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HomeMy WebLinkAboutCC 06-28-2004 . . . ~ ~HILLS APPROVED: July 12, 2004 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JUNE 28, 2004, 7:00 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 PLEDGE OF ALLEGIANCE CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Beverly Aplikowski called to order the Regular City Council Meeting at 7:04 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Gregg Larson, Lois Rem, and Brenda Holden. Absent: None. Also present were City Administrator, Michelle Wolfe; Director of Operations & Maintenance, Thomas Moore; Finance Director/Treasurer, Murtuza Siddiqui; City Engineer, Greg Brown; City Planner, Peter Hellegers; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA Mayor Aplikowski stated a revised agenda had been prepared adding item 6C, Mounds View High School Mustang Club Raffle. MOTION: Councilmember Holden moved and Councilmember Rem seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. APPROVAL OF MINUTES A. June 14,2004 Council Minutes Councilmember Holden requested the following changes: None. Councilmember Grant requested the following changes: Page 8, second paragraph tram the bottom, last sentence should read: "He said this allows Staff and Council to have more time before going into the residential areas". Councilmember Rem requested the following changes: None. I lEarthlAdminlCouncillMinutes IRegular\2004106- 28-04 .doc . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 2 Councilmember Larson requested the following changes: Page 8, last paragraph, last sentence should read: "Snelling south of Lindey's Park is in need to total reconstruction, which can be done next year". Page 9, first paragraph, first sentence, add the word "assessment" between "new" and "policy". Page 9, fourth paragraph trom the bottom, fourth sentence, reading "He commented that if a project is not..." be deleted. Page 9, fourth paragraph trom the bottom, fifth sentence, should read: "If a project won't being for 5 years, it should not be brought to Council". Mayor Aplikowski requested the following changes: None. Ms. Wolfe requested the following changes: None. MOTION: Councilmember Larson moved and Councilmember Holden seconded a motion to approve the June 14, 2004 City Council Meeting Minutes as amended. The motion carried unanimously (5-0). 3. CONSENT CALENDAR a. Claims and Payroll b. Payment #4: Booster Station c. Mounds View High School Golden Jubilee 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 (5-0). 4. PUBLIC INOUlRIES/INFORMATIONAL Linda Swanson, 1124 Ingerson Road, stated she represented the Josephine Hills Lake Association as well as herself. She expressed concern that nine months had passed and the punch list items had not been completed. She asked when the items on the punch list would be completed. Mr. Brown replied they have been pushing the contractor to complete the list and the contractor had not been paid since last fall. He noted they could not make the contractor complete the items, but they are holding a sizable amount of money until the punch list is completed. Ms. Swanson stated she and residents of the Josephine Hills Lake Association were ti-ustrated that the punch list items had not been completed. Mr. Brown noted the punch list items were tedious work, but they were not difficult for the contractor to complete. He stated they would keep trying to get the contractor out to complete the list. Mayor Aplikowski asked for the contractor's name. Mr. Brown replied the contractor was Arnt Construction. . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 3 Ms. Swanson expressed concern that the City was starting another project when this one was not completed. Mayor Aplikowski asked if the City could do any ofthis work. Mr. Brown replied he could tell the contractor that the City would do the work and charge them for it. Ms. Swanson stated there were also problems with the concrete in the Ingerson and Karth Lake area. She indicated there was a significant amount of small holes in the concrete. She noted the holes might not have any effect on the longevity, but it affected the aesthetics. She asked where the City stood on this issue. Councilmember Holden requested an update. Mr. Brown replied the problem was that most of the concrete in this area had experienced a significant amount of "pop outs". He explained this was a normal part of concrete, but the trequency seemed to be higher in this area. He noted they had the situation looked at by American Engineering Testing, Inc, and concrete cores had been taken for the concrete analysis. American Engineering Testing tested the cores and found that while it was an aesthetie issue the concrete was not substandard, it was within industry standards, and the pop outs did not affect the longevity of the concrete. Ms. Swanson stated she believed this did exceed the industry standards and there was no legal standing to these standards, they were guidelines only. She stated she wanted the City to take the stand that the concrete was not sufficient. Mayor Aplikowski asked how this problem could be fixed. Mr. Brown stated the holes could be filled, but they would still be visible. He reiterated that the holes were not a structural longevity issue based on the testing that was done. Councilmember Holden asked if the water in the holes would treeze and get into the concrete, which would expand the hole and reduce the longevity. Mr. Brown explained concrete was impervious to water and while there would be water that troze in the holes, it would not get into the concrete. Mayor Aplikowski noted treezing water in the holes would cause a safety hazard. Councilmember Grant stated the City should be concerned about aesthetics. Mr. Brown agreed aesthetics was an issue. Mayor Aplikowski asked if staff had received any other complaints regarding the concrete. Mr. Moore replied they had received approximately eight calls trom the Ingerson and Karth Lake neighborhoods with complaints about pop outs in their private driveways, but he had not received any complaints on the other concrete surfaces. . Mayor Aplikowski requested staffreseareh this issue and report back to Council. . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 4 Councilmember Larson noted they were going to approve a bid for Arnt Construction on the Edgewater Neighborhood PMP tonight. He asked if they could withhold that approval, or in the alternative, could they put a condition on that awarding of the bid that the punchlist Ms. Swanson referred to earlier had to be completed prior to starting this project or receiving payment. Mayor Aplikowski replied they could discuss alternatives such as this when that item was presented. Boy Scout Lucas Labine, 1887 Beckman Avenue, stated he was working on a project and one of the requirements was to attend a Council meeting and obtain a budget for the meeting. Mayor Aplikowski thanked him for coming and wished him luck on his badge. Representative Char Samuelson updated the Council on the State Legislative activities that were accomplished this year. Boy Scout Andrew Carlson, U72 Amble Drive, stated he was also working on a project and wanted to see how a City Council meeting was ran. Mayor Aplikowski thanked him for coming and wished him luck on his badge. 5. PUBLIC HEARINGS None. 6. NEW BUSINESS A. Planninl! Case 04-U: Northwestern Collel!e; Site Plan Review for Rilev Hall Renovation (Entrv Vestibnle); 3003 Snellinl! Avenue North Mr. Hellegers stated the applicant was requesting a Site Plan Review approval for the renovation of Riley Hall. An entry vestibule on the west side of the building would be the only increase to the building footprint. He noted the Planning Commission recommended approval of this request with two conditions as stated in staffs June 28, 2004 report. Councilmember Holden asked if they were required to submit lighting plans. She stated she had a difficult time approving this with pieces missing. Mr. Hellegers replied there would be no exterior lighting added for this particular plan and the applicant was responding to resident's concerns on a lighting issue that they thought they had taken care of previously. Bill Prochaska, Northwestern College, stated he had nothing to add unless Council had questions. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve Planning Case 04-11: Northwestern College; Site Plan Review for Riley Hall Renovation (Entry Vestibule); 3003 Snelling Avenue North subject to the two conditions as noted in staffs June 28, 2004 report. The motion carried unanimously (5-0). ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 5 . B. 2004 Neiehborhood Meetines Schedule Ms. Wolfe requested approving the schedule for the 2004 Neighborhood Meetings. She stated they were proposing to schedule the meetings on Tuesday, September 21; Wednesday, September 29,;Tuesday, October 5; and Wednesday, October 13. Council authorized staffto schedule the neighborhood meetings as proposed. C. Mounds View Hieh School Mustane Clnb Raffle Mr. Siddiqui stated Mounds View High School Mustang Club was a parent club, which was developed to provide Mounds View High School students with added support for quality programs and facilities necessary to be successful. He stated the club would like to hold a raffle starting on July 31, 2004 at the 50th high school reunion and ending on the day of the home coming. Raffle tickets will cost $5.00 each. A number of items have been donated for this raffle and they hope to raise approximately $25,000.00. The school will use proceeds from this raffle to fund purchases that are not funded by the school. Staff recommended the Council authorize Mounds View High School Mustang Club to temporarily sell raffle tickets, commencing on July 31,2004 and terminating before October 31, 2004, subject to a satisfactory criminal background check trom the Ramsey County Sheriffs Department. . Pat Shinander, President of Mounds View High School Mustang Club, stated this raffle would raise money for the school. She noted this was a new club and had been in existence for approximately one year. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to authorize Mounds View High School Mustang Club to temporarily sell raffle tickets, commencing on July 31, 2004 and terminating before October 31, 2004, subject to a satisfactory criminal background check from the Ramsey County Sheriffs Department. The motion carried unanimously (5-0). 7. UNFINISHED BUSINESS A. 2004 PMP - Edeewater Neiehborhood Bid Award: Arnt Construction Companv. Inc. . Mr. Brown stated bids were received and opened for the Edgewater Neighborhood 2004 PMP project on June 8, 2004. Bids were received from two (2) contractors with Arnt Construction Company, Inc. having the lowest bid of$I,059,189.76, which was approximately $59,000 (6.0%) greater than the engineer's estimate. He recommended Council approve the Arnt Construction Company, Inc. bid. He noted if they held back on approving this based on the previous discuss regarding the 2003 PMP project, it could delay this project some, but he did not believe this was a large ramification. . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 6 Mayor Aplikowski asked if Arnt Construction had done projects for the City prior to the 2003 PMP project. Mr. Brown replied they had done work for the City years ago, but nothing recently. He noted part of the issue in the delay ofthe 2003 PMP project last year was Xcel Energy's delay in relocating the private utilities. Mayor Aplikowski asked if Forest Lake Construction had worked the City recently. Mr. Brown replied they had done a project in 1998 for the City and they were also a reputable firm. Mayor Aplikowski asked if they always had to take the lowest bid. Ms. Wolfe replied it was the lowest responsible bidder, but she did not know all the specifics ofthe definition of a responsible bidder. Mr. Brown replied both contractors were good contractors. Mayor Aplikowski stated apparently Arnt Construction did not have a cash flow issue and they needed some other leverage to get the 2003 PMP project completed. She requested staff to work on this with Arnt Construction and possibly send a letter signed by her regarding this issue. Councilmember Grant asked if they generally held five percent on a project. Mr. Brown replied that was correct, and they were withholding over $100,000 for the 2003 PMP project. Councilmember Grant asked how much it would cost to complete the Association punch list. Mr. Brown replied the cost for the Association punch list only would be less than $1,000. Ms. Swanson stated there was a two-page typed punch list of which 8 or 10 items were for the Lake Josephine Hills Association and those were the items she was concerned about. Mr. Brown stated the contractor was out last week working on the punch list, but they were working at a slow pace. Conncilmember Larson asked if the City was at a disadvantage because they waited too long into the season for requesting bids. Mr. Brown stated this could have led to some of the increase in cost because the contractor's schedules were filling up by the time the City requested bids. Councilmember Larson stated he did not believe they should delay action on this tonight but he wanted to see a condition added that the payment on the first payment request for the 2004 PMP would be delayed until the 2003 PMP project punch list was completed. Councilmember Grant encouraged staffthat the specifications are written so they did not run into the same issue with concrete as they did for the 2003 PMP project. MOTION: Councilmember Larson moved and Councilmember Rem seconded a motion to award the 2004 Pavement Management Program for the Edgewater Neighborhood to Arnt Construction Company, Inc. for a total amount of$1,059,189.76 subject to the following condition: The first pay . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 7 estimate be held without payment, if necessary, until all remaining items on the Ingerson neighborhood PMP Punch List have been satisfied. Councilmember Holden asked if the pop out issue was addressed with Councilmember Larson's condition. Mayor Aplikowski replied that was an issue she would be addressing and it was not included in the motion. Mr. Brown stated he would invite the contractor to a Council Work Session to discuss these issues. Ms. Swanson asked that the neighborhood be notified of this meeting. The motion carried unanimously (5-0). B. Perry Park Pavilion Bid Award MC Builders, Inc. Mr. Moore stated at the April 26, 2004 Regular City Council Meeting, the City Council approved the plans and authorized the advertisement for and the obtaining of bids for the Perry Park Pavilion. Bids were received and opened on June 9, 2004. Bids were received trom nine (9) contractors, with MC Builders submitting the lowest bid in the amount of $324,890. Staff recommends the bid be awarded to MC Builders in an amount not to exceed $324,890 and that the Park Fund be the funding source. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to award the Perry Park Pavilion Bid Award to MC Builders, Inc. for the 2004 CIP Perry Park Pavilion in an amount not to exceed $324,890 and that the Park Fund be the funding source. The motion carried unanimously (5-0). CITY COUNCIL REPORTS Ms. Wolfe - Stated she had found out late last week that if they wanted to purchase mouse pads for the Council to give away at National Night Out, the order needed to be placed as soon as possible. She stated the mouse pads currently ran $1.18 per pad and the price may decrease depending on the quantity ordered. She asked if the Council wanted staff to order this item. Mayor Aplikowski replied she did not want to give away mouse pads, but left it up the remaining Councilmembers. Ms. Wolfe stated the Council could give away something else. A member of the audience stated she believed the City should give away flashlights, or some other item which would be cheaper than the mouse pads and would be appreciated by the younger children. Mayor Aplikowski stated it appeared Council was not in favor of the mouse pads and requested staff look into giving away another item. Ms. Wolfe stated the City of New Brighton was remodeling their City Hall and had to turn off the air conditioner in their Council Chambers. She had received a request trom the City of New . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 8 Brighton to use the Arden Hills Council Chambers for their Council and Planning Commission meetings. She noted their meetings did not conflict with the Arden Hills meetings. Council agreed to let the City of New Brighton use the Arden Hills Council chambers tree of charge while their City Hall was being remodeled. Councilmember Holden - Thanked staff for their work on the City event last weekend. Councilmember Grant - Also thanked staff and residents for their work at the City event last weekend. He stated the PTRC was meeting on July 27 for a joint meeting with the Planning Commission to discuss gateway signage. Councilmember Rem - Stated it was nice to see so many staff at the event last Saturday. She stated the July Planning Commission was scheduled for July 7 and due to the length of the agenda it would start at 6:30 p.m. instead of7:00 p.m. Councilmember Larson - Stated he would not be at the July 12 Council meeting or the July 19 Work Session due to his travel schedule. He indicated he did not believe the City should be doing an enviromnental assessment on the North Heights project when the project was not going to be done for five or six years. Mr. Hellegers stated North Heights was interested in building in six years to allow them time for fundraising. Councilmember Larson stated he did not want to approve an enviromnental assessment study years before the project would be built. He requested staff and the City Attorney to look at this issue, and if this was not the way to proceed that the Church be informed it was premature and to not spend the money at this time. Mayor Aplikowski stated permission was not needed by the neighborhood in order for an applicant to do the project. The only approvals applicant needed was the Planning Commission and the Council. Councilmember Grant stated to be fair to the applicant and the residents, this discussion should be put on a future agenda and not be further discussed at this meeting. Councilmember Larson clarified it was the process he was worried about and he did not want to discuss the merits of the application. He stated it was the process he was objecting to. Mayor Aplikowski requested staff schedule a joint meeting with the Planning Commission and Council sometime in the near future to discuss this process, perhaps after the joint Planning Commission and Parks, Trails and Recreation Committee meeting in July. Councilmember Rem requested the City Attorney and the Community Development Director also attend this joint meeting. Mayor Aplikowski - Stated they had a sign-up sheet at the celebration for a Library Task Force and several people signed up. She stated a meeting would be set-up in mid-July for this task . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES JUNE 28, 2004 9 force. She stated they had begun a discussion on an Economic Development Committee and if anyone was interested in being on this committee to let staff know. She stated staff was looking into the option of residents or businesses purchasing the old street signs. She thanked staff, particularly Michelle Olson, for the hard work on the City event last weekend. Mayor Aplikowski adjourned the Regular City Couneil Meeting at 9:00 p.m. 2/ / ~ . / ~. . - B:;e~yL-~ik .t~t'l"~'~h\ !L Mayor , ~ { \ !' i i fi I : / r, I. I ! >'l :' ~ i \.....~,,J\..Lx-~'_1 --.-,:..+.\" Michelle Wolfe City Administrator __. /" n l1- // '/,~, I'. ,"--t' i~----"" ..... \:...--'\__/J ~ NOTICE OF MEETINGS The next Council Meeting will be held Monday, July 12, 2004 at 7:00 p.m. at the Arden Hills Council Chambers.