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HomeMy WebLinkAboutCCWS 11-15-2004 ~ . ~~HILLS Approved: December 13, 2004 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MONDAY, NOVEMBER 15, 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 4:45 p.m. Present: Mayor Aplikowski, Councilmembers: Gregg Larson, David Grant, Brenda Holden, Lois Rem Absent: None Staff present: City Administrator, Michelle Wolfe; Finance Director, Murtuza Siddiqui; Operations & Maintenance Director, Thomas J. Moore; Recreation Supervisor, Michelle Olson; Assistant to the City Administrator, Schawn Johnson; Community Development Director, Scott Clark; City Engineer, Greg Brown . Others Present: Kay Andrews, Northwest Youth and Family Services; Rachel Caine, Northwest Youth and Family Services; and Jim Tolaas, Ramsey County Engineer Northwest Youth and Familv Services Kay Andrews, Northwest Youth and Family Services (NYFS), provided the City Councilmembers with a brief overview of the programs and scrvices provided by the NYFS organization. Ms. Andrews mentioned that Northwest Youth and Family Services now offers an educational and therapeutic service called NETS (Northwest Educational and Therapeutic Services) for emotionally disturbed youth in the community. The NETS program is administered in collaboration with local school districts 621, 622, 624, and 12. This program utilizes therapeutic and cducational learning techniques to assist youths from 4th to 10'h grade deal effectively with emotional and social issues at home and schooL Staff levels at Northwest Youth and Family Services have been increased to deal with the number of students that are currently using the NETS program. Northwest Youth and Family Services currently assist 5,000 people on an annual basis. In 2004, the City's contract with NYFS was $12,748. According to Rachel Caine, the total market value of the contracted service that the residents of Arden Hills have received as of September 30, 2004, is approximately $29,250. The percentagc breakdown of the NYFS expenditures for 2004 is as follows: . Program Services 81 %; . . Operation Expenses 12%; . Management and General Expenditures 4%; . Fundraising 3%. \ \Earth \Admin \Council\Minutes\ W orksession \2004\1 1- I 5-04.doc ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 2 . Councilmember Grant commented that the value of the service received by the City always exceeds the funding dollars provided by the City on almost a 2 to I basis. Councilmember Larson asked if the school districts approached NYFS regarding the NETS program? Kay Andrews stated that the school districts did approach NYFS about offering the NETS program. The intention of the program is to step in and take corrective action at younger ages and not let emotionally disturbed youth become troubled adults. Mayor Applikowski asked Kay Andrews if the bullying video that was recently shown on the evening news is an accurate depiction of our youth today. Kay Andrews mentioned that hullying has always happened, but more children seem to be acting out their aggressions. One of the goals for NYFS is to reach out and strengthen troubled families and youths. It is important to create a strong family and home life for children. Northwest Youth and Family Services are asking for the City to consider budgeting money for their organization in the future. Mayor Applikowski thanked Kay Andrews and Rachel Caine for presenting the NYFS service . report to the City Council and staff. She stated that the City Council would discuss this request at a future meeting. Lexinl!ton Avenue Sidewalk At the September 27'h City Council meeting, Ramsey County requested approval of the Project Development Report, Cooperative Agreement, and the Right-of-Way Plan for the Lexington Avenuc Reconstruction project. At this meeting, the City Council was to make a final determination regarding the construction of a sidewalk or path on the east side of Lexington Avenue. After considering the potential impacts of the proposed sidewalk or trail on the residents and City, the City Council approved a five foot sidewalk for Lexington Avenue. After the decision was made by the City Council, representatives from the City of Shoreview expressed some concerns regarding the sidewalk decision. At the October 25th meeting, City Council requested that staff discuss the possibility of changing the original sidewalk plan with Ramsey County and the City of Shoreview. City Administrator Wolfe stated that a five foot sidewalk was originally approved hy the City Council and was submitted to the Municipal State Aid (MSA) for approval. The City of Shoreview has surveyed the boulevard area on the east side of Lexington A venue and determined that an eight foot trail is not feasible. An alternative option, on the west side, would be to install a three foot panel extension onto the five foot sidewalk. If a trail is reinstated on the west side, the plans would have to be redrawn and the project may be delayed. . Jim Tolaas, Ramsey County Engineer, stated that the affected properties have been staked. The difference between an eight foot trail and five foot sidewalk is approximately seven feet. A five foot sidewalk is meant for pedestrian traffic. An eight foot trail is typically constructed for ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 3 . bicyclists and in-line skaters. The proposed thrce foot panel would be an aggregate or colored cement material. This would be a hard surface that would allow bikers or roller bladders to move around pedestrians. The proposed compromise agreement with the three foot panels would not affect the state aid status of this project. Mayor Aplikowski stated that she has received a number of phone calls on the Lexington Avenue sidewalk. Councilmember Grant was wondering about the cost difference? Mr. Tolaas stated that the three foot panels would add an additional $30,000 to this project. City Administrator Wolfe asked Jim Tolaas if the City would have to take formal action on the sidewalk change? Ramsey County Engineer Tolaas said that the City does not have to take formal action at this time, but will have to approve the final design plan. Councilmembcr Larson believes that the three foot panel is a good addition to the project. It allows bicyclists the opportunity to also use the sidewalk. . Arden Hills Resident Andy Holewa asked if the roadway could be reconfigured to allow for an eight foot pathway. Jim Tolaas mentioned that Ramsey County has to use a portion of the right-of-way to address roadway expansion issues on Lexington Avenue. Mayor Aplikowski commented that the right-of-way on Lexington Avenue was pushed back a great deal. Councilmember Grant stated that a three foot sidewalk panel is reasonable. Mr. Holewa said that he believes Ramsey County did a poor job of planning for the Lexington Avenue project. He believes that the proposed sidewalk will not look very good. In his opinion, residents will probably construct walls and fencing on Lexington Avenue to minimize the view. This proposal does not enhance the look of the community. He requested that Ramsey County consider the option of constructing a smaller roadway and a six foot bituminous pathway. Mr. Tolaas stated that the roadway has been reduced and it cannot be made any smaller. Councilmember Grant asked if Ramsey County could accommodate a six foot bituminous pafhway. . City Engineer BroWll stated that the standards for a pathway begin at six foot. A six foot pathway does get a little tight when bikers and pedestrians share the pathway. ARDEN HILLS CITY COUNCIL WORKSESS1ON November 15, 2004 4 . Mayor Aplikowski askcd City Council members if they were in agreement with the five foot sidewalk and three foot panel suggestion. City Administrator Wolfe asked if Ramsey County would be willing to install a six foot bituminous pathway? Mr. Tolaas stated that an eight foot path is more accommodating to the users. The problem is that dirt and weeds cover-up a portion of the bituminous pathway. Councilmember Larson recommended that the City install a five foot sidewalk with three foot panels. Councilmember Grant requested that URS provide a rendering of the proposed sidewalk options. He would like to see pictures of the different options before making a final decision. Councilmember Rem stated support for the five foot sidewalk with a three foot panel option. Councilmembcr Larson agrees with the sidewalk and panel proposal, but he feels that Councilmember Grant should be able to view a rendering of the proposal before making the final decision. . City Engineer Brown suggested that a six foot sidewalk with two feet of exposed aggregate panel be constructed on Lexington Avenue. City Council Members and Ramsey County agreed to the proposed six foot sidewalk with a two foot aggregate panel on Lexington A venue. City Administrator Wolfe mentioned that the City of Shoreview is considering decorative street lighting for Lexington A venue. A suggestion was made by the City of Shoreview to install the decorative lighting in the median area. This would be a cost sharing option for the City to explore in the future. The City of Shoreview will create a rendering of the proposed decorative lighting on Lexington Avenue. Mayor Aplikowski asked Jim Tolaas if some yards are being made smaller than the City's lot requirements due to this proj ect. Mr. Tolaas noted that a couple of homes currently have a thirty foot easement which is not in compliance with City Code. This issue will have to be addressed by the City. Community Development Director Clark stated that he will meet with Jim Tolaas to discuss a blanket variance for the properties that are affected by this project. Hil!hwav 96 Landscapilll~ Options . City Engineer Greg Brown provided a brief overview of the following landscaping options for Highway 96: ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 5 . 1. Do not choose additional landscaping work beyond the scope proposed by Ramsey County; 2. Consider additional landscaping improvements at select locations: . Intersection Areas-Hamline, Lexington, Snelling and Keithson; . Incorporate Arden Hills entry monuments signs into the contract; 3. Consider additional landscaping more uniformly throughout the entire corridor. Ramsey County's approach to landscaping is to provide trees along the boulevard and in the median where safety clear zones allow. If the City chooses to have additional landscaping work done on the Highway 96 corridor, the City would be responsible for this cost. Ramsey County Engineer Jim Tolaas stated that the County will assist the City with the purchasing of trees, but will not assist with shrubs, prairie grasses, or flowers. The City would be responsible for the purchase cost and maintenance of the trees and plants along Highway 96. Councilmember Larson said that the City should invest some money for landscaping materials along Highway 96. It is important to purchase plants that are water tolerant and hearty. Councilmember Rem suggested that native plants and grasses be planted in the median. Mayor Aplikowski stated that she does not want the boulevard area to look like weeds. . Councilmember Larson asked the City Engineer how much money other communities have spent on landscaping materials? City Engineer Brown stated that the City of Shoreview spent approximately $500,000 on landscaping materials. Mr. Tolaas noted that trees are not that expensive. The most expensive part of landscaping is the materials, design, and maintenance of the plant materials. City Administrator Wolfe stated that the City should consider plants that have minimal maintenance cost. Mr. Tolaas stated that Ramsey County is scheduled to plant 220-240 trees along the Highway 96 boulevard and median areas. City Administrator Wolfe suggested that the City budget $100,000 for landscaping materials in 2005. Councilmember Larson stated that the City should plant the trees along Highway 96 and then come back with a landscaping plan and projected cost estimate for landscaping materials. . County Engineer Tolaas noted that the County could hold thc project open until 2006. City Administrator Wolfe suggested that the City consider a two phase landscaping project. ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 6 . Councilmember Grant requested that Ramsey County plant the trees in 2005 and the City would budget for landscaping materials in 2006. Councilmember Larson mentioned that the budget could be adjusted in the future. Councilmember Holden stated that she does not believe that the City Council should be changing the budget for landscaping materials after the truth-in-taxation hearing is completed. Mayor Aplikowski stated that the City Council will have to make a decision regarding landscaping for Highway 96 in the future. The City should plant some materials in 2005 to see how it looks. The City Council requested that URS create a landscaping design and plan for Highway 96. City staff will review the plan and bring this information back to the City Council at a future meeting. Meetiul! Room Policy Recreation Supervisor Michelle Olson provided the City Council with an overview of the proposed meeting room policy. The proposed changes are identified in red on the application and policy forms. One of the big concerns regarding the meeting room policy is the staffing issue for evening meetings at City Hall. City staff has reviewed the following staffing options for evening meetings: . Hire a part time/seasonal staff member to supervise evening meetings; . . Offer overtime pay to City staff or O&M staff on a voluntary basis; . Have a salaried staff person open and close the building in the evening. In staffs opinion, it would be more cost effective to hire a seasonal staff member to monitor the building in the evening. The only concern that staff has regarding the utilization of seasonal staff is that we cannot guarantee a set number of hours. We are not sure how often the meeting room will be utilized in the evening. Recreation Supervisor Olson also contacted the City's cleaning provider to see if they would be interested in supervising evening meeting room activities for the City. The cleaning service was interested in providing this service, but the company would charge the City an additional $750.00 per month. The price quote that the City received from the cleaning company was considered too expensive. Councilmember Holden asked if the City Council should remove the rule that prohihits an organization from reserving a conference room for more than three times in a TOW. Mayor Aplikowski stated that she would not have any problems with removing this section of the meeting room policy. Councilmember Holden recommended that the City utilize seasonal and salaried employees to . supervise evening meetings. Councilmember Grant asked staff how many inquiries the City receives regarding the meeting rooms? ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 7 . Recreation Supervisor Olson responded that the City does not receive many inquires regarding the meeting room due to its lack of availability in the cvening. It is anticipated that the City would receive more interest from the public if the City had a set meeting room policy and availability in the evening. Councilmember Larson mentioned that most groups do not want to pay a rental fee. Councilmember Rem asked staff if other communities have a limitation on the number of times a group can reserve a particular room. Ms. Olson stated that a number of communities have implemented this policy language. Councilmember Larson suggested that groups be allowed to reserve the conference room for one year. City Administrator Wolfe suggested that the City evaluate the reservation process for one year and report back to the City Council if any problems arise. Councilmember Holden suggested that the City enact a cancellation fee in case the group reserving the room does not show-up. . Councilmember Larson asked that the rental rates be adjusted to inelude persOlmel costs. City Administrator Wolfe recommended that an additional charge also be added to cover utility costs. City staff will incorporate the changes recommended by the City Council and bring the policy back for approval at the November 29th meeting. 2005 Arden Hills Citv Budl!et Finance Director Murtuza Siddiqui provided the City Coullcil members with a brief overview of the proposed 2005 budget. In 2004, the City Council approved a five year capital improvement program and utility rate study that has impacted the dollar amounts in the 2005 budget. Staff has taken a conservative approach in preparing this budget. The proposed 2005 budget has incorporated the following assumptions: l. Levy increase was limited to 4%. The 2005 levy revenue has been conservatively budgeted at 98.5% in anticipation of tax petitions and other potential shortfalls. If the revenue amount is higher than expected, City Council can fund other unanticipated expenditures or capital improvement projects. 2. COLA and employee step increases have been budgeted for at 3%. 3. The City's contribution to health/dental benefits for both bargaining and non-bargaining units has been increased to $533 per employee. . The City's proposed budget for 2005 is $8,739,234.00. The Finance Director has also set aside $44,000 for Capital Equipment replacements. ARDEN HILLS CITY COUNCIL WORKSESSION November 15,2004 8 . City Administrator Wolfe noted that the City is trying to set aside funding to pay for capital improvement projects, equipment, and infrastructure improvements in the future. Councilmember Larson stated that the City may have to pay more in the future for fire equipment. A percentage breakdown based upon factors such as the number of fire calls assessed valuation, population, and number of housing units, each community has may be used to equalize capital expenditure costs amongst the different communities that receive fire service from Lake Johanna. Finance Director Siddiqui suggested that the City Council may want to consider reallocating general fund dollars toward future capital expenditures. Councilmemher Rem thanked the Finance Department for including an opening letter to the residents and adding descriptions and charts into the 2005 budget. City Administrator Wolfe noted that City staff will continue to work on improving the CIP and annual budget. Councilmembers thanked Finance Director Siddiqui for his good work on the 2005 budget. Status Report on Convention Visitors Bureau Scott Clark, Community Development Director, provided a brief overview of the proposed . motel/hotel tax. Recently the Mayor and City staff members met with representatives of the Arden Hills Holiday Inn and Super 8 to discuss their perspectives on the City implementing a lodging tax that would be collected hy the City and then transferred to the Minneapolis Metro North Convention and Visitors Bureau. Representatives from the Holiday Iml and Super 8 have both agreed that there would be merit in having the City levy the lodging tax but requested that the program be reviewed on an annual hasis. Minneapolis Metro North Convention and Visitors Bureau Executive Director Bob Musil was in attendance to answer any questions that City Councilor staff members may have regarding the lodging tax. Community Development Director Clark mentioned that the proposed agreement has a one year opt out plan. The agreement and ordinancc will be placed on the November 29th City Council meeting agenda. Councilmember Larson asked why the Super 8 Motel was reluctant in agreeing to the lodging tax? Mr. Musil noted that the tax is passed onto the user of the room. This is not considered an additional tax onto the hotel or motel owner, hut rather a user fee. It was more of a misunderstanding between the owner ofthc Super 8 and City staff regarding how the tax is being utilized and implemented. . ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 9 . City Administrator Wolfe reiterated that the owner of the Super 8 was not sure how the tax dollars would be allocated or used. Once the Super 8 owner understood how the money would be allocated, he was agreeable to implementing the tax. Mayor Aplikowski noted that the convention and visitors bureau offers its participants additional advertising opportunities. Mr. Bob Musil stated that the Super 8 has sent a letter of support of the Minneapolis Metro North Convention and Visitors Bureau and that the North Metro Mayor's Association has also wrote a letter of recommendation for his organization. This item will be brought forward to the City Council at the November 29th meeting. County Road E Update City Administrator Wolfe provided a brief overview of the proposed County Road E bridge enhancement and sidewalk project for members of the City Council. In previous meetings, the City Council requested a report from URS with additional information regarding the costs, pros, and cons of building on the north side of County Road E. City staff also requested a report from the Ramsey County Sheriffs Department regarding accident data for the intersection at County Road E and Connelly. The Ramsey County Sheriffs Department reported that there were 12 accidents at the intersection . of County Road E and Connelly since 1999. Ten of the accidents at this intersection were traffic light violations. The twelve accidents at this location did not involve any pedestrians. City Engineer Greg Brown noted that the intersection layout at County Road E is not deficient. Councilmember Grant asked if a railing would be required if the sidewalk was installed on the north side. City Engineer Brown stated that there were more grading concerns on the north sidc, but a railing would not bc required. In his opinion, the north side would be the safest option for locating the sidewalk. Although there are other factors such as funding that must be considered in making this decision Councilmember Holden noted that the additional cost is worth it to improve the safety along County Road E. She mentioned that the Twin Lakes traffic is expected to increase along Fairview Avenue in the future. Tbis may result in more traffic along County Road E. City Engineer Brown stated that a "No-Right Turn on Red" sign off of Snelling Avenue may be an option at this intersection in the future. Councilmembcr Larson indicated that the cost factor and the number of residents that are being affected by this project does not justify placing the sidewalk on the north side. He stated that he . has a hard time coming up with the rationale to spend $200,000 or more for a north side sidewalk. ARDEN HILLS CITY COUNCIL WORKSESSION November 15,2004 10 . City Administrator Wolfe mentioned that concerns regarding a few of the driveways on the north side would have to be addressed. There are no issues with driveways on the south side of the street. Councilmember Grant stated that the residents on the north side of County Road E have a traffic light that assists with traffic movement. The residents on the south side of the street experience a steady traffic flow that is not impacted by a traffic light. Councilmember Rem stated that the north side would be a safer option for a sidewalk, but questioned if the City can justify the costs associated with this proposal. City Engineer Brown noted that the City is requesting $230,000 in MSA funding. The project is state aid eligible. Mayor Aplikowski stated that she believes a sidewalk on the north side is the best way to move pedestrian traffic. Looking at practicality and safety issues, the north side of the street would be the best way to go. Councilmember Larson stated the sidewalk on the north side would end at Carroll's Furniture. A number ofresidents also use the south side of County Road E. A decision needs to be made that benefits the residents of Arden Hills as a whole. . Mayor Aplikowski asked if the PTRC had ever considered placing the sidewalk on the north side. Recreation Supervisor Michelle Olson stated that the PTRC knew that placing the sidewalk on the south side would be more financially feasible. A number of the residents along County Road E expressed concerns regarding backing-up and winter driving. They feel that if the sidewalk is installed on the south side of the street it would create more safety problems for the residents and pedestrians. City Administrator Wolfe mentioned that a decision has to be made by the City Council regarding the sidewalk at the November 29th meeting. Councilmember Larson stated that the City may have to explore other options to make County Road E safer. Mayor Aplikowski asked City staff if the City Council chooses to place the sidewalk on the north side of County Road E would it impact the City's CIP and MSA funding balance? City Administrator Wolfe stated that a few projects may be impacted. Councilmember Holden stated that she thinks the State of Minnesota Cooperative Agreement . Program typically funds 6 to 8 projects per year. ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 J1 . Councilmember Grant asked the City Engineer if this project would have to be resubmitted to the State for approval. City Engineer Brown stated that the City does not have to resubmit the project. The State of Minnesota will review the merits of the projects and then rank them in January of2005. There was no further discussion. Mayor Applikowski asked Council to consider the information presented tonight as they prepare to make a decision at the November 29th meeting. Gatewav Sil!ns City Administrator Wolfe stated that at the Committee Summit on November 3cd, there was a discussion regarding how to proceed with the Gateway Signs project. It was noted that the Planning Commission and PTRC have discussed this issue in the past, including most recently at their joint meeting in July. At the summit, it was agreed that the two committees would work together and come-up with design options that would be presented to the City Council. One of the gateway sign options should include the excess stone that was purchased when City Hall was built. This group is also being asked to come up with a recommended plan for sign purchase and implementation. Mayor Aplikowski believes that the City Council should hand pick a sub-committee of the two groups to explore the gateway sign project. . Community Development Director Clark suggested that the Planning and PTRC Committees have a meeting to discuss four different gateway sign options. Each gateway sign will have to be developed based upon the land topography. City Administrator Wolfe stated that City staff will come back with the gateway sign parameters to the City Council in January 2005. Council Reports Councilmember Lois Rem: Councilmember Rem informed staff members that she received a call from a resident regarding a possible chemical spill behind Valentine Hills Elementary School. The emergency contact list was very useful. She recommended that the emergency contact list be inscrted in the utility bills for all Arden Hills residents. Councilmember Rem reported that the No Left Turn sign and stop sign have been vandalized numerous times on Lake Valentine Road. Should the City contact Mounds View High School and the Sheriffs Department when the new signs are installed? Operations and Maintenance Director Tom Moore stated that he would contact Mounds View High School and the Sheriffs Department when the new signs are installed to monitor thc situation. . Councilmember Brenda Holden: Councilmember Holden asked about the status of the building inspector position? ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 12 . City Administrator Wolfe stated that the City's Building Inspector is currently evaluating his employment options with the City and Lake Johanna Fire Department. Coullcilmember Holden asked about the status of the City Engineer position? City Administrator Wolfe noted that an engineer cannot receive his/her certification unless they work for a certified engineer. Therefore, it would be very difficult for the City to hire a licensed engineer at this time. The City will have to explore other options such as hiring an engineering teclmician or possibly share an engineer with another community. Councilmember Holden mentioned that the name of the City Administrator is wrong on cable channel 98 and that it is very hard for some residents to read the screen on cable channel 16. City Administrator Wolfe will notify our local access cable contact about these issues. Councilmember Holden also thanked Jackie Gritz for her hard work during this year's election. Councilmember Larson: Councilmember Larson mentioned that the Lake Johanna Fire Board is scheduled to meet on November 17th, at 7:30 AM. Councilmember David Grant: . Councilmember Grant reported that he has heard a number of positive comments regarding the Ramsey County Sheriff Deputy assigned to Mounds View High School. Councilmember Grant suggested that the City approach the railroad about installing a walking path or sidewalk under the bridge. Councilmember Grant requested an update on the old City Hall and Indykiewicz properties. Community Development Director Clark reported that the old City Hall site is in the process of a Phase I Environmental Assessment, wetland delineation, and formal appraisal of the property. Holiday Gas Station is still expressing interest in purchasing the Indykiewicz site. Mayor Aplikowski: Mayor Aplikowski received a letter from the National Guard regarding the TCAAP property. Mayor Aplikowski requested a follow-up to the dangerous dog situation. City Administrator Wolfe reported that a dog recently killed another dog in an Arden Hills ncighborhood. Ifthe dog is considered to be vicious by the State of Minnesota and City Code it may have to be put down. The neighbors have contacted Jerry Filla to offer their input regarding whether or not the dog should be considered vicious and put down. . Mayor Aplikowski reported that the dog owner has installed a fence and is trying to make the situation better. The dog's owner has requested that the dog not be muzzled. ARDEN HILLS CITY COUNCIL WORKSESSION November 15, 2004 13 . City Administrator Wolfe will contact Jerry Filla for an update on the situation and report back to the City Council. Staff Reports Community Development Director Clark reported that a technical meeting with GSA is scheduled for November 30th. City Council Members are invited to attend this meeting. The meeting adjourned at 9:30 PM Respectfully submitted by SchaWll P. Johnson, Assistant to the City Administrator. . .