HomeMy WebLinkAbout04-12-21-R
Approved: April 26, 2021
CITY OF ARDEN HILLS, MINNESOTA
REGULAR CITY COUNCIL MEETING
APRIL 12, 2021
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.
Note: On March 20, 2020 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; Interim Public Works Director David
Swearingen; Finance Director Gayle Bauman; and City Clerk Julie Hanson present via
telephone: Nick Amatuccio, Bolton & Menk
PLEDGE OF ALLEGIANCE
1. APPROVAL OF AGENDA
Councilmember Scott requested Item 6A be pulled from the Consent Agenda for discussion as
Item 7A.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the meeting agenda as amended. A roll call vote was taken.
The motion carried unanimously (5-0).
2. PUBLIC INQUIRIES/INFORMATIONAL
Gregg Larson, 3377 North Snelling Avenue, explained he was more confused than ever
regarding how the City Council entertains public comments. He stated he would like to speak to
Item 9C, but because it was not a public hearing, the Council would not take comments regarding
this particular topic.
Mayor Grant explained Item 9C, if approved by the Council would set a public hearing for this
item and the residents would then be allowed to speak to this matter on April 26, 2021.
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 2
Scott Prihoda, 1977 Jerrold Avenue, commented he was trying to understand if the Council
would allow for later public comment on Item 9C.
Mayor Grant explained the Council would be setting a public hearing date at which point the
City Council would be taking comments from residents. He stated that Mr. Prihoda would be
allowed to make comments under Item 8A since he was within the 2021 Street and Utility
Improvement Project Area.
3. RESPONSE TO PUBLIC INQUIRIES
None.
4. STAFF COMMENTS
A. COVID-19 Update
City Administrator Perrault provided the Council with an update on how the City was
responding to COVID-19. He encouraged residents to visit the City's website for the most current
and up to date information regarding COVID-19. He reported the Minnesota Department of
Health and CDC also had websites with current guidelines and recommendations. He explained
the City of Arden Hills remains in a peacetime state of emergency and City Hall will remain
closed until further notice. He indicated City staff remains operational and can be reached via
phone or email. He encouraged residents to monitor the rollout of the COVID vaccine as rules
were changing frequently. He reported the City Council would be receiving an update on COVID
operations at their next worksession meeting.
5. APPROVAL OF MINUTES
A. March 15, 2021, City Council Work Session
B. March 15, 2021, Special City Council
C. March 22, 2021, Special City Council Work Session
D. March 22, 2021, Regular City Council
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the March 15, 2021, City Council Work Session meeting
minutes, March 15, 2021, Special City Council meeting minutes, March 22,
2021, Special City Council Work Session meeting minutes; and March 22,
2021, Regular City Council meeting minutes as presented. A roll call vote was
taken. The motion carried unanimously (5-0).
6. CONSENT CALENDAR
A. Metion to n,,.„oye Geasen4 agenda item Claims and Payroll
B. Motion to Authorize the City Administrator to Send Letter to Lake Johanna Fire
Department Regarding Entering into Closest Unit Agreement with Vadnais
Heights Fire Department
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 3
C. Motion to Approve Resolution 2021-017 In Support of Arden Manor
Improvements Community Development Block Grant Application
D. Motion to Approve Payment No. 4 and Authorize Change Orders Nos. 3 and 4 —
Air Express, Inc. —City Hall HVAC Replacement Project
E. Motion to Authorize Purchase of Public Works Equipment (Portable Message
Board, Portable Light Tower, and 3 Mowers)
F. Motion to Approve Resolution 2021-018 Accepting Bid and Authorizing Award of
Contract to Pember Companies, Inc. —Karth Lake Runoff Project
G. Motion to Approve Resolution 2021-019 Accepting Bid and Authorizing Award of
Contract to Pember Companies, Inc. — Hamline Avenue Crosswalks and
Shorewood Drive Drainage Improvements Project
H. Motion to Approve Development Agreement and Memorandum of Understanding
with Kensington Development for Construction of Temporary Signal On
Lexington Avenue at Target South Access Road—PC 21-004
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the Consent Calendar as amended removing Item 6A and
to authorize execution of all necessary documents contained therein. A roll
call vote was taken. The motion carried unanimously (5-0).
7. PULLED CONSENT ITEMS
A. Motion to Approve Consent Agenda Item - Claims and Payroll
Councilmember Scott commented on three items within Claims and Payroll that were for
mileage reimbursement. He questioned if this activity was related to official City training or
conferences.
Finance Director Bauman explained the Public Works Union training was conducted up in
Hinkley, Minnesota. She reported the mileage was for the trips back and forth to Hinkley for
training.
Councilmember Holden asked if all of the liquor license fees had been refunded to local license
holders.
Finance Director Bauman stated all refunds had been issued.
MOTION: Councilmember Scott moved and Councilmember Holmes seconded a motion
to approve Claims and Payroll as presented. A roll call vote was taken. The
motion carried (5-0).
8. PUBLIC HEARINGS
A. 2021 PMP Street and Utility Improvements Project Draft Special Assessment
Roll
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 4
Nick Amatuccio, Bolton & Menk, stated on January 25, 2021, the City Council adopted
Resolution 2021-004 Approving the Plans and Specifications and Ordering the Advertisement for
Bids. Bids were solicited during February and opened on Wednesday, February 24, 2021. A
portion of the costs for the 2021 PMP Street and Utility Improvement Project are proposed to be
assessed against the benefitting properties according to the City's Assessment Policy. In order to
assess these costs, the City must follow the process outlined in State Statute 429. On March 8,
2021, after the bids were opened, the City Council adopted Resolution 2021-013 Declaring Costs
to be Assessed and set today as the date for the assessment hearing. A public hearing prior to
adopting the assessments is a requirement of State Statute 429.
Mr. Amatuccio reviewed the total projects costs and explained the project is proposed to be
assessed consistent with the City's Assessment Policy and past practices, which states that 50% of
the costs for roadway improvements will be assessed in residential areas, with the remaining
portion financed by City funds. Financing for the project is consistent with City policy and past
practice and was further summarized. The project costs include 27% engineering and overhead
costs. He commented further on the assessment payment process and recommended the City
Council hold a public hearing.
Councilmember Holden asked when interest would begin to accrue and questioned what the
interest rate would be.
Mr. Amatuccio explained the interest would begin tonight, noting there was a 30 day grace
period when interest was not applied. He noted the interest rate would be 3.15%.
Finance Director Bauman reported the interest rate was set at 2% over the current bond rate.
Mayor Grant stated street reconstruction assessments were for a 10 year period. He inquired if
street reclamation was also over a 10 year period.
Finance Director Bauman stated this was the case.
Mayor Grant opened the public hearing at 7:31 p.m.
Scott Prihoda, 1977 Jerrold Avenue, thanked Interim Public Works Director Swearingen for
answering his questions. He thanked staff for clarifying some of the payment information. He
asked if residents wanted to pay in full prior to accruing interest, if notification would be sent on
how to accomplish this.
City Clerk Hanson explained a secondary bill was not sent to residents but rather this
notification was on the official notice of the assessment.
Mr. Prihoda questioned how he would make his assessment payment.
City Clerk Hanson reported residents could mail a check or stop by City Hall to make payment
on their assessment.
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 5
Mr. Prihoda suggested the City provide more clarity on how payments are made for future
assessments, especially given the COVID-19 environment.
Tracy Timp, 1901 Jerrold Avenue, stated she received a notice from the City last week regarding
the timeline of the 2021 street improvement project. She understood that Jerrold Avenue would be
done during the State Fair. She discussed how this would impact bus traffic and State Fair parking
at the church. She suggested Jerrold Avenue be done earlier in the summer.
Mayor Grant commented this may need to be reassessed once more is known about the State
Fair.
Councilmember Holden explained she was not part of the 2021 Street Improvement project area.
She then discussed how this neighborhood was impacted by State Fair parking and stated this was
a major problem that the City would have to consider. She recommended no State Fair parking be
allowed in this neighborhood this year and that the church and State Fair be notified.
Mayor Grant supported this recommendation and thanked Ms. Timp for bringing this concern to
the City Council's attention.
Mr. Prihoda suggested the neighborhood be given some sort of permit and that these permits be
enforced by the City.
Mayor Grant thanked Mr. Prihoda for the suggestion.
City Administrator Perrault explained the City Council would be discussing State Fair parking
at a May worksession meeting.
Mayor Grant closed the public hearing at 7:45 p.m.
9. NEW BUSINESS
A. Resolution 2021-020 Adopting Special Assessment Roll — 2021 PMP Street
and Utility Improvement Project
Nick Amatuccio, Bolton & Menk, requested the Council adopt a Resolution approving the
special assessment roll for the 2021 PMP Street and Utility Improvement Project.
Mayor Grant commented it may benefit the City to send out a second notification to residents
after the special assessment roll is approved regarding payment information, given the fact these
were COVID times. He stated the timeline for the project could be explained and parking
concerns could be addressed.
Councilmember Holden recommended these letters be specific to the resident because some
projects were restoration and others were reclamation. She reported she was very pleased to see
the favorable bid results the City received for this project.
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 6
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to adopt Resolution No. #2021-020 Adopting the Assessment Roll for
the 2021 PMP Street and Utility Improvement Project. A roll call vote was
taken. The motion carried (5-0).
B. Resolution 2021-021 Accepting Bid and Authorizing Award of Contract to C
& L Excavating, Inc.—2021 PMP Street and Utility Improvement Project
Nick Amatuccio, Bolton & Menk, stated on January 25, 2021, the City Council adopted
Resolution 2021-004 Approving the Plans and Specifications and Ordering the Advertisement for
Bids. Bids were opened on Wednesday, February 24, 2021. There were a total of eleven bids
received. The bids were reviewed with the Council. It was noted the low bid is lower than the
Engineer's Estimate which is $3,234,599.50. C&L Excavating has completed similar projects
successfully in the metro area. Staff reviewed a letter from Bolton & Menk recommending award
to C&L Excavating, Inc. as the lowest responsible/responsive bidder. Staff recommended
approval of Resolution 2021-021 awarding the 2021 PMP Street and Utility Improvements to
C&L Excavating, Inc. in the amount of$2,704,412.10.
Mayor Grant asked if Mr. Amatuccio has any experience working with C&L Excavating.
Mr. Amatuccio stated he did not have any personal experience, but noted Bolton & Menk has
successfully worked with this company in St. Louis Park, Zimmerman and Annandale. He
indicated he has only heard good things about this company.
Councilmember Holden encouraged staff to watch over the type of soil that was used to fill in
and complete the City right of way. She wanted to see good pulverized black dirt brought in.
Mr. Amatuccio reported materials testing would be completed to make sure the organic content
within the soil was being met for this work in order to allow for the growth of sod.
Councilmember Holmes stated this was a big complaint in her neighborhood. She noted the soil
that was used was terrible.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to adopt Resolution No. #2021-021 Awarding the 2021 PMP Street and
Utility Improvements to C&L Excavating, Inc. in the amount of
$2,704,412.10.
Councilmember Holmes asked if the City had moved from seeding to sod for the boulevard
areas.
Interim Public Works Director Swearingen stated during the design phase different options
were considered for boulevard restoration and it was found to be within the budget to upgrade to
sod replacement.
A roll call vote was taken. The motion carried (5-0).
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 7
C. Resolution 2021-022 Receiving Feasibility Report and Call for a Public
Hearing — Old Snelling Avenue North and County Road E Street and Utility
Improvements Project
Interim Public Works Director Swearingen stated on August 26, 2018, the City Council
adopted Resolution 2019-026 ordering the preparation of a feasibility report for the 2020
pavement management program. The proposed improvements included Old Snelling Avenue from
approximately Arden Oaks Drive to Trunk Highway 51 and County Road E from Ridgewood
Road to Pascal Avenue.
Interim Public Works Director Swearingen reported 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 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. Given Ramsey
County has rescheduled these intersection improvements to 2023 in their Transportation
Improvement Plan (TIP), it is recommended further traffic studies and analysis be conducted in
the interim. In accordance with Council direction, a Feasibility Report has been prepared that
details the proposed improvements, neighborhood impacts, estimated costs and financing for the
proposed project.
Interim Public Works Director Swearingen explained a significant portion of the report is
focused on an analysis of two design alternatives for Snelling Avenue North 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-foot wide paved shoulders along
the length of the road.
Interim Public Works Director Swearingen commented based on the December 21, 2020 Work
Session discussions, the City Council requested staff to consider additional measures that could be
incorporated into the design for Alternative 2 to provide additional safety measures for pedestrians
using the west shoulder area. Six additional strategies were added to page 13 and page 14 of the
feasibility report and it states that these strategies should be further developed during the design
process. Since the last Work Session, additional Public comments have been added to Appendix J.
The recommendations are outlined in section 7 of the feasibility report.
Interim Public Works Director Swearingen recommended approval of Resolution 2021-022
which receives the feasibility report and orders the public hearing be held on April 26, 2021 in
order to have this project proceed to a public hearing. If adopted, staff would mail notices to each
property owner in the proposed assessment area stating the time of the hearing, the general nature
of the improvements, the estimated project cost, the proposed assessment area, and an estimate of
the assessment amount.
Mayor Grant commented on the soil borings that were taken and asked if there was concrete
under the roadway.
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 8
Interim Public Works Director Swearingen stated the soil borings show that there was no
concrete under the roadway.
Councilmember Holden expressed concern about Cummings Lane and the draining concerns
along this roadway.
Interim Public Works Director Swearingen reported within the feasibility report the storm
improvements along Cummings Lane were addressed. He noted the stormwater improvements
along Cummings Lane would be the responsibility of the City.
Councilmember Holden encouraged staff to speak with MnDOT regarding the stormwater basins
in this area. She feared the drainage from Cummings Lane would spill over to the MnDOT system
and flooding would continue to occur.
Interim Public Works Director Swearingen indicated he would speak with MnDOT in order to
coordinate efforts on the stormwater for this area.
Councilmember Holden questioned if there would be examples of the trail types at the public
hearing.
Interim Public Works Director Swearingen stated he would have this information and full
schematic drawings for the trail options at the public hearing.
Councilmember Holmes asked if the reclamation work would be able to work with the varying
levels of pavement on the roadway.
Interim Public Works Director Swearingen reported this was the case.
Councilmember Holmes discussed the cost for the project and asked if costs would be received
for Alternate 1 and Alternate 2.
Interim Public Works Director Swearingen stated staff would be presenting estimated costs for
these items at the public hearing.
Councilmember Holden supported the Council receiving cost estimates for Alternate 1 and
Alternate 2.
Councilmember McClung agreed.
Councilmember Holmes asked if the assessment of the road would be the same whether the City
went with Alternate 1 versus Alternate 2.
Interim Public Works Director Swearingen commented with the reconstruction the assessment
values would go up.
Councilmember Holmes explained this was something that should be sent to residents prior to
the City Council meeting on April 26, 2021.
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 9
City Administrator Perrault reported the upcoming public hearing would be for the project and
not necessarily for the assessments. He clarified the assessment hearing would be held at a later
date.
Interim Public Works Director Swearingen discussed how the 2021 PMP was completed by
the City and how decisions were made regarding Prior Avenue in order to estimate assessment
values. He stated he did not see an issue providing the Council with a range for the prices for
Alternate I and Alternate 2.
Finance Director Bauman commented on Table 5 within the packet. She clarified the estimated
special assessments between Alternate 1 and Alternate 2 do not change.
Interim Public Works Director Swearingen explained Alternate I was reconstruction and
Alternate 2 was reclamation.
Finance Director Bauman stated this would mean Table 5 was incorrect.
Mayor Grant recommended staff crunch the numbers and make the residents aware of the
differences in Alternate I and Alternate 2 prior to the April 26, 2021 City Council meeting. He
asked if staff would be able to complete this work in time for the meeting.
Interim Public Works Director Swearingen stated he would have the work done in time.
Councilmember Holmes recommended a period be placed after the reference to Chapter 429
within the Resolution and that the rest of the sentence be struck.
Councilmember Holden supported this recommendation.
MOTION: Councilmember Holmes moved and Councilmember Holden seconded a
motion to adopt Resolution No. #2021-022 Receiving the Feasibility Report
and Ordering the Public Hearing to be held on April 26, 2021, for the Old
Snelling Avenue and County Road E Improvements amending the first
therefore clause ending the sentence after Chapter 429. A roll call vote was
taken. The motion carried (5-0).
10. UNFINISHED BUSINESS
None.
11. COUNCIL COMMENTS
Mayor Grant reported the governor has issued a curfew for tonight from 7:00 p.m. until 6:00
a.m. for Hennepin, Ramsey and Anoka counties.
Councilmember Scott recommended the content or information included in City notifications be
clarified before letters are sent. He noted recent letters sent to the public have had errors and
requested staff verify all information included in these letters prior to being sent out.
ARDEN HILLS CITY COUNCIL—APRIL 12, 2021 10
Councilmember Scott stated he would like the Council to address local speed limits at an
upcoming work session.
Councilmember McClung discussed the pothole repair and street maintenance that would occur
this spring. He asked if staff had a schedule for these repairs and suggested the public bring any
areas of concern to City staff s attention.
Interim Public Works Director Swearingen stated he would post this information on the City's
website. He noted the preliminary patching would be done this spring and would be completed by
the first or second week of May.
Councilmember Holmes commented there was a delay in chicken ordinance but noted the
Council would be getting back to this issue this spring.
Councilmember Holmes recommended the City Council address food trucks at a future
worksession meeting.
Councilmember Holden asked if all potholes will be filled or only the large ones.
Interim Public Works Director Swearingen stated the plan was to fill all potholes.
Councilmember Holden discussed the block grant that was received for Arden Manor and
suggested educational recreational equipment be considered for this park.
Mayor Grant commented on the pothole filling that occurred last year and requested the potholes
in the City not become speed bumps this year.
City Administrator Perrault reported staff may not be able to address food trucks at a
worksession meeting until May.
ADJOURN
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to adiourn. A roll call vote was taken. The motion carried
unanimously (5-0).
Mayor Grant adjourned the Regular City Council Meeting at 8:48 p.m.
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Ju ' Hanson David Grant
City Clerk Mayor