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HomeMy WebLinkAbout11-19-18-WS 'Tit -- I�DEN_ HILLS Approved: December 10, 2018 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION NOVEMBER 19, 2018 5:00 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 5:00 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 Superintendent Jeff Frid; Senior Engineering Technician David Swearingen; Finance Director Gayle Bauman; City Planner Mike Mrosla; and City Clerk Julie Hanson City Administrator Perrault introduced two new staff members to the City Council. He welcomed Dave Swearingen, the City's new Senior Engineering Tech, and Mike Mrosla, the new City Planner. Senior Engineering Technician Swearingen stated he came to Arden Hills from Stantec and explained he was looking forward to working with the City. City Planner Mrosla indicated he was hired as the new City Planner stating he came from Woodbury Mayor Grant asked that two additional topics be added to the agenda for discussion. These items were the topic of Council Comments at regular City Council meetings and the process for Public Hearings. 1. AGENDA ITEMS A. 2019 Budget Finance Director Bauman stated a budget workshop was held with the Council on August 20, 2018. Staff was not directed to make any changes to the proposed 2019 General Fund Budget and Council adopted a maximum tax levy increase of 5% on September 10, 2018. The final levy and ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 2 budget adoption meeting is scheduled for December 10, 2018. Staff provided a detailed overview on the budget and requested feedback from the Council. Mayor Grant asked if the retaining wall could be completed by DOC labor. Councilmember Holden commented she believed this could be done. She asked if all of this retaining wall was on City property. Finance Director Bauman reported staff could look into this further and noted this would help with the balance of the Surface Water Management Fund. Public Works Superintendent Frid indicated the entire retaining wall was located on City property. Councilmember Holden asked if final decisions had been made for the Hazelnut Park construction. Public Works Superintendent Frid stated this project was still in the design phase. Councilmember Holmes questioned if this project included a warming house. Finance Director Bauman explained the warming house was part of the design process but noted a portion of the expense for this would be covered by insurance proceeds. Further discussion ensued regarding the new trailer, including the expense and technology that would be included. Councilmember Holden asked if this camera equipment would have GPS capability. Public Works Superintendent Frid stated he would have to investigate this further. Councilmember Holden questioned if it was necessary for the City to purchase another '/2 ton truck. She inquired if a ''/z ton truck was necessary. Public Works Superintendent Frid reported this was budgeted for Senior Engineering Tech Dave to use given the fact he would be out on street improvement job sites and inspections. He commented a pickup truck was more versatile and could be used in other Public Works avenues better than an SUV. He estimated the cost difference between and SUV and a %2 ton truck to be less than $5,000. Councilmember Holmes stated she supported the budget and levy as presented. She asked if the proposed budget included a reimbursement from the County for TCAAP. Finance Director Bauman indicated the budget does not include a reimbursement from the County. She explained it was her understanding the City's planning costs would be reimbursed through future permit fees. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 3 Councilmember Holden questioned if staff was aware of the surplus the City would have for 2018. Finance Director Bauman estimated this to be $188,000. She commented further on the projected budget deficit and actuals for 2018. Mayor Grant recommended the cost for the Karth Lake retaining wall be lowered within the 2019 budget given the fact the work will be done by the DOC. Councilmember Holden questioned if the City would be receiving any money back from WSB. City Administrator Perrault stated he would have to investigate this further. He noted the City Engineer was working on this matter. Councilmember Holden explained she would support dropping the levy to 4%. Councilmember McClung commented he was going to go along with the 5% but noted his property taxes were slated to go up 17%. For this reason, he reported he would be supportive of paring back the levy to 4%. Councilmember Scott stated he would support a levy of 4.5%. He explained he wanted to avoid chasing the curve by reducing the levy to 4%. Mayor Grant indicated he could support the levy being set at 4%. Councilmember Holmes noted she could support the levy remaining at 5%. She commented that at 5% the City would still have a deficit of$149,000. She asked what the deficit would be if the levy were reduced to 4%. Finance Director Bauman reported this would be roughly $188,000, which was about the surplus from 2018. Mayor Grant questioned if the Red Bull permit revenue had been drafted into the 2019 budget. Finance Director Bauman stated these revenues were written into the 2018 budget. Councilmember Scott commented he could support a levy of 4.25%. Council consensus was to direct staff to amend the levy to reflect a 4% increase. Finance Director Bauman questioned if the Council wanted staff to continue submitting the labor intensive GFOA award. Councilmember Holden asked what the purpose was for receiving this award. City Administrator Perrault commented this was simply for the purpose of receiving an award based on the presentation of materials. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 4 Council consensus was to direct staff to stop submitting its annual budget with the GFOA due to the fact the process was too labor intensive. B. 2019 Fee Schedule City Clerk Hanson stated the City Council annually establishes a fee schedule. She requested feedback from the Council regarding the proposed 2019 fee schedule. Mayor Grant asked if the fee schedule had been updated to reflect TCAAP fees. City Clerk Hanson stated this had not been done. Councilmember McClung commented the City's SAC and WAC fees were low compared to other cities. He questioned if the City should be making an adjustment. Council consensus was to implement increased the City's SAC and WAC fees. Councilmember Holden recommended liquor license fees be increased given the fact the City's contract services with the Sheriff continue to rise. Councilmember McClung suggested staff also see what other communities charge for liquor license fees. City Clerk Hanson reported the City of Arden Hills was in line with neighboring communities but noted the City could consider a slight increase given the fact Ramsey County Sheriff rates were on the rise. Councilmember Holmes asked how much a dangerous dog fee was per year. City Clerk Hanson indicated this was a$500 fee per year. Councilmember Holmes requested further information regarding the minute copying fees. City Clerk Hanson explained she was not aware of the history of these expenses. She anticipated most residents would find this information on the City's website versus requesting a copy from staff. Further discussion ensued regarding the fees being charged for photocopying City documents. Councilmember Holden recommended the fee schedule be amended to show all picnic pavilion fees for residents will be waived on National Night Out. Further discussion ensued regarding park pavilions and community rooms. Councilmember Holden suggested the City define casual roadside stands within the Fee Schedule. She recommended the hotel/motel licensing fees also be investigated further by staff. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 5 She requested the tobacco license fee be increased given the rising fees the City was receiving from the Ramsey County Sheriff's office. Councilmember Holmes asked that a fee for firearms sales be written into the Fee Schedule. Councilmember McClung stated he had a problem with the false alarm fees. He recommended this fee be increased. Councilmember Holden suggested false alarms 3 through 10 be charged $100 and businesses with false alarms more than 11 be charged $500 per response. Councilmember McClung suggested the SAC and WAC fees be increased to reflect Stacie Kvilvang's recommendations. Councilmember Holmes questioned if the City should level off water bills instead of having actual amounts billed. She explained she has had residents expressing concerns regarding their summer water bill amounts. Finance Director Bauman discussed how the City bills on a quarterly basis and indicated it may be difficult to level the amounts off under the current system. Council consensus was the direct staff to amend the Fee Schedule per Council discussion. C. 2019 Council Liaison and JDA Liaison Appointments Discussion City Clerk Hanson stated each year, a Councilmember is appointed to serve as Council Liaison on the various committees and commissions in the City. Mayor Grant asked the Councilmembers to state which committees and commissions they were interested in. Councilmember Scott stated he would be willing to continue his service on the Planning Commission and would also consider serving on FPAC. Councilmember McClung commented he would be willing to serve on the Lake Johanna Fire Department Board of Directors. He suggested the Mayor and the Mayor Pro-Tem serve as the Personnel Committee. Councilmember Holmes stated she would be willing to serve on the Planning Commission and the Communications Committee and that she has not yet served on the Personnel Committee. Councilmember Holden indicated she could serve as the Council Liaison for the Ramsey County League. Councilmember Scott stated he would like to continue serving with the Ramsey County League. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 6 Councilmember McClung indicated he was interested in continuing on the JDA but noted he would like to see this group dissolved. He stated he wanted to see all planning authority brought back to the City of Arden Hills. Councilmember Holmes and Councilmember Holden reported they were also interested in serving on the JDA. Mayor Grant suggested the Council vote on the JDA position appointment. Councilmember Scott stated he believed the Mayor should serve on the JDA and explained he did not like the idea of dissolving this group. He was of the opinion the JDA representatives should be strong proponents for the City. For this reason, he supported Councilmember Holden serving on the JDA. Mayor Grant commented there were advantages and disadvantages to each Councilmember serving. He stated he would opt for Councilmember Holden to serve on the JDA. City Clerk Hanson requested the Mayor select a Mayor Pro Tem. Mayor Grant indicated he would review the Council liaison assignments and would make a recommendation for Mayor Pro Tem. D. 2019-2020 JDA Chair City Administrator Perrault stated the City Council was taking applications for the 2019-2020 JDA Chair. He reported applications would be taken through December Yd and interviews could be held on December 12. He anticipated an appointment would be made at a Special City Council meeting on December 17. Councilmember Holmes asked if the interviews could be held another time because she had a conflict on December 12. She also supported the Civic Site meeting being canceled on December 11. The Council supported the Civic Site meeting being pushed to January 2019. Councilmember Holden requested the application deadline be changed to December 4. The Council supported this recommendation. Councilmember Holden suggested the interviews be held on December 11 instead of December 12. City Administrator Perrault stated interviews could be held on December 11 with an alternate date being December 10 in order to accommodate the candidates. E. SLWA City Administrator Perrault stated the City Council discussed the Service Line Warranties of America (SLWA) insurance program at the September 17th City Council work session for further discussion. The Council requested SLWA be sent a breach of contract letter regarding incorrect ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 7 language between what was presented to the Council at a work session and what was stated in the terms and conditions of the information sent to residents. SLWA did respond and removed the incorrect language from their terms and conditions. An example of the incorrect language has been provided. Following the removal of the language from the terms and conditions, SLWA has reached out to the City regarding their fall marketing campaign. Per previous discussions, the City has approval for any marketing materials. The marketing materials have been provided for Council's review. Councilmember Holden expressed frustration with the fact the next letter was still open to interpretation and explain better what the insurance would cover. Councilmember Holmes believed the whole situation was horrible and encouraged the City to get out of this agreement as soon as possible. She expressed frustration with the wording that was used on the letters and how it was misleading to residents. Councilmember Holden agreed the approach that was taken was unfair to the residents of Arden Hills. Councilmember Holmes recommended the partnership be dissolved due to the fact SLWA did not take a soft sell approach. Councilmember Scott stated he did not like any bit of this either. City Administrator Perrault asked if staff should work with SLWA to revise the letter or work to terminate the agreement. Councilmember Holmes supported the letter being revised at this time. Councilmember Scott questioned if this was a matter that should be referred to the State Attorney General's office. He supported language being added to the letter stating: This is an advertisement. F. Council Comments and Public Hearing Process Mayor Grant encouraged the Council to focus on staying on topic with their Council Comments. Councilmember Holmes agreed that Council Comments were becoming too lengthy and off topic. Further discussion ensued regarding topics that would be acceptable and unacceptable during Council Comments. The Council requested Mayor Grant work his way up and down the dais in different ways in order to allow different Councilmembers to speak first. Mayor Grant stated he would like Council Comments to be shared for the good of the Council. Councilmember Scott indicated Council Comments was also a good way to share information with the public. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 8 Mayor Grant encouraged Councilmembers to keep their comments concise. Councilmember Holden suggested each Councilmember be given 15 to 20 seconds for Council comments. Councilmember McClung commented he could see both sides of this issue and saw the benefit of the Council being able to communicate with staff and the public. He supported the Council still being able to make comments, but recommended the comments be concise and to the point. Mayor Grant recommended this issue be placed on the March worksession agenda in order for the topic to be revisited. Mayor Grant requested the Council now address the Public Hearing process. He proposed holding Public Hearings and taking action on the item after the Public Hearing is closed and not separately under New Business. Councilmember Holden recommended the Public Comment portion at the beginning of the meetings be limited to 30 minutes. Councilmember Holmes stated she did not believe this would be right and wanted to keep the time open for freedom of speech purposes. Instead, she suggested that each speaker be limited to three minutes. She suggested the City Clerk run a timer. City Administrator Perrault stated another way to manage Public Hearing items would be to indicate in the Public Hearing item if a vote is taking place. Councilmember McClung indicated he did not support this. He stated he wanted to see the City remain consistent with their action. He suggested Public Hearings be held and that action on the Public Hearing be taken under New Business at the same Council meeting. Councilmember Holden explained she would like to see action taken under New Business for all Public Hearings items. Councilmember Scott agreed. Mayor Grant stated he would support the Public Hearing action being completed either way. Council consensus was for the City Council to take action on all Public Hearing items under New Business. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion extending the meeting by 15 minutes. The motion carried unanimously (5-0). G. Council Request Tracker City Administrator Perrault reviewed the request tracker in detail with the Council. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 9 Mayor Grant asked if the escrow had been released for Amble Drive. City Administrator Perrault discussed the differences between the landscaping and grading/erosion control work that was done for this project and would report back on what type of escrow was being held. Councilmember Holden stated she would like staff to investigate the detailed expenditures for TCAAP. 2. COUNCIL/STAFF COMMENTS City Administrator Perrault commented on a letter the City received from the County. Further discussion ensued regarding the letters the City had received from Ramsey County. Councilmember Holmes asked if the City wanted to have a response to the affordable housing aspect of this letter. Mayor Grant suggested the Council have a planned response in place. Councilmember Holden questioned what was happening with the City's planning staff. She indicated she did not want staff so overworked that their job became unpleasant. She encouraged staff to keep resources in place so as not to overwhelm City Planner Mrosla. City Administrator Perrault stated the staffing would be dialed back but noted Jane was still available on an as needed basis. Councilmember Holden discussed the new sign at Arden Plaza and expressed concern with sight lines onto Lexington Avenue. Councilmember Holmes stated she did not believe there was a problem. Mayor Grant requested staff investigate this further. Councilmember Scott wished everyone a Happy Thanksgiving and safe travels. Councilmember McClung requested the City contact Boston Scientific and thank them for installing two signs that state Arden Hills. Mayor Grant recommended a letter be drafted by staff and that this be signed by the full Council thanking Land O'Lakes for the new signs. Councilmember Holden stated that the Roseville Community Center was being demolished and that a new community center was being built. City Clerk Hanson asked how the Council wanted to proceed with the tobacco issue. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 19, 2018 10 City Administrator Perrault suggested the Council address this topic again at the January worksession. Council consensus was to address the tobacco issue at the January worksession. ADJOURN Mayor Grant adjourned the City Council Work Session at 8. 3 p.m. (V" \ kjal"I'4n1- t�l h,44,- J ie Hanson David Grant rty Clerk Mayor