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HomeMy WebLinkAboutCC 01-26-1987 . . . . . MINUTES OF REGULAR COUNCIL MEETING Village of Arden Hills Monday, January 26, 1987 Village Hall - - . Call to Order Pursuant to due call and notice thereof, Mayor Woodburn called the meeting to order at 7:00 p.m. Roll Call Present: Mayor Robert Woodburn. Councilmembers Dale Hicks. Nancy Hansen. Gary Peck and Thomas Sather. Engineer Donald Christoffersen, Barry Peters. Public Works Supervisor Robert Raddatz, Clerk Administrator Patricia Morrison and Deputy Clerk Catherine Iago. Also Present: Approval of Minutes Mayor Woodburn noted on page two of the January 12th minutes. there appeared to be conflicting Council consensus in the last paragraph of page two and the first paragraph of page 3, reI Bethel site for a future fire station. Hicks suggested the deletion of the last paragraph on page two of the 1/12/87 Council minutes, since the first paragraph on page three more closely reflects the Council consensus to his recollection. . Sather moved, seconded by Peck, that Council approve the Minutes of the regular Council meeting of January 12, 1987. as amended by the deletion of the last paragraph on page two, Motion carried unanimously. (5-0) Business from Floor Discussion of Island Lake Site for Fire Station No.4 Paul Malone appeared before Council to present his observations and concerns regarding the proposed Island Lake site for the Arden Hills/Shoreview joint fire station. Malone displayed a map which identified the locations of the current fire stations. as well as the proposed Island Lake site. He explained the large green circles around each location encompassed a 1-1/2 mile radius of coverage, and pointed out the circle surrounding the Island Lake" site barely penetrated the border of Arden Hillsl while Shoreview had substantial cove~.ge from that site, He explained that a 1-1/2 mile radius was considered by Consultant Quirk to be important in response time for firefighters. He further stated the orange circle on the map was to illustrate more equal "coverage if the fire station was placed close~ to Lexington Avenue and County Road E, as was originally discussed. In summary, Malone suggested the Council reconsider the Island Lake site for the joint fire station. as it does not appear to be an equally beneficial site location for Arden Hills. . Hicks adVised Malone that there had been considerable discussion regarding firefighters response timel he pointed out that the geographic radius shown may not appear to be beneficial. however. the response time data provided during discussions showed a better picture, He explained the only area of Arden Hills where response time was not good was the Northwest Corner of the City near the mobile home park. Malone noted response times in 1986 were slow in the Karth Lake area and industrial area near Lexington and County Road F; in some cases up to ten minutes. Hansen explained a major concern of the firefighters was recruitment of volunteers. She noted that response-time lessens when firefighters can get to the station more quickly. Malone stated he was aware that the Council had given considerable thought to the location of the station and all other factors; however, it was his opinion that the Island Lake site would not be an equally beneficial venture between the two communities. . . Minutes of Regular Council Meeting, January 26, Page 2 . 1987 . . A roval of Plans and S Council was referred to the Keithson Addition. ecifications for Keithson Addition memorandum (1/23 87) from Barry Peters of SEH regarding .-~- - Peters reviewed the plans for utilities and street improvement as shown on t~ map he displayed. He advised the developer will retain a contractor to complete the work and constructions costs would be paid by the developer. He stated that SEH had prepared the plans to City standards and they will be inspecting the project to ensure it is constructed to those standards. Hicks moved, seconded by Peck, that Council approve the plans and specifications for utilities and street for the Keithson addition, as outlined by Barry Peters of SEH. Motion carried unanimously. (5-0) Reclassification from Collector to Minor Arterial Street - County Road D, from Fairview Avenue to I-35W Council was referred to letter from Ramsey County Department of Public Works (12/22/86) regarding the reclassification of County Road D. Engineer Christoffersen explained the reclassification would qualify the roads mentioned for sources of funding not now available to the County, in the event improvements to those roads are necessary in the future. He noted the letter states the County has no immediate plans for improvements on the roads proposed for reclassification. Hicks asked if the City would be requested to participate in the cost of , improving this road in the event it is reclassified. Along the same vein, May Woodburn asked if there was a difference in cost participation when a street was reclassified. Engineer stated the Council could anticipate a request from the County for some financial assistance for improvement of the road; normally the County requests the City pay a portion of the curb and gutter costs, He was unaure if there is a cost differential when a street is reclassified. Hicks moved, seconded by Hansen, that Council adopt Resolution No. 87-5; SupportinR the Reclassification of County Road D, from Fairview Avenue to I-35W, from a Collector to a Minor Arterial Street. -,~. In discussion, Mayor Woodburn adVised he would like to pursue the question regarding the extent of the City's participation in cost of improvements and the cost participation differential if the street remains as a collector versus reclassification to minor arterial. Hansen questioned how receipt of this information would affect the outcome of their decision. Mayor Woodburn advised if he was aware that a larger amount of cost participation was eminent due to the reclassification, he would auggest approval of the resolution contingent upon there being no difference in assessments to Arden Hills if the road is improved in the future. . Hicks moved to amend the motion, seconded by Peck, to include the language: "subject to the change in classification not affecting normal improvement cost assessments to the City of Arden Hills. [Hicks noted for clarification: normal improvement costs to City are aa indicated by the Ensineer to be assessments for curb and gutter] Sather suggested it may be more appropriate to direct a letter of inquiry to the County, requesting they advise Council of future plans for improvement of the road. He stated this would be a better approach than placing a contingency on the motion; also it would not delay reclassification process. Mayor Woodburn asked the Clerk Administrator if there was a deadline for . approval of the resolution. . . . Minutes of Regular Council Meeting, January 26, 1987 Page 3 Clerk Administrator advised to her knowledge the letter did not specify a date for response. . Engineer explained that Arden Hills would have to be notified of any pl~ns for improvement to the road and Council would have the opportunity to approve any requests from the County for cost sharing of improvements to the road. Mayor commented it would be better to anticipate such expenditures and notify the County of Council concerns regarding payment for improvement of County roads. He suggested the matter could be tabled until a letter, as per Councilmember Sather suggested, was sent to the County and a reply received. Sather explained his suggestion was that Council approve the reclassification resolution without the contingency, and send a letter when submitting the resolution asking the County to keep us informed of any future plans for improvements to the road and requesting information on their cost sharing policies. Hicks advised the intent of the motion was to support the reclassification and state Council concern that the Village does not want to pay more toward the improvement of the road because of the reclassification. Sather stated he could support the original motion if the contingency were removed; noted a letter would make the County aware of Council concerns. . Hicks commented if the motion fails he would prefer the matter be tabled until such time as Council receives more information about shared funding; noted Council would not have "bargaining position" if resolution is approved without the contingency. Amendment to motion passed. lHicks, Peck, Hansen and Woodburn voting in favor; Sa~er voting in opposition) (4-1) Original motion as amended passed. (Hicks, Hansen, Peck and Woodburn voting in favor; Sather voting in opposition) (4-1) Report on Status of Glenhill Road Improvement Christoffersen explained the City of Rosevtlle will be holding public hearings within the next two weeks on the Glenhill Road improvement. Roseville plans to award bids for the project approximately April 15th, and they have inquired about Arden Hills intentions regarding the improvement of our portion of the road. Engineer stated Roseville could include the Arden Hill's portion of the road in their design specifications for bidding purposes. Arden Hills could hold public hearings using Roseville's design specifications, however, Council should ~ develop an assessment policy for improvements prior to holding the hearings. Mayor Woodburn asked if Roseville's specifications include the full width of the road or only their portion. Christoffersen advised he was not sure; possibly they included the full width of the road in the bid specifications, with a provision to complete at least their portion or delay construction until a decision is received from Arden Hills. Mayor asked what Roseville's assessment policy is for improvement of this road. Engineer noted that Roseville assesses 25% of improvement costs, and suggested that Council may elect to schedule discussion of an assessment policy within the next few weeks, in order to accomplish the public hearing process prior to Roseville's awarding bids for the project. He noted Council should have a general idea of assessment costs prior to the public hearing and that Arden Hills could use Roseville's feasibility report for reference. After discussion, Council consensus was to place the matter of an assessment policy for improvements on the agenda for the next regular meeting to be held on February 9th. ~ . . Minutes of Regular Council Meeting, January 26, 1987 Page 4 Status Report on Sewer Interceptor Barry Peters reported that he had received information from the Attorney that all documents necessary to proceed with the project have been obtained. Peters . noted a right of entry document was obtained from Naegele. He recommended the following schedule for advertisement for bids, bid opening and award of bid: February 4th February 6th March 2nd March 9th Advertise for Bids in New Briahton Bulletin Advertise for Bids in Construction Bulletin Bid Opening Council consider Award of Bid at Regular Meeting Hansen moved, seconded by Hicks, that Council adopt Resolution No. 87-6; Approvina Plans and Specifications and Authorizina the Advertisement for Bids for Combined Improvements Nos. SS-83-6 and W-86-2, New Briahton Sewer Interceptor and Truhler Addition Water; subject to the Attorney receiving the right of entry documents from all affected properties. Motion carried unanimously. (5-0) Status Report - MSA Classification for Snellina Avenue, South of Hiahwav 96 Mayor Woodburn asked the Engineer to report on the status of obtaining the MSA classification for Snelling Avenue, south of Highway 96. Christoffersen explained he has discussed the matter with MN DOT and sent maps of the area, however, he has not had the opportunity to meet with the Engineers . at the site and review the problem with them. He adVised he will contact them and report back to Council. Case No. 86-34 - Special Use Permit for Fire Station No. I and Review of Architectural Chanaes Wayne Johnson of the Lake Johanna Volunteer Fire Department appeared before Council to review the proposed architectural changes in the renovation of Station No.1. He explained the peaked roof style and decorative entrance were eliminated, due to the fact that cost estimates for structural design were higher than anticipated. Johnson reported that he has discussed the change to a flat roof and elimination of the decorative entrance with Planner Miller; noted Miller did not see that the changes would significantly impact the area. He also stated that the entrance Was designed for decorative purposes and would now be modified to blend with the new proposed roof line. Hicks expressed concern that neighbors may see the design change as significant; stated he would not be comfortable in approving such a change without input from residents in the area, He asked if Johnson had contacted any of the reside~ts near the station to review the design changes with them. Johnson advised he had not discussed the proposed change with the neighbors. . Hansen stated she preferred the peaked roof line, but noted any renovation to the station would be an improvement. She agreed with Hicks that neighbors should be contacted regarding the changes. Peck asked Johnson what the cost difference would be with the peaked roof versus the flat roof. Johnson stated the architect has estimated it would run approximately $30,000.00 over budget with the peaked roof as originally proposed. There was discussion regarding the rubber type flat roof, estimated life span of each type of roof and maintenance costs. Also discussed were various options for notification of residents in the area Hicks asked the Clerk Administrator if Planning Commission minutes from the public hearing on this matter could be reviewed to determine the residents concerns about the renovation. After review of the Planning minutes, Council consensus was that the neighbors did not express concern relating to the building design. only to social functions at the Station. . . . Minutes of Regular Council Meeting, January 26, 1987 Page 5 Peck asked for clarification on City's liability for social functions held at Station No.1. . Hansen explained the Fire Chief had drawn up specific guidelines for activities at the station, which are attached as part of the special use permit; she also noted the activities are restricted to fire personnel sponsored functions and the fire department carries liability to cover those activities. Hansen moved, seconded by Sather, that Council approve the architectural changes in the roof design and entrance design for the renovation of Station No.1, as submitted by Wayne Johnson, and that Council approve the Special Use Permit and Variance for Fire Station No.1, as drafted by the City Attorney. Motion carried unanimously. (5-0) Fire Board Report Councilmember Hansen reported to Council on the Fire Board meeting items discussed I . Insurance Increase - Effective in February or March this year, one year policy. Fire Contract - Matter will be discussed at the next Fire Board meeting in February. Recruitment Problems. Status of Station No. 4 - Approval was received from Ramsey County for use of land at Island Lake Site; Legislative approval pending. Pension Board - Discussed benefits, tenure, and new actuarial report method. Schoonover Land Negotiations - Shoreview has been discussing an option for the Schoonover land at a cost of $400.00 per month. Shoreview will vote on the matter at their next. Council meeting. Hansen suggested Council discuss the Schoonover property at the next regular meeting in February, after Shoreview advises of the outcome. Hansen also advised Shoreview will be contacting their local business people regarding recruitment for the Island Lake site. She noted businesses have been hesitant to recruit volunteers due to workmens compensation liability; other factors mentioned were businesses having to shut down production lines to respond to fire calls or independent business persons having to close their office to respond to the fire call. Shoreview has discussed placing a sign at the Island Lake site for recruiting and they will be sending a letter to all residents, drafted by the LJVFD, regarding recruitment. . Hansen referred to Pension Fund and suggested the pension increase be retroactively approved; rationale was to bring the matter up to date by approving all past increases in the pension fund and reflect the current amount of $245.00. She noted a letter was received from the Attorney stating the laws are complicated and it would be advisable to approve all increases up to the $245.00 amount. Hansen moved, seconded by Sather, that Council approve the Fire Department Pension Fund monthly premium in the amount of $245.00. Motion carried unanimously. (5-0) Discussion of Schoonover Property Councilmember Hicks asked if Shoreview had negotiated a purchase price for the Schoonover land. Clerk Administrator stated after discussions with the Acting City Manager of Shoreview, it was her understanding the selling price would be $40,000.00. Hicks commented that figure was considerable lower than he recalls the selling price. Hansen questioned if Arden Hill's Councilmembers would have to approve the $400.00 monthly option for the land or if it is assumed that we vote with Shoreview because of the joint powers agreement. . Hicks recalled that Council supported the idea and instructed Shoreview to take the option on the land; he did not see the necessity for any further approval. Minutes Page 6 of Regular cou!IPl Meeting, January . 26, 1987 There was discussion pertaining to whether or not Council preferred the Schoonover site and if they still support the concept of a joint fire station with Shoreview or prefer to discuss another alternative. Hicks commented that Council made a group decision to support the Island Lake 4It site; he was not in favor of a change at this time, even though that site was not his first choice for a fire station location. Mayor Woodburn expressed concern regarding the long term viability of fire station 112. Hansen explained that Shoreview has repeatedly supported the three-city fire station theory, keeping station #2 operational and maintaining the current status of cost sharing. In summary, Hicks suggested Council should make a decision to continue with the joint fire station venture or to terminate the joint agreement and begin looking for a site in Arden Hills to locate the fire station. Recommendation for Purchase of Telephone System for Villaae Hall Council was referred to memorandum from Public Works Supervisor (1/23/87) and Finance Committee Minutes (1/22/87) regarding the purchase of the Telrad 816E telephone system and the addition of a fourth telephone line at the Village Hall. Hansen noted there would be interest costs if we paid for the system on a ~ monthly basis. She commented it would be worthwhile for the Village Hall to .., have the after hours message system on the telephone and asked the PWS to get cost estimates for installation of the message system. Raddatz reviewed the characteristics of the Telrad system, pointing out that although the Omega system is comparable, Telrad is built to stronger specifications, has a 20 year guarantee on parts and would be compatible with any manufacturing updates. He stated he was confident the Telrad system would be reliable and Communications Corporation has an excellent reputation. Hicks asked why the PWS had recommended Communications Corporation which submitted a higher bid than Minnesota Business. Raddatz explained that he had done extensive background investigations on both companies and Communications Corporation received the highest praise from all references contacted. Peck noted the differences in the warranty; Communications Corporation provided better warranty than Minnesota Business. The Public Works Supervisor and the Finance Committee recommended the purchase of the Telrad System and offered two purchase plans for Council review: 4It I. Total payment in 1987, $2,500.00 budgeted funds and additional monies expended from reserve fund. 2. Down payment of $2,500.00 and monthly payments through January 1988. Hansen moved, seconded by Sather, that Council authorize the purchase of the Telrad 816E telephone system from Communications Corporation at a cost of $6,700.00; payment to be $2,500.00 as budgeted and additional monies to be expended from the General fund reserve, to eliminate interest costs. Motion carried unanimously. (5-0) Sather asked if the fourth telephone line would be included as part of the motion. Raddatz advised the fourth phone line has already been authorized. Valve Replacement Cost - EdRewater Estates Council was referred to Raddatz's memorandum (1-23-87), regarding valve replacement on the Edgewater Estates project. 4It e . Minutes of Regular Council Meeting, January 26, 1987 Page 7 Raddatz advised John Lee of SEH had reviewed the invoice from C.W. Houle and confirmed the charges, He stated the line was tested at 150 pounds and passed the test. . Hansen moved, seconded by Peck, that Council approve the payment of $I,727.07 to C.W, Houle Company for valve replacement at Edgewater Estates. Motion carried unanimously. (5-0) Proposed Amendment to Snowmobile Ordinance Mayor Woodburn noted that he participated in the original drafting of the Ordinance and advised that something may have been omitted during the codification process. He suggested the Attorney review the proposed amendment and return with comments and clarification, Hansen agreed that the language is awkward. She sU8gested Council should consider adding wording to make our ordinance more unified with the neighboring cities; also she would like to include shoreline regulations, such as Shoreview has done in their ordinance. Council consensus was to refer all information to the Attorney for his review, recommendation and for use in drafting the amendment. . Resi~nation of Wayne Johnson from Public Safety/Works Committee Hansen moved, seconded by Peck, that Council accept the resignation of Wayne Johnson from the PS/W Committee and a letter be sent to Johnson thanking him for his years of service on the Committee. Motion carried unanimously. (5-0) Council discussed appointing a replacement for Johnson; Hansen stated Johnson's input as a member of the LJVFD was valuable and she would like to have another firefighter appointed. Hicks advised that Gerri Hilgers had contacted him to state she would like to serve on a Village committee. Mayor Woodburn noted that there are usually persons who are unable to serve due to conflicts in scheduling and replacements are necessary for some committees; he suggested the appointment wait for a month or two. OTHER BUSINESS Reschedule Closed Meetin~ - Labor Ne~otiations . Sather recommended that Council reschedule the Closed Meeting for Labor Negotiations to February 9. 1987, at 7:00 p.m.. at the Village Hall. . Records Retention Policy Councilmember Sather advised he has had discussion with the Clerk Administrator regarding storage of records at the Village Hall. Since space at the Village Hall is limited, he suggested Council could direct the Clerk Administrator to obtain information on the subject and draft a policy for review and adoption by Council. Sather also suggested budgeting for microfilm equipment to help alleviate the storage problems. Peck advised the League of Minnesota Cities may have a schedule of records retention available that could be used for our purposes. Morrison explained there are standard procedures set up by the League that a majority of Cities have adopted; she stated she would contact the League and report back to Council on this matter, REPORT OF CLERK ADMINISTRATOR PATRICIA MORRISON Approval of 1987 Rubbish Haulers License - Twin City Sanitation Moved by Hansen, seconded by Peck, that Council approve the 1987 Rubbish Haulers License for Twin City Sanitation, contingent upon Health Inspector's approval. Motion carried unanimously. (5-0) Claims and Payroll Moved by Hicks, seconded by Peck, that Council approve Claims and Payroll as submitted. Motion carried unanimously. (5-0) . Minutes Page 8 of Regular cou~ Meeting, January 26, 1987 - Discussion of Comparable Worth Clerk Administrator suggested that since labor negotiations are already in progress, Council may elect to begin the comparable worth process. She explained a logical starting point would be to post the hierarchy of benchmark positions that Control Data has submitted to the municipalities, and then to ~ set up an appeals process for the employees. Morrison noted the appeals process may take approximately one month and after completion of the appeals, the employees should receive point value ranges. She stated a pay line for employees would have to be computed and explained there are several methods of accomplishing that task. In summary, Morrison stated the plan for compliance and implementation of the plan should be in effect, as per State statute, by August 1, 1997 and she would welcome direction from the Council on how they would like to proceed. Sather asked if it would be appropriate to appoint a Council liaison to work with the Clerk Administrator and report back to Council. Morrison stated that would be most helpful. Mayor Woodburn suggested Mrs. McNiesh may be able to provide knowledge of job functions and want to assist the Clerk Administrator with this matter. Morrison agreed that McNiesh would be extremely valuable for her knowledge of job duties performed within each employees position. Sather volunteered to represent Council as the liaison. . Mayor Woodburn stated he would work with McNiesh and Morrison on the comparable worth committee. Cable Service to New Residents Mayor Woodburn asked the Clerk Administrator to report on the progress of his request to locate tbe new residents in the City who are not receiving cable service. Morrison advised the Public Works Supervisor, Deputy Clerk and Shirley Marshall are compiling a list of newer developments in the City to be submitted to the Cable Commission at their next meeting; after their review the list will be forwarded to Council. Mayor suggested an item could be placed in Town Crier advising r~idents who do not have cable service to contact Bootsie Anderson. Report on Ramsey County LeaKue of Local Government MeetinK Councilmember- Hansen report on the RCLLG meeting, which she attended with the Clerk Administrator. The discussion pertained to City Manager/Administrator hiring process, functions, evaluation, and relationships with Councilmembers. . Hansen suggested, after discussion with Morrison, Council may elect to draft a job description and compile a list of Council expectations as a courtesy to the Clerk Administrator and possibly for the Deputy Clerk's position also. Another topic of discussion at the meeting was the necessity of periodic performance reviews for personnel. Hansen also suggested Councilmembers could schedule an evening meeting with the Clerk Administrator to discuss the items mentioned. Morrison was agreeable to set aside an evening to meet with the Council and stated it would be beneficial. Adiournment Hansen moved, seconded by Peck, that Motion carried unanimously. (5-0) /-~ C Y )A-g :tt.7tk~A A11rx / atricia J orrison Clerk Administrator the meeting be adjourned at 10:30 p.m. ;JUA5~~~ Robert L. Woodburn Mayor NOTICE OF MEETINGS . There will be a Closed Meeting for Labor Negotiations on February 9, 1987, at 7:00 p.m., at the Village Hall. The regular Council meeting will be held on Monday, February 9, 1987, at 7:30 p.m., at the Village Hall.