HomeMy WebLinkAbout12-21-20-WS
Approved:
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION
DECEMBER 21, 2020
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 meeting at 5:00 p.m.
Note: On March 20th, the Mayor signed a determination allowing Councilmembers to participate
in City Council meetings via telephone pursuant to State Statute 13D.021
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
Todd Blomstrom, Community Development Manager/City Planner Mike Mrosla,
Assistant City Engineer/Engineer in Training David Swearingen, and Deputy Clerk Jolene
Trauba. Also present via telephone: Finance Director Gayle Bauman and City Clerk Julie
Hanson, Kensington Development Partner Dan Rea, NORR Architects David Babbnig and
Josh Warren and Larson Engineer Group Representative TJ Rose
1. AGENDA ITEMS
A. Lexington Station 3rd Addition Concept Review – Kensington Development
Community Development Manager/City Planner Mrosla stated in 2013, the City approved a
Master Planned Unit Development (PUD) for Roberts Management’s proposed Lexington Station
redevelopment project, located at the southwest corner of Lexington Avenue North and Red Fox
Road. The total project area is 7.57 acres and is comprised of three parcels. The proposed
development would be completed in three phases. Phase I of the redevelopment was completed in
2013-2014 and included the demolition of the former Blue Fox Restaurant and the construction of
a multi-tenant commercial building with a drive through. Phase II consisted of removing the
existing building at 1120 Red Fox Road and constructing a new multi-tenant commercial building
with a drive through. Phase II was completed in in the fall of 2018. The approved plan for Phase
III or the Subject Site consists of a 15,210 square foot multi-tenant commercial building with a
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 2
drive through and a standalone 17,841 square foot box retail building on 4.24 acres. During
construction of Phase III, a new access on Lexington Avenue would be constructed.
Community Development Manager/City Planner Mrosla explained the proposed access would
align with the existing Target service entrance and the existing access on Lexington Avenue
would be removed. The proposed new access/intersection would include a traffic signal. The
proposed traffic signal is included in Ramsey County’s Lexington Avenue reconstruction project
that is anticipated to start in 2022.
Dan Rea, Kensington Development Partner, introduced himself and Kensington Development to
the Council. He discussed several large projects that he had completed in the Midwest. He
provided the Council with a presentation on the Lexington Station 3rd Addition proposed project
and noted the areas that required flexibility. The building materials were described in further
detail with the Council. It was noted signage relief was being requested. He thanked the Council
for their time and noted he was available for comments or questions.
Councilmember Scott asked if the exterior architecture was unique for the client or if a more
generic building type could be pursued.
Mr. Rea stated that the user’s generic building product was more corrugated metal and resin
panels. He indicated the proposed building was more contemporary while still trying to match the
existing Lexington Station buildings.
Councilmember Holden questioned if Phase 3 would be including one building instead of two.
Community Development Manager/City Planner Mrosla reported this was the case.
Councilmember Holden commented she was concerned about the amount of parking proposed
for this project. She indicated there was not enough parking available for Phases 1 and 2.
Community Development Manager/City Planner Mrosla stated he reviewed the Phase 1 and 2
approvals and explained the site was meeting retail parking requirements. He noted there was
some peak parking demands in the evening hours due to the restaurants. He reported he was
uncertain what new tenants would be occupying Phase 3.
Councilmember Holden indicated she was concerned about the south elevation.
Community Development Manager/City Planner Mrosla explained this elevation would be
blocked by the Big O Tire building and proposed landscaping.
Councilmember McClung requested further information on how traffic would flow through the
site.
Mr. Rea discussed how traffic would access and exit the site. It was noted traffic would access
the site on the east side. The cross site access and traffic stacking were further described with the
Council.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 3
Councilmember McClung stated access and traffic flow were concerns for him. He feared the
site would have a bottleneck at the proposed intersection. He commented on the other grocery
stores in close proximity to this area. He encouraged the applicant to consider the viability of
another grocery store within this development.
Mr. Rea stated his tenant was a very large corporation that has invested a lot of resources in order
to complete market studies. He explained his client believes this is a great market for them to be
in. He reported Kensington Development was a key developer of grocers in the Midwest. He had
100% confidence that his tenant has completed the proper amount or research and would be
successful in this market.
Councilmember Holden questioned if the building would have a drive-thru.
Mr. Rea reported the building would not have a drive-thru.
Mayor Grant requested further information on how traffic would flow through the site.
Community Development Manager/City Planner Mrosla discussed the Lexington Avenue
project noting it had been pushed from 2021 to 2022. He explained the tenant believed a signal
would be installed at the service road of Target and the southern portion of Lexington Station
Phase 3. He indicated a median would be installed along Lexington Avenue when the project was
completed which would limit left turns. He reported if the project does not move forward in 2022
as proposed, Ramsey County would implement a stop light. He noted Arby’s and the Big O Tire
would then have right-in, right-out access only.
Mayor Grant asked if City staff has had any conversations with Enterprise Rental Car.
Mr. Rea reported he had been in contact with the Enterprise building owner.
Mayor Grant reiterated that this was an area with several grocery stores in close proximity and
noted this was not something the Council could not base its decision on.
Councilmember Holden asked if pedestrians could walk safety from Phase 3 to Phase 1 or Phase
2.
Mr. Rea explained he could work with Larson to identify a safe walking path.
Councilmember Holden anticipated shoppers would want the properties tied together in order to
allow them to shop for groceries and then walk to get a cup of coffee.
Councilmember McClung supported this recommendation and recommended the applicant
pursue a walkability plan.
Discussion ensued regarding cost sharing and access to Arby’s and Big O Tires.
Councilmember McClung suggested staff or the applicant reach out to Arby’s and Big O Tires to
discuss a cost sharing and access option in the future.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 4
Councilmember Holmes questioned if the applicant was aware that a grocery proposal was
submitted at the PACE location.
Community Development Manager/City Planner Mrosla reported this has been discussed with
the applicant.
Councilmember Holmes commented the proposed building exterior was not quite the same as
the other two phases of Lexington Station. She stated she would like to see more brick used on the
building.
Josh Warren, NORR Architects, explained the brick on the bottom of the building was selected
to match Phases 1 and 2 of Lexington Station. He noted the other building materials were
selected to address the tenants’ needs.
Councilmember Holden expressed concern with the fact the applicant was proposing to use
brick veneer. She noted this was not allowed in Arden Hills.
Mr. Rea reported he was proposing to use traditional masonry brick and not a brick veneer.
Councilmember Holmes questioned if the Council would be receiving material boards for this
project.
Community Development Manager/City Planner Mrosla stated the applicant would be
providing this to the City.
Further discussion ensued regarding the proposed signage and signage building materials.
Councilmember Holden asked if the applicant would be providing the City with a lighting plan.
Community Development Manager/City Planner Mrosla reported this would be required by
the applicant if the plan were to move forward.
Councilmember Scott inquired if the requested sign was similar to the Cub Foods sign.
Community Development Manager/City Planner Mrosla noted Cub received sign flexibility in
2012. He reported Cub has 678 square feet of signage on the front elevation. The square footage
of Cub was discussed and compared to the proposed development.
Mayor Grant asked if the Council supported the parking variance.
Councilmember Scott stated he was not concerned with the parking variance and noted he could
support the number of requested parking spaces.
Councilmember Holden questioned how the number of parking stalls was developed by the
applicant.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 5
Mr. Rea reported his tenant requires four parking stalls per 1,000 square feet, which calculates
into 172 stalls. He noted they would be providing 35 extra stalls on top of this.
Councilmember Holden stated her main concerns with the project at this time were with signage,
lighting and walkability.
Mayor Grant commented there was nothing within the development the Council objected to. He
reported the Council would want to see building materials and directed staff to speak with the Big
O and Arby’s.
Mr. Rea thanked Council and staff for their input.
B. B-2 Zoning Code Update
Community Development Manager/City Planner Mrosla stated at the work session meeting on
September 17, 2018 the City Council discussed building facade and parking setbacks standards
for the B2 district. Staff proposed revising the front yard setback requirement from 20 feet to 50
feet. Staff also recommended removing the requirement that at least 50 percent of the largest
building on each site be constructed at the front setback line of 20 feet. Council and staff agreed
on removing the City code language below and revising the front yard building setback to 50 feet.
The following language is proposed to removed:
• 1325.05 Design Standards, Subd. 8, (F) (B):
o Twenty percent (20%) of all other first level building facades that are
reasonably visible from the public right of way shall be comprised of window
or door openings. Simulated or opaque windows may be used on service areas.
• 1325.05, Subd. 8, M. Parking (1) (2):
o Placing parking between the street right-of-way and a building shall be
discouraged.
o No more than 50 percent of the parking on a site may be between buildings or in
the side yards.
Community Development Manager/City Planner Mrosla commented the Council did have
additional concerns about building façade requirements. At its August 12, 2019 and June 8, 2020
work sessions, the City Council and staff continued discussing the façade transparency
requirements on mechanical and storage areas in the B-2 and B-3 Districts.
Community Development Manager/City Planner Mrosla explained during the discussions,
Council asked staff to review spandrel glass and determine if it could be illuminated to appear as
an active storefront when viewed from an adjacent public street. Upon review it was determined
that spandrel glass should not be illuminated. Unlike typical window glass, which is meant to be
transparent, spandrel glass is designed to be opaque in order to help hide features between the
floors of a building, including vents, wires, slab ends and mechanical equipment. If the intent is to
have the space to look occupied by illumination, spandrel glass should not be used.
Community Development Manager/City Planner Mrosla reported following a discussion,
Council and staff concurred that the existing ordinance should not be amended and that the
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 6
existing language in subsection A provides the city the authority to wave the transparency
requirements when privacy concerns are warranted otherwise all windows shall consist of
transparent glass.
Community Development Manager/City Planner Mrosla commented further on the B-2
Zoning Code update and noted this item would move forward for approval at a future Planning
Commission and City Council meeting.
Councilmember Holden stated these design standards came about because of the Walgreens on
County Road E. She questioned how these standards would address the windows that were
installed along County Road E.
Community Development Manager/City Planner Mrosla said the proposed standards would
require store fronts to be public street facing. He commented the intent of the ordinance would be
to have buildings visible from the street for safety and customer visibility purposes.
Councilmember Holmes discussed how the parking for this Walgreens was flipped. She believed
the concerns of the Council were addressed within the B-2 Zoning Code updates.
Councilmember Holden stated she wanted to be assured that lighting would be required behind
fake windows, especially for corner properties.
Further discussion ensued regarding the window requirements within the revised B-2 design
standards.
Councilmember McClung commented he did not oppose spandrel windows. He was pleased by
the standards that were being proposed within the amendments.
Community Development Manager/City Planner Mrosla discussed how the last sentence
regarding transparent glass could be removed as this would ensure 50% of all first level building
facades that front a public street shall be comprised of transparent windows or doors.
Councilmember Holden supported the last sentence being removed. She asked if the City could
require lighting behind spandrel glass.
Community Development Manager/City Planner Mrosla reported this may be difficult because
spandrel glass is not opaque. He stated he could review this language further to address viewing
the level of activity in the building. He thanked Councilmember Holmes for addressing the
setback changes. He noted he would work to add some language to address Councilmember
Holden’s concerns.
C. Arden Hills Foundation Benches and GreenStep City Signs
Community Development Manager/City Planner Mrosla stated at a recent meeting the City
Council discussed asking the Arden Hills Foundation for financial contribution to assist in
acquiring additional parks benches and GreenStep Cities participation signage. Previously the
Arden Hills Foundation provided funding to the City to acquire neighborhood watch signs. Staff
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 7
has identified four potential locations for new benches if there is a desire to install additional
benches along City trails and within park property. Staff is seeking Council direction on the
proposed locations. Park benches cost approximately $700 each.
Community Development Manager/City Planner Mrosla reported during the same meeting the
Council asked if the Foundation could potentially contribute in acquiring additional GreenStep
Cities participation signage. The City of Arden Hills is currently recognized as a Step Two
GreenStep City. Once named a GreenStep City, the municipality has the opportunity to purchase
participation signs to be added at any state highway, County or City road entrance to the city.
Signs are not permitted to be located on freeways. Any signs located in MNDOT and County right
of way require approval from the specific agencies prior to placement. The signs cost $52.00 each.
Generally, GreenStep City participation signs are attached to the green city identifications signs.
When the City of Arden Hills was named a GreenStep City the City purchased one sign.
Community Development Manager/City Planner Mrosla commented the City currently has
one existing identification sign that can accommodate a GreenStep City sign. The sign is located
on Cleveland Avenue adjacent to New Brighton. The City can acquire additional signs and place
standalone GreenStep Cities signs. However, according to the MNDOT Traffic Engineering
Manual, the population figures must be on city identification signs and use the population figure
of the last official Federal or State census. If a community requests the population figure to be
updated, MNDOT will update the population figure at the cost of the community. The 2020
Census count is now complete, and the Census Bureau is currently processing the data. It is
anticipated that within the next year the City will have the opportunity to work with MNDOT and
update the identification signs. At that time there may be an opportunity to purchase and locate
additional identification signs at the direction of the City Council. At Council direction staff can
identify potential locations for signs. Council and staff can determine how many GreenStep Cities
signs to purchase.
The Council supported the City pursuing four additional park benches.
Mayor Grant questioned what the Council wanted to do regarding the GreenStep City signs.
Councilmember Holmes recommended the Council wait on this until the City receives new signs
with the population updates.
Community Development Manager/City Planner Mrosla asked if staff should identify
locations for GreenStep signs along County Road E or Highway 96 and report back to the
Council.
The Council supported this recommendation.
D. Twin Cities North Chamber Business Assistance During COVID-19
Community Development Manager/City Planner Mrosla stated at its November 23, 2020
Economic Development Authority meeting the Commissioners recommended staff review Twin
Cities North Chamber suggestions on how cities can assist businesses impacted by COVID-19.
According to the Chamber, cities are offering the following assistance to businesses:
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 8
1. Liquor license refunds, rebates or deferral of fees until sometime in 2021.
2. Deferment or forgiveness of 2021 business related licenses and fees. The Chamber
recommends this especially for hospitality uses that have been directly impacted by the
Executive Orders.
3. Temporary signage flexibility.
4. Expanded hours of operation.
5. Zoning flexibility to allow certain uses to operate outdoors adjacent to their location.
Community Development Manager/City Planner Mrosla reported at its May 26, 2020 meeting
the City Council approved a prorated refund of on-sale liquor license fees to businesses affected
by Executive Orders. Nine businesses received a partial refund of their 2020 on-sale liquor license
fees. Upon review of other cities, the majority have not decided on 2021 on-sale liquor license
fees. However, municipalities are discussing potentially deferring on-sale liquor licenses fees and
other miscellaneous fees until spring 2021.
Staff reviewed information on 2020 License Renewals for businesses, signs and massage
establishments and 2020 Liquor Licenses.
Community Development Manager/City Planner Mrosla explained in regard to other
recommendations, City staff has been monitoring temporary signage within the community and
has been flexible with businesses as long as the signage meets the intent of the sign code and
doesn’t impact the general safety and welfare of the general public. Staff has not been approached
by local businesses requesting to expanded hours of operation. In addition, the City Council
approved resolution 2020-024 permitting zoning flexibility for local businesses to utilize outdoor
space adjacent to their typical location for expanded dining areas and retails sales. Staff approved
four applications for zoning flexibility.
Mayor Grant questioned how the Council wanted to proceed with business license fees.
Councilmember Holden stated she wanted to see the City waive first quarter license fees for
liquor license holders.
Councilmember Holmes explained she could support waiving the license fees for liquor license
holders and all other businesses for the first half of the year.
Councilmember Holden questioned how much money the City would be losing in license fees if
half the year was waived.
City Administrator Perrault estimated the City would be losing $6,700.
Further discussion ensued regarding the businesses in the City that were renewed on an annual
basis.
Deputy Clerk Trauba reported she sent out 174 applications at the beginning of December to
general businesses, massage, tree trimmers, and garbage haulers. She noted she received 43
business applications with 40 checks and received 19 additional applications with no checks. She
stated she had not put any of these checks through to finance. She indicated she could return these
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 9
checks and process the business licenses later in the year or the checks could be deposited and
refunds could be issued.
Councilmember Holden supported the City charging full license fees for tree trimmers and
garbage haulers because their businesses have not been impacted by COVID.
Mayor Grant suggested not all liquor license fees be waived. He recommended only the on-sale
liquor license fees be waived.
Councilmember Holmes commented she was trying to offer help to local businesses because
they have been through a lot in 2020.
Councilmember Scott supported waiving the on-sale liquor licenses fees for the first half of
2021.
Councilmember McClung explained he would be willing to support waiving all business and
liquor license fees for half the year.
Councilmember Holden stated she could support waiving on-sale liquor license fees for the first
half of the year.
Mayor Grant commented he could also support waiving on-sale liquor license fees for the first
half of the year. He asked if the Council supported waiving all other fee-paying business licenses.
Councilmember Scott did not support eliminating these fees.
Councilmember McClung supported waiving all other fee-paying business licenses for the first
six months of 2021.
Councilmember Holmes stated after the discussion held by the Council, she simply supported
waiving six months of the on-sale liquor license fees.
Mayor Grant reported the consensus of Council was to direct staff to waive the first six months
of on-sale liquor license fees for license holders in 2021.
E. Snelling Avenue and County Road E Feasibility Report
Public Works Director/City Engineer Blomstrom stated City staff has completed the draft
feasibility study report for the Snelling Avenue North and County Road E improvement project.
The report outlines the potential improvements to Snelling Avenue North from County Road E to
State Trunk Highway 51.
Public Works Director/City Engineer Blomstrom reported the feasibility study was previously
ordered by City Council Resolution 2019-026. The feasibility report describes proposed street and
utility improvements organized into two separate areas. Area 1 involves improvements to the
4,300-ft long segment of Snelling Avenue North located south of County Road E as well as street
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 10
improvements to Cummings Lane and the intersection at Bussard Court. Area 2 involves
improvements to the intersection of Snelling Avenue North at County Road E.
Public Works Director/City Engineer Blomstrom explained a significant portion of the report
is focused on an analysis of two design alternatives for Snelling Avenue extending to the south of
County Road E (Area 1). Alternative 1 consisting of road improvements that include the addition
of a pedestrian trail along the west side of the roadway. Alternative 2 consists of roadway
improvements that exclude the trail construction, but maintains 8-ft wide paved shoulders along
the length of the road.
Assistant City Engineer/Engineer in Training Swearingen reported Section 7 of the report
provides recommendations for specific street, water main, sanitary sewer, and drainage
improvements based on infrastructure needs and available project funding. The recommendations
within Section 7 are based on preliminary direction from the City Council during a work session
on July 20, 2020 regarding the estimated costs for the potential trail construction and a work
session on September 21, 2020 regarding the proposed intersection improvements.
Public Works Director/City Engineer Blomstrom reviewed the estimated project costs with the
Alternatives 1 and 2. The draft assessment roll within Appendix F was discussed. Comments
received from the public were reviewed with the Council. The future timeline for the project was
detailed. Staff commented further on the feasibility study noting the proposed intersection controls
and the recommendation for the project was discussed with the Council. It was recommended a
second round of public engagement be conducted in March and April of 2021.
Councilmember McClung asked if a third option would be available that would eliminate some
of the trail and subgrade work. He stated he wanted to see this project going forward but not be as
expensive.
Public Works Director/City Engineer Blomstrom reported there were Municipal State Aid
design standards that had to be followed and a minimum standard would require a six-foot wide
shoulder. He explained once the trail was separated from the pavement, drainage would have to
flow over the trail. He stated the City could potentially have a ten-foot shoulder on the west side
and a six-foot shoulder on the east side.
Councilmember McClung reported he would like to see some pedestrian safety measures in
place, while still trying to keep costs down.
Mayor Grant commented that the addition of curb would help to protect pedestrians, but comes
at a substantial cost.
Public Works Director/City Engineer Blomstrom stated this was the case.
Councilmember Holmes indicated she could support one side of the roadway having a pedestrian
walkway.
Public Works Director/City Engineer Blomstrom reported he could investigate this option
further. He noted one side of the roadway could be wider than the other to allow for a pedestrian
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 11
path and potentially a rumble strip could be installed between the path and the roadway. He noted
a bollard option could be investigated, however the City would have to comply with MSA
standards.
Councilmember Holden questioned how many trips occurred along this roadway every day.
Public Works Director/City Engineer Blomstrom estimated this to be around 1,600 vehicles
per day. He noted this was not a high volume roadway, but understood that the speed of this traffic
was a concern. He explained a driver speed display sign may be an option for this roadway.
Councilmember Holden asked if Snelling Avenue N could be closed off to Highway 51.
Public Works Director/City Engineer Blomstrom reported that closing this roadway at the
south end may compromise its MSA classification.
Councilmember Holden stated the City desperately needs a trail by the Mounds View High
School down to Old Snelling. She supported the City keeping the costs for the Snelling Avenue
and County Road E project down in order to assist the City in completing a trail at the Mounds
View High School.
Councilmember McClung questioned if the lane width could be reduced from 12 feet to 10 feet
to assist with slowing the speed of traffic for an MSA roadway.
Public Works Director/City Engineer Blomstrom reported he could look into this.
Councilmember McClung supported the travel lane width being reduced with a trail on one side
of the roadway with a rumble strip installed.
Mayor Grant asked if the City could swap any MSA roadways for this section.
Public Works Director/City Engineer Blomstrom did not believe there were any trade options
available to the City at this time, but this could be further considered.
Mayor Grant inquired if the bollard option could be pursued by the City.
Public Works Director/City Engineer Blomstrom explained this would be a difficult option for
the City to pursue when considering snow removal. He suggested the Council consider pursuing
the rumble strip option.
Councilmember McClung commented he could support plastic bollards being installed even if
this meant several would have to be replaced each year.
Further discussion ensued regarding the cost of putting in a trail and storm sewer for this project.
Mayor Grant questioned if the rumble strip was installed and deemed not good enough, could
bollards be installed after the fact.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 12
Public Works Director/City Engineer Blomstrom stated this could be done if all MSA
requirements were being met.
Councilmember Holden questioned how long it would take the City to complete this project with
Alternative 2.
Public Works Director/City Engineer Blomstrom estimated the project would take eight to
twelve weeks to complete. Staff will investigate creative solutions that may include break away
bollards, pavement markings and rumble strips in order to create a pedestrian solution without
adding significant costs to the project.
City Administrator Perrault requested Item G be discussed prior to Item F.
G. Accrual Payouts Upon Employee Separation
City Administrator Perrault stated the City’s current policy surrounding the payout of accrued
Paid Time Off (PTO), Flex Time, and Comp Time is that any accrued time shall be converted to
cash and paid directly into an employee’s Health Care Savings Plan (HCSP). These payouts are
capped at their respective maximums in the Personnel Policy at 240 hours for PTO, 40 hours for
Comp Time, and 80 hours for Flex Time. The HCSP is limited in scope and can only be used for
reimbursement of medical expenses following the separation from public service. As a result, an
employee leaving the City can only use their respective payouts from accrued balances for
medical related expenses. This does not give the employee much flexibility in-terms of access to
those dollars, and restricts access to funds if needed for other purposes. It is believed this policy
was originally implemented as a tool to save the City from paying employer taxes on high leave
balances. The Council may want to consider amending its policy and allow for either a direct
payment to employees of accrued balances and/or giving employees the option of a payout upon
separation into a deferred compensation account. This would result in employer taxes when an
employee separates, but the effect is not significant to the budget. While it varies from city to
city, the trend for cities is to offer some form of payout to the employee and not deposit funds into
an HCSP account.
City Administrator Perrault reported any changes to the current model need to be approved by
HCSP, but if Council is supportive staff will work on getting language to Council for approval at
their first meeting in January. Any contradicting language in the Union contract would supersede
an update to the Personnel Policy for Union employees, but changes to the contract could be
considered in 2021 as it is a negotiation year for the contract.
Councilmember Holden stated she served on the Personnel Committee when this was done. She
explained the committee was not thinking of just retired personnel when the health savings plan
was created. She indicated she supported the accrual payouts remaining as is.
Councilmember Holmes questioned if City employees have an HCSP and an HSA.
City Administrator Perrault reported this was the case. He commented further on the
differences between the accounts held by union and non-union employees.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 13
Mayor Grant requested further information on the cities that complete direct payouts.
City Administrator Perrault listed the cities that complete direct payouts versus those that pay
into HCSP’s.
MOTION: Councilmember Scott moved and Councilmember Holmes seconded a motion
to extend the City Council meeting to 8:15 p.m. A roll call vote was taken.
The motion carried unanimously (5-0).
Mayor Grant stated he supported leaving the separation plan as is.
Councilmember McClung reported the State of Minnesota does things the same as the City of
Arden Hills. For this reason, he supported the plan remaining as is.
Councilmember Holmes explained she supported making a change.
Councilmember Scott supported paying employees out.
Councilmember Holden suggested this matter be revisited by the City Council in one year.
F. Hiring Interviews and Council Participation
City Administrator Perrault stated the Personnel Committee requested the City Council discuss
the role of the Council during the recruitment process for new employees, specifically whether or
not the Council should sit in on interviews. The City is a Plan A city, which means Council retains
ultimate authority when it comes to the hiring process, although some parts are delegated to staff.
Typically, the Council is only involved in the interview process for department head level and
above positions, however the Council could pass a policy that would outline when and how
Council will be involved in the interview process, or Council could amend proposed
authorizations to post on a case-by-case basis. The most hiring and termination policy could be
formally amended and language added regarding Council attending hiring interviews.
Mayor Grant commented this may be supervisory or maybe more. He indicated the Personnel
Committee wanted to receive a Council response.
Councilmember Holmes reported the Personnel Committee discussed this recently. She felt the
goal of who to hire has differed between staff and the Council. For this reason, the committee was
proposing the Council participate in the interview process for positions that interact with the City
Council.
Councilmember McClung commented it was his understanding that for director level positions,
the Council would be involved and this would be addressed when the job posting was approved
by the Council.
Councilmember Holmes stated she did not believe this was the case. She explained she asked to
attend an interview and was not allowed.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 14
City Administrator Perrault commented on Councilmember McClung’s statement and
explained it was his understanding Councilmembers could sit in on interviews if this is approved
by the Council in the initial job posting.
Councilmember Holden suggested the posting have a sentence added stating Council can attend
interviews if they want, in order to provide the option.
Mayor Grant believed this made the most sense. He questioned if the Councilmembers were
attending to listen or as a scorer. He was of the opinion that if a Councilmember were in
attendance that they would serve as a scorer.
City Administrator Perrault agreed with this suggestion noting when a candidate is hired, scores
have to reflect the hire.
Councilmember Holden stated she would like to receive application and work history
information for all new hires. Councilmember McClung supported this recommendation.
City Administrator Perrault reported this information can be sent under separate cover to the
Council prior to the Council approving a new hire.
Councilmember Scott commented he did not want to review 60 applications for a staff position.
He explained he trusted staff to make these decisions.
Councilmember Holden indicated she was not asking for all applications, but rather wanted to
review the one application for the final applicant. She also supported the Council attending the
final interview for director level positions. She also stated the public should have this information
so they know who is working for the City.
City Administrator Perrault stated the consensus of the Council was to allow Councilmembers
the option to sit in on final interviews as a scorer, and that he’ll look into what can be made
publicly available when a new employee is hired
Mayor Grant noted no more than two Councilmembers could attend an interview except for the
City Administrator position.
City Administrator Perrault responded that more than two Councilmembers could attend an
interview, he would just need to know in advance so he could post the interview as a public
meeting.
H. Council Tracker
This item was not discussed.
2. COUNCIL COMMENTS AND STAFF UPDATES
None.
ARDEN HILLS CITY COUNCIL WORK SESSION – DECEMBER 21, 2020 15
ADJOURN
Mayor Grant adjourned the City Council Work Session meeting at 8:30 p.m.
_________________________ __________________________
Jolene Trauba David Grant
Deputy City Clerk Mayor