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HomeMy WebLinkAboutCC 10-30-2000 (3) CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING NOVEMBER 13, 2000 . 7:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 7:30 p.m, Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, David Grant, Gregg Larson, and Lois Rem. Absent: None. Also present were City Administrator, Joe Lynch; Public Works Director, Dwayne Stafford; City Accountant, Terrance Post; City Engineer, Greg Brown, BRW; and Recording Secretary, Mary Mullen. ADOPT AGENDA MOTION: Councilmember Aplikowski moved and Councilmember Grant seconded a motion to adopt the agenda for the November 13,2000, regular City Council meeting, as . submitted, The motion carried unanimously (5-0). CANVASS OF MUNICIPAL ELECTION RETURNS A. Resolution #00-40, Resolution Certifying 2000 Municipal Election Canvass Mr. Lynch stated that City staff is required to certify the recent election results with the Counci I' s approval. Mr. Post stated that Precinct 3 had 514 new voter registrations on Election Day. He noted that election officials in that precinct processed new voters in an orderly and timely manner. Councilmember Rcm stated that Precinct 3 often gets new voters, adding that they often have a lower percentage of pre-registered voters than other precincts. Mayor Probst stated he was impressed with overall voter turnout within the City, Councilmember Aplikowski stated the statewide average was 68%. MOTION: Councilmember Ap1ikowski moved and Councilmember Larson seconded a motion to approve Resolution #00-40 certifying the canvass ofthe November 7, 2000 Municipal Election, declaring Beverly Aplikowski and David Grant respectively elected to four (4) year terms as Councilmembers. The motion carried unanimously (5-0). . CONSENT CALENDAR A. Claims and Payroll ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 2 . Councilmember Larson requested clarification with regard to a claim related to the GIS network. Mr. Post stated the vendor charges the City $50 per workstation per month for tech support, adding Staff feels it is an appropriate expenditure. MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to approve the Consent Calendar and authorize execution of all necessary documcnts contained therein, The motion carried lmanimously (5-0). PUBLIC COMMENTS Mayor Probst invited those present to come forward and address the Council on any items not already on the agenda, There were no public comments. UNFINISHED AND NEW BUSINESS A. Pay Estimate #1, Old Highway 10 Watermain Project, Dave Perkins Contracting, Inc. Mr. Brown stated that the water main improvements project on Old Highway 10 began on . September 11,2000 for a total contract amount of$227,828.00, !-Ie added the watermain is complete with thc exception of2,100 feet as of this pay estimate, He noted the project payment includes some storm sewer extension and minor work in Arden Manor Park, both of which were partially completed. Mr. Brown stated it is planned that driveways will be paved this fall but may be pushed back to spring 2001. He added the driveways would bc functional but bituminous surfacing could not be laid if the weather is unsuitable, Mr. Brown stated that he recommends the Council approve Pay Estimate #] for Dave Perkins Contracting, rnc, of Ramsey, Minnesota in the amount of$87,110.25, He added that a retainage of 5% is being held for the project. Councilmember Grant stated he noticed poles at the tennis courts within the park. Mr. Brown stated that fencing will be installed at that location this fall. Councilmember Grant asked if the City would submit for a portion of the development grant money to fund the project. Mr. Post stated reimbursement will be sought when the contractor is paid, MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion . to approve Pay Estimate #1 for Dave Perkins Contracting, Inc" of Ramsey, Minnesota in thc amount of $87,110.25 with a retainage of 5% being held for the project. The motion carried unanimously (5-0), ARDEN HILLS CITY COUNCIL - NOVEMBER] 3,2000 3 . B. Water Meter Upgrade/Replacement Project, Policy Discussion Mr. Stafford stated that the City has completed meter replacements or upgrades on all but 160 residences. He added that these residents have not made contact with City staff despite numerous attempts to reach them. He noted that some residents do not wish City staff to enter their homes, Mr. Stafford stated that he and Mr. Post have provided three policy options to assist in expediting the process. He requested that the Council consider all three options and direct staff to proceed with one of them, He noted that staff will finalize a registered letter communication with the affected residents and draft a resolution for future Council action, Mayor Probst stated he would prefer to impose a $100 surcharge, which is more cost efficient for City staff Councilmember Larson stated an estimate based on water bills might be viewed as a threat by residents, He agreed the $]00 surcharge would get the residents' attention, He suggested the residents might be given two quarters, at $100 per quarter, to comply, Councilmember Larson stated that two billing quartcrs should be sufficient to determine whether residents are making an effort to comply, He added it will be necessary to ensure that the contractor can do the work within that period oftime. Mr, Stafford stated the contractor has moved on to another city, adding it will be necessary to schedule residents in blocks to make it . worth their while to complete the remaining homes. Councilmember Grant asked whether City staff could complete the installations, Mr. Stafford stated that City statf can complete the work but the contractor can do it more quickly and efficiently. Mr. Post stated the contractor has been amenable to scheduling evening and weekend appointments, Mr. Post stated that water meters have a life expectancy and fail when they exceed it. He added they will slow down or stop in the customer's favor, noting it might be to residents' financial advantage to incur the surcharge, Mayor Probst statcd he assumes the City still bills these residents for their water. Mr. Post confirmed this. Hc added the intention ofthe policy options is to get a response from the resident. Councilmember Grant requested clarification with regard to the cost of an individual replacement or installation, Mr. Stafford stated the contractor's charge is $30, while it would cost between $50-60 for City staff to complete the work, Councilmember Grant stated he would not wish the surcharge to be overly punitive, Councilmember Rem asked whether staff has confirmed that the 160 remaining residents who . have failed to respond are actually residing at the homes in question. Mr. Post stated City staff has no knowledge of the homes being inhabited except for activity on the remote water reader device, ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 4 . Councilmember Grant asked whether the residents are paying their water bills, Mr. Post stated some have paid their bills and some have not He added that one resident is undergoing property foreclosure, but that is an unusual circumstance. Mr. Post stated that residents perceive the water meter to be part of their residential property. He added the meter is actually City equipment and should be maintained by the City, He added that access to the home must be gained if the meters are to be maintained properly, Councilmember Aplikowski stated the $100 surcharge is the most feasible option. She added she does not think the sum is punitive. Councilmember Larson stated that the City must specify that the quarterly surcharge will be imposed until the resident complies, adding it would be logical for their water to be shut off after a specific period of time, Councilmember Aplikowski stated the surcharge could be increased after the second quarter. Councilmember Aplikowski asked how many quarters would be reasonable. Mr. Post stated the water could potentially be turned off in April 200 I after two quarters. Mayor Probst stated the Council would be hard pressed to approve a backcharge for the current quarter. Councilmember Larson stated the residents could be given notice that the surcharge would be . imposed in the upcoming quarter. Mayor Probst stated the water would then be shut off on July 1,2001. Councilmember Grant stated the sample letter did not specify a City contact for residents who have questions or comments. He added the coordination of surcharges should be handled by City staff. Mr. Post stated the letter was simply intended to be an illustration of options, Mayor Probst asked whether a motion was required, Mr. Lynch stated a motion could be made directing staff to draft a resolution for action at the Council's next meeting. Mayor Probst reiterated that the Council had expressed agreement that a surcharge should be imposed for two quarters. Councilmember Grant stated he believes that is punitive, Mayor Probst disagreed, stating the real cost to the City is well over $50 and other residents bear the costs, Councilmember Larson stated that the meters which are not working properly represent lost revenue to the City. He added the City will be able to calculate what the residents actually owe to the City. Councilmember Grant asked whether City staff had noticed an increase in usage among meters which have already been replaced, Mr. Post stated that some customers have reported their usage . is higher than in previous years for similar use patterns, He noted most meters were at the end of their cycles and had slowed down, and do not reflect accurate consumption, ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 5 Councilmember Rem stated she would support the $100 surcharge if the residents will be . notified and the surcharge is not indefinite. MOnON: Councilmember Aplikowski moved and Council member Larson seconded a motion to direct staff to draft a resolution imposing a $100 surcharge for the first two quarters of2001 forresidents who have not responded to the City's attempts to install or replace their water meter; and authorizing City staff to shut off the resident's water on July 1,2001 if the resident is not in compliance, The motion carried unanimously (5-0), Mayor Probst suggested that City staff could include in the letter that the meters are City property and are not owned by the residents, ADMINISTRATOR COMMENTS A. National League of Cities Membership Mr. Lynch stated that, at a recent meeting, the Council had directed him to do some research into membership with the National League of Cities (NLC). Mr. Lynch stated that a new member rate of $425 for the twelve-month period is available until December 31, 2000, He added that membership fees will not increase during the twelve-month period from December I, 2000 to December 1, 2001. . Mr. Lynch recommended that the Council approve a one-year membership in the NLC (December 1, 2000 to December 1, 2001) at which time the City's future membership will be evaluated, Councilmember Rem stated she understood the City had been a member of the NLC at one time, Mr. Lynch stated the City would be considered a new member since its NLC membership lapsed at least one year ago. Mayor Probst expressed his support of the membership and encouraged Councilmembers to participate in NLC events if there is value. Councilmember Larson asked for clarification with regard to the relationship between the Minnesota League of Cities and the NLC. Mr. Lynch stated the state organization is a member of the national organization, similar to a federation. Councilmember Aplikowski stated she would support NLC membership for at least one year. MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to approve a one-year membership in the National League of Cities (NLC) from December 1,2000 to December 1,2001; at which time the City's future - membership will be evaluated. The motion carried unanimously (5-0). . ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 6 Councilmember Aplikowski asked whether participation in NLC events would be funded by the . City, or whether Councilmembers would attend at their own expense. Mr. Lynch suggested training expense funds could be utilized. Mr. Post stated there are limited funds for such expenses. He added such a policy has never been discussed by the Council. Councilmember Aplikowski suggested the registration fee might be paid by the City and the Councilmember could pay for travel and other expenses, Mayor Probst stated a policy discussion might be necessary. He added that subject to limitation, a Councilmember's expenses ought to be covered by the City ifthey are on City business, Mayor Probst asked whether the Mayor and Council fund might be an appropriate source. Mr. Post stated the Council's attendance fees for State events and worksession bag lunches are covered under that expenditure category, Councilmember Larson stated that elected officials traveling on taxpayer's money can be a sensitive issue. He added he would support requiring Councilmembers to pick up a portion of the cost unless it is official City business, He noted that the City should pay only a portion of the cost of attendance at conventions and events. Mr. Post stated tbat staff could prepare policy alternatives for the Council's review. Mayor Probst stated that would be helpful. Councilmember Aplikowski requested information with regard to how much money the Council has expended on such items in the past, Mr. Post stated . it has not previously been a budget item, Mr. Lynch stated, on another item, that he recently attended the Governor's Big Plan meeting, adding that nothing new with regard to the plan was revealed or discussed. COUNCIL COMMENTS Councilmember Grant noted an item in the nonagenda packet with regard to a payment of $6,000 to the City from Lake County Service Co. Mr. Post stated the payment represents a health insurance rebate based upon positive claim experience. He added this is the City's first year as part 0 f the cooperative. Councilmember Grant stated the Parks, Trails and Recreation Committee would meet November 28 at 7:00 p.m, for a final review of vendors for its Parks Comprehensive Plan, He added that the three submittals to be reviewed were received from SEH, Ingram Associates, and BRW, Inc, Councilmember Grant stated the non-programmed road projects within the City for 2002-2004 were included in the nonagenda packet, adding the projects were rated by staff in order of importance, He noted the projects in order of priority include portions of New Brighton Road, Han1line Avenue, Old Snelling Avenue and County Road E2. He expressed surprise that Hamline A venue was not higher on the list. . ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 7 Mayor Probst askcd for clarification with regard to the City's financial commitment to the . projects. Mr. Stafford stated that the County will complete the projects regardless of the City's position, adding it is necessary for staffto identify priority projects. Councilmember Larson asked why County Road D between Cleveland Avenue and New Brighton Road were not included as a priority. Mr. Stafford stated that those projects are identified as part of the County's, Transportation Improvemcnt Program. Councilmember Grant requested clarification with regard to the term "non-progran1 projects", Mr. Stafford stated that these are secondary projects to be considered after primary projects are completed, Councilmember Grant noted that the City had requested a speed study on Old Snelling Avenue from the County, and requested an update, Mr. Stafford stated thc speed study was completed. He added the average speed was 45 mph, He noted the study would be submitted to the State for final speed limit dctermination. Councilmember Larson reviewed the Planning Commission's recent meeting. He stated that some remaining zoning ordinance amendments were approved. He added that a new zoning map including the Neighborhood Business District was approved. He added that right-of-way issues were discussed. Councilmember Larson statcd that a potential developer for the property at New Brighton Road . and Lake Johanna Boulevard presented plans and requested the Commission's comments. He addcd the Commission reacted favorably to the development. He noted that the potential development includes a residential component which is not allowed under the Neighborhood Business District in which the property lies. Councilmcmber Larson reviewed a recent Fire Board meeting, He stated a proposal to take funds from Alliant Tech for the Pension Fund was discussed. He added a replacement for the current tanker truck was considered. He noted the capital budget would be affected if a replacement truck were purchased. Councihnember Aplikowski stated the Events Committee had decided that February 14,2001 would be a Proclamation Day commencing the anniversary celebrations. She added the Events Committee had asked what role the Council might play in Proclamation Day, Mayor Probst stated hc would be interested in seeing an overall schedule. Councilmember Aplikowski stated the Committee will meet Wednesday November 15, adding she would obtain more specifics from them. Councilmember Aplikowski asked whether the Committee can plan to have banners in the City, Councilmember Larson stated he understood that Ms. Chaput had reviewed the ordinance, adding she indicated the statute language allowed for banners. . Councilmember Aplikowski stated the September 2001 is the designated month for the Fall volunteer recognition banquet but a specific date has not been determined, She added that the ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 8 City could host a business breakfast or lunch followed by a reception for volunteers in the . evening, or an open house with refreshments for volunteers or an open house for residents and a banquet in the evening, Councilmember Aplikowski asked whether the Events Committee would be involved in the Town Hall meeting, and whether the meeting would be held in April 2001. Mayor Probst stated it might be later than April depending upon when the City takes occupation of the new City Hall facility, Councilmember Larson asked whether the City Hall will be large enough to host the Town Hall meeting. Mayor Probst stated it will be adequate except for the speaking event. Councilmember Aplikowski stated her understanding is that the Events Committee will not have a role to play at the Town Hall meeting, Councilmember Grant stated they might be present to promote the anniversary celebration, Councilmember Aplikowski agreed, adding they might also he involved in other ways. Councilmember Aplikowski asked whether the new water rate will affect the City. Mr. Post con firmcd that the rate per gallon is increasing, adding the policy issue is whether to increase the utility rate, He noted the amount of payoff in the PIR fund is adequate to cover purchase costs from the City of Roseville even though the cost per unit of water is going up. . Councilmember Aplikowski stated the Ramsey County League of Local Government's banquet will be held November 30. Council member Aplikowski stated the League of Minnesota Cities' policy meeting will be held November 17. Councilmember Rem stated that the Northwest Youth and Family Services' Board Meeting was held November 9, She added the nominating committee has asked her to be Secretary next year, which is an honorary title, Mayor Probst agreed to the appointment. Councilmember Rem stated the Operations and Finance Committee will meet Thursday November 16. She added that City street lights and entry signs will be discussed. Councilmember Rem stated the Web Site Task Force will hold its last meeting on November 29. She added that Ms. Chaput had provided the group with draft website designs for their review prior to the meeting. Councilmember Rem requested an update with regard to Planning Commission applications and interviews. Mayor Probst stated there are six applicants. Mr. Lynch stated the applicants were informed the appointments would be discussed at the November 27 meeting, He added the applicants could be asked to interview at that meeting. . ARDEN HILLS CITY COUNCIL - NOVEMBER 13, 2000 9 Mayor Probst stated that one applicant had been interviewed previously at least twice. He added . it may not be necessary to interview that applicant He noted the other option would be to interview all the applicants. Councilmember Larson stated that Commissioner Nelson was willing to remain on the Commission until summer 200 I. Councilmember Rem stated all the applicants should be interviewed, adding a 15-minute interview might be sufficient Councilmember Grant and Councilmember Rem agreed, Councihnember Rem stated the applicants should be notified that one position may not be vacant until Summer 2001. Mayor Probst suggested the interviews could be held at the Regular Council meeting on either November 27 or December 4, Mr. Lynch stated that a Truth in Taxation hearing is scheduled for the Dccember 4 meeting. Councilmember Larson stated that 20-minute interviews might get to be too lengthy. He suggested 10-15 minutes might be sufficient. Mayor Probst stated the applicants could be notified they would be interviewed on December 4 commencing at 5:30 p,m, He added Staff could be directed to schedule the interviews every 20 minutes but plan to havc 10-minute intcrviews. Mayor Probst stated he had received invitations to an open house on November 28 and grand . opening on Decembcr I at Regions Hospital. He added he is unable to attend, and invited interested Council members to attend. Mayor Probst stated he received a notice from MNDOT with regard to their reorganization, requesting that Cities provide feedback and suggestions. Mayor Probst stated he received an invitation to an event at the Humphrey Institute to review congestion on November 28-29. He added he has a prior commitment Mayor Probst stated he received an invitation to a Smart Growth Seminar presented by 1,000 Friends of Minnesota on November 30. He added Councilmembers are invited to attend, Mayor Probst statcd he has noticed numerous power outages in the community and expressed concern at the difficulty residents face in obtaining information from the power company, He suggested that staff might obtain a municipal contact person identified for the City to track outages and assist with other issues. Mr. Stafford stated he has an emergency contact person. He added that a series of lines south of the Chatham area were being serviced and insulators were being rcplaced, which accounts for fhe short circuits, Mayor Probst stated a discussion regarding the Arsenal property was scheduled for the Council's . next worksession. He requested that COlmcilmembers contact Mr. Lynch or himself with any agenda items for that meeting, ARDEN HILLS CITY COUNCIL - NOVEMBER 13,2000 10 . Councilmember Aplikowski stated she had contact with an Animal Control staff person who was not very polite, although they responded in a timely manner. Mr. Lynch stated they should carry identification, be in uniform and provide customer service. He added their contract is up at the end of the year, and he will be meeting with them shortly. ADJOURN MOTION: Councilmember Grant moved and Councilmember Aplikowski seconded a motion to ad'ourn the meeting at 9:07 p,m. The motion carried unanimously (5-0). NOTICE OF MEETINGS The next regular City Council meeting will be held Monday, November 27,2000 at 7:30 p,m, at the Arden Hills Council chambers. . .