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HomeMy WebLinkAboutCC 03-10-2003 . . . ~ ~~HILLS MEETING MINUTES FINAL CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MARCH 10, 2003, 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: 1 0 p.m. Present: Mayor Beverly Aplikowski, Councilmembers David Grant, Brenda Holden, Gregg Larson, and Lois Rem. Absent: None. Also present were Interim City Administrator/Director of Community Services, Aaron Parrish; Deputy Clerk/Human Resources Director, Cynthia Young; Operations and Maintenance Director, Thomas Moore; City Planner, Peter Hellegers; City Engineer, Nick Landwer; Recreation Program Supervisor, Michelle Olson; and Recording Secretary, Kathleen Altman. 1. APPROVAL OF MEETING AGENDA Councilmember Grant requested Item 3.C, Visu-Sewer Change Order #1, be removed from the Consent Calendar and be replaced with Item 7.C, PTRC/Royal Hills Play Structure. He then requested the previously designated Item 3.C, Visu- Sewer Change Order #1, be placed under the Operations & Maintenance heading as Item 7.C. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to adopt the agenda for the March 10,2003, Regular City Council meeting as amended. The motion carried unanimously (5-0). . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 2 2. APPROVAL OF MINUTES A. February 18,2003, Work Session B. February 24, 2003, Council Meeting Councilmember Larson requested the following changes: February 18, 2003, City Council Work Session Minutes, Page 4, second to the last paragraph should read: "Councilmember Larson stated that the assessments were a separate issue from negotiations of easements on the lakeshore association property." Councilmember Grant requested the following changes: February 24,2003, City Council Meeting Minutes, Page 8, fifth paragraph, change Councilmember Larson to Councilmember Grant. February 18, 2003, City Council Work Session Minutes, Page 5, second paragraph, add the word environmental after policy. Councilmember Rem requested the following changes: February 24, 2003, City Council Meeting Minutes, Page 6, third paragraph should read: Councilmember Rem stated Miss Langlie was going through this presentation at her suggestion. She noted she had pledged a portion of her Council stipend for this conference. Councilmember Holden requested the following changes: None. Mayor Aplikowski requested the following changes: February 24, 2003, City Council Meeting Minutes, Page 9, second paragraph from the bottom, change interview to review. February 18, 2003, City Council Work Session, last paragraph, should read: "Mayor Aplikowski requested copies of the words describing the Vento Plan. .." Mr. Parrish requested the following changes: None. MOTION: Councilmember Holden moved and Councilmember Rem seconded a motion to approve the February 18, 2003, City Council Work Session and February 24, 2003, City Council Meeting Minutes as amended. The motion carried unanimously (5-0). . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10,2003 3 3. CONSENT CALENDAR a. Claims and Payroll b. Resolution No. 03-24: Disapproving of State Run Gaming Establishments c. Visu Se\.\'er Change Order #1 PTRC/Royal Hills Play Structure d. Payment #5: Visu-Sewer e. Resolution No. 03-27: Approving the Annual Gambling Permit for Flaherty's f. Resolution No. 03-28: Calling a Public Hearing on Assessments for Karth Lake East and Ingerson Neighborhoods/2003 PMP MOTION: Councilmember Larson moved and Councilmember Rem seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 4. PUBLIC INQUIRIES/INFORMATIONAL None. 5. PUBLIC HEARINGS None. 6. COMMUNITY SERVICES None. 7. OPERATIONS AND MAINTENANCE A. Maintenance Facility Task Force Recommendation (verbal report) Mr. Moore stated the Maintenance Facility Task Force (MFTF), as directed by the Council, had recently met twice with Ramsey County officials. He stated the MFTF members were not ready to bring forward a specific recommendation until more detailed financial figures could be provided by Ramsey County. He noted the MFTF believed Arden Hills Operations and Maintenance should be a part of . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10,2003 4 this facility, stating further, they needed more accurate and detailed information. He noted the MFTF would convene within the next two weeks to review additional figures and bring forth a recommendation to the City Council. Councilmember Grant stated the MFTF needed to discuss the aspect of ownership, square footage and cost, as well as the ongoing costs. Councilmember Larson suggested having an expert look the possibility of an ownership arrangement. Mr. Parrish replied that the City had two options: (1) some type of ownership interest or (2) some type of lease. He stated as far as costs, it would be the same. He noted Ramsey County, in either situation, would require an up front financial commitment. He indicated there would also be operating costs, which would be determined with a pre-approved formula. Councilmember Larson stated if they retained an expert, they could determine the advantages and disadvantages of owning versus leasing. Mr. Parrish replied once the Task Force saw the final numbers, they would give a broad recommendation to the Council and if the Council, at that time, determined they needed an expert opinion, they could direct staff to retain this service in the future. Mayor Aplikowski requested the MFTF and staff make sure the Arden Hills space in the new facility provide for current needs and take future space needs into consideration. B. Hie:hwav 96 Uudate: Lie:htine:. TCAAP Entrance. Irrie:ation Mr. Hellegers noted Ramsey County was currently in the process of obtaining final design documents approved for the reconstruction of Highway 96 from Lexington Avenue to the North Heights Church entrance. He summarized the project overview, design and cost issues and outlined a number of issues that the Council was being asked to make decisions on this evening. Bill Henrv. 3521 Ride:ewood Court. stated he was a member of the PTRC and his comments were supported by other PTRC members. He noted they had learned that the City was contemplating improvements to Highway 96 and in those improvements, there was not going to be a Highway 96 pedestrian underpass. He . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 5 stated their concern was that the Comprehensive Parks, Trails, and Open Space Plan had noted the importance of connecting the community as much as possible. He indicated the City was segmented by roads and by not addressing this now, the cost might be multiplied if it were done in the future. He indicated it was important to connect the community. He stated it was their hope that the Council would have an opportunity to consider the importance of an underpass for both connecting the City and making Arden Hills a more livable community. He requested the Council consider adoption of an underpass. Councilmember Rem stated the Council's largest concern was the financial cost of an underpass. Mr. Henry replied that they were requesting the Council consider whether an underpass should be there, and the cost could become the next level of discussion. Councilmember Rem noted the Council had considered an underpass in the past. Mr. Henry noted there was a commitment in the TCAAP plan and in the Comprehensive Parks, Trails, and Open Space Plan to make such a connection. Jim Tolaas, Ramsey County, stated he believed Shoreview had spent a half a million dollars for their underpass. He noted there were a lot of issues that needed to be addressed, if an underpass was put in. He also noted there might be potential utility conflicts in that location. He indicated if they wanted the County to pursue an engineering study for such an underpass, it would possibly delay the project. Councilmember Larson asked if the City could look to the County for partial funding of the underpass considering the County may propose a regional park in TCAAP, as well as their interest in a wildlife corridor. Mr. Tolaas replied he did not believe there would be any financial assistance from the County for such an underpass. He noted however, he did have a meeting with the State Aid Office this week and he would ask them about this, but he did not believe they would agree to an underpass. He indicated their funding sources were substantially depleted. He stated the best source may be the Ramsey County Parks and Recreation Department, but he did not currently know their financial situation. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10,2003 6 . Councilmember Rem noted as the TCAAP property was developed, the City might be able to request an underpass as a part of the process. Rich Straumann, PTRC, stated the land south of Highway 96, owned by the City, would be the best place for an underpass. He noted it was a fairly level piece of ground. Councilmember Grant asked if it would be structurally possible to add an underpass at a later date. Mr. Tolaas replied the City could look at the profile and utilities now and may want to add an underpass at a later date. He suggested the City may want to look at putting in the concrete sleeve at this time and at a future date, add the grading, lighting, etc... . Jim Crassweller. PTRC, noted this would be a good opportunity for the City to eliminate some of the division of the City by roads. He noted sometime in the future, someone would get hit by a vehicle if there was no underpass. He stated this was a safety issue, and even though this was a lot of money, a life could be saved. Don Messerlv. 3950 North Fairview. stated Highway 96 was a barrier for 90 percent of the people in Arden Hills to City Hall and the TCAAP property. He noted traffic will only increase on Highway 96 in the future and without the underpass, crossing is not safe. Councilmember Larson asked if an above grade crossing was less costly than an underpass. Mr. Tolaas noted it would be less expensive, but they would still need to address access Issues. Mr. Straumann stated he did not believe an overpass was cheaper, even if it was modular, because of the ADA access required. . Mr. Henry noted the PTRC was willing to help the Council in anyway possible. Councilmember Holden noted an overpass might be safer. . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 7 Mayor Aplikowski stated if there was some way the City could do this they would, but timing was an issue right now. She requested the City Engineer review the issue and report back to the Council as to whether an underpass would work, and beyond that, the City Council could deal with the financial aspect of installing an underpass. Councilmember Rem asked the City Engineer how much time would be needed for this assessment. Mr. Landwer replied they would come back with a preliminary cost estimate between an underpass versus an overpass at the Council's March 31, 2003 meeting. Councilmember Holden requested the cost also include a breakdown of partially completing the underpass as suggested by Mr. Tolaas. Councilmember Grant suggested that the planned move of the entrance of North Heights Church 400 feet to the east, to impact a hill, which might be a good site for an overpass. He requested the City Engineer consider this as one of the possible options. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the relocation of North Heights Church parking lot entrance from Highway 96. The motion carried unanimously (5-0). Councilmember Grant asked if they needed to make a decision on State Aid Funds tonight. Mr. Parrish replied they did not need to make the decision at this time, and staff could come back with a financing plan at the March 31 st meeting. Councilmember Grant requested information regarding how high the State Aid Funds could be before the City had to turn money back. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10,2003 8 . MOTION: Councilmember Rem moved and Councilmember Holden seconded a motion to postpone the State Aid Fund decision to March 31,2003. The motion carried unanimously (5-0). CounciImember Larson said if the Council were going to approve irrigation taps, they should put in an irrigation system at this time. Mr. Tolaas noted prairie grass, once established, was heartier than turf grass and was drought and salt tolerant. He indicated prairie grass did require 3-5 years to get established. He stated if they irrigated, more mowing would be required. He noted Ramsey County currently only mowed twice a year, and stated he was not sure if that would be done, given the budget cuts. Mr. Parrish noted watering could also be an issue due to the fact that the City purchases its water from an outside source. . CounciImember Grant asked if they knew the cost of an irrigation system. Mr. Landwer replied he did not know the cost, but he would get this information to the Council. CounciImember Larson noted he had changed his mind and was in favor of not irrigating because of the irrigation, maintenance, and water costs. Mayor Aplikowski noted she was not in support of irrigating and instead, would prefer to spend the $30,000 on an underpass or overpass. MOTION: Councilmember Holden moved and Councilmember Larson seconded a motion to exclude irrigation taps. The motion carried unanimously (5-0). MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve the proposed watermain stubs/connection. The motion carried unanimously (5-0). . CounciImember Grant asked if the County would be responsible for a portion of the cost of the watermain upgrade. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 9 . Mr. Tolaas replied he did not know what portion the County would pick up, but the County policy was to leave the City whole. MOTION: Councilmember Larson moved and Councilmember Grant seconded a motion to approve the proposed watermain upgrade to 12" between Hamline Avenue and Snelling Avenue. Councilmember Holden expressed concern that the Council did not have the definite cost of this upgrade and therefore, she would not support this Motion. The motion carried (4-1). (Opposed: Councilmember Holden). Councilmember Grant asked if they could stub in the electrical prior to putting in lights, then install the lights at a future date. Mr. Landwer replied this was possible, but it would be a more expensive ~ approach. Council member Rem noted it was logical to put the lighting on the north side of Highway 96 and not on the south side which was already residentially developed. She also noted if lighting was located on the north side, this could possibly be a part of the development plan. Mayor Aplikowski asked if the County would replace the lights that were already there. Mr. Tolaas replied that information was correct. Mayor Aplikowski noted she liked the suggestion of putting III pedestrian friendly lighting when the trail was installed. MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to not install extra street lights at this time. The motion carried unanimously (5-0). . MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to authorize the Interim City Administrator to approve plans contingent on the above recommendation . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 10 approved by the City Council. unanimously (5-0). The motion carried C. Visu-Sewer Change Order #1 Mr. Landwer stated, as approved at the February 10, 2003, Council Meeting, additional testing and sealing quantities are being added to this contract to take advantage of contract prices, and to complete the testing and sealing in the south west region of the City. Councilmember Grant asked how much money the City was savmg if the Council approved this. Mr. Landwer replied at that time, he did not know how much the City would save. He stated testing and sealing in the south west region of the City was needed because joints were failing. MOTION: Councilmember Rem moved and Councilmember Larson seconded a motion to approve Visu-Sewer Change Order #1 in the amount of $84,992.50. The motion carried unanimously (5-0). 8. ADMINISTRATION A. Interim City Accountant: Letter of Understanding Mr. Parrish stated at the February 28, 2003, Council meeting, Staff was authorized to pursue an agreement to retain temporary finance and accounting services. After evaluating options with Roseville, it was determined that the appropriate approach would be to retain Roseville's Assistant Finance Director, Brenda Davitt, on an independent basis. Councilmember Grant suggested adding more specific language to the Letter of Understanding for the second and third months. Mr. Parrish stated they could add language that would limit the amount of hours per week. . . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 11 MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to authorize Staff to execute the Memorandum of Understanding. The motion carried unanimously (5-0). B. Executive Search Firm - RFP's Ms. Young stated staff had sent requests for proposal to 13 executive search firms, and presented the Council with ten responses. Councilmember Holden stated she had checked some consultant references, and particularly liked Public Administration Associates (P AA) as one of her three finalists. She stated she had also spoken with Personnel Decisions International (PDI) and liked their proposal. Councilmember Rem stated she needed more time to review the proposals and check references. Mayor Aplikowski stated she felt comfortable interviewing the three groups at the next Work Session on March 17,2003. Councilmember Larson proposed a variation in the approach they had discussed for filling the City Administrator position. He proposed they would temporarily suspend the search process and offer the Acting City Administrator/Clerk, Mr. Parrish the vacant City Administrator position. He summarized the reasons he believed Mr. Parrish was the appropriate person to fill this position. He suggested the Council proceed to select a search firm, but suspend the search for a given period of time. During this period, the Council could periodically assess Mr. Parrish's performance, realizing that at any time during this period, the Council could trigger the search for an Administrator. Otherwise, the Council could negotiate a contract and make Mr. Parrish's acting appointment permanent at the end of the period. During this period of time, Mr. Parrish could fill the City Accountant position, but his Director of Community Services position would remain vacant pending final action on the Administrator position. Councilmember Rem noted she was not ready to take any action regarding Councilmember Larson's suggestion at this time. She indicated she would prefer ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10, 2003 12 . not to promote someone from within, with the intent of possibly changing their minds in the future. She indicated she would like to talk to Mr. Parrish about this suggestion. Councilmember Holden stated Mr. Parrish was very capable, however having someone new come into the City could provide new insight. She noted the executive search firms had indicated they could get a new City Administrator into the position within 3-4 months. She stated with respect to expense, the cost ofMr. Lynch's contract had been predetermined, and the City had no choice but to honor the contract. Councilmember Grant stated he would like to go with a search firm and invited Mr. Parrish to be an applicant. He noted the City Council needed to keep the City's best interest in mind and get the best City Administrator they could. He indicated the best Administrator may be Mr. Parrish, but he wanted to see what other candidates were available. . Mr. Parrish stated this was a big decision for the Council and they needed to sit down and decide what they wanted for the position. He stated he might, or might not fit into what they were looking for. He noted he would not participate in the hiring process because this would place him in a difficult position with a future supervisor. He indicated his long-term career objective was to be a City Administrator, but he wanted the Council to make the right decision and obtain a good City Administrator. He indicated he was happy doing what he was doing, so whatever role was appropriate for him, he was comfortable doing it. Councilmember Larson noted he was not expecting a decision on this tonight. He indicated Mr. Parrish had noted his long-term career objective was to be a City Administrator, and everyone needed a starting point for their career. He noted Arden Hills was not the most attractive place to go because it was a small City and the pay was not as high as other cities. He asked the Council to think about the big picture. He noted he believed they had someone who would do a great job at this time. . MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to continue the meeting to 10:30 p.rn. The motion carried unanimously (5-0). ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10,2003 13 . Mayor Aplikowski stated she would not support anything other than the regular probationary City Policy with Mr. Parrish. Ms. Young pointed out the City Administrator position could be contractually negotiated. Mayor Aplikowski stated she was supportive of appointing Mr. Parrish, but she believed the Council needed to go with the process to determine what they wanted in a City Administrator. Ms. Young suggested Staff prepare information regarding the job description for the City Administrator for review and discussion at next Work Session. She suggested they look at this on a less accelerated track and bring back in a month, the opportunity to interview the executive search firms. . MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to recommend P AA and PDI and have Councilmembers Holden and Rem finish their review and select the third search firm. The motion carried unanimously (5-0). C. Appoint Planner Mr. Parrish stated Mr. Hellegers had completed his six-month training period and per the Personnel Policy, was evaluated at the end of that period and his performance has been satisfactory. He indicated staff recommended Mr. Hellegers be appointed to the position of Planner on a regular, full-time basis. MOTION: Councilmember Holden moved and Councilmember Larson seconded a motion to appoint Peter Hellegers to the position of Planner on a regular, full-time basis. The motion carried unanimously (5-0). CITY COUNCIL REPORTS . Councilmember Grant stated he had attended the Ramsey County League Local Government last weekend. He requested Ramsey County Sheriffs Contract Group [RCSCG] be added to the list of acronyms. ~ . . ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES MARCH 10,2003 14 Councilmember Rem stated she had received a letter from a resident regarding a water bill. She noted she had followed up with staff regarding this letter. She asked if the Council was still planning on having its Town Hall meeting on April 12, 2003, and asked if invitations would be sent out to the same group of people who participated in 2002. After a brief discussion, the Council decided to keep the date of the Town Hall meeting April 12, 2003. Councilmember Larson stated the Planning Commission met this week and they had approved the four actions related to the Guidant Facility. He noted the design of County Road F was an issue regarding the Guidant development. Councilmember Holden stated the Newsletter Committee met this week and the newsletter should go out to residents in two weeks. Mayor Aplikowski stated she was meeting with Guidant on Tuesday, March II, 2003. Mr. Parrish had no comments. Mayor Aplikowski adjourned the Regular City Council Meeting at 10:43 p.m. ~!!(~ (ir11~.J~' everly Ap ow Mayor ~ (:[''';;:'/"7:4:-"7' r?;.'~~ roo". ~ J /' -;/ Aaron Parrish Interim City Administrator NOTICE OF MEETINGS The next Council Meeting will be held Monday, March 31, 2003, at 7:00 p.rn. in the Arden Hills Council Chambers.