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HomeMy WebLinkAboutCCWS 07-19-2004 ~ . ~~HILLS Approved: August 9, 2004 CITY OF ARDEN HILLS, MINNESOTA COUNCIL WORK SESSION MONDAY, JULY 19, 2004, 4:45 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 1. Call To Order Mayor Aplikowski called the meeting to order at 4:55 p.m. Present: Mayor Aplikowski, Councilmembers: David Grant, Brenda Holden, and Lois Rem. Absent: Councilmember Gregg Larson (excused) Staff present: Administrator, Michelle Wolfe; Finance Director, Murtuza Siddiqui; Operations & Maintenance Director, Thomas J. Moore; and Community Development Director, Scott Clark. Others present: Mark Ruff, Ehlers & Associates; Julie Wikelius, MOW1ds View High School Principal; Undersheriff George Altendorfer, and Greg Brown, City Engineer/URS . 2.A. Bond Refundinl!: Murtuza Siddiqui and Mark Ruff of Ehlers & Assoeiates made a follow-up presentation to the Council with regards to bond refunding. Mr. Ruff provided two analyses/scenarios. The first scenario showed a cash flow analysis with refunding and the second scenario without refunding. Mr. Ruff mentioned that with either scenario, the City may be able to pay-off the bonds in August 2012, provided that the TIF district continues to receive $380,000 alillually and that no other charges, except the debt serviee payments are made against this fund. Mr. Ruff mentioned that refunding would save the City approximately $94,000, including the issuance costs. He also mentioned that in general, the rates have gone up over the past few months, but had also seen a recent decline. He recommended selling the bonds in the third week of September with a close date of November. If the rates increase sharply in September and the cost saving does not meet the 3% rule, then the sale would have to be deferred until rates drop. He also mentioned that the sale in September would be considered current refunding as opposed to advance refunding. Current refunding as opposed to advance refunding saves about $5,000. The Council was in general agreement to proceed forward with the refunding process in September and had directed staff to do so. 2.B. Purchasinl!: Policv . Murtuza Siddiqui presented a "draft" Purchasing Policy to the Council for discussion and input. Mr. Siddiqui mentioned that prior to drafting this poliey, he had reviewed similar policies from a dozen or so eities. He mentioned that the policies reviewed were varied, both in terms of content \ \Earth \Admin \Council\Minutes\ W orksession \2004\07 -19-04.doc ARDEN HILLS CITY COUNCIL WORKSESSION JULY 19,2004 2 . and length. He indicated that he did not find any consistency in authorization dollar limits. He used his best judgment to arrive at the limits. Mayor Aplikowski asked if there was any difference between policies under City Managers vs. City Administrators. Mr. Siddiqui responded that he didn't really see any patterns. He noted that the limits in the draft were open for discussion. COLmcilmember Holden indicated some diseomfort with the proposed dollar limits. She proposed that Department Heads be authorized to $3500 for budgeted items and $1500 for non- budgeted items. Councilmember Grant suggested $2500 for budgeted items and $1000 for non- budgeted items. He also asked how this would apply to "miscellaneous" line items in the budget. Mr. Siddiqui responded that typically there are some funds set aside for miscellaneous purchases, but items purchased via those line items would be considered "un budgeted." Councilmember Rem indicated that she didn't have any specific questions about the policy. She agreed with the concept of setting dollar limits differently for budgeted vs. unbudgeted expenses. Mr. Clark questioned how escrow accounts would operate under this policy. Mr. Siddiqui indieated that in general, the same way as other expenditures. Generally, if something is in doubt, it would be treated under the "unbudgeted" guidelines. After further discussion the council reached consensus that they were comfortable with the . proposed policy, with changes to the authorization limits as follows: . Differentiate signing authority between budgeted vs. unbudgeted items as follows: Individual $ Limit - Budgeted $ Limit - Unbudgeted City Administrator up to $ 7,500 up to $ 5,000 Finance Director/Treasurer up to $ 5,000 up to $ 2,500 Director of Operations and Management up to $ 2,500 upto$ 1,000 Community Development Director up to $ 2,500 upto$ 1,000 Overall, tlle C0W1ei1 was comfortable with the doeument md the requested changes as outlined above. 2.F. Citv Hall Landscapinl!: Tom Moore made this presentation as a follow-up to a presentation he made at the February 16, 2004 Work Session. Mr. Moore mentioned that five deciduous trees have died that are not under the warranty. He mentioned that the City will budget the replacement for this in 2005. He estimated the total cost to be $3,250. Mr. Moore also requested the Council for their feedback about the "no-mow" grass aroW1d the . flag which has a growing weed problem. 11 was suggested that the City seek input and ARDEN HILLS CITY COUNCIL WORKSESSION JULY 19,2004 3 . recommendation from Margolis Landscaping to address this issue. Mayor Aplikowski indicated that she will provide information to staff about low maintenance ground cover for this area. RR Old 10 RR Bridl!:e: URS completed a study of the bridge and the study indicated that the bridge was not suitable for a trail connection. URS will send a letter to Ramsey COW1ty and Canadian Pacific Railroad informing them of the poor state ofthe bridge. 2.G. Economic Development Commission Mr. Seott Clark mentioned that the City Council passed an ordinance creating an Economic Development Commission in March, 2004. He mentioned that so far the City has received one application. He requested the COW1cil Members to inform him if they were aware of any specific individuals who might be interested. It was mentioned that the City can seek individuals from its existing Task Forees and seek individuals from the business community. It was suggested that names of potential candidates be forwarded to Mr. Clark. Mr. Clark also talked about the Commission's priorities and activities. He also mentioned that the Commission can undertake a number of projects. Upon Council's deliberation, staff will prepare a work plan with timelines and objectives. e 2.C. Parkinl!: Issues, Mounds View Hil!:h School Julie Wikelius, MOW1ds View High Principal and George Altendorfer, Ramsey County Sherriffs Department were present to respond to questions from the residents. A number ofresidents who resided around the high school were also present to express their concerns about the parking issues in the neighborhood. Ms. Wikelius mentioned that the school has 295 spaces for students and the demand for parking is significantly higher. There are nWDerous students on the waiting list. It was mentioned that when parking became an issue, "No Parking" signs were installed in the neighborhood and the problem went away temporarily, but re-appeared in outlaying areas. There were also activities, carried out by students that were objectionable by the residents. A resident complained that speed is a bigger issue than actual parking in their neighborhood. Concern was expressed about serious inj uries that may result from the speeding cars. Another resident mentioned that there are a number of small children in the neighborhood and a concern was that they may not be seen when backing out of the driveways due to blocked vision by the student parking. Another resident mentioned that in the past students used to cut through their yards, but seemed to have stopped. It was mentioned that if police see a car parked for more than two hours, it is removed. A suggestion was made to issue permits to the residents. A resident did not want their visitor's car removed only because it was parked for more than two hours and didn't have a permit. Another resident suggested putting "No Left Turn" signs in the . school neighborhood, but local residents should be allowed to make a left turn. City staff and Undersheriff Altendorfer indieated that such a distinction can not be made with enforcement. ARDEN HILLS CITY COUNCIL WORKSESSION JULY 19, 2004 4 . A resident mentioned that there has been a tremendous improvement over the past three to four years due to the deputies patrolling the neighborhood. A resident suggested that signs be placed that specifically prohibits the students from parking during the regular school hours. A resident mentioned that there used to be problems, but he felt that they have disappeared. Another resident expressed concern about signs being placed in their yards. Towards the end, the Council asked staff to research the following options: . Parking by permit only . Designating "school zone" . Beef up communication . Uniform signage throughout the neighborhood. 2.D. Redevelopment Proiects Scott Clark discussed three projeets around the City. Mr. Clark was seeking a direction with regards to the properties. He mentioned the Old City Hall site, Indykiewicz Property, and Chesapeake Property. The Old City Hall site has 6.5 acres. He spoke about the zoning issues with regards to its usage. He requested the COW1cil to determine the end use ofthe property. He mentioned that there were e inquiries for townhouses and neighborhood businesses. Possible options to eonsider: Medical Clinic, Charter Sehool, Townhouses, or some other business that generates tax revenue. Council direction as to pursue medical, office or potential retail but not townhouses. Mr. Clark talked about the Indykiewicz property's offer and cOW1ter-offer. A question was raised if staff had considered making a counter-offer less than the price determined by the appraisal. There was a general eonsensus that the property's location would be most suitable for a gas station/convenience store. Mr. Clark also talked about the Chesapeake Property. He mentioned that staff had met with representatives from Chesapeake Properties in June to gain an understanding of issues associated with the development. Overall, staff would like direction from the Council with regards to its future development. The COUlleil stated that there was no agreement regarding the increment financing. 2.E. 2005 - 2009 CIP/PMP Murtuza Siddiqui presented a consolidated five-year CIP program. He explained that the CIP is comprehensive and contains technology upgrades and all eonstruction or improvement projects. Mr. Siddiqui emphasized and highlighted the cash flow situation if the Council proceeds with the proposed projects. He mentioned that the Enterprise Funds, in aggregate, are in a break-even mode from an operational perspective and the rates were last reviewed in 2001. He mentioned . that if the City continues to fund the proposed projects, the Enterprise funds will be depleted in the next couple of years. A rate study and review of projects is essential. Mr. Siddiqui mentioned that the Council may have to eonsider financing options for these projects. The ARDEN HILLS CITY COUNCIL WORKSESSION JULY 19,2004 5 . Council made the following suggestions: Review the utility rates, be less aggressive on construction, and slow down on streets projects. Council Reports Council Member Holden - Ms. Holden expressed concern about continuing a discussion on a specifie agenda item that was previously discussed during the regular meeting. She does not feel that it is appropriate to have a discussion continue after the presenters/residents leaves and not available for discussion. Councilmember Rem - None. Councilmember Grant - Mr. Grant mentioned that the Assessment Task Force will meet on July, 22, 2004 to wrap-up the new Assessment Policy. The recommendation will likely come to the Council in August. Mayor Aplikowski - Ms. Aplikowski talked about the issue in the Ingerson neighborhood. She mentioned that staff, along with some Council Members, and the Engineer visited the neighborhood. Greg Brown mentioned that the work was done according to the specifications. AET, who was hired as an independent reviewer, concluded that the work was done well and according to the specifications and structurally sound. Linda Swanson mentioned that the holes on the driveways are getting bigger. . The Mayor mentioned that the Sheriff is asking her for help with changes in management at Arden Manor. She asked staff to draft a letter showing support for other cities for the LGA. The meeting adjourned at 10:10p.m. Respeetfully submitted, Murtuza Siddiqui - Finance Director '\ ,- {' .' ( r i .,'r - /1 ,\... ,. i i: \ I I fin lLL; ( \...\J, L liLl 1'-1' Miehelle Wolfe, ADMINISTRA OR .