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HomeMy WebLinkAboutCC 03-26-2001 . CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 26, 2001 6:30 P.M. - ARDEN HILLS CITY HALL CONFERENCE ROOM CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 6:40 p.m. Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, David Grant, Gregg Larson, and Lois Rem. Absent: None. Also present were City Administrator, Joe Lynch; Parks & Recreation and Interim Public Works Director, Tom Moore; and Planner, Jennifer Chaput. TWIN CITIES ARMY AMMUNITION PLANT (TCAAP) DISCUSSION Mayor Probst reviewed the meeting discussion from the March 12,2001 meeting. . Staff was directed to obtain the completed, finished product of the TCAAP reutilization document from Camiros, Inc. The City Council discussed the proposed maintenance facility on the Ramsey County property. Discussion included determining the need for the facility at this location, the desire to move ahead with the design, and planning for a joint facility. The City Council also discussed the development of a Joint Powers Agreement (JP A) with Ramsey County that would allow both parties to go down the road of exploring the design of a building, while providing language that would allow either party to opt out under certain conditions. The City Council directed staff to proceed with the drafting of a Joint Powers Agreement with Ramsey County to be reviewed by the Operations and Finance Committee for language opportunities for Arden Hills to opt out of the joint facility. Staff was also directed to proceed with the development of a Request for Qualifications (RFQ) and Request for Proposals (RFP) for design services of the joint maintenance facility. RECESS At 7:30 p.m., Mayor Probst recessed the meeting and reconvened the regular meeting in t City H ouncil Chambers. . . . . MINUTES CLOSED EXECUTIVE SESSION CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING MARCH 26, 2001 10:05 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER Pursuant to due call and notice thereof, Mayor Dennis Probst called to order a Special City Council Meeting at 10:05 p.m. in the City Council Chambers. Present: Mayor Probst; Councilmembers Beverly Aplikowski, David Grant; Gregg Larson; and Lois Rem. Also present was City Administrator, Joe Lynch. PURPOSE OF MEETING Mayor Probst convened the meeting for a Closed Executive Session to discuss the annual performance review of the City Administrator. There was no action taken. ADJOURN Mayor Probst adjourned the Closed Executive Session at 11 :35 p.m. . . . CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 26, 2001 7:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 7:36 p.m. Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, David Grant, Gregg Larson, and Lois Rem. Absent: None. Also present were City Administrator, Joe Lynch; City Planner, Jennifer Chaput; and Recording Secretary, Nancy Czajkowski. APPROVAL OF MEETING AGENDA Councilmember Grant requested Agenda Item 6 A 3 be moved to the Consent Calendar. MOTION: Councilmember Aplikowski moved and Councilmember Grant seconded a motion to adopt the agenda for the March 26,2001, regular City Council meeting. The motion carried unanimously (5-0). APPROVAL OF MINUTES A. March 12,2001 Regular Council Meeting, TCAAP Discussion B. March 12,2001 Regular Council Meeting C. March 19,2001 Council Worksession Councilmember Larson noted on Page 3 of the March 12, 2001 Regular Council minutes, in the fourth paragraph the references should be to "he"" instead of "she". Councilmember Rem noted on page 12 of the March 12, 2001 Regular Council minutes Councilmember Grant was listed as both present and absent. She added he was absent. She stated on page 5, in the second paragraph from the bottom, quoting Mr. Lynch, the reference should be to the "Reutilization Plan". MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to approve the March 12,2001 Regular Council Meeting, TCAAP Discussion, the March 12,2001 Regular Council Meeting, and the March 19,2001 Council Worksession minutes as corrected above. The motion carried unanimously (5-0). . . . ARDEN HILLS CITY COUNCIL - MARCH 26,2001 2 CONSENT CALENDAR A. B. C. Claims and Payroll Receive 2000 Treasurer's Report City Hall 1. Rochon Corporation, Pay Application #6 through February 28,2001, $388,213.37. 2. Architectural Alliance, Pay Request Invoice #0000015 through January 26,2001, $12,126.29. MOTION: Councilmember Grant moved and Counci1member Ap1ikowski seconded a motion to approve the Consent Calendar and authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). PUBLIC COMMENTS Mayor Probst invited those present to come forward and address the Council on any items not already on the agenda. No public comments were made. UNFINISHED AND NEW BUSINESS A. Planning Cases 1. Case #00-45, Semper Development, County Road E & Lexington Avenue N., Site Plan, Special Use Permit (SUP), Variance, Lot Split Ms. Chaput explained this is a request for a lot split regarding the Walgreens proposal and the various related cases. She stated this case was last tabled at the February 26 meeting for additional information. She noted it came to staff s attention that the minor subdivision application creating two parcels from the existing Holiday inn site eliminates all landscape area from the Holiday Inn. She added Holiday Inn would then become a non-conforming use by the landscape requirement of the zoning code. She stated Council might recommend approval with conditions and a landscape variance, recommend reasons for denial, grant a request for an extension of time or the applicant could withdraw the application. She added staff recommends denial for two reasons: 1. The proposed minor subdivision of the property located at 1201 County Road E, creating two parcels from one, leaves the Holiday Inn's remaining parcel with less than 25% landscape area which is unable to meet the requirements of Section 5 (F) of the Zoning Ordinance. 2. Since a minor subdivision of 1201 County E can not create a developable lot for a proposed Walgreens, the remaining applications for: a variance from Section 6 (D)#I(b), proximity to drive-in businesses; a Special Use Permit for a drive-in business in a B-2 ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 3 . District; and site plan review, are not possible. All subsequent applications are denied based on the fact that a minor subdivision ofthe property can not occur. Ms. Chaput stated the applicant did submit a letter waiving the 60-day requirement in order to give them time to review the landscape issue. She noted the applicant was not present. Councilmember Larson stated he would support the recommendation to deny the application. He questioned what would be gained by the waiver. He noted no matter what the Council does the applicant has to come back to the Council and make a case for a variance to allow the subdivision to take place. He added he could not conceive any justification for that variance. He stated he did not see how the case could be made to go forward. He noted there is no hardship there. Councilmember Grant stated by denying the application, the applicant could not bring it back for six months. Mayor Probst stated that is correct unless they changed something on the plan. Councilmember Grant stated he thought the issue is moot. . Councilmember Rem stated she understood what Councilmembers Grant and Larson were saying. She noted on the other hand, the applicant has been apprised and wants to wait 60 days. She added she did not see any harm in letting them waive the 60 days. She stated it might not change the outcome, but they have requested it. Mayor Probst stated it is a process issue. He noted that before Walgreens can come in with a plan, they have to create a developable site. He added his only fear relative to a potential waiver on time is that the applicant may think that the Council intends on approving the project, which is not the case. He stated the safest way to do that is to follow staff s recommendation to deny and let them come back with a plan for a developable site. MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to deny the Requests for the Property located in the northwest quadrant of county Road E and Lexington Avenue, zoned B-2, General Business District as recommended by Staff. The motion carried unanimously (5-0). 2. Case #01-05, Chesapeake Companies, 1-35W and 1-694, Master pun . Ms. Chaput explained this is a master plan and concept PUD that was discussed in January. She stated the applicant continues to acquire properties for this development. She noted the Planning Commission reviewed in great detail the design standards at their meeting. She added the Commissioners went through each section and recommended changes accordingly. She stated the whole reason for a master PUD is to set up design standards for the development of that site. She noted they want strict guidelines for this. She reviewed the recommendations of the Planning Commission and noted Exterior Insulation and Finish System (EFIS) samples had been submitted. . . . ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 4 Mr. Peter Carlson, Chesapeake Companies, introduced Mr. John Shardlow and Mr. Steve Doughty. He stated they had a very good exchange with the Planning Commission and staff. He noted they have provided input in terms of achieving design and performance standards. He added this gives them a tool with enough definition to say that within these standards they can have confidence the city would look favorably on a plan. He stated this is important to the larger users. He noted there is a lot of planning involved in choosing a site even preliminarily and the large users are reluctant to go through it at all if they are going to lose time. He added there is also a cost investment. He stated the Planning Commission offered good suggestions. He noted they have a few items on which they had a difference of opinion. He added he would like to continue that discussion here. Mayor Probst stated he has a bit of a concern about approving design standards without a plan on the table. He noted his concern that they have not downgraded the standards to allow an unintended outcome. He added this could happen if the applicant does not find a larger user and goes with some other plan. He stated they need to convince him that this could not happen. Mr. Carlson stated this concern was expressed at the Planning Commission as well. He noted they spent three hours in order to have enough specifics to prevent that from happening. He added that is why they have spent so much time discussing site plans, materials, and landscaping. He stated there is that final crucial step the council would have to stop such a project. He noted when they submit the plans for the actual building, final PUD, and building permit, the council would have the control at that time. Mr. John Shardlow stated one good thing about a PUD is the ability to be flexible on zoning. He noted that if they had a specific tenant they were designing for it would be in the mutual interest on both parties to attract that user. He added they have done this many times around the twin cities and other metro communities as well. He stated the Council still has the final development stage at which they would see specific users, plans, and landscaping. Councilmember Larson stated there is not a project yet and he does not feel those guidelines and provisions in anyway bind him. He noted Council, staff, and the Planning Commission would be able to look at a specific project. He added he would guess that the final plan could come back totally different. He stated he shared the concern about it being an envelope. Mr. Shardlow responded he was talking about PUDs working in other communities. He stated the development in Roseville had this same approach. He noted what is important here is that there is a meeting of the minds between the developer and the city on what it wants to see on that site. He added they have discussed every aspect they can think up without a specific plan. He noted the Council is approving the way the signage would be handled, and the materials. He added he is concerned that the city could go back to square one on a specific use. He stated he hopes it is a meeting of the minds so he can go back into the market place and represent this. Councilmember Aplikowski stated one major issue seems to be the height of the building. She noted she does not have a problem with that as long as they are all on the same page. . . . ARDEN HILLS CITY COUNCIL - MARCH 26,2001 5 Mr. Steve Doughty, Pope & Associates, the architect, stated there was a lot of discussion at the Planning Commission on the height of the building. He stated they could use the grade change to their advantage to have parking at a lower grade. He noted that was part ofthe unsurety. He added they are trying to get some frame around the building to understand the broad scope. He stated the maximum height would probably be 100 feet. He noted ifthere needed to be some clarification, they we could look at that the 85-foot to 140 foot range. There is the chance a user could come in and need a variation. He stated they are trying to get a broad definition, but do not want to allow an elephant onto the site. Mr. Shardlow stated the Council would be surprised how high 100 feet is. He noted this is the site in the gateway area where a signature building should be. He added it is consistent with the New Brighton side. He stated ifthey are going to get a corporate headquarters that is the site they want it to be on. Mr. Carlson stated they worked backwards. He noted they looked at the given constraints if they did have a corporate user. He added they also considered what would be a typical floor plate for such a user and what the site would accommodate. He stated that is how they came up with the approximate eight stories. He noted how the ultimate shape comes out depends on the user. He added some users want larger floor plates, but may have less height. Mayor Probst asked about the Veritas building in Roseville. Mr. Doughty responded it is a five- story building. He stated the Norman Points building is a seven-story building. He noted some design measures were done too. Mr. Shardlow stated the Roseville development on Snelling Avenue is eight stories. He stated they would not intend that the whole footprint would be raised up eight stories. Mr. Carlson stated they have tried to address the outside limitations so there are no unexpected results. Mayor Probst stated he could see the logic in trying to have the signature building. He noted New Brighton is trying to accomplish the same thing across the freeway. He added they should try to set these standards up to accomplish it in the same way. He stated the Medtronic facility is the kind of thing every community wants. He added he is comfortable with where they want to go, but is concerned ifthey do not find that user. Mr. Carlson stated they are trying to provide that by pushing the office requirement office. He noted the topside of the development and the bottom side has been addressed. He added they are looking for the highest and best quality for that property. Councilmember Larson stated the bottom line is having a first class user on this site. He noted he is comfortable with the height. He added he has other concerns and asked what constitutes a permitted accessory use. Ms. Chaput responded an accessory use is defined as a secondary use to the primary use of the property. She stated they evaluated the uses allowed in the Gateway Business District. She noted the Planning Commission had added that it could only be class one use. . . . ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 6 Councilmember Larson asked if there is some reason that the developer wants that in there. He noted he worries about an envelope that is so large. Mr. Carlson responded the new campuses have corporate functions and various uses that are not all office uses. He stated one office might also need a light laboratory use. He noted it would be in an office environment, but not an all office use. He added St. Jude medical is a good example. He stated it has office and some light lab. He noted there are quality control departments and preparatory departments. He added they wanted flexibility to accommodate that within a campus environment. He stated they have also put that it would not exceed 50 percent of the total development. He noted one of the parts of the campus might have a little more of that type of use. Councilmember Larson asked for clarification. Mr. Carlson responded it is to address the situation proactively. He stated day care is an important issue. He noted some want the day care inside the building and some want it in an adjacent building. Councilmember Larson stated it is hard to imagine having something that small occupying any part of that space. Mr. Carlson responded they would not focus on day care since it could have a pseudo retailer use like a small cafeteria or a bank. He stated the user might not want it in their building. He noted they are responding to what corporate users have on their list. He added this is one of their ways to provide flexibility. Councilmember Larson stated if an eight-story high quality building is their goal, then it is hard to see this small of a building being a part of that. He noted he does not prefer to see the use of colored architectural precast concrete or EFIS. He added he does not find these buildings as attractive as that other building because it is not using the same materials. He stated he knows the last time they were here he felt the freeway side of building would be more attractive if it did not have parking on it. Councilmember Grant stated that given this is at 35W and 694 he does not have problem with the height of the building. He noted he would like to hear about the four additional items from the March 20th meeting. He added he agreed with Councilmember Larson, because of the prominence of the site they want to make sure it is of the highest quality. Mr. Carlson stated, as for condition one, it is hard at this point to determine the number of children allowable in this project. He noted ten would not meet the requirements of a corporate user. He added they recommend letting the state guidelines determine what could fit. He stated if it is going to be an effective tool, then they need to be able to accommodate them. He noted they have put together various samples of EFIS to show the range of use of materials. He added both precast, brick, and glass could be used to project a high level of quality. He stated he thought EFIS has been proven as a material to use more than 10 percent. He noted there are a lot of cost pressures on this site. He added the cost of the structured parking is estimated to be $9,600 per stall. He stated when all these stalls of deck parking are needed there is a tremendous cost. He noted it needs 12 feet offill and they have wetland mitigation. He added the days when they could build a granite and marble building are gone. He stated companies are looking. for a good solid design with a standard of quality. He noted they do not want to pay. He added they want to be able to compromise for cost. He added 30 percent of the building does not affect ARDEN HILLS CITY COUNCIL - MARCH 26,2001 7 the integrity of the design. He stated he thought that 10 or 30 percent could still look nice and be . hard to distinguish from each other. He noted the difference in cost is considerable. Councilmember Grant asked if the 30 percent would include the parking structure too. Mr. Carlson responded that no it would be 30 percent ofthe principle structure. He stated that if they went around and looked at this class of office building, most have colored masonry or precast. He noted it is more related to cost. Mr. Doughty stated architectural precast is a material that has been used very successfully for the last 20 years. He noted he does not have any hesitation on its use. He added it is almost as high of quality as stone material. He stated he does not want to limit them. He stated the other concern on EFIS is the breathability of it and its intrinsic nature. He noted it is only a concern if it does not have good installation practices utilized. He added he does not think it is a Planning Commission issue, but an owner of the building issue. He stated they have a good contractor. He noted they have concerns too about EFIS. He added if it is down at grade and not detailed properly it could be a problem. He stated architectural precast on parking garages is pretty standard. Mr. Carlson stated they would shoot themselves in the foot to have a great building and an ugly . duck parking deck. . Mr. Shardlow stated along the Gateway Boulevard they think the best way to handle the edge is through berming and landscaping. He noted there might be some area for a decorative wall. Councilmember Grant asked about the percentage ofEFIS on the slides provided. Mr. Doughty described the examples. Councilmember Rem stated she thinks the concern with the materials is not how it looks, but how it would age. Mr. Doughty stated that would be the owner's concern. Councilmember Rem stated this is their city and they would have to live it. Mr. Carlson responded there have been changes in the quality of the systems. Councilmember Larson stated when he thinks of a first class building, he does not think of stucco. He noted cost might be a factor. He added Roseville is getting a five-story building without any stucco. He stated Medtronic has none. Mr. Doughty stated he thinks it comes in with a lower office/showroom. He noted they would not put up an eight-story building with EFIS. Mr. Carlson stated if they have a single story building they would like to use 30 percent EFIS, but use 20 percent on a multi-story. Mr. Doughty stated they would add EFIS only on the upper floor. . Mr. Shardlow stated synthetic stucco would be permitted on the upper floors. . . . ARDEN HILLS CITY COUNCIL - MARCH 26,2001 8 Mr. Doughty asked if the Council was concerned about the looks or the performance. Mayor Probst responded they are not talking about office showroom space. He stated they have both concerns. Councilmember Grant stated there could only belO percent EFIS on a multi-story. Councilmember Aplikowski stated they just want brick. She noted a lot of brick buildings are going up in New Brighton. She added she does not have a problem with 10% EFIS on multi- story building. She stated she does have concerns on a lower building. Councilmember Larson asked what is the likelihood they would have a stand alone building of 6,000 square feet. Mr. Carlson responded it would be pretty small. He stated there would only be one if it were a requirement of a large corporate user. He noted they are trying to think proactively and eliminate reasons to say no. Councilmember Larson stated he would rather they go higher and have them come back and say this user needs this. Mr. Carlson asked what was the concern about having a building that size. Councilmember Larson stated it moves away from the whole idea to have a high-class office building. Mr. Carlson stated that in the best of all worlds he hears what they are saying. He noted however in corporate settings, developments of this size have need for compatible uses. Mr. Doughty stated it is also taken from a bank use. Mr. Carlson stated that a bank use is an allowable use in this process. Councilmember Larson stated it seems to be something more incorporated in a bigger building. Mayor Probst states there would be no issue with allowing a smaller building once they know what it would be used for. He noted Medtronic has a daycare facility separate from its office. Mr. Carlson stated in concept the only reason to do it would be to meet a compatibility requirement some users have. Mayor Probst stated if it is a daycare center or convenience and fits into the development he would be happy to see it. He noted sometimes when they establish design standards the outcome is driven lower rather than higher. Mr. Shardlow stated they could make it a permitted use only if it is tied to a larger campus. . . . ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 9 Councilmember Rem asked about making it an accessory building. She questioned whether they had a number limiting how many they can have. Mr. Carlson responded there is a maximum of two smaller lots overall. All buildings will be considered principal buildings. Mr. Shardlow stated a daycare standing alone would not be permitted at this point. He asked if it could be added in the event a daycare is one use that they would entertain as part of the campus. . Councilmember Larson asked about an accessory building. Ms. Chaput responded it is defined as a shed or garage on a principal property. She stated it has the same meaning as in the other districts. Mayor Probst stated part ofthe difficulty is that it would have to be owned or controlled by the pnmary user. Councilmember Larson asked if an accessory use is permitted on this PUD other than the parking decks. Ms. Chaput responded that it is an issue because the current zoning does not define parking structure. She noted the Planning Commission felt it would appropriate to deal with it as an accessory structure. Councilmember Larson stated the kind of building they are talking about would not be a accessory building. Ms. Chaput stated this was incorrect. She noted that under the PUD the Guidant campus does not have one main building and the rest accessory buildings. Mayor Probst stated ifthey have a corporate user who wants to build its own, the user might want another person to own and operate it. He noted they would then need a separate owner and lot. Councilmember Aplikowski asked if anyone was concerned about the 18 months. Councilmember Rem stated she has concerns about using the landscaping and screening on the site. She noted that screening has become a major issue because of the Welsh development to the north. She added part of the discussion about berming and landscaping might work for a general parking lot, but trash-handling etc. is more sensitive. She stated there seems to be conflicting sections about what is appropriate screening. Mayor Probst asked if under their PUD ordinance would any construction that should occur have to come back for site plan approval. Ms. Chaput responded any building has to come for a final PUD. She stated the council would evaluate it according to these design standards. Mayor Probst stated he really has no concern except about an increase in EFIS. He noted he is compelled not to move from the position of the Planning Commission. He added he is comfortable with what they are approving and they have a further opportunity to fine-tune some of this. . . . ARDEN HILLS CITY COUNCIL - MARCH 26,2001 10 Councilmember Aplikowski concurred. Councilmember Latson stated he would like to eliminate EFIS and set their sights high. He noted he wanted to get something they had always talked about and that looks classy. Councilmember Aplikowski stated her problem is seeing all other types of industrial buildings. She noted if the campuses all were bricks, she would hold them further. She added she does not think it fair to hold them to brick or stone only. Councilmember Grant stated as long as it would be multi-story it seems that 10 percent is acceptable. He noted the other three updates on page 4 are agreeable. Ms. Chaput stated staff asks the EA W not be accepted at this time. Councilmember Aplikowski asked if it should be a separate motion. Mr. Shardlow requested they amend the permitted uses to add a freestanding daycare only if it is a part of an existing campus development. Councilmember Aplikowski and Grant accepted this amendment as part of the motion. Councilmember Larson asked about the Planning Commission's concerns regarding the striking of language about architectural precast on parking ramp. Ms. Chaput responded she thinks the preference for different materials types came from Commissioner Erickson. Mr. Shardlow stated they submitted the EA W on the date before the publication date. He noted he assumed copies would be sent out for distribution. He added they would want the information generated in the EA W for the design process. He stated this project is defined well enough to do an EA W. He noted they hope they could have a conversation with Mr. Downing at the EQB and process the EA W. He added that this is a step that could go through. Ms. Chaput stated it was part of the submittal so staff is concerned they would take action on it as part of the application. She noted that she spoke to a representative from the Environmental Quality Board, who was unsure that an EA W was necessary at this point in the project. Mayor Probst stated he suggests the Minutes record no action was taken on the EA W. Mr. Shardlow stated there is a whole 30-day process and a public hearing to go through. Ms. Chaput stated that staff needed to consult with the City Attorney to determine if the Master PUD is at a stage for the EA W to be reviewed. MOTION: Councilmember Aplikowski moved and Councilmember Grant seconded a motion to approve the Request for Master PUD for Chesapeake Companies, I-35W and I- 694 in Case #01-05 as recommended by Staff with updates except 30 percent ARDEN HILLS CITY COUNCIL - MARCH 26,2001 11 . EFIS shall be changed to 20 percent EFIS. The motion carried unanimously (5- 0). 3. Case #01-06, Comprehensive Plan Amendment, City of Arden Hills Agenda Item moved to the Consent Calendar. B. City Hall Construction 1. Costs 2. Technology, Security and Maintenance, and Furnishing Options and Recommendations . Mr. Lynch explained the summary of cost sheets that outlined the original budgeted amount. He stated he also indicates what has been paid to date. He noted that city staff prompted the front reception area change. He added the change makes it fully handicap accessible. He noted there were no previously planned drawers or cabinets for manuals, permits, etc. He added the roof drains are an additional cost and the City would not pay for that. He stated it is either an oversight by Architectural Alliance or the engineer. He noted it has not been agreed upon yet. He added they have eliminated some outlets. He stated he assumes the Council would allow the general public access to that space. He noted the first floor office space has been changed. He added the City Administrator should not have to walk through the Administrative Secretary's space. He stated they felt it would have better access offthe walkway. He noted the changes total $22,249. Mr. Lynch stated he has tried to identify the previously established budget. He noted no previous budget was set for the security and generator. He noted they have purchased a new telephone system. He added they would need to have the system reinstalled. He stated $5,000 is more than safe to cover just the installation. He noted technology was a 200 I-budgeted item. He added for security they would go to a card reader system. He stated they have an $18,000 bid . from Richon to install a car reader system plus hardware. He added the most costly item would be installation of a permanent generator. He stated it would be between $80,000 to $100,000 in cost. He noted the Emergency Operations Plan could be handled. He added when they buy a mobile generator they could achieve the same results, but not have a permanent generator. He stated they would look for an opportunity to buy a third mobile generator. Mayor Probst asked what action they were looking for tonight. Mr. Lynch responded they are looking for approval of the changes, of the technology and security, and of the generator. Councilmember Grant asked for clarification. Mr. Lynch responded the audiovisual is a separate contract and would be paid for by the cable franchise fees. . Councilmember Grant asked about the telephone system. Mr. Lynch responded the State of Minnesota is the off site provider. He stated they have eliminated the box system on site and the associated capital cost. He noted they have had good comments about getting people directly and get quickly to voicemail. . . . ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 12 Councilmember Larson asked about the location of the temporary generator. Mr. Lynch responded they would put it off on the parking lot and wire it from there. He stated they would be able to pull it away when back to full power. Councilmember Larson asked about the Army National Guard space and whether it was a commitment for finished space. Mr. Lynch responded the city did make commitment for finished space. He stated the Guard would pay for data services. He noted the Guard has an exclusive right to the space for not less than five years. He added the correspondence from them says a location on the lower level is acceptable. He stated he thought the person who would office there wants something more like the city offices. He exhibited the plans. He noted to do as requested they would just have to move every body down one office. He added that one of the offices is planned to be unoccupied. He stated the problem if that they enter and have access to the general office area. Mayor Probst asked if it is a part of the ability to control a function of the security system. Mr. Lynch responded unless they keep them totally out of that area. He stated what is proposed in the lower level is shown on the diagram. He noted they would have full access to the lower level. He added that the Army National Guard complaint is the lower level has no windows and no other offices. He added if they have training going on it would be better for them. He stated there would be very little intrusion in the city hall. Councilmember Grant asked about the front reception area. Mr. Lynch showed him the main entrance and front reception area. Councilmember Grant asked about the change. Mr. Lynch responded most of it is millwork change. He stated there would be built in cabinets and drawers for people at the workstations for manuals and paperwork. Councilmember Grant asked about the privacy issue. Mr. Lynch responded the plan had people walking through the Administrative Secretary's work area. He stated they put in a wall so one can enter it directly. He noted most of cost of the change is for air volume control. He noted it would be have been an open office and now it is closed. Mayor Probst asked how the project is progressing and ifMr. Lynch is comfortable, they are seeing the bulk ofthe issues. Mr. Lynch responded the main level has all steel studs in place. He stated the Council Chambers have not been worked on yet. He noted the larger portion is framed out. Mayor Probst stated if they stay near this number they would have done very well in overall budget. Councilmember Larson asked what action is needed. Mayor Probst responded they need to authorize the changes. . . . ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 13 MOTION: Councilmember Aplikowski moved and Councilmember Grant seconded a motion to approve the change order in the amount of $22,249. The motion carried unanimously (5-0). Mayor Probst stated as for the technology, security and generator, they need to direct the staff. He noted he does prefer to go down the path of the mobile generator. He added it gives them another piece of equipment to use in the lift station. He stated a likely cause of a problem would be the weather. He noted if city hall is damaged, a permanently installed generator does not do much good. He added he supports what is purposed. Mr. Lynch stated they could pay for a portion ofthe generator from utility funds. He noted it would not hit the general fund capital as hard. Councilmember Rem asked if there would be a monthly charge on the security system. She also questioned whether the $18,000 would include the cards and programming. Mr. Lynch responded it includes software and training. He stated it would be a nominal charge to buy the cards. He noted there is a basic package of cards that comes with it. Councilmember Grant asked if there is a server as part of the technology plan. He stated it should have a separate UPS as part of the plan. He noted in the event of a catastrophe they might need to access that information. He added it should include an online battery pack for the city's server in event of a catastrophic event. Mr. Lynch stated they have to indicate on what level the Army National Guard should office. He noted they have asked for one office and 150 square feet on the lower level for training. Mayor Probst stated he has no strong opinion either way. He thinks the Guard representative would be all right having access to the upper level. Councilmember Rem stated if they have an unoccupied office on the main floor, it seems all right to have one office up and one down. Councilmember Aplikowski stated she is in agreement that staff could work it out. She noted she thinks staff should hold firm on the lower level. She added they may need that office before the five-year term is up. She stated it was the original agreement and would be more in tune with keeping in the lower level. MOTION: Mayor Probst moved and Councilmember Aplikowski seconded a motion to approve the proposal by staff about the Technology, Security, Maintenance, and Furnishing options for City Hall. The motion carried unanimously (5-0). ADMINISTRATOR COMMENTS Mr. Lynch stated the Mills Corporation has contacted the city. He noted they are ready to meet with the Councilmembers individually on April 2, 2001. He added their representative would be ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 14 available all day and would meet Councilmembers at their place of business at any time. He . stated they have a brief presentation they would like to make. Councilmember Aplikowski stated she does not like to meet individually with any group. She noted she prefers the same presentation in front of all the Councilmembers at one time. She added in that way everyone hears the same thing. Councilmembers Grant, Larson, and Rem concurred. COUNCIL COMMENTS Councilmember Grant stated the Operation and Finance Committee did not meet this month. He noted they would meet on April 19 at 7:00 to discuss the role of this Committee in light of the earlier council discussion regarding the Twin Cities Army Ammunition Plant. Councilmember Aplikowski stated the City Events Task Force meeting is on Wednesday, April 4, 2001. She noted the Mayor had suggested on the day of the parade they give tours of city hall. She added it is a logistical problem time wise and vehicle wise. She asked if it could be dropped. Mayor Probst agreed. . Councilmember Rem stated she had attended the Human Rights Commission workshop. She noted the Commission faxed forms to the city for an update on the Human Rights Committee. She added it is for the state's records. She stated the Newsletter Committee meeting would be on Wednesday at 7:00 a.m. Mayor Probst reviewed the events coming up. He stated MnDOT is putting together an interregional management plan for Highway 10 from I-35W on. He noted they have been invited to appoint someone from the City of Arden Hills. He added he thinks it is a good idea to find someone. Councilmember Larson agreed to serve. Mayor Probst stated he had received a letter from the mayor of Shorewood asking the City of Arden Hills join them in a ban on phosphorus fertilizer. He asked ifthere was any interest. He stated the issue had come up from the Water Quality Task Force. He noted they are asking to use it in discussion of a senate file. He added if there was any interest he would pass it on to staff to put on the agenda. Councilmember Larson stated they should avoid taking action at this time. Councilmember Aplikowski stated a ban would need to be part of an educational campaign. Mayor Probst stated that he would like the Council to consider a field trip to City of Maple Grove to review the work on the gravel pit. He noted it is a potential example of what they might consider. . Councilmember Larson stated they could take the time to see the new Hennepin County facility in Medina. . . . ARDEN HILLS CITY COUNCIL - MARCH 26, 2001 15 Mayor Probst directed staff to follow up on dates. Mayor Probst asked how the Walgreens proposal got this far. Mr. Lynch responded that the information was in the file, but with the number of issues, it was an oversight. He stated it is hard to track that type of information unless an electronic reference file system exists. Mayor Probst asked ifthe electronic files are going forward, but not back to the older files. Mr. Lynch responded that is correct. Mayor Probst requested the meeting go into a closed session to discuss the performance evaluation of the City Administrator at 10:05 p.m. Mayor Probst reconvened the meeting in open session at 11 :35 p.m. ADJOURN MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to adjourn the meeting at 10:00 p.m. The motion carried unanimously (5- 0). NOTICE OF MEETINGS The next Council Meeting will be held Monday, April 9, 2001 at 7:30 p.m. at the Arden Hills Council chambers.