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HomeMy WebLinkAboutCCWS 05-16-2005 ~ . ~~HILLS Approved: June 27, 2005 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MONDAY, MAY 16, 2005, 5:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 Call To Order Mayor Aplikowski called the meeting to order at 5:00 PM. Present: Mayor Aplikowski, Councilmembers: Gregg Larson, David Grant, Brenda Holden, Lois Rem Absent: None Staff present: City Administrator, Michelle Wolfe; Community Development Director, Scott Clark; Finance Director, Murtuza Siddiqui; Assistant to the City Administrator, Schawn Johnson; Operations and Maintenance Director, Tom Moore . Closed Session A closed meeting session was held to discuss GSA negotiations with the City Council from 5:00 PM to 5:40 PM. City's 2004 Audit Report Finance Director Murtuza Siddiqui introduced Steve McDonald, an independent auditor from Abdo, Eick, & Meyers, to discuss the City's 2004 audit report. Mr. McDonald reported that the City has successfully implemented and adopted the new GASB 34 accounting regulations in 2004. He congratulated the City staff on job well done with the GASB 34 implementation process. Mr. McDonald reviewed the 2004 audit report with the City Council. Mr. McDonald mentioned that for certain investments the City had adequate collateral for the first nine months of2004, but not for the last three months of the year. Once the problem was noticed by City staff, it was immediately rectified. Mr. McDonald emphasized that this is a common finding in a number of the audits that they conduct. Overall the 2004 audit report stated that the City was in good financial order. Councilmember Larson asked Mr. McDonald to define the difference between government activities and business activities. . ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May] 6, 2005 2 . Mr. McDonald said that business activities are service fees (staff time, supplies, and program fees) that are allocated to a particular program for its day to day operational expenditures. For example, utility services are defined as business activities. Members of the City Council requested that the 2004 audit report be placed on the consent agenda at the May 31 st meeting. Celebrate Arden Hills Recreation Program Supervisor Michelle Olson provided the City Council with an update on the 2005 Celebrating Arden Hills Summer Festival. Overall the event is progressing nicely. The event will be held on June 25th at 3 :00 PM. The activities at this year's event are very similar to last year. Tickets for the BBQ dinner are available at City Hall. The City has rented a tent that will hold 500 people for this event. City staffs goal is to sell 300 tickets prior to the event and have 100 tickets available for the day of the event. City staff is requesting City Council's assistance with selling their allotment of tickets for this event. As in the past, tickets are not required for the other events that occur in the park on this day. The White Sidewalls Rock-N-Roll Revue, Prior Lake Water Ski Show, and Shoreview Northern Lights Variety Band will be the featured entertainment at this year's event. Children's entertainment from the Teddy Bear Band and Mad Science will also be present at this year's event. . Ms. Olson also reported that posters have been made for this event and are being sent to the printer. The City is seeking volunteers for the barbeque dinner, event parking, and clean-up after the event. Meetings are being scheduled with the Ramsey County Sheriffs Department to discuss security and water safety issues. The roads leading into Tony Schmidt Park will be closed during the Celebrate Arden Hills event. Participants, volunteers, and City staff members are encouraged to use the shuttle bus being provided at Country Insurance. Councilmember Rem noted that this event is being promoted as a family friendly event and the roadways entering the park should remain blocked off for safety reasons. Councilmember Holden suggested that parking be provided on the west side of the park at one of the churches or possibly Presbyterian Homes. Mayor Aplikowski asked ifCity staff will be providing t-shirts to volunteers? Michelle Olson stated that t-shirts will be provided to the volunteers. Mayor Aplikowski asked if the City will be financially short of money for this event. . Ms. Olson said that City staff is not sure at this time. 2 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16, 2005 3 . Mayor Aplikowski asked how much the City has contributed in the past. Finance Director Murtuza Siddiqui noted that the City has budgeted $40,000 for this year's event. Ms. Olson stated that the City could consider charging a nominal fee or sell buttons for this event in the future, if the events costs are more than originally projected. City Administrator Michelle Wolfe said that some of the sponsors are donating less money this year. Recreation Program Supervisor Olson recommended that the City purchase larger signs in the future to thank sponsors for their contribution to this event. Councilmember Rem suggested that the City utilize members of the EDC for fund raising advice. Councilmember Holden stated that it is difficult to know who is the right person to contact at an organization regarding contributions or sponsorships. . Councilmember Holden also asked if the City would be holding a raffle this year. Ms. Olson said that legal concerns regarding charitable gambling were brought forward pertaining to how the City was conducting its raffle and thought that it would be a good idea to stop this practice in the future. According to Minnesota State Law, only a licensed charitable gambling organization is allowed to conduct money or prize related raffles. Mayor Aplikowski thanked Michelle Olson and City staff for their hard work and dedication in organizing this event. LED Traffic Li!!hts Finance Director Murtuza Siddiqui provided the City Council with an update regarding the expected cost savings to the City by switching over to LED traffic lights. The City of Arden Hills currently has nineteen traffic lights. The existing traffic signal lamps have an expected life span of 1 Y:, years. The new LED lamps have an estimated life span of 15 years. The projected cost savings to the City is approximately $2,700.00 per year, based upon estimates received by the Ramsey County Traffic Signal Operations staff. The cost for replacing the LED bulbs is estimated to be $5,400.00 after rebate. The cost for replacing the bulbs without the Xcel Energy rebate is approximately $10,400.00. The time frame for this rebate offer extends to the end of thi s year. Based upon the financial information received by the City, the projected pay back period to the City will be two years. If the City Council is agreeable to this project, the conversion to LED traffic signals would begin . by mid-summer of this year. 3 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16, 2005 4 . Councilmember Grant asked how many traffic lights are scheduled to be added to Lexington Avenue. Finance Director Siddiqui said that one traffic light is scheduled to be added at this time on Victoria Street. Mayor Aplikowski requested that staff review the traffic light agreement for Round Lake Road. It was her understanding that the City should be receiving some financial compensation for the traffic light. She wants to make sure that the agreement is being followed. City staff will look into this matter and report back to the City Council. The LED traffic light conversion will be placed on the City Council agenda at the May 315t meeting. Peddlers. Solicitors. and Transient Merchants Assistant to the City Administrator Schawn Johnson provided the City Council with an overview of the proposed changes to the Peddlers, Solicitors, and Transient Merchants Ordinance. The revised ordinance is very similar to the existing ordinance but more clearly defines the difference between an organization that is required to apply for a Solicitors, Peddlers, and Transient . Merchant permit. The ordinance also more clearly defines non-profit groups that are considered exempt from the background check and fee requirements. The ordinance also addresses political canvassing activities and how they are considered an exempt activity, but a City-provided indemnification form must be completed and signed before a political group is allowed to canvass the City. This item will be placed on the agenda at the May 31st City Council meeting. PCI Ratinl!s City Administrator Michelle Wolfe provided the City Council with an overview of the "mini" Request for Proposal information that was sent out to area vendors that provide PCI rating servIces. City staff received two proposals. The proposals were submitte<:i by GoodPointe Technologies and Bonestroo, Rosene, Anderlik, & Associates. At this time, City staff is recommending that City Council approve the proposal submitted by GoodPointe Technologies for $4,500 to perform PCI ratings on City streets. City staff is basing this recommendation on the cost of the proposal, potential changes in our internal engineering services, and the consistency of GoodPointe Technologies using a numerical pavement condition rating system that is very comparable to our current system of measurement. Members of the City Council recommended that this item be placed on the consent agenda at the May 31 sl meeting. . 4 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16, 2005 5 . Emolovee Recol!nition Policv City Administrator Michelle Wolfe provided the City Coun.cil with an overview of the proposed employee recognition policy. The intention of this policy is to recognize City staff members for: . Exceptional Employee Job Related Performance; . Years of Service to the City; . Money, Safety, or Time Savings Ideas; . Employee Retirements. City staff has reviewed a number of employee recognition policies that have been implemented by other communities. City staff believes that this policy recognizes City staff in a fair and equitable manner. Members of the City Council discussed the possibility of installing a large plaque in the entry way at City Hall to recognize staff members for their years of service to the City. Councilmember Grant requested that an application form and criteria be created for the money or time savings portion ofthis policy. Members of the City Council also requested that a definition be inserted into the policy regarding employee retirement status. . Councilmember Larson requested that City staff propose gift certificate amounts based upon years of service to the City Council in the retirement section of this policy. City staff will make the recommended changes and revisions to the policy and will revisit this item at the June 20th work session meeting. Gatewav Sil!n Undate Operations and Maintenance Director Tom Moore provided the City Council with an update regarding the Gateway Sign project. Mr. Derrek Hames has been asked to assist in the development of three design options for the City Council to consider using Kasota stone. Mr. Hames is scheduled to present the three design options to the Gateway Sign Task Force on June 6th. City Council is scheduled to review the proposals at the June 20th City Council work session meeting. Councilmember Grant asked why the Cleveland and County Road D site was recommended as the first gateway sign location. Operations and Maintenance Director Moore said that this location has a concrete base and an electrical connection. Furthermore, Lexington Avenue and Highway 96 cannot be done until the Lexington Avenue project is completed. . 5 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16, 2005 6 . Cumminl!s Park Ice Rink Operations and Maintenance Director Tom Moore provided the City Council with historical information regarding the Cummings Park ice rink. In 2003, due to construction of the new park pavilion the hockey rink was dismantled and replaced with a pleasure rink. In the fall of 2004, City staff hosted a neighborhood meeting to seek input from residents regarding what type of ice rink should be installed at Cummings Park. The neighborhood meeting was sparsely attended and the residents that attended the meeting were split regarding what type of rink should be utilized at Cummings Park. The cost for new hockey boards to be installed at Cummings Park would be approximately $15,000. Overall, City staff felt that the pleasure rink at Cummings Park was very popular and is being more utilized by the public. City Administrator Wolfe asked the City Council if they would be willing to spend $15,000 for new hockey boards. If not at this time, City staff will not explore the neighborhood hockey rink request any further. Councilmernber Larson said that we need to make a decision that makes sense for the whole City and not an individual neighborhood. Councilmember Grant requested that two hockey rinks be located at Hazelnut and Freeway Park for next year. The City will explore this topic at the end of next year's skating season. . Members of the City Council agreed to evaluate the pleasure skating rink situation in 2006. City Council Chambers-Technolol!v Unl!rades Finance Director Murtuza Siddiqui provided the City Council with an overview of the proposed technology improvements to the audio visual equipment in the City Council Chambers. City staff is recommending to the City Council that the following technological improvements be made in the City Council Chambers: . Replace the video playback unit with a digital video deck unit; . Replace the existing video display units located in the City Council Chambers; . Install a large screen monitor in the chambers to monitor what is being transmitted on cable TV. Mr. Siddiqui stated the video transmission of the City Council meetings is not very clear and is in need of improvement. The Cable Coordinator has recommended that a new digital video deck be purchased by the City. The recommended unit is a Sony DSR-25 DVCAM Video Deck. The estimated price with tapes, cable, shipping, and taxes is roughly $3,200.00. The second item under consideration for replacement is the video display units. Currently, the City Council Chambers has ten display units. Due to a power surge, the monitors now have a number of horizontal lines in the picture display. The problem is getting worse and it is . becoming more difficult for people to read the information located on the bottom of the screen. The estimated cost to replace the monitors is $285.00 per unit. City staff is recommending that nine ofthe monitors be replaced at a cost of$2,565.00. 6 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16,2005 7 . The third item under consideration is the installation of a large screen monitor in the City Council Chambers. It is recommended by the Cable Coordinator that a large plasma screen TV be installed in the back of the City Council Chambers to verify the content and timing of the cable broadcasts. The projected costs for a large single screen monitor would be approximately $3,351.00. Councilmember Larson stated that he does not see the need for the City to purchase a large screen TV and place it on a Council Chamber wall. Finance Director Siddiqui said that an advantage to having a TV on the wall is the ability to monitor who is on camera. Mayor Aplikowski suggested that portable TV's be brought into the City Council Chamber in place ofa large screen TV. City Administrator Wolfe said that TV monitors can be helpful in knowing who is on or off camera. Counci1member Rem said that she would prefer that the City not purchase a large screen TV for the wall. . Councilmember Grant said that the monitors would assist City Council and staff to portray the meetings in a professional manner. In his opinion, the current audio and visual for the City Council meetings is sub-standard. He is not opposed to installing a large screen TV in the City Council Chambers. Councilmember Holden recommends that portable TV's be used for larger audiences. Counci1member Grant said that it is very hard to see or tell what is being broadcasted. Especially, when reviewing planning cases. He said that he is typically not sure whether city staff or the plans are being shown on the TV. Mayor Aplikowski requested that the City Council review the big screen TV option at a later date. Members of the City Council agreed that a Sony video deck and nine new video monitors should be purchased using the City's Cable Television fund. Council also requested that staff members research the "Smart Board" option for future discussion. Discussion of Consolidated Disnatch Center City Administrator Wolfe provided the City Council with an overview of the proposed Ramsey County consolidated dispatch center. There is concern that the suburban tax payers of Ramsey . County will be paying a larger share of the dispatching services under the proposal approved by the Ramsey County Board. The City of Fa1con Heights believes that a disproportionate share of 7 ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16, 2005 8 . the taxes will be paid by suburban taxpayers. They are submitting an alternative resolution to the Ramsey County Board stating that they are in favor of the project but not the method in which the proposed project would be paid for. City Administrator Wolfe said that the consolidation of the Ramsey County and City ofSt. Paul dispatch services should create more efficiency for the City and County. Ms. Wolfe agrees with the City of Falcon Heights that a community's tax base should not be the deciding factor in deciding who pays more for dispatch services. City Administrator Wolfe will provide further updates to the City Council regarding the negotiation process. A resolution supporting the dispatch service project will be created, but will not support the funding mechanism currently being proposed by Ramsey County. This item will be brought forth to the City Council at its next meeting. Council Reports Operations and Maintenance Director Tom Moore provided the City Council with an update regarding the removal of a diseased tree at 1926 Stowe A venue. A certified letter has been sent to the property owner. The estimated cost for the tree removal is $3,500.00. Brenda Holden . Northwest Youth and Family Services raised $36,000 at its annual fund raising event. . Councilmember Holden thanked City staff for attending the event. Lois Rem . Councilmember Rem is planning on attending Saturday's flower planting at City Hall. David Grant . Councilmember Grant raised concerns about the 30 yard porch set-back that was recently adopted by the City Council. He is concerned that screened in porches may become an eye sore. He is wondering if the City Council made a mistake by passing this ordinance. . Councilmember Grant requested that the City's emergency response information be updated. City Administrator Wolfe reported that the document has been updated and will be reviewed by department heads in the near future. After the document is reviewed by department heads, the emergency response plan will be given to the City Council for further review. . Councilmember Grant asked ifthe I-35W Solutions Committee has scheduled any future meetings? Councilmember Larson stated that the committee is waiting to schedule any future meetings until (when or it) legislative action is taken. . Councilmember Grant inquired about the status of the Lake Johanna walking trail. It was reported by staff that the trail is being repaved by Ramsey County. . Councilmember Grant will be out of town on business in June and July and may be . missing some meetings. 8 ----- ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES May 16, 2005 9 . Gregg Larson · Councilmember Larson announced that the Lake Johanna Fire Board will be meeting on May 18th · Councilmember Larson requested that the City staff contact the clinical pet studies- Medtox Firm located on Round Lake Road to see if they have any plans for future expansIOn. . Requested that an update regarding Lake Johanna Fire Department cost sharing proposal be discussed at the June work session. Beverly Aplikowski · Mayor Applikowski requested that the City honor two local Girl Scouts who were recently awarded the Gold Star Award. The two Girl Scouts will be asked to attend a future meeting. The meeting adjourned at 8:30 PM Respectfully submitted by Schawn P. Johnson . ...., ", i,/ ,\\ ' ~,t, \1 ' ',' i , ,,' .;, ,I.. \' "',' \ '~I,tlll" ( ,\ \ \ CLf--r Michelle A. Wolfe, CITY ADMINISTRATOR . 9