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HomeMy WebLinkAboutCCWS 08-21-2006 ~ . ~~HILLS Approved: 9/11106 CITY OF ARDEN HILLS, MINNESOTA WORK SESSION MEETING AUGUST 21, 2006; 5:00 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the work session meeting at 5:05 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, Brenda Holden (6:15 pm), and Vincent Pellegrin Absent: None . Also present were City Administrator, Michelle Wolfe; Community Development Director, Karen Barton; Civil Engineer, Kris Giga; Assistant City Administrator, Schawn Johnson; Parks a11d Reereation Ma11ager, Michelle Olson; Public Works Superintendent, Jim Perron; Ramsey COW1ty Sheriffs Department Undersheriff, George Altendorfer; and Ramsey County Lieutenant, Mike Salter Ramsev County Sheriffs Department Annual Update- City Administrator Michelle Wolfe provided the City Council with an overview of the proposed 2007 Ramsey County Sheriffs Department budget for the contract cities and the possible implementation of administrative tags for traffic violations. Ramsey County Undersheriff George Altendorfer provided members of the City Council with a power point presentation reviewing the number of emergency calls, erime statistics, and proposed changes in the 2007 budget. The proposed changes in the 2007 budget are the following: 1. Full year of the 2nd Traffie Deputy (Implemented in 2006); 2. I % Salary Increase; 3. PERA increase to 11.7%; 4. Insurance Benefit Inereases; 5. Increase in Motor Vehicle Supplies. . ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 2 . COW1cihnember Grant asked what is causing the increased number of calls in Arden Hills from the years 2000 to 2005. Undersheriff Altendorfer stated that the increased nwnber of calls is due to an increased demand by the public for non-emergency services and an increase in the nwnber of auto thefts in this area. COW1cilmember Pellegrin asked if Ramsey COW1ty Sheriffs Department responds to medical calls. Undersheriff George Altendorfer said that the Ramsey County Sheriffs Department are trained first responders alld have oxygen and defibrillators in their vehicles. Councilmember Larson asked if it was necessary to have Ramsey County Sheriffs Department, Lake Johanna Fire Department, and Allina Medical responding to the same medical call. Undersheriff Altendorfer agreed that it would appear to be inefficient to have all three groups respond to medical calls, but the fire, police, and ambulance services do have overlapping services that work together at the scene of an accident. Councilmember Larson asked what is the basis for the cost difference between the seven contract . cities for law enforcement services. Undersheriff George Altendorfer noted that each community has different staffing needs. For example, North Oaks recently requested a full time Community Service Officer. The additional costs for this service were passed on to the City of North Oaks. Councihnember Pellegrin asked how the City is being billed for law enforcement services. He noted that he rarely sees a squad car in his neighborhood. Undersheriff Altendorfer said that the City of Arden Hills pays for twenty-four hours of law enforcement service. The City does receive more serviee on major roadways due to the location of the station. It is a shared resource amongst the seven contract cities. COW1eilmember Pellegrin expressed concern about the lack of twenty-four hour patrol service in Arden Hills. Undersheriff Altendorfer stated that the Ramsey County Sheriffs Department has a maximwn of nine squad cars out during the afternoon shift and a minimum of five squad cars after midnight. The delivery of service will vary from city to city due to the call level. Councihnember Larson asked how the Ramsey COW1ty Sheriffs Department assigns shifts to the different deputies. . ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 3 . Undersheriff Altendorfer said if a deputy does call in sick, the squad is not filled for that particular shift. If the deputy is scheduled to be on extended absence, the squad coverage will be split between the different squad cars that are available on the streets. City Administrator Michelle Wolfe noted that the deputy assigned to squad #2458 has been injured on duty twice this past year. Therefore, the City reeeived less patrol coverage during that time period. Councilmember Grant asked why the Rice Creek back-up squad does not back-up the #2458 squad car. City Administrator Wolfe said that the Rice Creek squad car works the 6:00 AM to 2:00 PM shift. There is no back-up for the evening or midnight shift. Councilmember Grant said that he is concerned about the lack of police presence in the neighborhoods. Undersheriff Altendorfer said that it may be a good time for the City to evaluate the need for additional law enforcement resources in the community. Councilmember Larson said that he is concerned about the City issuing administrative tags. . City Administrator Wolfe said that the intent of using administrative fines is to minimize legal fees and be more proactive in changing the behavior of an individual. The contract cities are currently studying the administrative fine process. Councilmember Holden noted that she has seen an increased law enforcement presence in her neighborhood. CIP Update- Civil Engineer Kris Giga provided the City Council with an overview of the City's proposed Capital Improvement Plan based upon their previous discussions. The following is a list of projects that are scheduled to be completed in 2006: . 2006 PMP Project; . Vaughn Tower Access Road-$17,603.28; . 3153 Shoreline Driveway;-$15,562.56; . Sanitary Sewer (I&I) Mitigation-$15,000. The following projects have been delayed or removed from the 2006 CIP list; . Emergency Vehicle Preemption Devices-2007; . Gateway Signs-Reevaluating the project at this time. . --.-.---- ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 4 . The 2006 PMP project has begW1. The general contractor is beginning street work along Skiles Lane. Work is scheduled to begin on Ridgewood Road next week. Ms. Giga noted that the contractor's schedule could ehange frequently due to site conditions and W1expected delays. Ms. Giga noted that the Beach Club has signed a right of entry to allow the City onto the property to construct the storm water ponds. Once the construction is complete, the final easement docwnent will be signed by the two parties. Civil Engineer Kris Giga noted that staff is currently working on a memorandum of understanding for each of the rain garden recipients. The memora11dwn will summarize the process for constructing the rain gardens. The assessment hearing is scheduled for the August 28th City Council meeting. Civil Engineer Kris Giga noted that she has received residential concerns regarding the assessment of the retaining wall proposed on the west side of Siems Court. Some of the residents believe that the retaining wall only benefits a few of the residents. If the retaining wall is removed from the project the City would have to spend similar amount of funding for grading and driveway reconstruction which would still require some retaining wall construction. City staff is also recommending that the City Council consider holding the public hearing on . August 28th and continue the hearing until the next meeting. Staff would have the opportunity to prepare a report addressing the concerns being expressed by the residents. COW1eilmember Larson agreed that it would be beneficial to the City COW1cil to have the background information available to make a final decision regarding the assessments. Also, it is helpful to have staff s report available for review. Resident Arlene Boutin (1600 Lake Joharma Boulevard) has submitted a preliminary plat for review at the September Planning Commission meeting to reconfigure her existing land from four lots to three lots. A portion of this area would be reconfigured to a storm water pond and enhanced wetlalld area. A number of trees will be removed from 1600 Lake Johanna for the installation of the storm water pond area. The City has also received pa request from the property owner to place construction fill on her land as part of the easement acquisition agreement. City Administrator Michelle Wolfe stated that City staff will expand the public notice area regarding the storm water project due to the removal of trees along Lake Johanna. Councilmember Larson suggested to staff that they attempt to promote the win-win nature of this proj ect to the residents. City Administrator Michelle Wolfe stated that City Attorney Filla recommends that the City have . an appraisal completed to review the sustainability of the proposed assessments. ARDEN HILLS CITY COUNCIL - AUGUST 21,2006 5 . Councilmember Larson said that this may be a bad precedent for the City to follow. He agrees that improvements should increase the value of the property, but sometimes it can be difficult to prove. Mayor Aplikowski noted that every property owner has the right to appeal the proposed assessment as a1t unaceeptable dollar amoW1t. Councilmember Grant stated that the project value increased due to the dollar value of construction materials, bituminous, and cement. City Administrator Wolfe said that state law requires the City to justify the proposed assessment cost. Mayor Aplikowski requested that future 2006 PMP project letters be included in their weekly packets. Civil Engineer Kris Giga provided the City Council with an overview of the proposed 2007 CIP projects. The following is a list of the proposed 2007 Capital Improvement Projects: . 2007 Mill and Overlay/Sea1coat PMP Project; . Old Highway 10/CP Rail Bridge Project; . Storm Pond Maintenance; . . Inflow/Infiltration (1&1) Project; . Cummings Park Reconstruction of the Hard Courts; . Emergency Vehicle Pre-emption Devices; . Water Tanker; . Trail Maintenance Plan. Councihnember Grant asked why the proposed 2007 CIP splits the Amble and McCracken neighborhoods for mill and overlay improvements. According to the map put together by GoodePointe Technologies, the road conditions were considered adequate. Civil Engineer Kris Giga noted that all streets are segmented block by block by GoodPointe Technologies. City staff and GoodPointe Technologies have reviewed the grading of the road surface and agree with the rating. City staff will continuously reevaluate the road conditions of the areas that are scheduled for mill and overlay or seal coating prior to recommending an improvement project to the City Council. City Administrator Michelle Wolfe recommended to the City Council that GoodPointe Technologies may be able to evaluate the condition of the City's current trail system. This would assist City staff in creating a future maintenance plan for the City's trail system. COW1eilmember Holden asked about the status of the lift station improvements. . ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 6 . City Administrator Michelle Wolfe said that the City has placed the lift station project in the unassigned project list until 2012. City staff will review the need for a new SCADA system prior to recommending the reconstruction ofthe four remaining lift stations. Assistant City Administrator Schawn Johnson provided the City Council with a status report regarding the current condition of the City's 1989 International Water Truck. City staff is concerned that the brake system on the existing water truck is not adequate for safely hauling large quantities of water throughout the City. Members of the Public Works Department have reported that the brake pads, rotors, valves, springs and brake line have all been replaced in the last three years due to wear and tear md corrosion on the vehicle caused by routinely transporting 1800 gallons of water. Also, a number of the U-bolts that are attached from the water taltk to the truck chassis are beginning to rust away and the timbers located between the tank and the truck body is showing signs of rotting. Members of the City Council were in agreement that the City should budget $105,000 for a new water truck in the 2007 CIP. Civil Engineer Kris Giga stated that at the last work session, members of the City Council requested additional information from staff regarding the proposed County Road E sidewalk improvement project. City staff mticipates submitting an application to the State of Minnesota for Cooperative Agreement funding for installing a new sidewalk along County Road E. . Councilmember Grant asked about Ramsey County's future plans for County Road E. Civil Engineer Kris Giga said that County Road E is listed as eligible for funding in 2008, but the earliest funding available would 2011 and only if the County applies for federal fW1ding. Councilmember Larson said that the County Road E sidewalk issue has been a divisive issue amongst the City Council. Members of the City Council will have to openly discuss this issue and see if we em get public support for this project. He recommended that the County Road E sidewalk issue be discussed at a future public hearing. Councilmember Holden noted that it is important for the City COW1cil to review the engineering reports for this proj ecl. City Administrator Wolfe said that City staff has kept the project figures for County Road E up- to-date and it should be fairly easy for staff to complete the cooperative agreement funding application information. Mayor Aplikowski stated that the City Council must also address utility issues and the relocation of a garage prior to making any final decisions. Councilmember Grant noted that the utility lines run on both sides of County Road E. . ---------- ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 7 . Councilmember Pellegrin requested background information pertaining to the COW1ty Road E sidewalk discussion. Civil Engineer Kris Giga asked the City Council if they would like to have a neighborhood meeting on this issue. Councilmember Larson said that it would be good to receive resident input regarding this project. Members of the City COW1cil agreed that a discussion should be held at the September II th City Council meeting to gain public input on this matter. Councilmember Larson said that it is important for the City to find additional revenue for park improvement projects. Members of the City Council need to have a discussion regarding how we are going to fund future park improvements. City Administrator said that it would be in the City's best interest to review the City's philosophy for fW1ding improvement and maintenance projects. COW1cilmember Grant said that he agrees that additional fW1ding is needed for park improvements, but the City had invested a lot of money in the Cummings Park shelter, Perry Park ball fields, park signage, and other improvements that have been completed over the past . two to three years. City Administrator Michelle Wolfe noted that the City of Shoreview has recently started to bond for street improvement projects such as mill & overlays and that a fiscal analysis of this approach would be helpful to the City of Arden Hills. Councilmember Pellegrin said it seems like the City COW1cil is always trying to play catch-up with important improvement projects. Members of the City Council were agreeable to reviewing the funding option for future improvement projects. City Administrator Michelle Wolfe recommended to the City Council that the City should also review the utility rates for 2007. She is concerned about available funding in the enterprise funds for future utility improvements. 2007 Bud!!:et Uodate- City Administrator Michelle Wolfe provided the City Council with an overview of the proposed 2007 budget and levy. The following is an overview of some of the proposed changes to the 2007 budget: . 1. Salaries are currently based on the existing compensation plan and a 2.75% annual adjustment on January I, 2007. ARDEN HILLS CITY COUNCIL - AUGUST 21,2006 8 . 2. Since the July meeting, the City was notified that our health insurance premiums will increase 7%, which is significantly less than the 20% we projected. The 7% figure has been included in the preliminary budget document. 3. The summary includes the 2007 CIP proposals as reflected in the CIP program outlined in Item 2B of the August 21 Work Session. 4. Other employee benefit rates have been included and the City is not expecting any significant changes to those numbers. 5. Utility rate changes and rate increases (i.e. water) have been included. City Administrator Michelle Wolfe noted if the council adopts a preliminary levy of 4%, this will translate into a $100,949 increase from 2006 budget. The preliminary levy needs to be certified to Ramsey County by September 15, 2006. City COW1cil approval of the preliminary levy can be done at the August 28th or September 11th meeting. At the July Work Session, the City Council directed staff to assume a 4% levy increase for purposes of pre paring the budget. At this time, City staff is recommending that the preliminary levy, at a minimum, include a 4% increase. Staff believes the 4% levy would cover the City's estimated expenditures in 2007. The 4% increase would leave minimal savings for the City to cover any unexpected eosts that may arise next year or for future capital expenditures. A final levy will be established and certified in December. Once a preliminary levy is established, the amount can be reduced, but it cannot be increased. Mayor Aplikowski suggested that the City Council adopt a preliminary levy of 6%. The City . Council could always drop the final levy down to 4% if desired by the City Council. City Administrator Wolfe said that she is also concerned about future public safety capital expenditures. Councilmember Grant recommended a 4% levy for 2007. Councilmember Larson supports the idea of a 6% preliminary levy. It will give City COW1cil and City staff more time to review the needs of the City. Mayor Aplikowski said that it is important for the City to have a cushion to address unexpected costs that may arise next year. A majority of the City Council was in agreement that the preliminary levy should be set at 6%. This item will be discussed further at the September II th City Council meeting. Members ofthe City Council requested information regarding the City's previous levies and information regarding the proposed levies for other neighboring communities. Auditor's RFP Report/Recruitment Update- City Administrator Michelle Wolfe provided members of the City Council with an overview of . the Auditor's RFP process. Members of the City Council directed staff to conduct a Request-for- Proposals (RFP) proeess for the City Auditor. The City has had the same firm as City Auditor ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 9 . for many years and it was agreed that it would be appropriate to conduct an RFP and evaluate the proposals we reeeive. Former Finmce Director Siddiqui prepared an RFP and distributed it in June 2006. The City received five proposals. Mr. Siddiqui md AccoW1ting Analyst Michelle Bruley have reviewed and scored the proposals. Originally Mr. Siddiqui had hoped to select a City Auditor by the end of August. However, his resignation has resulted in a delay in the auditor selection process. City Administrator Wolfe recommended that one or two members of the City COW1cil participate in the interviews process. The following is an outline of the proposed selection process: Staff review of proposals and selection of finalists August Interview of two-three finalists Late August-Early September Appointment of Auditor September 25 Regular Meeting Councihnember Pellegrin said that he would be interested in serving on the interview panel for the auditor. City Administrator Michelle Wolfe also noted that City staff has started the recruitment process . for the vacant Finance Director and Public Works Director positions. The first round of interviews will take place the week of September 4th. City Administrator Wolfe asked if any of the City Councilmembers would be interested in participating in the second round of interviews for the two positions. Councilmember Larson said that he would be interested in participating in the Finance Director interview process. Councilmember Pellegrin said that he would like to participate in the Public Works Director interviews. Councilmembers Holden and Grant indieated they would be interested in participating in the interview process iftheir schedules allow. Public Input at Citv Council Meetinl!:s- City Administrator Michelle Wolfe noted at the July 31 City Council meeting; there was consensus amongst the City Council to have a work session discussion regarding public input at public meetings. The following is a list of discussion items: . ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 10 . 1. Public Hearings - The purpose for a public hearing is typically based in statute or city code. The purpose of a public hearing is to hear public input, and there are processes and formats for conducting public hearings. 2. Items not on the Agenda - We have a specific item on the regular meeting agendas for anyone wishing to address COW1cil regarding an item not on the agenda: "Public Inquiries/Informational" . 3. Items on the Agenda, and not a Public Hearing - This is often where city cOW1cils are W1clear in terms of if and when to provide for public comment. This is one area that may need some discussion. 4. Work Sessions - Work sessions are specifically designed for the Mayor and City Couneil to discuss topics as a Council. Work sessions are open to the public but typically the public is not invited to speak. Councilmember Holden inquired about the rules for public input at City Council meetings. Councilmember Larson said in the past, the City Couneil has allowed the public to speak at meetings. Mayor Aplikowski said that the City Council typically allows the public to speak at the City COW1cil meetings. It is important that the City Council requires the public to complete a public comment form and set time limits for comments. . In the future City staff will forward the completed comment cards to the Mayor during the City Council meetings. City Administrator Michelle Wolfe asked for input from the City Council regarding the scheduling of a neighborhood meeting or town hall meeting. Members of the City Council agreed at a previous work session meeting not to schedule four neighborhood meetings in 2006 due to declining attendanee. Mayor Aplikowski recommended hosting one neighborhood meeting at City Hall on a Tuesday or Weclnesday night. Councilmember Larson suggested a Saturday morning event where members of the Ramsey County Sheriffs Department, Lake Johalilla Fire Department, and other City related organizations could attend and set-up informational booths for the residents. Members of City staff will review the City's calendar and suggest a future date for the town hall meeting. Council Comments and Reauests- Councilmember Larson asked for an update regarding the removal of the antenna next to Mounds .. View High Sehool by the MnDOT. ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 11 . Councilmember Larson reported that approximately six to seven cars are being parked in front of home on the north side COW1ty Road E. He requested that the City's Building Inspector investigate the situation. Councilmember Larson requested that the TCAAP signs located on Highway 96 and Highway 10 be saved by the City for historical purposes. Mayor Aplikowski adjourned the Work Session meeting at 9:05 p.m. . ~u~~l~ Z{~~' . Beverly Aph owsk Mic lie A. Wolfe . Mayor City Administrator . .