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HomeMy WebLinkAbout11-15-21-WS - DIzEN HILLS Approved: December 13, 2021 CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION NOVEMBER 15,2021 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 (attending via Zoom), Fran Holmes, Dave McClung(attending via Zoom) and Steve Scott Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer David Swearingen; Finance Director Gayle Bauman; City Planner Jessica Jagoe and City Clerk Julie Hanson 1. AGENDA ITEMS A. Northeast Youth and Family Services Update Tara Jebens-Singh, NYFS President and CEO, introduced herself to the Council and explained NYFS was a community-based trauma informed non-profit, mental and human services agency that is celebrating its 451h year in service to the community. She noted NYFS partners with 15 cities, noting Lauderdale would be joining the organization 2022. She explained NYFS also partners with three school districts. She commented on the people who are served by NYFS mental health services in suburban Ramsey County. She discussed how her organization has made transitions in order to assist youth in crisis throughout the COVID pandemic. She commented on the benefits of the youth diversion program. She described how NYFS was now partnering with five local law enforcement agencies for mental health care. She was happy to report telehealth services would remain in place going forward. She discussed how her organization was working to expand online services due to the pandemic. She thanked the City of Arden Hills for their continued support and then detailed the value of the contracted services the City received in 2020 and 2021. She thanked the Council for their time and noted she was available for comments or questions. Councilmember Scott asked if Ms. Jebens-Singh has a comparison for the number of people served in 2019 compared to 2020 and 2021. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 2 City Administrator Perrault reviewed the numbers from 2019 with the Council. Councilmember Holmes requested further information on how the services provided were billed out to residents. Ms. Jebens-Singh described how grants, insurance and other dollars are used to help cover the expense for the services provided by NYFS. Councilmember Holden commented on the deficit that has occurred at NYFS. She questioned how much costs would increase in 2022. Ms. Jebens-Singh reported the costs were approved by the Board of Directors noting the member cities would have a 3% increase from 2021. She discussed how she created a more proportionate cost for cities based on population. City Administrator Perrault explained the City of Arden Hills would actually have a 10% increase, due to a 7%carryover increase from last year. Councilmember Holden questioned if the majority of diversion cases were appointed by the Ramsey County court system. Ms. Jebens-Singh stated this was the case, noting other agencies also referred youth to this program. Councilmember Holden commented on how County tax dollars helped to fund the diversion program,which meant only 14 individuals in Arden Hills were served by NYFS in 2020. Mayor Grant thanked Ms. Jebens-Singh for her presentation and update. B. Feasibility Study—Proposed Trail from Lake Valentine Road to CR-96 Public Works Director/City Engineer Swearingen reviewed the location of the proposed trail segment with the Council. This trail would be a 6,500-foot North-South connecting segment along Old Highway 10 from Lake Valentine Road to CR-96. At the southern end of the corridor there is an existing trail segment along Lake Valentine Road near Valentine Park and the City has 95% design plans for a trail segment on the West side of Old Highway 10 from Lake Valentine Road to County Road E2. Towards the middle of the trail corridor, there is another connection on the south side of Parkshore Drive as part of the senior living development. At the north end of this corridor the trail would meet the existing trail that extends along Old Hwy 10 at the interchange of CR-96. Public Works Director/City Engineer Swearingen reported the feasibility study will provide information of what is involved if this trail were to be designed and constructed, such as, existing conditions with utilities (Public and Private), drainage, environmental challenges, estimated costs and project funding sources. It would also include some Public involvement to identify needs or issues from their feedback. The feasibility report does not commit the City to construct the trail but puts the City in position to pursue funding opportunities when available. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 3 Public Works Director/City Engineer Swearingen explained for additional information, Ramsey County is performing a pavement preservation project along Old Highway 10 from County Road E to CR-96 in 2023. City staff has already coordinated with Ramsey County on a segment of trail designed on the West side of Old Snelling from County Road E2 to Lake Valentine Road which they will incorporate into their plans. Mayor Grant questioned if the Council wanted to support a feasibility study for this trail. Councilmember Holden asked if staff had reviewed the study that was previously completed. Public Works Director/City Engineer Swearingen commented the previous study was a blank slate and was based on the trail that was constructed in 2018. Councilmember McClung recalled there was an earlier version of this in a simpler form. Public Works Director/City Engineer Swearingen reported he could look back in the records to see what information was available. He noted he was proposing to complete an in-depth feasibility study with soil borings and geotechnical work. Councilmember Holden reported the previous study included soil borings. Councilmember Holmes asked if staff was working to make this project shovel ready. Public Works Director/City Engineer Swearingen stated this would not be the case but rather would provide the City with cost estimates that could be relied on. Councilmember Holmes questioned if this study was a waste of time. Mayor Grant recommended staff search the previous history on this project in order to find the study that was previously completed. He indicated this would be valuable information for the City to have in place. Councilmember Holden did not believe this project had to be shovel ready unless there were funding sources available for the City to tap into. Public Works Director/City Engineer Swearingen indicated staff spoke with HR Green regarding funding opportunities and noted this portion of trail could be completed with grant funding. Mayor Grant supported staff looking through the files to find the previous study prior to working with HR Green on grant opportunities. Councilmember Scott and Councilmember Holden agreed. Councilmember McClung suggested the City seek federal dollars for this trail after staff looks to see what information it already had. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 4 Councilmember Holmes indicated this was a County road and this should be taken into consideration. Mayor Grant reported everything north of Lindey's was a County road. Council consensus was to direct staff to further investigate the study that had already been done on this trail segment and to report back to the Council at a future worksession meeting. C. City Owned Parcel at 3588 Ridgewood Road City Planner Jagoe stated at the October 18th City Council Work Session, the Council discussed possible actions for next steps in proceeding with the potential listing of 3588 Ridgewood Road. One of the considerations for the Council was whether the City owned parcel would be marketed to the adjacent Property Owners at 3583 Snelling Avenue and 3570 Ridgewood Road or placed on the MLS for broad sale to the general public. The consensus of the Council was that Staff would proceed with obtaining an appraisal and the property would be marketed through a licensed real estate agent to the general public. Staff was directed to bring back to the Council at a future work session the appraisal information and general feedback from a real estate professional on marketability of the lot. City Planner Jagoe commented following the work session meeting, the adjacent Property Owner at 3570 Ridgewood Road sent an email requesting City Council reconsideration of their interest in listing the property to the general public and wishes to engage the Council in discussion on purchasing the property in advance of any further action on the City's part. City Planner Jagoe reported since the work session, Staff has contacted two appraisal services and has received quotes of$600 and $2,400 and a timeline of 4-6 weeks to perform the appraisal. In addition, Staff contacted the City of Mounds View on process they've followed for agent selection and the City Attorney on recommended next steps. The general guidance was that local agents should be approached and provided some sort of informational packet on the parcel (i.e. site map, acres, zoning, City's intended use of site, timing, etc.). This packet would provide a date for their responded interest and request that they include their terms for listing the parcel. That information would be presented to the Council prior to any execution of the listing agreement. Based on both of those factors, Staff anticipates the property would likely not be ready to be placed on the market until the early part of next year. City Planner Jagoe explained staff wanted to provide the Council with an update and to seek confirmation on proceeding with the appraisal and agent selection process. If directed as such this item would tentatively be brought back to the Council at the January or February work session for additional discussion. Councilmember Holden supported the City selling this lot and making as much as possible. Mayor Grant questioned if the Council would support a variance on this lot. Councilmember Holmes supported the City getting an appraisal and fair market value for the sale of the lot without any side offers. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 5 Further discussion ensued regarding the development potential of the lot. Mayor Grant supported the City moving forward with the $600 appraisal as proposed by staff. The Council was in agreement. D. Arden Manor Park (CDBG) and Floral Park Hardcourt Improvements Public Works Director/City Engineer Swearingen stated staff is requesting Council discuss moving forward with improving these Parks with the anticipated timeline of being complete by the end of Fall 2022, which is also the timeline of keeping the Arden Manor Park eligible for the CDBG funds. If Council chooses to move forward with both projects, staff recommends combining these Park improvements into one plan set to promote lower bid prices. Construction items from each Park would be separated within the plans to differentiate the grant participating costs. Public Works Director/City Engineer Swearingen reported due to the tight timeline and the demands required by both CDBG and RCWD Stormwater Management Grant, staff recommends requesting a proposal directly from HR Green to take the project from start to finish. Tasks to include, but not limited to, public engagement, project management, design coordination, Council presentations, vendor/contractor coordination, construction observation, and all paperwork and requirements from the grants. HR Green staff has already visited the project site and have completed past CDBG projects and the Project Manager serves on RCWD's Citizens Advisory Committee. Public Works Director/City Engineer Swearingen explained City staff is working with HR Green to complete the project scope which includes design, Public Engagement, Council meetings, Open-House, CDBG administration items, RCWD grant application and administration, design for both parks, bidding assistance, and construction observation. At this time there is not an official proposal with cost, but it is expected to be near $80,000. Staff commented further on the proposed work that would be completed and requested direction from the Council. Councilmember Holden asked if the work needed at Arden Manor could be completed by the corrections crews. City Administrator Perrault reported he would have to look into this further to see if CDBG grant could be used to pay for an ICWC crew. Mayor Grant questioned if the Council supported Floral Park and Arden Manor Park being renovated through the CDBG funding. The Council fully supported this project. Councilmember Holden stated the work at Floral Park would involve some tree removal. Councilmember Holmes suggested a neighborhood meeting be held for the residents living around Floral Park in order to make them aware of the tree loss that would occur. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 6 Public Works Director/City Engineer Swearingen explained there would be some community engagement that would occur in order to make the surrounding neighbors of Floral Park aware of the changes that would occur. Mayor Grant agreed that trees would have to be taken down and roots should be addressed in order to protect the new courts. Council consensus was to support the Floral Park and Arden Manor Park projects moving forwards as one plan set. Public Works Director/City Engineer Swearingen asked if the Council supported HR Green managing these projects. City Administrator Perrault explained staff needed assistance to help the City through the CDBG grant process. Council consensus was to support HR Green managing these projects on behalf of the City. E. 2022 Budget Discussion Finance Director Bauman stated a budget workshop was held with the Council on August 16, 2021. Staff was directed to make a few minor changes to revenues and expenditures, and Council adopted a maximum tax levy increase of 4.5% on September 13, 2021. The final levy and budget adoption meeting is scheduled for December 13, 2021. Finance Director Bauman reported the 2022 proposed budget is currently being prepared assuming a 3.0%wage adjustment for nonunion and union staff. There was a survey completed of surrounding communities and most were at 3.0%. It is important for the City to remain competitive in the marketplace. Benefit amounts have been adjusted based on renewal information. Health insurance is set to increase by about 9.0% and dental is set to increase by 3.3%. The city's payment toward employee insurance is increasing $47.04 per month for an employee on a single plan and $91.39 per month for an employee on a family plan. Overall, the city cost for insurance is increasing $20,460. The number of positions included in the budget is decreasing by one due to the elimination of the Recreation Coordinator. Also, there are changes to some of the wage allocations and a couple of new position titles with different grades are included in Public Works and Community Development. Staff commented further on the proposed budget and asked for feedback from the Council. Councilmember Holden asked if the City was seeing additional revenues after the water meter concerns were addressed. Finance Director Bauman reported there were 15 customers that had been underbilled for water. She did not anticipate the City would see a large increase in revenues. Mayor Grant supported the City using a portion of the tree funds in the Park Fund to plant trees in 2022. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15,2021 7 Councilmember Holden supported staff speaking with the City Attorney to see if the tree funds could be used for landscaping and shrubbery. Councilmember Holmes stated she did not support the City giving $20,000 to NYFS in 2022. She discussed how this organization was in competition with other non-profits in the community that were worthy of support. Councilmember Holden concurred noting Health Partners had a mental health division available for Arden Hills residents. Councilmember Scott commented Health Partners was not a non-profit. He explained there are other organizations that provide mental health services, but he was uncertain that these services were as far reaching as NYFS. For this reason, he was leaning towards the City continuing to support NYFS. Councilmember McClung stated he was uncertain if there was another organization that was a bigger bang for the buck that was available to the City. Mayor Grant asked if there were other diversion alternatives available to the City. He indicated he was on the fence, but was prone to stay with NYFS. Further discussion ensued. Councilmember Holden discussed the deficit that NYFS was facing and anticipated this would cause continued increases from this organization. Mayor Grant stated 3/5 of the Council did not support continued funding for NYFS. Councilmember Holden commented one of her concerns was that NYFS did not work with the Ramsey County Sheriff's Department, who serves the City of Arden Hills. Council directed staff not to bring forward the NYFS agreement for renewal for 2022. Mayor Grant asked where the Council was with respect to the levy increase. Councilmember Holmes stated she was at 4.5%. Councilmember Scott indicated he supported a 4.5% increase as well. Councilmember Holden commented she also supported a 4.5% increase. Councilmember McClung explained he supported an increase of 4.0%. F. Draft 2022 Fee Schedule City Clerk Hanson stated the City Council annually establishes a fee schedule for administrative, building construction, liquor licensing, park and recreation facility usage, planning and zoning, ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 8 utilities, business licenses, utility fees, and other miscellaneous permits and penalties that are enforced by the City. Staff provided the Council with a recap on the fee schedule changes that were made in 2021, along with noting the proposed changes for 2022. Councilmember Holmes indicated she did not support waiving any rental fees for the National Guard. Councilmember Scott stated he did not like the idea of charging another governmental agency for the use of space. However, he did not anticipate the National Guard would be renting space from the City given their new space, and he was content to leave the language as is. Mayor Grant supported the National Guard having to pay for picnic shelter rentals. Councilmember Holmes requested further information regarding the after-hours call out fee. Public Works Director/City Engineer Swearingen explained this was an added fee the City would be charging for inspections that were required after hours. Councilmember Holmes recommended the garden plot and warming house fees not be increased for 2022. Councilmember Holden stated she supported the proposed inflationary increases for the garden plots and warming houses due to inflationary increases. Councilmember Holmes agreed and stated she withdrew her objection. G. Senior Engineering Technician Discussion City Administrator Perrault stated the City Council previously authorized Staff to move forward with the recruitment of a Senior Engineering Technician; following two attempts at posting the position we do not have a viable candidate to bring forward to Council for approval. Following internal discussions with the Public Works Director/City Engineer and the Personnel Committee, we are recommending the position be re-vamped to a higher level position to attract a wider range and higher quality candidate. This new position would be an Assistant Public Works Director, it would be similar to the Assistant City Engineer position that the City previously had, but the focus would shift away from engineering and more towards operational duties, such as, project inspection/management, capital project planning and street/utility operations. It is also anticipated this position will be the direct supervisor of Recreation Activities. The Public Works Director/ City Engineer will be present to speak more to the position and answer additional questions. One additional item the Council will want to weigh in on is if we should have a job posting for this role or directly recruit qualified individuals. Councilmember Scott asked if the creation of this position would bring some work back in- house that was currently being contracted. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 9 City Administrator Perrault commented a person at this level would give the City the ability to complete feasibility reports and construction observation, but full plans would still require the assistance of a consultant. Councilmember Holden stated she believed this was a great idea. Councilmember Holmes suggested the new person be in charge of the vehicle maintenance schedule. Councilmember McClung supported the new position. City Administrator Perrault questioned how the City should recruit for this position. He noted the City could post for the position and see what candidates apply, or staff could approach a candidate that they have in mind for the position. Councilmember Holden supported staff trying to hire someone as quickly as possible for this position. Mayor Grant concurred and noted if this individual was not available, then the City would have to post for the position. H. Committees/Commissions Discussion City Administrator Perrault stated the City Council requested a discussion on Committee/Commission members and term limits. A verbal update will be provided to the City Council. Below is the City Code language regarding term lengths. Subdivision 7: Length of Term. Unless otherwise specifically provided, each Member of any Board, Committee, Commission or other appointed body shall serve for a term of three (3) years. A. Number of Terms. Each Member may serve for no more than three (3) consecutive three-year terms. B. Staggered Terms. One-third of each Board, Committee, Commission or other appointed body shall be appointed at the beginning of each fiscal year. Councilmember Holden asked how many people would be impacted if a term limit were to be set. City Administrator Perrault explained this would impact eight serving Commission members. Councilmember Holden stated because this language was in place, she supported the City enforcing it. Councilmember Holmes asked if this language applied to alternate members. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15,2021 10 Mayor Grant noted the language applies only to full serving members and not alternates. He stated he would like to understand how many terms each member had served, for those that have served more than three. City Administrator Perrault commented he did not have this information in front of him. Mayor Grant indicated he supported the City enforcing this language as well. City Clerk Hanson stated Commission members may question why they were being asked to step down after having been appointed to a three-year term. City Administrator Perrault stated it can be explained that any Commission member can be removed from a Commission by City Council vote. Councilmember Holmes indicated if this language were enforced, there would be only one member of the FPAC that remains in place. Councilmember Holden commented FPAC was a unique group that should possible be turned into something else instead of being a Committee or Commission because they were project driven and the group does not meet routinely. Councilmember Scott stated all of the Commission members were volunteers willing to serve on behalf of the community. He supported the City Council removing the term limit language in order to all these individuals to serve the City with the understanding the Council could remove anyone by vote. Councilmember McClung supported the City having the term limits in place because this would allow other people the opportunity to serve. Councilmember Holden agreed with Councilmember McClung. She believed nine years was enough time for an individual to serve. She noted there was nothing stopping the individuals that would be asked to step down from still attending the public meetings. Councilmember Holmes stated she believed it made sense to follow the language that was in place and to only allow Commission members to serve for nine years. She reported she did support turning FPAC into something else because this group did not meet often. Mayor Grant stated agreed that FPAC was more of a task force type of group, and that the City can address this particular group's function at a future meeting. Mayor Grant explained the majority of the Council supported the language being enforced, which meant the nine-year term limit would have to be enforced and some difficult conversations would have to be held. He requested the Council to deliver this message to their respective Commissions. He stated Steven Jones and Clayton Zimmerman could continue to serve as alternates to the Planning Commission. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 11 City Administrator Perrault suggested the Council discuss its Commissions and Committees further in December or January to see if the role and function of these groups should be amended. He requested that before any notifications were made to the Commission members that he be allowed to speak with the City Attorney first to see if any members have to be removed by Council vote. I. Council Tracker City Administrator Perrault provided the Council with an update on the Council Tracker. The Council directed staff to speak with the City Attorney regarding the City's liability regarding the traffic concerns at the Mounds View High School and to question if the Ramsey County Sheriffs office could be contacted to assist with traffic for 15 to 30 minutes each day. 2. COUNCIL COMMENTS AND STAFF UPDATES Councilmember McClung stated he would like the Council to consider his liaison positions for 2022. Mayor Grant requested Councilmember McClung email him with his preferences. Councilmember Holmes commented she was upset by the fact the Ramsey County Sheriffs office does not keep the City Council apprised of crime incidents and traffic accidents that have occurred. She requested that this change, order to keep the Council better informed on the events that occur in the community. Councilmember Holden questioned if the City should be looking for another public safety provider. City Administrator Perrault explained the the current contract with Ramsey County allows termination by notice has to be given by March 31, 2022 for the subsequent year. Councilmember Holmes stated she was not suggesting this. Councilmember Scott supported the City receiving monthly updates on the events that occur within the community from the Ramsey County Sheriffs office. He noted this was done on a monthly basis for North Oaks. Mayor Grant commented he gave the Rotary Club a presentation recently where he received a great deal of questions. Mayor Grant noted he met Major Bradford with the Red Bulls on Veterans Day. He noted the Major expressed great pride in the facilities here in Arden Hills. Mayor Grant concurred that the City needed to have a greater level of communication between the City and the Ramsey County Sheriffs office. He encouraged the Council to watch for the sheriff s department to see if they are patrolling the local streets. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2021 12 Mayor Grant indicated he received committee preferences from Councilmember Holmes, but no other Councilmembers. He requested the Council provide him with their committee preferences. Mayor Grant commented that on Wednesday, November 171h at 10:30 a.m. in the circular lot Representative Moller would be making a presentation. He encouraged all City Councilmembers to be at this event. He noted 40 House Committee members would be attending this presentation along with MNDOT. City Administrator Perrault explained he forwarded a draft State of the City presentation for the Council to review noting he would like to get this to CTV later this week to be posted on the website. ADJOURN Mayor Grant adjourned the City Council Work Session meeting at 8:00 p.m. J e Hanson David Grant C y Clerk Mayor