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HomeMy WebLinkAboutCC 06-12-2006 . . . ~ ~~HrLLS Approved: June 26, 2006 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JUNE 12, 2006; 7:00 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE CALL TO ORDERJROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the regular City Council meeting at 7:02 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, and Brenda Holden. Absent: Councilmember Vincent Pellegrin (excused). Also present were City Administrator, Michelle Wolfe; City Attorney, Jerry Filla (arrived at 8: p.m.); Chief Financial Officer/Treasurer, Murtuza Siddiqui; Community Development Director, Karen Barton; City Engineer, Deb Bloom; Assistant City Administrator, Schawn Johnson; City Planner, James Lehnhoff; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (4-0). 2. APPROVAL OF MINUTES A. May 22, 2006 City Council Meeting B. May 22, 2005 Work Session Minutes C. May 15, 2006 City Council Meeting D. May 15, 2006 Work Session Minutes Councilmember Holden requested the following changes: May 15, 2006 Council Work Session Meeting, change the heading to reflect the meeting started at 5:00 P.M. May 15, 2006 Council ARDEN HILLS CITY COUNCIL - JUNE 12, 2006 2 . Work Session, Page I, change the heading to reflect the meeting was scheduled to start at 5 :05 P.M., and change the call to meeting time from 5:00 p.m. to 5:15 P.M., Page 4, at the bottom of the page add: Councilmember Pellegrin left the meeting at 6:45 p.m. Page 6, 8th paragraph should read: Mr. Duane Schwartz noted that streets that have curb and gutter may not be considered a candidate for edge, mill and overlay. May 22, 2006, City Council Meeting, Page 3, first paragraph, add to the last sentence: but noted the Citv Council was protecting the City against very large billboards and illuminated signs. May 22, 2006 City Council Work session, Page 2, first full paragraph, 2nd sentence, change Tone to Tonv. Page 3, 4th paragragh, 1st sentence, change order to older. Mayor ApIikowski requested the following changes: May 15, 2006 City Council Work Session, Page 3, 5th paragraph should read: Councilmember Grant agreed with the proposed changes. He requested that important financial detail will not get lost in this change. MOTION: Councihnember Larson moved and Councilmember Holden seconded a motion to approve the May 22, 2006 City Council Meeting Minutes as amended; the May 22, 2006 Council Work Session Minutes as amended; May 15, 2006 City Council Meeting as amended; and the May 15, 2006 Work Session Meeting as amended. The motion carried unanimously (4- 0). 3. . a. b. c. d. CONSENT CALENDAR Claims and Payroll Motion to Accept the National Incident Management System Training Requirements for Members ofthe City Council and City Staff Motion to Approve the O&M Director Recruitment Plan Motion to Approve Payment #1 to Margolis Company in the amount of $137,513.11 for the Highway 96 landscaping improvements MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (4-0). 4. PULLED CONSENT ITEMS None. 5. PUBLIC INOUlRIES/INFORMATIONAL c Dave Cmiel, stated he had emailed Ms. Wolfe regarding a decision the City needed to make regarding the development of Highways 96 and 10. He asked the City to make a stand regarding this issue. He believed this is the time for the City to make a decision. He indicated once the State made a decision, the City would have no control over the development. He stated this was ARDEN HILLS CITY COUNCIL - JUNE 12, 2006 3 . a big issue and he believed the City should push the issue with the City and County. He indicated the City did not need another freeway in the City. Mayor ApIikowski thanked him for his comments and statcd this issue was scheduled for Council discussion at the next work sessIOn. 6. PUBLIC HEARINGS None. 7. NEW BUSINESS A. Motion to Approve the City's Storm Manal!ement PoIicv Ms. Wolfe stated due to the severe storms that passed through the City last fall, City staff had been working on a storm debris removal policy. The rationale for the storm debris removal policy was to provide the City Council and City staff members with a flexible plan that could be used to address different storm clean-up scenarios that might impact the City. Mr. Johnson reviewed the proposed criteria for declaring a City-wide storm clean-up effort. He recommended Council approve the proposed storm debris removal policy. . CounciImember Holden asked if the Operations and Maintenance Department would have access to sufficient generators for the lift stations if there were a need. Mr. Johnson replied Ziegler Company had sufficient generators for cities to rent and they had a 24-hour phone number. Ms. Wolfe notcd Ziegler could not guarantee a generator would be available, but they had a large supply and she did not believe obtaining generators would be an issue. Councilmember Holden questioned the 70 percent requirement. She noted a tornado could do extensive damage in one area of the City, which would create a hardship for that neighborhood, but would not meet the 70 percent city-wide requirement. Ms. Wolfe stated staff had talked about different scenarios, but they thought 70 percent made sense as a starting point and Council could always override that requirement. She noted there could be some hardship consideration if the Council wanted. Mayor ApIikowski stated she believed ifthis was contained to one neighborhood the Operations and Maintenance staff, along with resident's assistance, could handle the clean-up. Mayor ApIikowski asked if there would be a communication plan. Mr. Johnson stated they have an internal procedure that staff had put together that they would follow which outlined the rules and responsibility of staff members and what their functions were if there were emergency J# situations. He indicated one of those functions was communication with the County, media, etc., to get the information to the residents. . . . ARDEN HILLS CITY COUNCIL - JUNE 12, 2006 4 Mayor Aplikowski stated she would like to see communications cross-referenced in this policy also. CounciImember Holden agreed. She indicated this could especially be an issue if residents did not have electrical services. Mr. Johnson acknowledged this was an issue and that, if necessary, staff would go door to door to get information out to the residents. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve the storm debris removal policy. The motion carried unanimously (4-0). B. Motion to Approve the City's 2006-2007 Snow Plowinl!. Snow Removal. and Ice Control PoIicv Mr. Johnson stated the City last updated its Snow Plowing, Snow Removal, and Ice Control Policy in 2001. Since 2001, the Operations and Maintenance Department had divided the City into three different plowing zones, with two snowplows assigned to each route. In the current policy, the City identified four different plow routes. Over the years, the Operations and Maintenance Department had found that three plow routes were more efficient for snow removal operations. Also, it was more effective for the Operations and Maintenance Department to have two plow trucks working simultaneously within the three plow route areas. A second proposed change to this policy was the maintenance of sidewalks and trails within the City. The City's maintenance department handles snow removal activities for a majority of the City's parks and trails. Due to safety and equipment concerns, City staff was requesting that the following trail locations not be maintained by the Operations and Maintenance Department during the winter months: Arden View Drive to Colleen Avenue Trail; Cunnnings Park-Lexington Avenue to Cummings Ball Field; Cummings Park-North Water Tower to Hamline Avenue. The steep grades and icy conditions made the aforementioned locations dangerous to maintain during the winter months. In order to protect the safety of City employees and to minimize liability to the City staff, it is recommended the aforementioned trails not be maintained this winter and be posted as "Minimal Maintenance Trails". He indicated City staff was currently researching the possibility of utilizing a neighboring community's trail maintenance machine for snow removal operations at these three locations. If successful in working out an agreement with a neighboring community, City staff would continue to maintain the Arden View Drive and Cummings Park Trail section this winter. A third proposed change to the existing policy is the repair of sod within the City's right-of-way due to snowplow damage. The City's existing policy does not address this topic very clearly. It is very important that the City have a sod damage replacement policy that clearly states what the expectations were for the maintenance department concerning the replacement of damaged sod within the right-of-way. In the past, City staff had been asked by residents to install sod, grass seed, and irrigate the boulevard areas due to snow plow damage. In the future, City staff is recommending that the City utilizes black dirt and grass seed for boulevard repairs. The ARDEN HILLS CITY COUNCIL - JUNE 12, 2006 5 . proposed change would create a standard for the City to follow and minimize confusion amongst the Operations and Maintenance Department regarding whether or not the City would purchase and install sod for the residents. Also, language has been added to the proposed policy that states the City will not repairlreplace sod that was damaged due to the application of sand, salt, or other de-icing chemicals. A fourth proposed change was the addition of language that states the City would not repair plow damage to trees, shrubs, landscaping materials, decorative rock, brick walls, and lawn/landscaping irrigation (sprinkler heads) systems in the right-of-way. Residents that place the aforementioned items within the right-of-way were doing so at their own risk. He recommended Council approve the proposed Snow Plowing, Snow Removal, and Ice Control Policy. CounciImember Grant asked if the black dirt and seeding was complaint-driven. Ms. Wolfe responded it was complaint driven. CounciImember Grant stated they should not have to require residents to complain before it is fixed. He noted staff drove the City enough in the spring that when they saw damage from a City plow they should seed the area without a complaint from the resident being necessary. t Mayor Aplikowski noted some residents might prefer to repair this themselves and it was a communication issue. CounciImember Holden stated she liked the idea of not providing sod and believed going with b lack dirt and grass seed was appropriate. CounciImember Grant asked if there should be language in the policy that stated the City did not want large decorative rock, or other structures placed in the right-of-way that might do damage to the snowplows. Mr. Jobnson stated staff had been advised to inform the residents as they saw structures in the right-of-way that they be removed. Ms. Wolfe recommended adding a sentence about structures not being placed in the right-of-way in the policy. Mayor ApIikowski suggested either in this policy or in a newsletter article that the residents receive an explanation of what the right-of-way is. Mr. Johnson stated in the future staff would bring this policy to Council annually for approval. Mayor ApIikowski asked if the proposed signage for the trails not maintained was sufficient. Mr. Johnson responded he would verify this with the City Attorney. . e ) ARDEN HILLS CITY COUNCIL - JUNE 12,2006 6 CounciImember Holden asked why at times it took plows all day to clear the streets. Mr. Johnson responded it depended on the amount of snow, how large of a crew they had that day, and other factors. MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the Snow Plowing, Snow Removal, and Ice Control Policy as amended. The motion carried unanimously (4-0). C. Planninl! Case 06-017: Site Plan Review for Len Gallns, 1104 Amble Drive Mr. Lehnhoff stated the applicant was requesting a site plan review to construct a six-foot high fence in the front yard along Lexington A venue and near the southwestern corner of Lexington Avenue and Amble Drive. He indicated the Planning Commission voted unanimously to recommend the planning case subject to the following six conditions: I. The project shall be completed in accordance with the plans submitted. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission. 2. The applicant shall keep the fence maintained and promptly repaired if any damage occurs to the fence, including graffiti. 3. The applicant shall maintain the vegetation on the Lexington Avenue side of the fence. 4. The applicant shall locate the utilities near the proposed fence before the fence pemlit is issued. The applicant shall comply with any setback set by the utility company. 5. The fence shall not encroach on the pubic right-of-way. The lot lines shall be located prior to the issuance of a fence permit. 6. The fence shall not infringe on the lines of sight for Lexington Avenue and Amble Drive. The fence pcrmit shall be subject to approval by Ramsey County to ensure that the lines of sight are protected. He recommended Council approve the Site Plan Review for 1104 Amble Drive. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve Planning Case 06-017: Site Plan Review for Len Gallus, 1104 Amble Drive, subject to the six conditions as outlined in staffs June 8, 2006 report. The motion carried unanimously (4-0). D. Planninl!: Case 06-018: Site Plan Review for 1212 LLC at 1212 Red Fox Road Mr. Lehnhoff stated the applicant was requesting a Site Plan Review to modify the exterior of the existing building at 1212 Red Fox Road in the B-4 Zone. He noted the Planning Commission voted unanimously to recommend approval subject to the following four conditions: I. The project shall be completed in accordance with the plans submitted. Any significant changes to these plans, as determined by the City Planner, shall require review and approval by the Planning Commission. . e . ARDEN HILLS CITY COUNCIL - JUNE 12, 2006 7 2. The applicant shall obtain the necessary building permits before beginning any modifications to the exterior of the structure. 3. Signage shall comply with the Sign Code. Signage shall not be installed without any approved sign permit. 4. Lighting shall conform to the requirements in Section 6.E.3 of the Zoning Ordinances. Lighting shall be directed away from adjacent properties, hooded, and not cast light that exceeds a meter reading of one foot candle on the travel lanes of adjoining public streets or .4 foot candles on adj oining residential property. He recommended Council approve the Site Plan Review for 1212 LLC at 1212 Red Fox Road. CounciImember Grant inquired about the materials used. Mr. Davidson, the applicant, responded the main surfacing would be a cement finish applied directly to the block. With respect to the base, they were still working on that particular application. However the base would be a rock faced block, artificial stone material or other similar material. He indicated it would be a material that would be damage resistant. Councilmember Larson inquired about the difference in the two entrances. Mr. Davidson stated the entrance in the middle was generated by the tenant in hopes of creating a statement for their entrance. He noted they were continuing to define the northerly entrance and he believed the north entrance would also be prominent. Councilmember Holden asked if there would be new lighting added. Mr. Davidson responded currently the lighting on the east edge of the building would be removed and new pole lighting on the far eastern end ofthe parking lot would be added. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve Planning Case 06-018: Site Plan Review 1212 LLC at 1212 Red Fox Road based on the submitted plans and nine findings of fact subject to the four conditions in the planning case report. The motion carried unanimously (4-0). Mayor Aplikowski recessed the meeting at 8:16 p.m. and reconvened the meeting at 8:25 p.m. 8. UNFINISHED BUSINESS A. Motion to Reiect/Accent Bids for the 2006 Rid!!ewood PMP Construction Proiect Ms. Bloom stated at the May 18 Council meeting, the Council considered the bids received on May 11, 2006 for the 2006 PMP Ridgewood Neighborhood Improvements. Amt Construction submitted the low bid with a total bid amount of$I,808,584.32. At that meeting, Council tabled the award of this bid in order to provide staff time to find ways to reduce the overall cost of this project so that they would be more in line with the available funds. . . . ARDEN HILLS CITY COUNCIL - JUNE 12, 2006 8 She indicated the low bid was approximately $289,625.90 higher than the Engineer's Estimate and $437,894.32 higher than the Feasibility Estimate. She stated they had found a number of areas where they could reduce the scope without compromising the integrity of the project. In addition to these reductions, they identified a few other line items that have the potential for reductions, however, she recommended they manage these quantities through construction observation. She reviewed the proposed reductions in the contract quantities. She recommended Council award the bid to Amt Construction. To reduce the award bid, the Council would then approve Change Order #1, containing the items noted in her report to reduce the total bid by $118,690.16. The Change Order would alter the total bid award to $1,689,894.16. Ms. Wolfe reviewed the ClP cost impacts. Councilmember Grant inquired about the offsets for capital improvements and asked if they needed to make a decision on that at this meeting. He asked ifthe alternatives were small or large items. Ms. Bloom responded staff would pay particular attention to the cost of retaining walls and trees. Councilmember Larson believed we needed to do this street reconstruction and we had other sources for funding, such as the General Capital Fund. Councilmember Holden asked if someone backed out of having a rain garden, how that would affect the project. Ms. Bloom responded this would not require a re-engineering and would actually reduce the cost because there would be no excavation necessary for the pond. Councilmember Holden asked what the project timeline was. Ms. Bloom replied she believed everything would get done this year, with the exception ofthe landscaping which would be done in spring of 2007. Councilmember Holden asked if this neighborhood was being shortchanged by not doing the watermain changes. Ms. Bloom responded the scope changes would not compromise the project and ifwatermain needed to be replaced, it would be replaced. MOTION: Councilmember Larson moved and Mayor Aplikowski seconded a motion to award the 2006 PMP Ridgewood Neighborhood hnprovement Project to Amt Construction and approve Change Order #1. The motion carried unanimously (4-0). MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve Change Order #1 for the 2006 PMP Ridgewood Neighborhood Project. The motion carried unanimously (4-0). . . . ARDEN HILLS CITY COUNCIL - JUNE 12,2006 9 B. Retreat Follow-up: City Council Goals Ms. Wolfe stated in March 2006 the City Council conducted a retreat. One ofthe outcomes was the development of Council goals. The goals were to serve as a work plan for the Council during 2006. Once the goals were approved, staff would include the list as a regular part of the meeting agendas. Staff would also provide periodic reports on progress toward these goals. She rccommended Council approve the City Council 2006 Goals. Councilmember Holden suggested clarifYing item 3 - Road Benchmarks to make it clearer as to what Council was referring to. Councilmember Grant suggested changing item 8 to state: Leadership/Building staff capabilities/Retaining good staff. He suggested changing item 10 to state: Maintain a library presence in Arden Hills. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the Arden Hills City Council 2006 Goals as amended. The motion carried unanimously (4-0). D. TCAAP Update Ms. Barton updated on the Council on recent TCAAP developments. 9. COUNCIL REOUESTS A. Councilmember Grant stated he would not be at the next work session and Council meeting as he would be on vacation. B. Councilmember Holden inquired about the Economic Survey and how it was being handled. Ms. Barton responded there was a typographical error in the dates, which were supposed to be for this week and not last week. She stated the survey results were still valid and encouraged people to log-in and fill out the survey. Mayor Aplikowski adjourned the Regular City Council Meeting meeting at 9:02 p.m. , ~~~~~ 'Beverly A kow i Mayor t1c= w ~ City Administrator . . . ARDEN HILLS CITY COUNCIL - JUNE 12,2006 10 NOTICE OF MEETINGS The next Council Meeting will be held Monday, June 26, 2006 at 7:00 p.m. at the Arden Hills Council Chambers.