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HomeMy WebLinkAbout06-24-24-SWS'It -texQEN HILLS Request for Special City Council Work Session A special meeting may be called by the Mayor or by any two Councilmembers. Reason for meeting: 1. Public Inquiries/Informational 2. Response to Public Inquiries 3. Agenda Items A. Zoning and Subdivision Ordinance Review Kick-off Discussion B. Old Highway 10 Trail Improvements — Design and Funding Discussion C. Recap of Joint Meeting with Mounds View City Council D. Code of Conduct E. Rice Creek Commons/TCAAP Discussion F. Agenda Planning 4. Council/Staff Comments Adjourn Requested Date: 06/24/2024 Requested time: 5:00 pm Open meeting X Closed meeting Signature of person(s) making request: 06/21/2024 Mayor or Council Member Date Council Member Date received: 06/21/2024 Date meeting to be held: Time of meeting: 5:00 pm Location: Citv Hall Date -This section to be completed by City staff - 06/24/2024 All necessary postings and notices have been completed. Signature of City Clerk 06/21/2024 Date City of Arden Hills • 1245 West Highway 96 • Arden Hills Minnesota 55112 Phone 651.792.7800 • Fax 651.634.5137 • www.cityofardenhills.org Ai EN HILLS Approved: July 22, 2024 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION JUNE 24, 2024 5:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Grant called to order the Special City Council Work Session at 5:00 p.m. Present: Mayor David Grant; Councilmembers Tom Fabel, Brenda Holden (arrived at 5:10 p.m.), Tena Monson and Emily Rousseau Absent: None Also present: City Administrator Dave Perrault; Public Works Director/City Engineer David Swearingen; Community Development Director Jessica Jagoe; Finance Director Joua Yang; and Assistant to the City Administrator/City Clerk Julie Hanson 1. PUBLIC INQUIRIES/INFORMATIONAL None. 2. RESPONSE TO PUBLIC INQUIRIES None. 3. AGENDA ITEMS A. Zoning and Subdivision Ordinance Review Kick-Off Discussion Rita Trapp, HKGi, provided the Council with preliminary information on the zoning and subdivision ordinance code update process. She introduced herself, her firm along with her team, and explained she looks forward to working with the City on this project. Jason Zimmerman, HKGi, described HKGi's approach for this project noting the different phases, provided observations from the City's current code and reviewed the online survey comments he received from the Council regarding the City's zoning and subdivision ordinance. He discussed how community engagement would be held with the public and reviewed the ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 2 project timeline. He noted several joint meetings would be scheduled with the Planning Commission to work through the draft ordinance. Mayor Grant discussed how the Planning Commission helps the City Council carry out City Code. He recommended the Phase 2 joint meeting with the Planning Commission be held between City Council and HKGi for efficiency purposes. Mr. Zimmerman explained the joint meeting in Phase 2 helps to provide the Planning Commission with direction from the City Council. Councilmember Rousseau stated she supported the proposed project timeline and joint meetings. She asked if HKGi has connected with staff and did the City have resources to meet the proposed project timeline. Community Development Director Jagoe indicated she supported the proposed project timeline. Councilmember Holden questioned what kind of technical training the Planning Commission was receiving. Community Development Director Jagoe explained the Planning Commission receives orientation training which addresses land uses, zoning code, CUP'S, and statutory requirements. She indicated many have attended League of Minnesota Cities webinars as well. Councilmember Holden stated she was concerned with the fact the training was not inclusive but rather was very restrictive given the fact members were appointed by the new Council. She expressed concern with the fact the Planning Commission was supposed to provide technical support to the Council and this may not be fully understood because many of the members were quite new. Mr. Zimmerman reported this could be further addressed at the first joint meeting with the Planning Commission. Ms. Trapp discussed how she would bring technical information to the City Council, Planning Commission and staff for consideration to ensure everyone has the same information. Councilmember Monson noted the first meeting with the Planning Commission would be very important because this would address the subdivision rewrite. She explained the vision from the Council for the Planning Commission would be really important. She stated she was very comfortable with the project plan and timeline as laid out by HKGi. She was of the opinion the Planning Commissioners were very skilled and experienced. She trusted the Planning Commission to be able to work through the technical pieces with City staff and HKGi. Councilmember Fabel asked if Constitutional or legal issues ever arose while rewriting portions of code and if this were to occur, how would it be addressed. Mr. Zimmerman indicated they watch for certain red flags, especially with respect to sign code and shoreland ordinances. He stated he would be watching these sections to ensure the language was current. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 3 Councilmember Fabel questioned if HKGi had an attorney on staff to review the code revisions. Ms. Trapp reported all legal questions would be referred to the Arden Hills city attorney. She did not anticipate she would need a great deal of legal counsel for this code rewrite. Mayor Grant discussed how the code rewrite would address inconsistencies as well as the duplication of information. He anticipated that when the new code was complete, a clean, easy and readable document would be created. He noted this document would not be a complete rewrite. Ms. Trapp stated from her standpoint a rewrite isn't throwing out the code, but rather she would read through current code to ensure it was accurate to State Statute and Council policies, while also remaining clear to outside readers. She indicated every portion of code would be read through and clarified but would not be completely rewritten from scratch. Mayor Grant appreciated the fact that the new code language would be easy to read for outside readers and developers. Councilmember Holden indicated the current code has conflicts. She questioned if the new code would ensure conflicts do not occur. Mr. Zimmerman reported any future amendments have to be researched, but he anticipated future amendments would have logical places to go which would assist with proper organization while minimizing the chances for conflicts. Councilmember Rousseau stated she could support a total rewrite of certain portions of code, if necessary. Councilmember Monson inquired how short-term rentals and ADU's would be included in this proj ect. Ms. Trapp hoped to understand these topics at the first meeting with the Council and Planning Commission. She indicated the code would be structured in such a manner that if these items needed to be addressed or added later, there would be a place within code. Councilmember Holden stated the City had no rental policy at all. She explained she would like to address this matter, along with short term rentals. Further discussion ensued regarding the code revision process. Mayor Grant asked if there would be a reference to State Statut e within the code. Ms. Trapp reported this would occur, but noted in some instances it was valuable to have State Statute spelled out within the code for readers. Mr. Zimmerman reviewed the next steps for this project which included a tour of the city, code review and analysis, project webpage, public input and a joint meeting this fall. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 4 Councilmember Monson looked forward to closing the gap on how people function and operate today, versus when the code was originally drafted. Mr. Zimmerman indicated the code would be modernized through this process. Councilmember Holden asked how home occupations would be addressed within the code. Ms. Trapp reported she would work to strike a balance within the code noting every city had a different level of staffing and care when it comes to this issue. She thanked the Council for all of their feedback and noted she looked forward to meeting with the Council again this fall. B. Old Highway 10 Trail Improvements—Design Review and Funding Discussion Public Works Director/City Engineer Swearingen stated in October of 2022, a feasibility study update was completed from a previous 2008 version of the proposed project corridor. On June 12, 2023, City Council approved Professional Services with Engineering Consultant, SRF, to complete a "Shovel-Ready" design to pursue potential future funding opportunities. On November 27, 2023, City Council requested a proposal from SRF to apply for potential grant programs related to the proposed Old Highway 10 Trial Improvement project, which included the MnDOT Safe Routes To School (SRTS) program and Regional Solicitation Safe Routes To School (SRTS) program. SRF has produced plans considered 95%. He noted Mike McGarvey from SRF was in attendance to discuss these plans. Mike McGarvey, SRF, discussed the Highway 10 trail improvements with the Council. He noted he met with the Council last November noting he was 60% complete with plans. He commented on the project noting it would include an eight to ten foot wide bituminous trail along the west/south side of Old Highway 10. In addition, there would be approximately 500' of boardwalk and railing, necessary storm sewer improvements, and retaining walls to minimize impact to wetlands, minor adjustments to grading and hard surface due to impacted boulevard space. He reviewed the project timeline as well as the cost estimates. He commented further on the grant funding opportunities that were pursued. He explained the City did not receive MNDOT SRTS funding. He noted he was still waiting to hear back on the Regional Solicitation SRTS program, but noted funding was unlikely. He reviewed potential next steps and other funding sources that could be pursued by the City for this trail improvement project and asked how the Council wanted to proceed. Councilmember Monson supported the City speaking with the Mounds View High School in order to pursue an SRTS plan. She suggested other grant opportunities also be considered. She commented on how a Parks Master Plan would benefit the City in pursuing grants for park improvements. She supported the Council further discussing a Parks Master Plan at a future worksession meeting. Mayor Grant asked if this trail was on the current Parks Master Plan from 2000. Public Works Director/City Engineer Swearingen stated there was a line on a piece of paper saying this trail was proposed. Councilmember Holden indicated this trail may have been included on the 2010 Parks Master Plan. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 5 Public Works Director/City Engineer Swearingen explained he was uncertain what Councilmember Holden and Mayor Grant were referring to. Councilmember Monson stated whatever the City has in place now, may be fine, but noted an update may be required to address the vision for the community going forward. Councilmember Fabel questioned how ongoing investment relates to the prospect of Johanna Boulevard trail or Snelling Boulevard trail. Public Works Director/City Engineer Swearingen explained the City has taken the lead on the Old Highway 10 project and the County has taken the lead on the Johanna Boulevard trail. He indicated these were competing projects that had pursued separate grant opportunities. Mayor Grant stated there was some value in going through the current Parks Master Plan, especially to provide updates to the trail connections. He understood there were two costly trail sections that needed to be completed. Councilmember Rousseau indicated she supported the City Council completing a Parks Master Plan. She questioned why the Mounds View High School has not created an SRTS plan in the past. Mr. McGarvey stated he was uncertain why this had not been completed by the school. He reported the trail along Lake Valentine Road was successful without a SRTS plan. Councilmember Rousseau explained she would be interested in sharing the results from the SRTS grant funding with the school along with discussing how important support from the school district would be to the City. Councilmember Holden stated the City may be asking for too much right now. She did not believe the City would receive any State bonding funding because all of the asks, which did not look appropriate. She commented on how the upcoming election may impact future funding requests. She questioned how many residents south of I-694 were walking to the high school. Mr. McGarvey indicated he did not have the numbers in front of him, but noted the project scored well relative to the broader scope of the project and that there would be a connection to Arden Manor. Councilmember Holden asked how much of this roadway was considered City versus County. Public Works Director/City Engineer Swearingen reported all of the roadway was owned by the County. Mayor Grant commented in the more detailed write up, the County's contribution for this project was to be $500,000,but the County was not able to make this commitment. Public Works Director/City Engineer Swearingen explained the County's policy states they will match 50% of the overall costs for a project, however, at this time, they did not have funding to meet their policy, which meant the County would be providing $550,000 for this project. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 6 Mayor Grant indicated there was discussion within the writeup about MSA funding. Public Works Director/City Engineer Swearingen reported the City could advance up to five years in MSA funding. Mayor Grant stated this would give the City $1.5 million, but noted the City was already in the hole. Public Works Director/City Engineer Swearingen indicated this was the last year the City would not be receiving funding. He stated next year the City would resume receiving MSA funding. City Administrator Perrault commented he believed the City's MSA funding was spoken for, for years into the future. He noted the City would be eligible to begin receiving MSA again in 2025. Mayor Grant indicated he would like more clarification regarding the City's MSA funding. Councilmember Fabel asked what the budgetary impact would be of a complete streets policy. Mr. McGarvey explained a complete streets policy would have the City enacting a policy that addresses how the City develops its roadway networks and has all modes of transportation being considered. He indicated this policy would strengthen the City's commitment to all modes of transportation. Mayor Grant supported the City working with the school district in order to improve the City's application for funding. Councilmember Holden asked if the City's best funding option was the SRTS. Mr. McGarvey stated this would be the City's next funding opportunity, along with the Safe Routes for All program. Councilmember Holden supported the City pursuing SRTS funding again this fall and recommended the City update its trail map. She suggested the City consider pursuing a complete streets policy as well as this would give the City a few more points for its project. City Administrator Perrault clarified that the City had a parks maintenance plan in place and not a Parks Master Plan. Mayor Grant reported a Parks Master Plan was completed in 2000 noting he borrowed a copy of this document from Public Works Director/City Engineer Swearingen. He noted this document states it will take 20 years to complete this plan. Councilmember Monson discussed how she would support spending $50,000 on a Parks Master Plan as this would assist the City with receiving future grant funding for projects and not just this one. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION – JUNE 24, 2024 7 C. Recap of Joint Meeting with Mounds View City Council City Administrator Perrault stated on June 17th, the City Council met with the Mounds View City Council for a joint worksession, the agenda covered joint recreation activities, a tournament facility, and single-hauler trash and recycling. Staff provided a brief summary of the following items and asked for any additional follow-up from Council. Councilmember Fabel commented on the large sports facility Mounds View was considering and how they were looking for space in Arden Hills. He noted TCAAP may be a possibility for this space. Councilmember Holden asked if this project would be taxable. City Administrator Perrault explained this project would be owned privately which meant it would be taxable. Councilmember Holden discussed how the proposed sports facility would be a draw if built within TCAAP. Councilmember Monson stated she was interested in learning more about the sports facility. She understood Mounds View wanted public/private funding for this venture, but she believed the school district may be interested in participating in funding this project. She supported the JDA exploring this project further. Councilmember Holden indicated Arden Hills was missing a facility to hold recreational programming. Mayor Grant explained there was a lot of positives for the recreational facility. He noted this facility would bring in tourism and would be a positive for the Rice Creek Commons development. He believed the City of Arden Hills, the school district and Mounds View would all benefit from this project. He commented further on the benefits of having a regional sports facility in Arden Hills. He believed the State would be a partner for a project like this. He indicated his concern was with how many additional trips would be generated by this facility. City Administrator Perrault stated the next step would be to bring the partners in to provide the Council with a preliminary presentation. Councilmember Rousseau suggested this presentation be made after the partners speak with Bob Lux. She indicated she thought the sports facility was an interesting idea and she looked forward to learning more. The City Council recessed the special worksession until after the regular City Council meeting at 6:53 p.m. The City Council reconvened the special worksession at 8:45 p.m. Mayor Grant provided a short recap of the discussion held prior to the regular City Council meeting, stating there was positive general consensus regarding a sports facility. He noted that a ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 8 sports facility offers advantages that Costco would not offer and if Alatus wants vibrancy in the downtown area, this would provide that though it comes with a price tag. A discussion ensued about what a potential sports facility could include and potential next steps. A discussion ensued regarding potential impacts on zoning, including the JDA's role in the decision making process for a potential sports facility. Council consensus was to direct staff to continue collecting information and to invite the partners that are proposing the sports facility to present to the City Council at a future worksession. Staff was directed to add this to the list of potential future topics. City Administrator Perrault explained possible next steps in moving forward with a potential single hauler for the city. He suggested waiting until the recycling RFP process that is being facilitated by the technical advisor, Foth, is complete before making a decision regarding a single trash hauler. He explained there will be a timing component to implementing a single trash hauler along with a recycling hauler. He reiterated he would prefer to wait to address the single trash hauler issue until a new recycling contract is put in place. Councilmember Holden asked about the planning process and if public engagement would be included. City Administrator Perrault suggested waiting for Foth to provide assistance with the process and noted that public participation could be a component should Council want to include such. Discussion ensued about the options of a referendum or survey regarding a single hauler in order to gauge public interest, road conditions and the effects of multiple haulers versus a single hauler, and Mounds View's experience with the process. Discussion ensued regarding the varying fees that garbage carriers charge and that the State has mandated the process cities must follow during consideration of implementing a single hauler. Councilmember Holden suggested the Council have an internal process figured out prior to engaging the public with a survey. Councilmember Monson asked about timing and if the Council would be in favor of revisiting this topic following completion of the recycling RFP, such as in January. Council briefly discussed the fact that the TCAAP redevelopment will be a single hauler. City Administrator Perrault stated that if Council agreed, staff could bring the process back for discussion following completion of the recycling RFP, so January at the latest, and Council could determine at that time if it wants to pursue a single hauler in 2025 or 2026. Councilmember Holden stated that could work if the recycling contract is for 3 years but not if it is for 5 years. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 9 Councilmember Rousseau agreed that waiting to discuss in January was a good plan, and she noted several other tasks that are on the horizon for discussion such as strategic goals, the Master Parks Plan, Zoning ordinance revisions and the budget. D. Code of Conduct This item was postponed to a future meeting. E. Rice Creek Commons/TCAAP Discussion This item was postponed to a future meeting. F. Agenda Planning City Administrator Perrault provided proposed agendas for upcoming meetings as noted below. Due dates have not been added to the below items but will be as the process evolves. July 8th Worksession • Compensation Study Update(time sensitive—August 2024) • Great River Greening Update (not time sensitive) • Tobacco License Moratorium (time sensitive—November 2024) • RCC/TCAAP Discussion(not time sensitive) • Agenda Planning (time sensitive) July 22nd Worksession • Capital Budget Planning (time sensitive) • Capital Funding Update (time sensitive) • Encroachment Update (not time sensitive) • RCC/TCAAP Discussion(not time sensitive) • Agenda Planning (time sensitive) Mayor Grant explained a suggestion that was made to him regarding the City having a free day or weekend in which residents can give something away, similar to the"buy nothing" groups. City Administrator Perrault noted the recycling RFP includes scenarios for two alternate bids, one would include hosting a Clean Up Day similar to what the City used to do but would be run by the carrier and a second to include a curbside bulk pickup service free to residents on a certain date to be decided upon by the Council, though he cautioned this second option could be expensive for the City. A short discussion ensued regarding these two options. Councilmember Monson noted she had asked to discuss the chicken ordinance and fire fighter recognition. Councilmember Rousseau stated it was discussed having Representative Moller or Senator Marty present to speak at a Council meeting. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—JUNE 24, 2024 10 Councilmember Holden indicated the City has always traditionally invited local representatives to attend a Council meeting, noting this is an election year. Council consensus was to invite the elected officials to speak at a future Council meeting prior to the November election. City Administrator Perrault asked to clarify Council direction regarding if the intent was for local public safety representatives to be invited to attend a work session, which was more informal and traditionally when they would speak, and the elected officials would be invited to attend a regular City Council meeting to provide a formal public presentation. He noted that both meetings are being televised. Councilmember Rousseau stated she would prefer all representatives provide a presentation at a regular Council meeting. The Council concurred with having a formal presentation at a regular meeting. Discussion ensued about the desired topics from the Lake Johanna Fire Department (LJFD) and Ramsey County Sheriff's Office (RCSO). Councilmember Holden requested City Administrator Perrault provide the contracts with LJFD and RCSO to the City Council. A short discussion ensued regarding bonding and potential options the City could pursue. Council agreed to add legislative priorities to the August work session. Discussion ensued regarding leaving the topics as listed on the July 8t' work session on that agenda and code of conduct and Arden Manor hardcourt were added as well. 4. COUNCIL COMMENTS AND STAFF UPDATES None. ADJOURN Mayor Grant adjourned the Special City Council Work Session at 9:45 p.m. na. Juli anson David Grant Cit Jerk Mayor