: Mayor Grant moved and Councilmember Holden seconded a motion to
adiourn. The motion carried unanimously(5-0).
Mayor Grant adjourned the Regular City Council Meeting at 8:09 p.m.
J e Hanson David Grant
y Clerk Mayor