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HomeMy WebLinkAboutCCWS 09-18-2006 ~ . ~~HILLS Approved: 10/10/2006 eITY OF ARDEN HILLS, MINNESOTA WORK SESSION MEETING SEPTEMBER 18, 2006; 5:00 P.M. ARDEN HILLS eITY eOUNeIL eHAMBERS CALL TO ORDER/ROLL eALL 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, and Vincent Pellegrin Absent: None . Also present were City Administrator, Michelle Wolfe; Community Development Director, Karen Barton; Assistant City Administrator, Schawn Johnson; and Parks and Recreation Manager, Michelle Olson Lake Johanna eapital EQuipment Budl!et- City Administrator Michelle Wolfe provided the City Council with an overview of the proposed Lake Johanna Fire Department operating budget formula for the Citics of Arden Hills, Shoreview, and North Oaks. The Fire Board has proposed that this same formula be applied to the capital equipment budget as well. The formula is based upon the following factors: . Population 25% . Households 25% . Market Value 10% . Fire Calls (Five Year Average) 40% Under the proposed financing plan, the City of Arden Hills would be responsible for 27.1 % of the annual operating and capital equipment budget in 2007. The Cities of North Oaks and Shoreview would be responsible for 13.5% and 59.4% respectively. Mcmbers of the Lake Johanna Fire Board indicated that it intends to review the formula annually while preparing the annual budget. . Members of the Lake Johanna Fire Board are also recommending a catch-up provision for the Cities of North Oaks and Arden Hills to assist with the costs associated with past equipment purchases approximately $174,704. Two proposed mechanisms for utilizing the catch-up ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . provision have been discussed. The first option is for the Cities of Arden Hills and North Oaks to directly reimburse the City of Shoreview for catch-up amount. A second option would be for the Cities of Arden Hills and North Oaks to split the cost of the used engine that was purchased last year and reimburse the LJFD General Fund directly. If this proposal was accepted by the City Council, it would be approximately $70,000 for the City of Arden Hills and $35,000 for the City of North Oaks. The balance of the catch-up funding would be paid back over a period of years by incorporating the cost into the City's annual budget. Based upon the proposed ten year CLP budget for the LJFD, the City would financially benefit from the proposed formula change in the future. Councilmember Larson noted that a positive of the proposed formula is that all equipment purchases impact the three cities (Arden Hills, North Oaks, and Shoreview) that comprise the Lake Johanna Fire Department because equipment is used in all three cities. City Adminsitrator Michelle Wolfe said that the old capital equipment fimding formula was antiquated and in need of revision. The new formula will take into consideration future growth and changes in market values amongst the three communities. Councilmember Holden asked about the cost formula for salaries and benefits. City Administrator Wolfe said that the City of Arden Hills is currently paying 26.3% of the cost e for salaries and benefits. In 2007, the City will be responsible for 27.1 % ofthe cost for employee salaries and benefits through the LJFD. Councilmember Pellegrin asked what was inequitable about the last funding formula. Lake Johanna Fire Department Chief Tim Boehlke stated that the individual communities paid for different pieces of equipment. Once the trucks were moved to a different station or used by the other cities, the purchasing City did not want to pay for the maintenance costs associated with that piece of equipment. Therefore, it is more equitable to have all three of the communities share in costs associated with purchasing a piece of equipment and have joint ownership. Councilmember Larson stated that the proposed formula is fair because all three communities will eventually use a particular piece of equipment over time. Councilmember Holden asked about the trade-in of fire trucks #840 and #841. Fire Chief Tim Boehlke stated that the City of Shoreview originally purchased the two fire tmcks outright. Therefore, it is only fair that the City of Shoreview received the trade-in value for the two fire trucks. Counci1member Holden asked how often the proposed funding formula will be reviewed. . Fire Chief Boehlke said that the LJFD Board will review the funding formula on annual basis. 2 ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . Councilmember Pellegrin asked how the LJFD will be impacted by the proposed TCAAP development. Fire Chief Boehlke stated that he has talked to City staff about his concerns regarding access to the proposed development site. Also, he is projecting an additional 150 fire calls per year for the City of Arden Hills once the development is completed. In his opinion, the fire department's current fleet of equipment will suffice in providing fire protection to the new development. Members of the City Council were supportive of the new capital equipment financing proposal that will be voted on by the Lake Johanna Fire Board at their next regularly scheduled meeting. TeAAP Development Al!reement Discussion- Community Development Director Karen Barton announced that the City has submitted a tentative offer to purchase the TCAAP site. In order to move forward with the land planning process and the development agreement between CRR, a number of issues will have to be resolved within the next several months. The following is a list of proposed discussion items for tonight's meeting: . Land Planning Process . Funding and Reimbursement . Master Development Status for CRR . . Discussion of the Existing Framework Density Concept Plan and Density Ranges . Public Financing Discussion At this time, City staff and the development team are projecting a nine to twelve month time frame before the closing on the property. Mr. Collin Barr, Ryan Companies, projected the TCAAP project will involve a fifteen to twenty month planning process. In order to assist in the planning process, City staff and CRR will be interviewing potential consultants to assist with developing the master development plan, and various parts of the land development process. Councilmember Grant inquired about insurance coverage that is identified in the original interim agreement. City Administrator Michelle Wolfe said that the City is currently utilizing its legal advisors to make sure that the City's liability risk is minimal regarding the risks associated with purchasing the TCAAP property. Councilmember Grant noted that there are a number of outstanding items that must be completed prior to the Master Development Plan becoming a reality. . Mr. Barr agreed with Councilmember Grant's assessment and stated that it is important for the City and other private entities work together throughout this process. 3 ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . Councilmember Holden asked when the interim agreement has to be approved by the City. Mr. Barr said that the US Congress has seventy-five days to approve the proposed land sale agreement. Councilmember Grant stated that it is very important for the City Council to become more involved in the planning process. Mr. Barr said that the developers will continue to ask for City Council input throughout the planning process. Councilmember Larson noted that this has been a ten year process for the City. The TCAAP vision is a starting place for the City to begin planning discussions. City Administrator Wolfe noted that it is important for the City Council to have on-going discussions regarding the planning of the TCAAP site. The closing of this property will be occurring fairly quickly in the near future. It is also important for the City Council to discuss public financing for this project. Mr. Collin Barr also noted that special legislation may be pursued regarding the County Road H e interchange and 1-35W regarding road construction funding. Councilmember Holden requested that the City Council receive some more education regarding public financing mechanisms. City Administrator Michelle Wolfe stated that City staff will provide the City Council with a rcfresher on public financing techniques and methods. Couneilmember Grant requested that the developer comply with all of the requirements set forth in the interim agreement prior to the City giving CRR master development status. Councilmember Larson noted that the old interim agreement was a snap shot in time and the circumstances regarding the TCAAP property have changed. Mayor Aplikowski noted that the City has not had an agreement with CRR for many months. Councilmember Holden asked who would be responsible for hiring additional staff members if they are needed for this project. City Administrator Wolfe said that the City would be responsible for hiring additional consultants or staff members. . Councilmember Grant said that he is concerned about the proposed office show room space in the vision plan. He believes that the proposed show room space could be better utilized. 4 ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . Councilmember Holden suggested that the proposed transit hub be reduced in size. Councilmember Grant asked if the proposed water way in the vision plan would be considered a stormwater pond. City Administrator Wolfe said that the pond would be considered an amenity and a stormwater pond for the project. Councilmember Larson said that the pond feature is an important amenity for the project. It follows the water theme in Arden Hills. Councihnember Grant asked if the water feature is an amenity that would increase property values. Mr. Collin Barr noted that the proposed water feature may be a little too large for the project. Councilmember Larson disagreed with the developer and believes that the new water feature is important to the proj ect. Councilmember Holden asked what is the actual acreage of the TCAAP property? e Mr. Barr noted that the proposed project is 585 acres. Councilmember Grant stated that it is important for the construction materials selected withstand the test of time. City Administrator Wolfe said that City staff is working on establishing development standards. Councilmember Grant said that it is important for the project to have a primary business anchor to establish the financial viability of the development. Mayor Aplikowski asked if the City Council would be in favor of having store level businesses with residential housing on the second floor. Mr. Collin Barr stated that he was not sure ifresidential housing on the second floor would be a good fit for Arden Hills. Members of the City Council agreed that the size of the transit hub, green space, and access to the proposed athletic fields are issues that will have to be addressed in the near future. Mr. Barr recommended that a future meeting with the City Council and staff be scheduled to discuss other proj ect amenities. . 5 ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . City Administrator Michelle Wolfe asked the City Council if they had any concerns about the consulting companies that the City has used in the past for the TCAAP project. Mayor Aplikowski commented that she would like to have a consultant that has good communication skills and is willing to listen and work with the City Council. eelebratinl! Arden HilIs- Parks and Recreation Manager Michelle Olson provided the City Council with a financial synopsis of the Celebrating Arden Hills event this year. Both expenditures and revenues were lower for this year's event. The following is an overview ofthe revenues and expenditures from the 2005 and 2006 Celebrating Arden Hills event: 2006 Expenditures $45,731.47 Revenues $18346.00 Total City eontribntion $27,642.79 2005 Expenditures $48,731.47 Revenue $22.751.00 . Total eity eontributions $25,980.4 7 In 2006, financial contributions from local business decreased by $4,000. Without the financial support of local businesses and individual contributions it is becoming more difficult for the City to fund the event. It is also important that the City has more resident involvement in the event. The City needs the support of the residents to make this event a success. City staff is seeking direction from the City Council regarding ways to improve the Celebrating Arden Hills event in the future. Councilmember Holden said that the Celebrating Arden Hills is a nice event, but it may have outlived its life span. Maybe the City should have an event every three to five years. Councilmember Larson agreed with Councilmember Holden's assessment of the event. This event has experienced a decline in popularity over the last few years. It is difficult to support this event at an annual cost of $25,000. Mayor Applikowski agreed that the event should be changed, but she does not want to discontinue the event. It is important that the City reenergizes the event. It may be a good idea to have a large event once every five years at Tony Schmidt Park and in between, have a smaller "Day in the Park" type of event. Councilmember Holden noted that a number of community events are occurring at the same time . as Celebrating Arden Hills. 6 --- ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . Councilmember Pellgrin noted that the current event has lost its luster. The event needs to be reinvigorated. City Administrator Michelle Wolfe said that the weather also had an impact on the number of people attending this year's event. Councilmember Larson suggested that any proposed changes would have to be implemented quickly due to the time it takes to plan this event. Mayor Aplikowski suggested that the catered meal be removed from next year's event. Councilmember Grant noted that removing the catered meal would be a cost savings to the City of $8500.00. Parks and Recreation Manager Michelle Olson stated that the City could charge an admittance fee for food vendors at next year's event. Mayor Aplikowski suggested that the City review the children's entertainment and musical entertainment for future events. Councilmember Grant recommended that the City take a year off and evaluate the Celebrating . Arden Hills event for future years. City Administrator Michelle Wolfe noted that the City could ask a few questions about the Celebrating Arden Hills event in a community survey. Councilmember Larson recommended that the City take a year off from the Celebrating Arden Hills event in order to evaluate the future ofthe event. City Administrator Wolfe suggested musical entertaimnent and a firework display in 2007. Members of the City Council were agreeable to having a firework display for this year's Celebrating Arden Hills event. Discussion Rel!ardinl! the Video Tapinl! of eitv eouncil and Planninl! eommission Meetinl!s- Councilmember Grant raised a few concerns about the quality of the video replay of the City Council and Planning Commission meetings. Assistant City Administrator Schawn Johnson noted that City staff is aware of the video broadcasting problems. The City has been experiencing technical difficulties with the video cameras located in the City Council Chambers. The City's new Cable Technician has been . reviewing the problems and is working on improving the video quality. Since the video equipment was struck by lightning last year, the video equipment and cameras have not been 7 ARDEN HILLS CITY COUNCIL- SEPTEMBER 18, 2006 . working very well. City staff is also working with the City of New Brighton and DS Productions about providing the City with a price quote for replacing the existing cameras and supplemental equipment in the City Council Chamber. The estimated cost for replacing the cable equipment is roughly $40,000. Members of the City Council were agreeable to allowing City staff to obtain cost estimates for replacing the cameras and video production equipment located in the City Council Chamber. eouncil eomments and Requests Councilmember Grant recommended that non-controversial Planning Commission items be placed on the consent agenda at future City Council meetings. The following is the proposed criteria for placing Planning Commission items on the consent agenda: . The Planning Commission unanimously approved the item and it is recommended by the City Council liaison to be placed on the consent agenda. The item may be removed from the consent agenda if a member of the City Council would like to discuss the planning case; . There was minimal public input or disagreement regarding the planning case; . Public comment regarding the planning case may be allowed prior to voting on the consent agenda. e Councilmember Holden said that she is comfortable with the recommendation. Councilmember Larson said that he is not comfortable with the recornmendation. He is not comfortable with one eouncilmember deciding whether or not an item should be placed on the consent agenda. Mayor Aplikowski said that she is not against the proposal, but would like to set some guidelines. Councihnember Larson recommended that guidelines be created for City staff to follow regarding the placing of Planning Commission Cases on the consent agenda. He also recommended that City staff obtain a legal opinion from the City Attorney regarding the placing of planning cases on the consent agenda. Members of the City Council agreed that the City Attorney should review the recommendation of placing planning cases on the City Council meeting consent agenda. Councilmember Grant asked when the tower located next to Mounds View High School is scheduled to be removed. City Administrator Wolfe said that the contractor will be performing project prep work the week . of September 25th and the tower is scheduled to be removed the week of October 2nd 8 ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 , . Councilmember Grant inquired about the sink holes located along the Chatham Trail. He said that a resident in the Chatham neighborhood said that a drainage pipe was installed in the area many years ago. City Administrator Wolfe said that City staff will continue to research this problem and will report back to the City Council in the near future. Councilmember Grant inquired about the results of the Economic Development Commission (EDC) public survey. Community Development Director Karen Barton stated that the EDC just received the survey results. The information will be reviewed by the EDC in the near future. Councilmember Grant requested a copy ofthe survey results once they are available. Community Development Director Barton said that a copy of the survey results will be provided to members of the City Council. Councilmember Holden asked if the City was able to obtain copies of the water tower lease agreements for cell phone antenna service. . Community Development Director Barton said that the City was able to locate the agreement for the cell phone antennas located on the City's water tower. Councilmember Holden announced that the Northwest Youth and Family Services will hosting the "Taste of Northeast" food and wine tasting fund raiser at the Shoreview Community Center on October 12th from 6:00 PM to 9:00 PM. City Administrator Wolfe has requested a proposal from Ehlers & Associates to review the City's current fund balances. The study completed by Ehlers & Associates will assist the City in preparing for future expenses pertaining to the five year CIP and TCAAP project. The projected cost for this project is $5,000.00. City Administrator Wolfe reminded the City Council that her performance evaluation needs to be completed. She will provide the City Council with a few different times and dates to consider for scheduling the performance evaluation. Councilmember Larson requested that City staff evaluate the City's current assessment policy to address some of the concerns that arose during the 2006 PMP assessment hearings. City Administrator Wolfe said that it is important for the City to reconvene the Assessment Task Force and make some minor changes to the existing policy. . Councilmember Larson recommended that the City assess the property owners after tile project is completed. 9 ARDEN HILLS CITY COUNCIL - SEPTEMBER 18, 2006 . Mayor Aplikowski adjourned the Work Session meeting at 9:10 p.m. ~4~~' Jv1~~~ Beverly lik ski Michelle A. WolD Mayor City Administrator e . 10