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HomeMy WebLinkAboutCCWS 01-18-2000 . MEETING MINUTES CITY COUNCIL WORKSESSION MONDAY, JANUARY 18, 2000, 4:45 P.M. Acting Mayor Gregg Larson called the meeting to order at 4:47 p.m. Those present included Councilmembers Beverly Aplikowski, David Grant and Lois Rem. Staff present included City Administrator, Joe Lynch; City Treasurer, Terry Post; Public Works Director, Dwayne Stafford, Parks and Recreation Director, Tom Moore; and Recording Secretary, Sheila Stowell. Mayor Probst arrived at 4:53 p.m., at which time he presided over the meeting. Consulting Engineer, Greg Brown ofBRW, was also in attendance. a. Retreat Follow Up City Administrator Lynch requested Council feedback on the recent Council/Department Head Retreat. Discussion items included reducing the paperwork required by staff; validity of continuing the Council's weekly mailings (non-agenda packets); distribution of Planning packet materials; reducing the detail of the regular meeting Minutes; and the availability and record retention of the Council audio and video tape library. . b. Scholl Trail Easement Mayor Probst opened discussion on the process the Council wished to follow for acquisition ofthe remaining parcel of property for the trail easement along the west side of Round Lake. The estimatcd maximum size of the area was 10,000 square feet. Consulting Engineer, Greg Brown identified a twenty-foot (20') strip, approximately 500-feet (500') in length as being the preferred working area. Discussion items included tlle possibility of a Quick Take condemnation procedure to acquire the propcrty, given the apparent unwillingness ofMr. Scholl to negotiate the City's use of this property. Also discussed was the status of the existing easements from adjoining property owners; location ofthe preferred U.S. Fish and Wildlife easement; existing sanitary sewer easement; width required for snow storage; minimum trail width required; philosophical approach to condemning property for trails; development of an overall master trail plan for the City, rather than a sidewalk plan; connection to the regional trail system; benefits/drawbacks of a Round Lake trail for use by residents and employees in the area; lack of street lighting in thc Gateway Business District development area; and possible pursuit of the Vaughan property as the final link. Staff and Mr. Brown were directed to determine the minimum required width for the trail and acquire the necessary written easements from adj oining property owners prior to the . City pursuing the condemnation process with Mr. Scholl. Staff was further directed, to ------ ---- ARDEN HILLS CITY COUNCIL WORKSESSION - JANUARY 18, 2000 2 . further discuss with Mr. Scholl the easement process, and make an offer for obtaining this easement area. In a related note, Councilmember Larson noted the recent graffiti on the traffic control box and requested that staff contact Ramsey County regarding removal, in conjunction with the City's and County's "zero tolerance" stance. c. 2000 Street Improvement Proiect Mayor Probst opened discussions reviewing the January 10, 2000 Public Hearing held regarding the proposed 2000 Street Improvement Project. Mayor Probst reminded Councilmembers and staff that this item was scheduled for further public discussion at the January 3 1,2000 regular City Council meeting. Mayor Probst suggested two main discussion areas: 1) Does the City want to have a Pavement Management Plan for annual or bi-annual improvements, and if so, how are we going to initiate it? 2) How can the City Council and staff develop a more effective process to communicate with the affected residents in a more timely manner, or is it actually the costs - special assessments - that are driving the issues, and communication issues are secondary? . Discussion items included how to coordinate the overall best interests of the community projected in it's recently completed Pavement Management Program (PMP) and the concerns of the neighborhood residents; drainage and water quality/environment concerns in the City Council's philosophy of curb and gutter installation; thirty-two foot (32') street width standards, and the Council's historical willingness to consider deviating from the standard for special conditions; availability of Minnesota State Aid (MSA) funds; neighborhood methodology of the PMP vs. multiple construction projects within a neighborhood over a number of years; and the ramifications of deferring projects, or portions of projects related to increased maintenance and inflation costs; and additional impact for private utilities and the need for planning and coordination related to the City's construction timetable. Further discussion items included potential removal of the Ingerson neighborhood from the PMP schedule and relocation to the end ofthe cycle; apparent distrust between residents and City Councilmcmbers; bidding timetable for this year's proposed project; additional sources of financing; the City's current Assessment Policy; eliminating "bench negotiations" of special assessments; the possibility of not using special assessments, but taxing the entire City with a fair and reasonable cost - including an inflation index - and until completion of the PMP, freeze costs at so much per foot, with the City finding funding sources? the potential additional costs for an annual construction bid; bonding for improvement projects; the validity of having negotiations handled by staff, the City . Engineer and one or more Councilmembers prior to City Council adoption. -. ---------.... ARDEN HILLS CITY COUNCIL WORKSESSION - JANUARY 18, 2000 3 . The City Council expressed concerns regarding the public perception of the historical process for determining and assessing improvement projects, with a consensus of the need to improve communication levels. It was the consensus of the Council that, due to the organization of the Ingerson neighborhood, this first year's project be used as a pilot lor a more interactive resident/Council communication process for future improvement projects. Staff was directed to prepare a draft proposal for the City Council prior to the January 31, 2000 regular meeting, encapsulating a proposal for moving forward with additional communication to let the neighborhood know that the City was seeking more detail than was included in the initial feasibility report (via a neighborhood flyer/newsletter), and for suggestions and plans for a task force of neighborhood residents, the City Engineer, appropriate staff, and rotating Council Liaison. Mayor Probst suggested that further Council action on the proposed 2000 Street Improvement Project be tablcd, and any additional survey work related to the project with the exception of the soil borings already scheduled be put on hold, pending the outcome of the January 31st discussion with the residents and distribution of the neighborhood information flyers. Councilmembers sought clarification ofthc purpose and specific charge to tile proposed task force. Items for consideration and clarification included whether the task force would have negotiating authority regarding the scope or feasibility ofthe project, or if it was to hear suggestions of the residents, City Engineer and staff and react with a . recommendation to the full City Council; if additional study was warranted regarding drainage issucs (i.e., feasibility of ponds vs. rain gardens in clay soils); differing expectations of City Council and residents at the outset; amount of time the task force has for making it's recommendation to the City Council; the financial impacts of alternatives being considered; the final per foot assessment cost if Hamline is deleted; and concerns about its MSA funding status. Mayor Probst stated, and Councilmembers concurred that the purpose of the task force would not be for negotiation. The City Engineer needs to make sound recommendations to the City Council on the recommended final scope ofthe project (i.e., Hamline Avenue included in the project) with the City Council making the final decision in the best interest of the community. d. Ramsev County League of Local Governments (RCLLG) Priority Issues Survev Councilmembers reviewed their recommended legislative priorities for forwarding to the RCCLLG. Staff was directed to include the following legislative priorities, as previously provided to the League of Minnesota Cities and the Association of Metropolitan Municipalities: . ARDEN HILLS CITY COUNCIL WORKSESSION - JANUARY 18, 2000 4 . I. Levy Limits. 2. mandates and local Authority. 3. Regional Transit System. 4. Gro",th Management Strategy. 5. Elimination of Sales Tax on Municipal Government Purchases. DEP ARTMENT REPORTS Parks and Recreation DeDartment Mr. Moore reported on various activities of the department, including park usage; staffing shortages for programs with staff taking rcsponsibility for teaching some of the classes; Sky Hawks training programs for youth sports; and the status of negotiations with the Northwcstern College Athletic Department and Presbyterian Homes regarding City usage of thc soccer fields. Public Works DeDartment Mr. Stafford updated the City Council on the continued soil analyses of the City Hall site at the Twin Cities Army Ammunition Plant (TCAAP); ongoing staff training and continuing education for wastewater collection licensing and confined space/safcty Issues. . Mr. Stafford advised Councilmembers of several emergencies handled by City staff ovcr the weekend, including a private water main break on Saturday at the MSI corporate offices, and a power outage on Sunday that took all of the City's fourteen (14) lift stations off-line for a short time. Finance Department Mr. Post reported that the department was fully staffed again, and that the fourth quarter utility billing was in process, along with year-end reporting schedules being prepared for the external auditors. Mr. Post stated that he was still calculating the water loss for the fourth quarter due to the water main break along Highway 96 by Arden Manor that was corrected in October. Mr. Post also updated the City Council on a recent meeting to review the preliminary draft of the needs study being prepared for the City by the Consulting firm ofTKDA, for consideration of a public works/parks maintenancc facility. Administration Mr. Lynch advised Councilmembers that City Hall staff had participated in a recent mccting with the City Hall architect, Architectural Alliance, for their input on the final . interior design layout and that the architect would be coming back to the City Council ARDEN HILLS CITY COUNCIL WORKSESSION - .JANUARY 18,2000 5 . with potential designs for build out of the lower level, and offices housed all on one level, in addition to more detailed use ofthe community room in the lower level. Mr. Lynch also stated that he and staff had met with representatives of Welsh Development Corporation, and that it was determined that no special meetings of the spccial meetings of Planning Commission and City Council would be required. Mr. Lynch advised that due to several potential lessees in one of the Gateway Business Development (GBD) buildings, Amendments to the Special Use Permit (SUP) would be required, and staff was continuing to work Witll the applicant on the planning requirements. COUNCIL COMMENTS Mayor Probst requested that the architects be placed on the January 31 sl regular Council Agenda prior to any planning cases. Councilmember Larson announced that, in conjunction with a recently held Fire Department Relief Association meeting, the Lake Johanna Volunteer Fire Department had elected a new Fire Chief, Mr. Dave Schrier. Don Szurek had previously served as Chief, and had planned to lcave otlice in the spring of 2000. Councilmember Larson advised Mayor Probst and Councilmembers that the Bethel Park . Planning Case was slated for action by the City Council at the January 31 sl regular Council meeting. Councilmember Larson reported on four areas for Council review and consideration: I) Adequacy of screening between Bethel and homes immediately adjacent - by tennis courts; and the natural barrier provided by the wetland; 2) Parking lot lighting and determining the best height and number of units required and their safety and aesthetic impacts; 3) Restroom facilities being permanent or satellite, and screening requirements; 4) Traffic movements at the intersection with Old Snelling - necessity of a turn lane and safety issues related to other activities in the area. Councilmember Grant sought clarification of the availability of Ramsey County matching grant funds for existing soccer fields. Mr. Moore responded, and reviewed project requirements for funding qualifications, and advised Mayor Probst and Councilmembers that he was serving on the Committee overseeing grant awards. Councilmember Grant adviscd Mayor Probst and Council members that he had requested additional maps and information from staff on the Bethel roadway, and staff would include it in the weekly mail packet. Additional discussion took place regarding a recent meeting held between staff and Dan Solar of Ramsey County rcgarding various safety concerns along Old Snelling Avenue. . ARDEN HILLS CITY COUNCIL WORKSESSION - JANUARY 18,2000 6 . Councilmembcr Rem advised Mayor Probst and Councilmembers of scveral upcoming mectings at which she would be representing the City. Council member Aplikowski advised the City Council of several meetings she would be attending as well as several appointments and one resignation to include on the January 3 I 51 Council meeting for the Special Events Task Force. Mayor Probst requested staff updates on several issues. Mr. Lynch responded with updates on the Vaughan Tower code enforcement and the Josephine East, LLC remediation. AD.JOURN MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion to adjourn the meeting at 7:28 p.m. The motion carried unanimously (5-0). . .