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HomeMy WebLinkAboutCCWS 05-15-2000 . MEETING MINUTES CITY COUNCIL WORKSESSION MONDAY, MAY 15,2000 4:45 P.M. - CITY HALL, 4364 WEST ROUND LAKE ROAD CALL TO ORDER Mayor Dennis Probst called the meeting to order at 4:49 p.m. Those present included Councilmembers David Grant and Lois Rem. Councilmembers Beverly Aplikowski and Gregg Larson arrived at 5:00 p.m. and 5:05 p.m., respectively. Staff present included City Administrator, Joe Lynch; City Accountant, Terry Post; Public Works Director, Dwayne Stafford; Parks and Recreation Director, Tom Moore; Planner, Jennifer Chaput; and Recording Secretary, Sheila Stowell. AMERICAN CANCER SOCIETY FUNDRAISER While representatives ofthe American Cancer Society had requested time to address the City Council, there was no one in attendance. ELECTRONIC INTERIORS. INC.. NEW CITY HALL DESIGN PROPOSAL David Skoog, Electronic Interiors, Inc., presented an overview of a revised . electronic media technology budget description for the City Council Chambers at the new City Hall facility. The estimated budget for equipment, installation and training was $175,000, cxclusive of their firm's consulting fees. Equipment included the sound system; presentation tools; video processing (rear screen projector); regular television (32") or data grade monitor (36") in the lobby; cablecasting/ITV system; and replacement of current video bulletin board system (optional) or re-use of the City's existing SCALA system. Discussion items included the control system/remote touch panel; type of microphone system (18" goose neck) with cough buttons; number of cameras; ongoing operating and maintenance expenses; number of hours allotted for operator, employee and Councilmember training; various components being bid in the installation contract; response time of successful bidder; term of warranty; inclusion of sales tax; ADA compliance credits; and fmlding sources. After further discussion, Mr. Skoog advised Councilmembers and staff that his firm would request any significant changes, due to architectural consideration, immediately, and minor changes within three (3) weeks. Mr. Skoog stated that the project was scheduled to be bid out this fall, with anticipated installation to begin in December and/or January. . ARDEN HILLS CITY COUNCIL WORKSESSION - MAY 15,2000 2 . Mr. Skoog was directed to have a revised budget available for the regular City Council meeting of May 30, 2000, with recommended revisions as directed by the Council. 1999 EXTERNAL AUDIT. INFORMAL PRELIMINARY REVIEW Steve McDonald of Abdo, Abdo, Eick & Meyers, LLP provided an overview of the City's 1999 external audit. The formal presentation is scheduled for presentation at the May 30, 2000 regular City Council meeting. PRELIMINARY 2001 BUDGET ISSUES City Administrator Lynch, and City Accountant Post, reviewed the proposed 2001 Budget planning calendar and process. Discussion items included historical net levy increases; and items potentially impacting the 200] Budget, including Local 49 bargaining unit contract negotiations; proposed increases in Ramsey County Sheriff's Contract Group for police protection; potential operational increases related to new City Hall facilities; remaining staff position to be tilled; proposed Public Works/Parks Maintenance facility; and Pavement Management Program construction schedule revisions. Staff was directed to proceed as proposed. . PARKS AND RECREATION DEPARTMENT. NEW RECREATION GUIDE FORMAT Parks and Recreation Director Moore reviewed the history of the current Recreation Guide and the process used in providing public information for recreation programming for the City. Mr. Moore stated that residents and other users of the program had been surveyed for comment, along with members of the Parks and Recreation Committee, had recommended changes in the number of seasonal issues (from four to three); elimination of duplicated flyers; and reformatting to make it more user-friendly. Mr. Moore presented a mock-up of a new proposed Parks and Recreation Guide. Mr. Post and Mr. Moore provided written and verbal information regarding the budget for publication and mailing costs. The consensus of the Councilmembers was that they were supportive of the new format and publication schedule, but wanted to incorporate this change with the City's logo update, new City Hall signage, and upcoming Fiftieth Anniversary celebration materials. Staff was directed to provide presentations of proposed logos at the next City Council Worksession, scheduled for June 19,2000. . ______u_ ARDEN HILLS CITY COUNCIL WORKSESSION - MAY 15, 2000 3 . COUNTY ROAD I IMPROVEMENT DISCUSSION Public Works Director Stafford presented an update to the City Council on his recent attendance at a Ramsey County Pre-Construction meeting regarding County Road I in Shoreview. Mr. Stafford stated that the City's Consulting Engineer, Greg Brown ofBRW; City Administrator Lynch and himself had reviewed and provided written commentary on the plans presented by Ramsey County. Staff recommendations included widening the Rice Creek bridge on the south side to accommodate a pedestrian crossing; and also for inclusion of a pedestrian tunnel under County Road I. According to final plans presented at the Pre-Construction meeting, neither of the requests was included in the final design, due to lack ofright-of~way and funding shortages. City Administrator Lynch was directed to contact Ramsey County Commissioner, Tony Bennett, and Mayor Probst intimated he would contact Shoreview Mayor, Sandy Martin. BUILDING OUALITY COMMUNITIES DISCUSSION City Administrator Lynch sought Council comment and interest in the League of . Minnesota Cities (LMC) 2000 annual conference theme, "Building Quality Communities." It was the consensus of the City Council that time and staffing constraints would not be conducive to our participation in this promotion. CITY COUNCILIDEP ARTMENT HEAD RETREAT. OUARTERL Y BENCHMARK DISCUSSION City Administrator Lynch initiated discussion on the City Council's request from their annual City Council/Department Head Retreat for a quarterly review of the Council's proposed annual goals. Mr. Lynch stated his concerns that the philosophy statement created and refined over the last several years by the City Council, may not fully present the Council's intent in providing an actual statement of goals for the staff and City. Mr. Lynch stated that staff, on a Department Head level, had been discussing the philosophy statement and how it affected our daily decision-making, workload and public relations. Staff was directed to place the topic on the May 30, 2000 regular City Council Agenda under Administrator Comments to pursue further discussion. . ARDEN HILLS CITY COUNCIL WORKSESSION - MAY 15, 2000 4 . MISCELLANEOUS DEPARTMENT REPORTS Public Works Department Public Works Director Stafford reported that Forest Lake Contracting was continuing work on final punch list items for the West Round Lake Road, Phase I construction, as well as Lametti and Sons for Gateway Boulevard construction. Mr. Stafford requested Council direction on use of a higher-grade sealcoating material, as the City Engineer and staff were identifying streets for this year's proj ect. Staff was directed to maintain the budgeted amount for this project, and to scale back the project, as required, to remain within the budgeted amount, using the higher-grade material. Parks and Recreation Department Parks and Recreation Director Moore reminded Councilmembers and staff of the upcoming Adopt-a-Flower-Garden planting scheduled for Saturday, May 20th. Staff was directed to provide information to the City's Communications . Committee to include recognition of McGuire's/Holiday Inn and Arden I-Iills Nursery for their donations and participation in this program. Mr. Moore further reported that he and Mr. Lynch would be meeting with Ramsey County Sheriffs Department representatives to discuss ongoing crime issues at the City's parks. Finance Dcpartmcnt City Treasurer Post advised Councilmembers that the arbitrator for the City and Mr. and Mrs. Indykiewicz had still not provided a ruling, originally scheduled for May 1st. Mr. Post also commented on pending litigation issues regarding a Keithson Pond abutting property owner. CITY ADMINISTRATOR COMMENTS City Administrator Lynch updated the Council regarding work to-date on the Twin Cities Army Ammunition Plant (TCAAP) City Hall site related to the Work Plan approved by the Environmental Pollution Agency (EP A); status of soil samples collected; completion of the Environmental Base Study (EBS) by Mr. Nimmer oflmpact Planning; and a potential Worker's Compensation litigation by . a former employee. ARDEN HILLS CITY COUNCIL WORKSESSION - MAY 15, 2000 5 . COUNCIL COMMENTS Bev Anlikowski Councilmember Aplikowski reported on the upcoming City Events Task Force meeting. Grel!:l!: Larson Councilmember Larson reported on the Water Quality Task Force recommendations being prepared for Council consideration and their completion of goals and mission; and the upcoming Ingerson Road Review Group meeting. Lois Rem Councilmember Rem reported on the newly formed Website Task Force meetings; and other meetings of note. David Grant Councilmember Grant advised that he would be unable to attend the upcoming . Ingerson Road Review Group meeting. Mayor Probst would plan to attend in his place. Mavor Probst Mayor Probst led further discussion on the Ingerson Road Review Group procedures and the need for the group to stay focused and complete their charge; and Josephine East LL Staff was directed to contact a commercial business owner regarding the City's existing sign ordinance for temporary signage in the City, and report the outcome of the conversation to Mayor Probst for further follow-up as needed. ADJOURN MOTION: Councilmember Grant moved and Councilmember Rem seconded a motion to adjourn the meeting at 9:28 p.m. The motion carried unanimously (5- 0). .