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HomeMy WebLinkAbout04-09-18-R 'It -4 �ENILLSI Approved: May 14, 2018 CITY OF ARDEN HILLS,MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 9,2018 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 Dave Perrault; Public Works Director/City Engineer Sue Polka; City Planner Matthew Bachler; Finance Director Gayle Bauman; and City Clerk Julie Hanson PLEDGE OF ALLEGIANCE Mayor Grant requested the Boy Scouts from Troop #186 come forward and lead the City Council in the Pledge of Allegiance. Andy Payne and Collin Boyd introduced themselves to the Council and noted they were working on a Citizenship in the World merit badge. Mayor Grant welcomed newly hired Finance Director Gayle Bauman to the City of Arden Hills. 1. APPROVAL OF AGENDA Mayor Grant requested Items 913 and 9C be placed on the Consent Agenda. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. RESPONSE TO PUBLIC INQUIRIES ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 2 Mayor Grant noted this was a new item on the agenda and explained this item would allow the City to respond to previous comments made to the Council. He reported the Council had no response to Public Inquiries at this time. 3. PUBLIC INQUIRIES/INFORMATIONAL None. 4. STAFF COMMENTS A. Rice Creek Commons (TCAAP) and Joint Development Authority(JDA) Update City Administrator Perrault provided an update on TCAAP stating the JDA met on April 2. He explained the group received updates on the Optimization Study and the TGRS. He indicated the Mayor expressed concern with changes being made to the JPA along with the financial impact of the project on the City. He reported the JDA staff was directed to further investigate the impacts the project would have on the City of Arden Hills. Councilmember Holden stated she attended the April 2 JDA meeting. She commented at this meeting she learned Ramsey County would not be working with the City for a 429B and that the City would be held liable for all of the costs for the water. She estimated this expense to be $8 million. She questioned when this changed and expressed concern with the liability the City would have to assume. City Administrator Perrault stated nothing has been decided at this time. He reported the Master Development Agreement (MDA) was being negotiated at this time and would have to be voted on by the JDA. He explained staff would continue to work in the best interests of the City Council. Councilmember Holden questioned if Alatus' timeframe had run out. City Administrator Perrault indicated the timeframe with Alatus had run out on March 8. He reported the JDA does not have exclusivity with Alatus anymore. Councilmember Holden questioned if the County was more concerned about jobs or the fair market value of the land. City Administrator Perrault stated this question would have to be deferred to the County Board. Mayor Grant commented the lack of a 429B was brought up to the County. Councilmember McClung stated it was his understanding the County was still speaking exclusively with Alatus. ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 3 Councilmember Holmes requested further information on the 429B process. City Administrator Perrault stated this was a method for the City to charge or assess the landowner for the proposed utility improvements. Further discussion ensued regarding the special assessment process and how this tool could be utilized by the City. Staff noted the 429B process would be a risk mitigation tool. Councilmember Holden requested the entire City Council be provided with the JDA minutes and full packets going forward. B. Transportation Update Public Works Director/City Engineer Polka reported the County was planning to open bids for the County Road F project on April 19. Mayor Grant asked if staff had resolved the cost sharing for this project. Public Works Director/City Engineer Polka stated this has been resolved and noted the Council would be reviewing cost sharing documents at an upcoming meeting. 5. APPROVAL OF MINUTES A. March 12, 2018 Regular City Council MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the March 12, 2018, Regular City Council meeting minutes as presented. The motion carried unanimously (5-0). 6. CONSENT CALENDAR A. Motion to Approve Consent Agenda Item - Claims and Payroll B. Motion to Appoint Public Works Maintenance Worker C. Motion to Approve 2018-2019 Local Union 49 Contract D. Motion to Adopt Resolution 2018-024 Street Maintenance Joint Powers Agreement E. Motion to Adopt Resolutions 2018-025 and 2018-026—Limited Use Permits with MnDOT—Pedestrian Trails in Rights-of-Way—County Road E and County Road E2 F. Motion to Authorize Final Payment to City of New Brighton — Cost Share Joint Powers Agreement—Mounds View High School Trail G. Motion to Authorize the Purchase of Two Toro Mowers and the Sale of Three Toro Mowers H. Motion to Authorize City Staff to Begin Summer Work Hours Beginning Tuesday, May 29, 2018 and Concluding on Friday, August 31, 2018 ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 4 I. Motion to Approve Proposal from WSB & Associates to Provide GIS Services to the City of Arden Hills J. Motion to Approve Conditional Use Permit and Master Plan Amendment and Variance Approval for Bethel University K. Motion to Approve Sanitary Sewer Repairs—Valley Rich L. Motion to Approve Resolution 2018-028 Approving Plans and Specifications and Ordering Advertisement for Bids—Johanna Marsh Park Improvements Project M. Motion to Approve Planning Case 18-004 — Ramsey County — TCAAP Preliminary and Final Plat 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). 7. PULLED CONSENT ITEMS None. 8. PUBLIC HEARINGS None. 9. NEW BUSINESS A. Resolution 2018-027 Declaring Costs to be Assessed, Ordering Preparation of Proposed Assessments, and Calling for a Public Hearing for Proposed Assessments—2018 Street and Utility Improvement Project Public Works Director/City Engineer Polka stated as per Council direction, bids were opened on Thursday, March 29, 2018 for the 2018 Street and Utility Improvement Project, which includes Indian Oaks Court, Indian Oaks Trail, West Floral Drive, James Circle, Gale Circle, Norma Circle, Wedgewood Drive, Brueberry Lane and Parkshore Lane. There were a total of 8 bids received. The following list provides the bidder's name and their total bid. Northwest Asphalt, Inc. $2,491,595.86 T.A. Schifsky& Sons, Inc. $2,559,109.29 Forest Lake Contracting, Inc. $2,594,555.90 Park Construction Co. $2,613,637.30 Northdale Construction Co., Inc. $2,628,143.42 Arnt Construction, Inc. $2,716,004.10 Ryan Contracting Co. $2,781,840.90 C.S. McCrossan Construction, Inc. $3,127,871.52 ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 5 Public Works Director/City Engineer Polka reported the low bid of $2,491,595.86 received from Northwest Asphalt, Inc. compares favorably with the construction engineer's estimate which is $2,686,970.00. Further analysis of the low bid; adding overhead and dividing it into the cost for the reconstruction and reclamation neighborhoods results in the following total project costs: • $3,103,300.00 Total Project Cost for the Reconstruction Neighborhood • $237,100.00 Total Project Cost for the Reclamation Neighborhood Public Works Director/City Engineer Polka commented each of these total project costs were then analyzed for the assessable cost which as described in the City's Assessment Policy is half of the street project cost. The results of this analysis are as follows: • Reconstruction Assessment Rate of $10,219.52 per unit as compared to the Feasibility Report estimate of$10,300. • Reclamation Assessment Rate of$1,816.52 per unit as compared to the Feasibility Report estimate of$2,000. Public Works Director/City Engineer Polka stated in the past, the City Council has set the interest rate for unpaid assessments with the resolution declaring costs to be assessed. The current assessment policy states: "H. Interest Rate on Unpaid Balance The interest rate used for the assessment shall be designated at the prime rate plus two (2) percentage points, fixed for the duration of the outstanding balance. The effective date of the interest shall be the date the Council approval of the assessment role." Public Works Director/City Engineer Polka reported two items have been identified upon review of the City's 2004 Assessment Policy and past practice: I. The proposed resolution reflects the current assessment policy language. Staff would recommend setting the interest rate at 2% over the City's bond interest rate which is approximately 3%, resulting in an assessment interest rate of 5%. 2. The City's current assessment policy allows for property owners to pay the entire assessment in full within thirty days without an interest charge. In addition, the assessment policy states that "a property owner may pay the total assessment against their property with accrued interest at any time during the life of the project assessment period". In 2015, property owners were allowed to make partial payments. It is staff s recommendation that the policy language regarding payment of the total assessment amount be followed and that partial payments would not be allowed. Public Works Director/City Engineer Polka commented in order to move both of these projects forward, it would be appropriate for the Council to consider adopting a resolution with a potential amendment to the interest rate language. ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 6 Councilmember Holmes asked why the City would not be taking partial assessment payments. City Administrator Perrault reviewed the assessment policy language and noted the City could take payments in full but had no language to address how to handle partial payments. He explained the Council could make a determination on this matter. Councilmember Holden stated she supported the interest rate being set at 2% over the bond interest rate. She commented she could support a partial payment as well. Mayor Grant supported this interest rate as well. Councilmember McClung also supported the 2% interest rate over the bond interest rate (2.75%) or 4.75%. Councilmember Holmes stated she would like to see residents have the ability to make a partial payment on their assessment. Councilmember Holden agreed with this recommendation. Councilmember Holden and Councilmember Holmes supported the interest rate being set at 5%. The Council was in agreement. Councilmember Scott asked if the City's bonds would have a fixed interest rate. City Administrator Perrault reported this was typically the case. Councilmember Scott commented he would like the interest rate to be set at 4.75%. Mayor Grant stated he believed the City would be better off setting the interest rate at 5%. He reported the interest rate could always be reduced to 4.75%at a future date. Councilmember McClung stated it was his preference to set the interest rate at 5%. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to adopt Resolution #2018-027 — Declaring Costs to be Assessed, Ordering Preparation of Proposed Assessments, and Calling for a Public Hearing for Proposed Assessments — 2018 Street and Utility Improvement Project. AMENDMENT: Councilmember Holden moved and Councilmember Holmes seconded a motion to amend the interest rate within the Resolution to be 5%. The amendment carried (5-0). ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 7 Councilmember Holmes asked if the Resolution should be further amended to allow for partial payments. Public Works Director/City Engineer Polka suggested Item 3 be amended to read: The owner of any property so assessed may at any time pay the whole or a portion of the assessment on the property with interest accrued to the payment. Finance Director Bauman explained that all partial payments made after the assessments were turned over to the County would have to be resolved with Ramsey County. Further discussion ensued regarding how the City would manage partial payments prior to the assessments being turned over to Ramsey County. It was determined partial payments would be accepted per current City policy. The amended motion carried 4-1 (Councilmember Scott opposed). B. Resolution 2018-028 Approving Plans and Specifications and Ordering Advertisement for Bids—Johanna Marsh Park Improvements Project This item was moved to the Consent Agenda. C. Planning Case 18-004 — Ramsey County — TCAAP Preliminary and Final Plat This item was moved to the Consent Agenda. 10. UNFINISHED BUSINESS None. 11. COUNCIL COMMENTS Councilmember Scott reported he attended the Lexington Station Phase 2 groundbreaking ceremony with Councilmember Holden and Mayor Grant. Councilmember Scott noted Ramsey County would be holding an open house for elected officials with the Ramsey County Sheriff on Tuesday, April 10, 2018 at 6:00 p.m. Councilmember Scott stated on May 7, 2018, a ribbon cutting ceremony would be held at Land O'Lakes. Councilmember Scott welcomed the City's new Finance Director. Councilmember Holmes thanked the Public Works Department for the great job they were doing to keep the City free and clear of snow. ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 8 Councilmember Holmes expressed concern with the limited information the Council was receiving regarding TCAAP from the JDA. Mayor Grant commented the JDA agendas and minutes would now be forwarded to the full Council after each meeting. City Administrator Perrault indicated he could provide the Council with a summary after each JDA meeting. Mayor Grant supported staff sending a summary to the Council after each JDA meeting. Councilmember Holden commented on the Easter Egg Hunt and thanked Joe Mooney from Public Works for his assistance at the event. She reported this was a very successful event despite the winter weather. Councilmember Holden stated hot dog with a cop was scheduled to be held at Perry Park in July. Councilmember Holden asked when FPAC would be meeting next. City Administrator Perrault reported he would schedule a meeting once he heard back from the consultant. Mayor Grant reported Terry Soukkala with the Ramsey County Sheriff's Department was retiring. He noted Commander Rich Clark was moving to Investigations and Apprehension. Mayor Grant commented on a recent postal disruption for properties along Old Highway 10 due to a portion of the roadway being renamed by the City of Mounds View to Mounds View Boulevard. He noted City Planner Bachler was addressing this matter. Mayor Grant explained he received a letter from a resident living on Shoreline Lane expressing concern that a firetruck was stuck after a recent snow event. He requested staff investigate this matter further. Public Works Director/City Engineer Polka noted she provided the Council with a speed study from the County that was conducted on New Brighton Road. She stated at this time there would be no effort to raise the speed limit. Councilmember Holden asked if the speed limit could be reduced to 35 miles per hour. Public Works Director/City Engineer Polka reported this would require a study to be completed by MnDOT. She explained after this study was completed MnDOT could raise the speed limit. Mayor Grant questioned if the City could post signs on this road. ARDEN HILLS CITY COUNCIL—APRIL 9, 2018 9 Public Works Director/City Engineer Polka commented the City could not post signs as this was a County roadway. Mayor Grant requested staff speak with the County to see if"Slow - Children at Play" signs could be posted. Public Works Director/City Engineer Polka indicated a sign could possibly posted for the playground to assist with slowing traffic. She reported the Children at Play sign was no longer used. Councilmember McClung stated a speed zone flashing sign may assist with reducing the speed of traffic in this area. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adiourn. The motion carried unanimously (5-0). Mayor Grant adjourned the Regular City Council Meeting at 8:22 p.m. Ju anson David Grant Ci Clerk Mayor