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HomeMy WebLinkAboutCC 03-09-1987 . . MINUTES OF THE ARDEN HILLS REGULAR COUNCIL MEETING Monday, March 9, 1987 - Village Hall . CALL TO ORDER Pursuant to due call and notice thereof, Mayor Woodburn called the meeting to order at 7:30 p.m. ROLL CALL The roll being called the following members were present: Mayor Woodburn. Councilmembers Nancy Hansen, Gary Peck and Thomas Sather. Also present were Donald Lund of Short, Elliot and Henrickson, Planner Orlyn Miller, Treasurer Donald Lamb, Public Works Supervisor Robert Raddatz. Clerk Administrator Patricia Morrison and Deputy Clerk Catherine Iago. APPROVE MINUTES Moved by Hansen, seconded by Peck. that Council approve the Minutes of February 23. 1987. as submitted. Motion carried unanimously. (4-0) BUSINESS FROM FLOOR James Winiecki advised the Council his wife. Jeanne. was unable to attend the meeting, due to a previous committment. RES. NO. 87-15; AWARD BID/SEWER INTERCEPTOR Council reviewed the bids received March 2nd on the New Brighton Interceptor, Truhler Water Improvement SS-83-6 and W-86-2. . Don Lund of SEH advised Council he was present to answer any questions regarding the project. Council questioned: 1. Reason for increase in the bids since last fall. 2. Reputation of the lowest bidding company. 3. If all necessary easements had been obtained. Lund adVised a contributing factor in the increase of the bids could be the fact that contractor'a are busier at this time of year. He also pointed out that there may be technical modifications to the sewer line that caused the increase. Lund stated he had worked with Frattalone Excavating and they are a reputable company. In regard to the easements. he noted that although easements have not be obtained for all the properties. right of entry documents were obtained for all properties. Moved by Hansen. seconded by Peck, that. Council approve Resolution No. 87-15. RESOLUTION ACCEPTING BID FOR SS-83-6 .AND W-86-2, and award the bid to F.M. Frattalone Execavating, in the amount of $564,428.02. Motion carried unanimously. (4-0) . PUBLIC HEARING; GLENHILL ROAD IMPRMT. P-86-28 Mayor Woodburn opened the public hearing at 7:38 p.m. Clerk Administrator verified that the Notice of Hearing was published twice in the New Bri~hton Bulletin on February 25 and March 4. and was mailed to affected property owners on February 26, 1987. Dave Janisch and Baron Behning of the City of Roseville's Engineering Department were in attendance. Janisch explained the proposed improvements of Glenhill Road as per specifications. He noted the bids for the project will be opened on April 7th and the estimated completion date is July 4th. Mayor Woodburn read a letter from Mr. & Mrs. Mertin Stenberg of 1415 Glenhill Road, received March 9th, stating their opposition to the proposed improvement of Glenhill Road. James Woodward, 1423 Glenhill Road, stated he is in favor of the proposed improvement. John Shelendich, 1459 Glenhill Road. was concerned about how the assessment of his property would be calculated. if the estimated figure would cover the cost of the improvement, and the widening of the road. . Dave Janisch explained how unusual lots were calculated for assessments. In Shelendich's case. his lot was converted to a rectangular shape and frontage was calculated as 1,123 ft. Janisch advised that the Glenhill Rd. improvement would be done in conjunction with several other street improvements; he noted that usually the estimated cost figures are higher than the actual costs. . . Minutes of the Regular Council Meeting, March 9, 1987 Page 2 Council questioned if Roseville would proceed with the project in Arden Hills does not participate. Janisch advised Roseville would Glenhill Road improvement if Arden Hills does not participate. the event not begin the. Mayor Woodburn asked the residents if they believed traffic has increased on Glenhill Road. Two residents stated traffic had increased; one stated it has not; one resident expressed concern for the excessive speed on the road. John Shelendich, 1459 Glenhill Rd, asked if provisions were made for access to property during the construction period. Janisch stated that notice would be given to residents if access to property would be prohibited during construction; he advised that every effort would be made to keep access to individual properties open. In discussion, Council advised residents that the assessments for the project would be payable in 1988; also noted that Roseville has agreed to allow the City to budget funds for this project in the 1988 Budget, by deferring payment from Arden Hills for one year. Also discussed was the possibility of streetlights in the area and if speed signage should be considered, due to the increased traffic. After determining there were no additional questions or comments, either . written or from the floor, the public hearing was closed at 8:03 p.m. In discussion, it was determined that the wording in the proposed Resolution, under Item #2, would have to be changed to designate Roseville's Engineer for the improvement rather than Arden Hill's Engineer. Hansen moved, seconded by Sather, that Council approve Resolution No. 87-16, RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS FOR P-86-28, GLENHILL ROAD, as per the proposed agreement and as amended under Item 1/2 by deleting "Village's Consulting Engineers, Short. Elliott, Henrickson" and adding: "Roseville Engineering Department". Motion carried unanimously. (4-0) AGREEMENT FOR IMPROVEMENT OF GLENHILL ROAD Council reviewed the draft of" an agreement with the City of Rosevi11e for this project; questioned the language in Item #7 pertaining to payment. . Dave Janisch explained that upon completion of the project an invoice will be sent to Arden Hills; after 60 days from receipt of that invoice, Roseville will begin to charge the interest. He noted that a specific date could not be given because the Glenhill project is being done in conjunction with other improvements in the City of Roseville. ... Council commended the Roseville staff for the their cooperation on the reconstruction project. Moved by Hansen, seconded by Sather, that Council enter into a Joint Powers Agreement for Reconstruction of Glenhill Road, from Snelling Frontage Road to Hamline Avenue, pending review and approval of the draft agreement by Arden Hill's Attorney. Motion carried unanimously. (4-0) CASE #87-02:A & B; SETBACK VARIANCES. 4173 & 4183 NORMA Council was referred to Board of Appeals minutes (2/26/87), Planning Commission minutes (3/4/87) and Planner's report (2-24-87). Planner Miller explained that setback variances were granted, when the addition was platted, for a 20 ft. aggregate setback for several lots; the lots were 85 ft. frontage and the unusual lot conditions warranted the approval of the request. He also noted that the properties for which the current variances are requested resulted from incorrect positioning of the homes on the lot by the builder; Miller pointed out that granting the variances will simply "legalize" them, for the record. and eliminate encumbrances which might hinder the salability of the properties in the future: both Planning Commission and Board. of Appeals recommended approval of the variances. . . Minutes of the Regular Council Meeting, March 9, 1987 Page 3 . Miller noted that a retaining wall, existing between the two properties, would also require a variance; he advised that matter should be discussed as a separate issue. Charlotte Spang, 4183 Norma Avenue, explained that she has incurred expenses because of the improper survey of the lots; she asked if the builder would be charged a penalty for the errOr. Council advised Mrs. Spange it would be her responsibility to pursue civil recourse for reimbursement of her expenses. Sather moved, seconded by Peck, that Council approve Case No. 87-02 A & B, 4173 and 4183 Norma Avenue, as requested. Motion carried unanimously. (4-0) VARIANCE FOR RETAINING WALL 4183 NORMA AVE Planner Miller explained that the encroachment of the retaining wall owned by Spangs, 4183 Norma Avenue, is a self-created situation, and that the Spangs have been negotiating the purchase of an easement from the owners of 4195 Norma Avenue. Miller further stated if an easement cannot be obtained, the retaining wall will have to be relocated; he recommended a 3-foot variance be granted for the retaining wall, which would allow Spangs to reconstruct the wall at the property line if the easement is not obtained. . Council asked why this variance request was not part of the setback variance application and if residents should have received notice of this matter. Miller noted that the application for the variance from setback requirements for the homes was initiated by the builder; the encroachment of the retaining wall was identified after the application had been made and this variance request is from the Spangs. He advised this is not an unusual situation; in the past other variances have been identified after an application has been submitted. Miller explained that notifying the adjacent property owners is not a requirement in the variance application process. Moved by Hansen, seconded by Sather, that Council approve the request for a 3-foot setback variance for the existing retaining wall, that exists between the homes at 4183 and 4195 Norma Av_nue. Motion carried unanimously. (4-0) After discussion of past policy reI fines for violation of Zoning Ordinance requirements, Council consensus was that the developer of this addition has an excellent record in the City and that this error was probably unintentional. . CASE #87-05; MINOR SUBDIV. 3280 LAKE JOHANNA BOULEY ARD Council was referred to Planner's report (2-24-87) and Planning Commission minutes of 3-4-87.recommending approval of the Minor Subdivision at 3280 Lake Johanna Boulevard. Planner Miller stated the applicant is proposing to split 10 feet from the south edge of the vacant lot and convey that strip of land to the adjacent property owner. He advised that the propsed lot split and consolidation improves the south lot without detriment to the north lot. Miller further stated that he recommends approval be conditioned upon administrative review and approval of the deeds prior to recording with the County. Hansen moved, seconded by Peck, that Council approve Case No. 87-05, Lot Split/Consolidation at 3280 Lake Johanna Blvd., as submitted by the applicant Michael Hill, contingent upon administrative review and approval of the deeds prior to recording with the County. Motion carried unanimously. (4-0) CASE #87-03; SUP VALENTINE HILLS SCHOOL ADDITION Council was referred to Planner's report (2-24-87) and Planning Commission minutes of 3-4-87, reI application for a Special Use Permit to construct 4 additional classrooms at the Valentine Hills Elementary School. . . . Minutes of the Regular Council Meeting. March 9, 1987 Page 4 Paul Erickson, Architect, and John Osland, District #621 representative, appeared before the Council. Osland advised that this proposed addition is . part of a major project to upgrade schools in the District. Paul Erickson reviewed the building plans for the four additional classrooms. Council asked if the two portable classrooms. which were approved for a 5 year period commencing in 1989. will be removed because of this additional space. Paul Donally, representative from District #621. stated that the portable classrooms would be retained for at least the five year period; at that time the school district will evaluate if they should request an extension on the SUP or remove the portable classrooms. Councilmember Hansen commented that the school district should make a determination at this time for the necessity of additional space to replace the portable classrooms. since they are in the process of upgrading several schools. There was discussion regarding the fact that only one window was provided in each classroom. John Osland advised Council that staff members discussed the fact that they would rather have the additional wall space for writing and cabinets. Council also discussed the rooftop cooling units; applicant was reminded that . the Zoning Code requires screening of rooftop units. Osland advised that there are two plans for the cooling system; one would enclose the system in the ceiling of the addition, and, if that plan proved too costly, the alternate would be one cooling unit per classroom on the roof. He further advised he was unaware of the screening requirement. Hansen moved, seconded by Woodburn, that Council approve Case No. 87-03, Special Use Permit Application for four additional classrooms at Valentine Hills Elementary School, by School District #621, contingent upon the applicant obtaining Council approval for the screening of the rooftop ventilation units as per the Zoning Code, if the plans for the addition include rooftop units. Motion carried unanimously. (4-0) CASE #87-04; REZONING FROM B-1 TO B-2 HWY 96 & HAMLINE RESIGNATION FROM HUMAN RTS. COMM. Mayor Woodburn read a letter from Jackson-Scott Associates, Inc. requesting the Rezoning application be continued to the regular Council meeting of March 30th. Council was referred to the minutes of the Human Rights (3-5-87) reI the resignation of Jill Peterson, due to . scheduling conflicts. Sather moved, seconded by Peck, that Council accept the resignation of Jill Peterson from the Human Rights Commission and that City staff send her an appropriate letter of gratitude for serving on the Commission. Motion carried unanimously. (4-0) STREET LIGHTING PROGRAM; FIN. COM RECOMMENDATION Council was referred to the Finance Committee minutes of 2-26-87, regarding their recommendation for the proposed street lighting plan. After discussion, Council consensus was to include the funds for installation and operation of the streelights. as defined in Phase I of the plan (50 lights) in the proposed 1988 budget, at a cost of approximately $6,350.00. Peck suggested a footnote be placed in the proposed 1988 budget, which outlined the costs for a two phased installation of the street lights; each phase being 25 lights. 1987 INSURANCE PROGRAM RECMD. Clerk Administrator Morrison advised Council that William Hite was unavailable this evening to discuss the proposed 1987 Insurance Program. She suggested matter to the regular meeting of March 30th when Hite review the proposal. . Council continue this would be available to . . . . . . Minutes of the Regular Council Meeting, March 9, 1987 Page 5 INSURANCE (CONT'D) approval this approving the Hills. Morrison also stated that the insurance payment for 1987 was included in the Claims and Payroll for Council evening; she noted that if there are any credits due from alternate proposal, the League of Cities would reimburse Arden . Council consensus was to continue this matter to the regular Council meeting of March 30th. FIRE BOARD REPORT Council was referred to memorandum from Councilmember Hansen (3-6-87) regarding the Fire Board meeting and Fire Contract Issues. She stated that although Shoreview had sent a letter stating they no longer wanted to participate as part of the fire board as it was currently set up, she assumed they needed to continue some type of contract with station 1 and 2. The discussion at the meeting centered around four separate contracts with the LJVFD; contrary to past policy. Hansen reviewed the issues in her memorandum: Arden Hills will have to decide on the level of involvement in the fire stations; she noted the following: 1. Shoreview will no longer participate in Station HI. therefore it will be Arden Hills responsibility to maintain the current level of service and assume 100% of the cost for Station HI. 2. Do we want to participate in Station H2. Shoreview has proposed a 50-50% participation in Station 2. North Oaks proposed to Shoreview a 30-70% participation. 3. Arden Hills could participate for 20% of Station 2 and still get service from the Station. Hansen suggested Council consider arranging a work session with the Fire Department to discuss the concerns of Firefighter and Council. There was discussion on the following items: 1. Arden Hills participation level in the current fire stations should be determined. 2. Does Arden Hills have sufficient need for our own fire station. 3. Should Arden Hills continue to participate in the joint fire station (station H4) with Shoreview. 4. Could personnel be recruited to man our own fire station. 5. Does our current service level need to be increased with the addition of our own fire station. 6. Should Arden Hills be participating in responsibility for Station H3 versus Station H2; would response time be lessened for the northern portion of the city from Station H3 . Mayor Woodburn reported on the Joint Fire Station meeting with the City of Shoreview on 3/7/87. He advised that Shoreview will build Station H4 whether or not Arden Hills participates. The proposed Station H4 will be a four-bay station similar in cost to Station H3; building and equipment costs for Arden Hills portion are estimated at approximately $600.000. He suggested Council strongly consider building our own station; noting we may not need a station of that magnitude and we could budget or bond for a smaller scaled operation. His main concern with building our own station was if the LJVFD could recruit sufficient personnel. Paul Malone. 1485 Dawn Circle. suggested Arden Hills could purchase the equipment and building at Station HI and construct another small station in the north end of the City. He noted that used fire vehicles could be purchased for the second station and pointed out that the funds for joint participation in Station H4 would cover the costs of constructing the second station. Malone also commented that response time may be lessened if firefighters responded directly to the scene, rather than to a station. Hansen advised that the response method had been discussed with the firefighters and they were concerned about the dangers of firefighters responding in traffic to a fire scene, the necessity of more turnout gear and the responsibility designations for equipment after the fire. Sather commented that it is apparent the Joint Powers approach will no longer be the policy; he stated that regardless of our participation in Station #2, it is his belief that costs for fire protection will increase. . . Minutes of the Regular Council Meeting. March 9. 1987 Page 6 FIRE RPT (CONT'D) He advised it would be difficult for him to favor our participation in Station #2 as long as Shoreview is not participating in Station #1. . Hansen suggested the first step would be to settle a contract with the LJVFD; a worksession with the Executive Board be arranged to discuss the matter. She reminded Council the current contract expires in June this year. Mayor Woodburn advised he has had discussions with the Fire Chief regarding the drafting of the budget for fire protection. Council discussed the following items: 1. Options for providing fire protection to the City. 2. Continuing to participate with Shoreview in Station #4 or construct our own station. 3. If we construct our own station, concerns were: recruitment, size of station, site location, and costs. 4. Is there a need for a 4-Bay station at the Island Lake Site (a two-bay station was orginally proposed). S. What degree of input would Arden Hills have in the decision making policy if the Island Lake Site is selected. 6. Will the separate City contracts diminish the commradary/morale in the LJVFD. APPOINTMENT OF NEW COUNCILMEMBER . Council determined that they were not prepared at this time to appoint the new Councilmember. Sather moved, seconded by Hansen, that Council continue the appointment of a new Councilmember to the regular Council meeting of March 30th. Motion carried unanimously. (4-0) OTHER BUSINESS DISC. OF MILEAGE REIMBURSEMENT Councilmember Peck questioned the mileage reimbursement payment for Village employees; asked if Council action is required. Clerk Administrator Morrison advised that the current mileage payment is $.20; if Council determines that should be changed to $.21. it would require an Ordinance Amendment. She advised Council that employee's had agreed to the $.20 reimbursement. FIRE RESPONSE STUDY ASSESSMENT POLICY LETTER FROM ATTY. be spread uniformly Lynden will explore REQUEST FOR BILLBOARD SIGN Mayor Woodburn reviewed information he had computed relative to Fire Response Time; concluding that average . response time, based on 1986 fire run statistics, was 6 minutes. Mayor Woodburn advised Council he had received a letter from the Attorney re: variable sized assessments for the same project. Lynden advised that the assessments must against properties of the same class. He further noted that the matter more thoroughly and report back to Council. Mayor Woodburn referred Council to a letter from Mr. James Spaniol requesting he be granted permission to place a billboard sign at the intersection of County Road E and Cleveland Avenue. Council asked the Clerk Administrator to send a letter to Spaniol advising him of the Ordinance which prohibits billboard signs. TRAFFIC STUDY GREY FOX ROAD SIGN; HUNTER'S PARK APARTMENTS Council was advised a traffic study would be done on Grey Fox Road; Mayor Woodburn suggested the count should be taken from both ends of Grey Fox Road to determine . the feasibility of traffic moving in another direction. . Mayor Woodburn advised the Planner had determined the site for sale at Hunter's Park Apts. was used for calculating the density; he asked if the staff would check to see if the sign had been removed. . . . Minutes of the Regular Council Meeting. March 9. 1987 Page 7 PARKING PROBLEM; MOUNDSVIEW H.S. Mayor Woodburn stated complaints have been received from residents in the area of Moundsview High School; Janet Court, Fairview Avenue, Gramsie and Rolling Road. He No Parking Signs during daytime hours be placed in the area to the problem. . suggested alleviate Hansen noted that residents last fall did not complain about the football lights; most complaints were about the parking, litter and persons walking thru their yards. Council expressed concern that no parking signs would restrict the residents from parking in front of their homes. The Clerk Administrator advised that Deputy Herbst had discussed the matter with the residents of Janet Court; he suggested if a function Was planned by a resident in the area. they could contact the Sheriff's Dept. and advise them of the date of the function. Peck stated the school should take steps to control the situation. Clerk Administrator Morrison advised Council that she and Deputy Herbst had met with the Principal of the school; he was very supportive and encouraged the City's efforts to control the parking. He also advised he was going to issue parking permits. Morrison noted part of the problem is that the school cannot enforce the no parking on the street. . Hansen moved, seconded by Peck. that Council install No Parking Signs on Janet Court between the hours of 8:00 a.m. and 4:00 p.m. on School Days. Motion failed. (Hansen, Woodburn voting in favor; Sather and Peck opposed) (2-2). In discussion, some Councilmembers favored the signs; others preferred the school be responsible for resolving the problem first; if the school cannot resolve the problem. then Council could consider installation of the no parking signs. SCHOONOVER SITE Mayor advised Council action should be taken on the option for the Schoonover site for the 4th fire station. Moved by Sather. seconded by Peck. that Council approve signing the option agreement on the Schoonover property for the proposed 4th fire station. Motion carried unanimously. (4-0) CHARITABLE GAMBL. LIC. BLUE FOX INN . Hansen moved. seconded by Peck. that Council approve the application by the Original Boosters for a Charitable Gambling License at the Blue Fox Inn. Motion carried unanimously. (4-0) CAPITAL IMPRVMT PLAN REPORT OF CLERK ADMINISTRATOR Council was referred to the Finance Committee minutes of 2/26/87; suggested after Council review at their meeting of March 9th. Finance Committee could appoint a subcommittee to study the plan. After discussion, Council determined more time was needed to study the proposed plan in detail; a Finance subcommittee could be appointed to review the plan and the matter could be returned to Council at a future meeting for discussion. Mayor Woodburn noted in the 1987 income. in the cash balance of the PIR Fund. he recalled the amount of $120.000 budgeted for the Fire Station. Clerk Administrator stated she would verify the amount in the budget. PURCHASE OF SOFTWARE & TRAINING SESSION . Council was referred to Clerk Administrator's memorandum recommending the purchase of dBASE 111+ computer software and requesting permission for Shirley Marshall to attend an "Introduction to dBASE III+" class at Mounds View High School. at a cost of $60.00. Morrison noted that Ameridata offers the software at a cost of $500.00; the software may be purchased from other sources at costs beginning at $399.00. She noted that we have a service contract with Ameridata. on both computers, and they provide telephone support on software. . . . Minutes of the Regular Council Meeting, March 9, 1987 Page 8 SOFTWARE (CONT'D) Morrison stated that if the Council authorizes the purchase of the software from Ameridata and sending Shirley to the training class, the total expenditure will not exceed the 1987 . amount budgeted for both. Council asked Morrison if the telephone support provided by Ameridata would be worth the extra expense for the software. Morrison stated that Ameridata has been extremely helpful to the office staff; in her opinion the expenditure would be worthwhile. Sather moved, seconded by Peck, that Council approve the purchase of the dBASE 111+ software from Ameridata and Shirley Marshall's attendance at the training session at Mounds View High School. Motion carried. (Sather, Peck, and Hansen voting in favor; Woodburn voting in opposition) (3-1) CLAIMS & PAYROLL Clerk Administrator advised Council that the final payment on the telephone system was listed on the claims; she advised that the check, if approved, would be held until all. specifications on the system have been met by the company. Peck asked if the City had a category in the budget for "Snowplowing"; since the winter had been so mild, he questioned if there would be any unexpended funds in that account. . Public Works Supervisor advised the snowplowing funds are included in the General Fund. Hansen moved, seconded by Peck. that Council approve the Claims and Payroll as submitted. Motion carried unanimously. (4-0) LABOR NEG'S MTG. Councilmember Sather advised there is a closed labor negotiations meeting scheduled for March 13th, at 3:30 p.m., at the Village Hall. ADJOURNMENT Hansen moved, seconded by Sather, that the meeting be adjourned at 11:00 p.m. Mot~on carried unanimously. (4-0) ~J~~~ R bert L. Woodburn Mayor . .--- ~ Patricia J Mo rison Clerk Administrator NOTICE OF MEETINGS The next Regular Council Meeting will be on Monday, March 30, 1987, at 7:30 p.m., at the Village Hall. .