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HomeMy WebLinkAboutCCWS 12-19-2005 . . ~ ~~HILLS Approved: January 9,2006 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MONDAY, DECEMBER 19, 2005, 5:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 Call To Order Mayor Aplikowski called the meeting to order at 5:05 PM. Present: Mayor Aplikowski, Councilmcmbers: Gregg Larson (Arrived at 5:10 PM), David Grant, Brenda Holden, and Lois Rem (Arrived at 5: 15 PM) Absent: None Staff present: City Administrator, Michelle Wolfe; Finance Director, Murtuza Siddiqui; Assistant to the City Ad111inistrator, Schawn Jolmson; Operations and Maintenance Director, Tom Moore; Community Development Director, Karen Barton; Building Official, Dave . Scherbel; Building Inspector, John Mennenga; and City Engineer, Greg Brown Code Enforcement Issues Building Official Dave Scherhel provided the City Council with an overview of zoning code enforcement issues that City staff is handling regarding the storage/location of trash cans. Chapter Six of the City's Zoning Code states: "Containment. In all districts, all waste materials, debris, refuse, or garbage shall be kept in an enclosed building or be properly screed and contained in a closed container designed for such purpose so as not to visible from adjoining properties or public streets." In addition, Section 620.04 of the City Code states: "The containers shall be kept in an accessible location for collection and shall be kept in a location on the owner's premises that is non-conspicuous as practicable from adjoining premises." Mr. Scherbel asked the City Council if they would like to have City staff enforce the zoning code requiring an enclosed area for garbage cans or should residents be allowed to store their garbage cans on the side of their home. Recently City staff received a complaint from a rcsidcnt regarding a refuse container located in a front yard. When staff investigated the situation, it was noted that a numbcr of the surrounding homes were also in violation of the City's Code. Therefore, City staff would like to seek clarification from the City Council regarding . interpretation of the City Code. City Council Work Session Meeting December 19,2005 2 . Members of the City Council recommended that City staff create language that would clarify that the home owner is responsible for rolling the garbage can to the curb and removing the garbage can from the curb once the refuse has been collected. Also, all garbage containers must be kept in a properly screened area and non-conspicuous area (as practicable) from adjoining premises. Building Official Dave Scherbel reviewed with the City Council staff concerns regarding membrane structures. Membrane structures are typically made of an aluminum frame with poly, canvas, or similar material. A membrane structure is intended to be temporary, but most residents usually leave the structure up for an extended period of time. City staff is seeking clarification from the City Cow1Cil regarding the length of time in which a membrane structure should be allowcd on a rcsidential property. Councilmember Rem recommended that the City should require a permit for membrane structures. Councilmember Larson said that he would prefer not to allow membrane structures. Mayor Aplikowski suggested that the City allow membrane structures for a maximum of thirty days. It is important that the City creates a more clearly defincd definition of what is considered a mcmbrane structure. . City Administrator Wolfe said that City staff will work on revising the City Code concerning membrane structures. Building Official Dave Scherbel reviewed with the City Council staff concerns regarding residcnts parking motorized vehicles on grass areas. The City currently allows 30 foot RV's to be parked on grassy areas. Docs the City Council want City staff to actively enforce the City ordinance that does not allow parking on grass areas? Members of thc City Council were in agreement that the City should actively enforce the City ordinancc that does not allow vehicles to be parked on grass. Council member Holden recommended that City staff revise the existing ordinance to cover the issues that were addressed tonight. Councilmember Larson stated that the City should be more aggressive in enforcing housing code compliance issues to protect our housing stock. Cable TV and Technolol!v Issues Mr. Craig Wilson, Arden Hills representative on the North Suburban Cable Commission, provided the City Council with an update on cable TV and related technology issues for the City. . Mr. Wilson reported that the North Suburban Cable Commission recently passed their budget for 2006. The Cable Commission also agreed to a legal settlement with Comeast due to excessive City Council Work Session Meeting December 19, 2005 3 . rates that werc chargcd to the consumers. The refund will be approximately $2.50 per cable subscribcr. Mr. Craig Wilson reported that the telephone companies are trying to get federal legislation passed that would eliminatc franchise agreements for cable services. The telephone companies are currently trying to offer cable TV serviccs to residents through the telephone lines. Councilmember Holden asked if the City will be receiving any rcimbursement from the federal govcrnment for utilizing the City's right-of-ways for installing telecommunication lines. Mr. Wilson reported that it would be very difficult for the City recover those costs. Mayor Aplikowski asked if a cable customcr has an opportunity to choose ccrtain channels. Mr. Craig Wilson reported that the ala carte idea has been discussed, but the cable companies are against this idea since it would minimize incentive for new channels to enter the market place. Mr. Wilson also reported that the problems with webcasting City Council and City Planning meetings should be resolved. The Cable Commission purchased a new software packagc that should resolve a number of the problems residents werc experiencing while utilizing the . webcasting system. Councilmember Larson asked if cable companies are required to provide access to local cable channels to residents that do not subscribe to cable TV. Mr. Craig Wilson reported that cable companies are required to provide access to local cable channels. Councilmember Rem stated that residents are required to pay for the cable set-up to view local cable access channels. Mayor Aplikowski asked who determines what is being broadcastcd on local cable access channel 16. City Administrator Michelle Wolfe reported that Arden Hills and the other City's that are affiliated with the local North Suburban Cable Commission determine what is being shown on channel 16. City Administrator Michelle Wolfe also noted that the City Council will have to designate an alterative to Mr. Wilson in case he cannot attend a future North Suburban Cable Commission meeting. . 2006 PMP-Ridl!.ewood Neil!.hborhood Proiect Update City Engineer Greg Brown provided the City Council with a status update on the proposed 2006 Ridgewood PMP project. City Engineer Brown is seeking direction from the City Council ---- City Council Work Session Meeting December 19, 2005 4 . regarding the following options that were outlined in the feasibility report. The following is a summary of the design issues discussed in the feasibility report: A. Ridgewood Court Option-City Engineer Greg Brown recommends that no street improvements be made to Ridgewood Court at this time. Cowlcilmember Holden asked if Ridgewood Court would have to be reconstructed prior to the 25 year expected life expectancy of the street project. City Engineer Greg Brown reported that Ridgewood Court has a PCI rating of 100. It was overlayed six years ago and should not have to be reconstructed for 25 to 30 years. Councilmember Holden asked if the Ridgewood Court residents would be assessed for the improvements even though there will not be any work done on their street. City Engineer Brown said that all residents are proposed to be assessed for this project. B. Streets Widths-City Engineer recommends 22 foot face to face of curb. Councilmembcr Larson asked why the City Engineer is proposing to decrease the size of the . streets. The City should be consistent in requiring that a street be 24 feet wide and not be reduced to 22 feet as suggested in the plans. City Engineer Brown stated that the City is building a 24 feet wide street if you include the two feet used for curbing. City staff is comfortable that the proposed dimensions will not impede the snow plows or truck traffic. Councilmember Larson said that the City has a standard of 24 foot wide streets; we should attempt to make the roads this size. City Engineer Brown said that the following two streets arc not scheduled to be 24 feet wide: . Arden Place; . Siems Court. Members of the City Council were in agreement that the streets width should be 22 foot face to face 0 f the curb. C. Siems Court Wall Option- City Engineer Brown stated that the City's objective is to lower the driveways and re-grade the area to improve water drainage issues. The proposed project will include the reconstruction of a few residential driveways and the removal of a few trees. City staff does not recommend . rebuilding the retaining wall at this time. City Council Work Session Meeting December 19, 2005 5 . City Engineer Brown said that he will work with the residents in the Siems Court area to rectify the drainage issues in this neighborhood. Members of the City Council were in agreement with City Engineer's Brown suggestion of working with the affected residents to compile a final configuration of the driveways and possibly retaining walls. D. Ridgewood Road ROW Issues-A portion of Ridgewood Road currently exists on private property. City Engineer Greg Brown noted that a portion of Ridgewood Road is on private property. It is staffs recommendation to acquire approximately 2030 square feet ofthe roadway. Councilmember Larson asked what the City would gain by pursuing option #2. Mr. Brown said that the proposed construction would impact the existing trees, landscaping, and decorative stones. In order to replace these items it would result in additional costs to the City. City Administrator Wolfe said that the City may utilize adverse possession for this land since it is currently being used as a public road. . Councilmember Grant asked how many easements the City would have to purchase for this project. City Engineer Brown reported that the City would have to purchase one easement. Members of the City Council recommended that City staff pursue option #2 by attempting to purchase 2,030 square feet of right-ot~way from the affected property owners at minimal or no cost. E. Roundabout Option-City staff does not recommend roundabouts for this neighborhood. Members of the City Council were in agreement with this recommendation. F. Sidewalk Option-City staff does not recommend sidewalks for this project. Members of the City Council were in agreement with this recommendation. G. Curb and Gutter Option-City staff is recommending 6" barrier curb for maintenance purposes. Members of the City Council recommended 4" surmountable curb for the Ridgewood . Neighborhood. City Council Work Session Meeting December 19,2005 6 . H. Assessments-City staff recommends including the Beach Club Association as an assessable entity and hold an assessment hearing following completion of the construction project Councilmember Larson requested that City staff research whether or not Beach Club Associations have been assessed in the past The City may have set a past precedent during other reconstruction proj ects. City Administrator Wolfe said that City staff will research this issue further and report back to the City Council for further consideration. 1. Watermain Improvement-Staff recommends replacing all of the valves, hydrants, and watermain along Arden Place. Additional watermain will only be replaced if conditions warrant J. Sanitary Sewer Improvements-Staff recommends replacing the force main from Lift Station #3 to Lift Station #7. K. Storm Drainage-Staff recommends pursuing an agreement with residents adjacent to Lift Station #3 to incorporate a public pond and pursue an agreement with the Island Beach Club to include pondinglintl1tration in the wetland area along Ridgewood Road. . Members of the City Council were in agreement with these recommendations. Lift Station #7 Repair Al!reement-In Coniunction with Presbyterian Homes Operations and Maintenance Director Tom Moore provided the City Council with some background information regarding the purpose of the Memorandum of Understanding between the City and Presbyterian Homes. In 2004, the City upgraded Lift Station #7 with a submersible pump systcm. Lift Station #7 primarily services Presbyterian Homes and a few homes along Sandeen Road. In the past, City staff has spcnt a significant amount of timc rcsponding to emergency callouts due to fabric materials being placcd in the sanitary sewer system by residents or employees of Presbyterian Homes. In order to resolve this issue, the City and Presbyterian Homes installed two chopper pumps. Presbyterian Homes agrccd to purchase the chopper pumps and salvage some of thc existing pumps for future use by the City. The Memorandum of Understanding formalizes the responsibilities of Presbyterian Homes and the City regarding the maintenance of Lift Station #7 and the pumping equipment Presbyterian Homes is responsible for purchasing the two pumps and all necessary spare parts. The City will be responsible for normal maintenance and operation of the lift station. In the future, Presbyterian Homes will reimburse the City for replacing the chopper pumps due to age and normal wear and tear. Membcrs of the City Council were in agrcement with the Memorandum of Understanding and . requested that this item be placed on the agenda at the next City Council meeting. City Council Work Session Meeting December 19,2005 7 . Fraud Case: City Response to Residents City Administrator Michelle Wolfe noted that there was a great deal of discussion regarding the desire of the City Council to provide information to the Arden Hills residents about the alleged theft of City funds which was made public last week. Suggestions include sending a letter to all of our residents, placing an article in the newsletter, or placing an announcement on the City's web page. City Administrator Wolfe is requesting direction from the City Council regarding how the alleged theft should be announced to the residents of Arden Hills. Councilmember Larson recommends that the City sends out a letter to the individual residents informing them of the a1!eged incident and letting them know that the City has insurance for these situations and is taking all of the necessary steps to minimize the risk to the City in the future. He believcs that most residents are not aware of the situation and it is the City Council's obligation to inform the residents. Mayor Beverly Alpikowski said that she is comfortable with a press rei case. The City should not make any promises that it may not be able to keep. . Councilmember Grant notcd that the City has hired a media consultant and the City should discuss any future press releases with the Ramsey County Attorney to ensure that they are not jeopardizing the court case. He does not belicve that a letter should be sent to each resident. Councilmember Rem said that it is important for the City to address this issue with the public. Councilmember Rem asked if there is some merit to the City hiring a new auditing firm. Finance Director Murtuza Siddiqui said that thcre is some merit to hiring a new auditor every five years. There is a learning curve with every organization regarding their historical practices and accounting procedures and that's one of the reasons why most organizations do not change auditors on a regular basis. Also, the City would want to complete a formal RFP process for auditing services which would have to take place a few months before the end of this year. Finance Director Siddiqui also mentioncd that in most organizations, and experienced auditor adds stability, especially ifthere is staff turnover. Councilmember Larson strongly urged the City Council to send out a letter to communicate with the residents regarding this issue. If the City Council is not willing to send out a letter, he will send out a letter on his own regarding the alleged theft of City funds. He wants to send out a letter or article that has his signature on it. Councilmember Rem noted that the City has some time and should review this issue with our . legal advisors. Councilmember Larson said that he is willing to listen to the City's Attorney. City Council Work Session Meeting December 19, 2005 8 . City Council directed staff to send a letter to the Ramsey County Attorney to impress upon her that the City would like to see this case be prosecuted to the fullest extent of the law. Councilmember Larson said that a letter must be sent to the residents stating that the City has acted in good faith and is trying to be forthcoming to the residents. Nei!!hborhood MeetiDl!S Recap City Administrator Michelle Wolfe provided the City Council with a brief overview of this past year's neighborhood meetings. Attendance at this year's neighborhood meetings was lower than . . Most of the Councilmember's have indicated a desire to revise the m prevIOUS years. neighborhood meeting format for next year. Some of the ideas that have been mentioned include: I. Reduce to three or two neighborhood meetings, still going to locations that are out in the neighborhoods; 2. Return to the Town Hall meeting concept. 3. Hold two Town Hall meetings at City Hall (one on a week night and one on a Saturday morning). . Councilmember Grant suggested that the City Council consider having two neighborhood meetings. One of the meetings could occur on a week night and the second meeting possibly on a Saturday morning. Councilmember Rem suggested having two Town Hall meetings. Councilmember Holden recommends having two meetings. One of the meetings could be scheduled at an off site. Councilmember Larson recommends that the City goes back to the Town Hall meetings. The City could set-up booths and offer outside vendors the opportunity to participate. He would prefer that the meetings take place in January or February. Members of the City Council will discuss this issue further at the future City Council retreat. Various Updates- City Council/City Staff Retreat-City Councilmember's requested that next year's retreat be scheduled for late February. City staff will review a list of potential retreat facilitators and offer a few recommendations to the City Council at a future meeting. Members of the City Council requested that the retreat facilitator concentrate on goal setting, long and short term planning, and . procedures. City Council Work Session Meeting December ]9, 2005 9 . City Council V acancv- The deadline for submitting applications for thc vacant City Council seat is December 29'h. Members of the City Council tentatively scheduled interviews for the City Council candidates on January 20th in the aftcrnoon. New Enl!ineer: City Enl!ineer Status-City Administrator Wolfe stated that with the new Civil Engineer is schcduled to start in early January; in the meantime, the City will need to designate an official engineer for the City. At this time, there are two options for City Council to consider: (1) Appoint the City of Roseville's Engineer as our City Engineer; or (2) Continue with URS as our official City Enginecr. Staffs recommendation is that the City appoints the Roseville City Engineer as Arden Hills City Engineer. Councilmember Larson asked what will happen to the 2006 PMP Project if we switch Civil Engineers. City Administrator Wolfe said that the Roseville City Engineer would he responsible for reviewing the plans and signing off on the final documents. Councilmember Larson is concerned that the City will be losing some of its continuity and should not be getting rid ofURS at this time. . City Administrator Wolfe said that the Civil Engineer will be working very closely with URS. The new civil engineer will be giving work direction to URS and representing the needs of the City. Majority of the members of the City Couneil agreed that the City should designate the City of Roseville's Civil Engineer as the City's official engineer of record. Fund Transfer Discussion Finance Director Murtuza Siddiqui provided the City Council with a verbal update on the City's fund transfers for the 2005 fiscal budget. In 2005, the City anticipated to transfer general fund dollars to the capital equipment and public safety funds. Due to unexpected clean-up costs from the September thunderstorm, the City will be using reserve funds to cover the projected deficit in the general fund halance. The deficit in the general fund balance will result in a decrease in the dollar amount that will available to the City for future capital improvement projects. Finance Director Siddqui asked the City Council if they would like to transfer City reserves to the City's public safety and capital equipment funds to offset the projected difference. Councilmember Grant said that he has no desire to transfer funds at this time. Councilmember Larson said that the City may have to use genera] fund dollars to offset deficits in the capital equipment or public safety funds in the future. . --- . City Council Work Session Meeting December] 9, 2005 ]0 . Chesapeake Company Community Development Director Karen Barton reported that a perspective company may be interested in a portion of the Chesapeake property. The interested company is looking to relocate its regional head quarters to a ] 00,000 square foot facility. The proposed building is three stories and would really set the tone for the rest of the development site. City Administrator Wolfe reported that the prospective company may be requesting TIF dollars from the City for this developmcnt. Mayor Aplikowski asked the City Council if they were interested in allocating TlF dollars for this typc of development. Counci]member Grant requested that Ehlers & Associates be asked to rcvicw this company's financial history before the City's makes a final decision. Councilmember Ho]den was not surc if she could support TIF dollars for this type of development. Councilmember Larson said that it was difficult for him to support the utilization of TlF dollars without knowing what the project is. . A majority of the City Council wcrc in agreement to discuss the possibility of using TIF dollars for this type of the project in the near future. Council Reports Councilmember Grant . No items to report at this time. Councilmcmber Holden . Newsletter articlcs are due on December] 9th. Councilmembcr Rem . Received draft recommendations from the Northwest Ramsey County Library Task Force and will report back to the City Council if anything of newsworthy has been changed. Councilmember Larson . Lake Johanna Fire Department has responded to a number of false alarms at Bethel University. The City may want to explore different ways to recoup these costs in the future. Mayor Aplikowski . . Wished everyone a happy and safe holiday season. City Council Work Session Meeting December ]9, 2005 I] . The meeting adjourned at 9:10 PM Respectfully submitted by Schawn P. Johnson - v~~fJQl~ ~~~~w1r:~ Michelle A. W oIte, CITY ADMINISTRATOR . - . -