Loading...
HomeMy WebLinkAboutCCWS 03-15-1999 MINUTES It CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, MARCH 15, 1999 4:45 P.M. - CITY HALL, 4364 WEST ROUND LAKE ROAD CALL TO ORDER Pursuant to due call and notice thereof, Acting Mayor Beverly Aplikowski called to order the City Council Worksession at 4:50 p.m. Present were Councilmembers Gregg Larson, Paul Malone, and Lois Rem; City Administrator, Brian Fritsinger; Assistant to the City Administrator, Kevin Ringwald; Public Works Director, Dwayne Stafford; City Accountant, Terrance Post; and Administrative Secretary, Sheila Stowell. Mayor Probst had previously notified Councilmembers that he would not be available for this meeting. DISCUSSION ITEMS a. County Road Proiect Discussions 1. County Road I , Mr. Fritsinger and Mr. Ringwald reported to Councilmembers on a meeting arranged by the City of Shoreview and held earlier today for the purpose of addressing the WisPark Development and its ramifications to the reconstruction of County I and other roadways in the TCAAP area. Representatives of Ramsey County, area cities, MnDOT, Met Council, and other agencies discussed the proposed summer construction schedule. Mr. Fritsinger stated that MnDOT advised all parties present at the meeting that they would be putting a moratorium on any major road improvements, including those related to the WisPark Development and tile pending Highways 96/10 interchange, to complete a projected two-year study on global transportation issues that will address the entire I-35W corridor. Mr. Fritsinger and Mr. Ringwald concurred that Ramsey County did not appear to agree with this new stance by MnDOT. Items discussed by the City Council and staff included how this new construction development would affect the Phase I funding for the City of Arden Hills' construction plans on West Round Lake Road, as it intersects with Highway 10 (Phase I); cost of this delay to the City of Shoreview and the WisP ark developer; past attempts over the last several years by Arden Hills to have MnDOT address these issues of global concern; and future ramifications within the I-35W Corridor Coalition - Staff was directed to correspond with the MnDOT planners regarding our interpretation and concerns on the meeting and its outcome, and to keep the Council updated on future actions as ~~ -" -- ARDEN HILLS CITY COUNCIL WORKSESSION - MARCH 15, 1999 2 e they relate to this issue. b. New City Hall Mr. Peter Vesterholt, Architectural Alliance, was present to review the bid tabulations for the City Hall construction bids, which had been received on Thursday, March II, 1999. Mr. Vesterholt stated that nineteen (19) bids had been received. Mr. Vesterholt recommended that the City Council consider the base bid, with Alternate I (community room buildout). It was Mr. V esterholt' s recommendation that the Council accept Alternate 2 (exterior masonry). Mr. Vesterholt stated that the original apparent low bidder, C.M. Construction, had since notified Mr. Fritsinger that they are withdrawing their bid. Therefore, Architectural Alliance was recommending the second apparent low bid of Rochon Corporation, deleting Alternate 2 (exterior masonry). Mr. Vesterholt reviewed the original architect's estimate for construction at the cost of $2,176,000, stating they had also, since the original estimate, added exterior fire sprinklers, an additional stairway, and had achieved more accuracy on architectural finishes since the original , bid estimate. Mr. Fritsinger stated that the bid contract allowed ninety (90) days following receipt of bid for award to allow time to accommodate the lease arrangement with the Department of Army and Minnesota National Guard. Mr. Fritsinger advised that City Attorney Filla has had additional conversations with the National Guard attorneys. Discussion items included; stone vs. brick exterior due to the cost considerations and aesthetics; fireplace component as the only remaining major item that is not vital to the base bid; present and future technology and audio/visual needs; the possibility oftapping into the expertise ofthe North Suburban Cable Commission; the uniqueness of the design and exterior layout; additional expense for a 15,000+ square feet building ($112/square foot estimated in 1992; now $143/square foot base bid, plus alt. #2); cost of the elevator (adding $3/square foot); additional stairs required; projected construction cost overrun allowance (no more than 3 - 5% contingency; due to detailed bid documents); and Architectural Alliance fees. It was the consensus of the Council that staff proceed with the project and in the interim, while awaiting the lease, proceed with preliminary project work, with additional consideration being given to the audio/visual component; brick and/or stone exteriors; and consider other unknowns in the community room and lower level, being finished at this point. Mr. Fritsinger stated he would arrange a meeting with the audio/visual consultant, himself and - the architects within the next few weeks, and then come back to the Council with his finding. Councilmembers discussed reducing the audio/visual budget to within a $90,000 - $120,000 range. ARDEN HILLS CITY COUNCIL WORKSESSION - MARCH 15, 1999 3 . c. Ditch Cleanine: Plan/Report Greg Brown, Consulting Engineer with BRW, presented a draft City drainage report for possible future ditch cleaning efforts by the City. The report was based upon the inspection of all ditches and drainage areas ofthe City and was a comprehensive drainage survey, maintenance plan and contained ponding recommendations for Council consideration for short-term maintenance needs of the City, as well as the long-term intent to study water quality within the City, and how tllose two issues are directly related to and could impact how the City mayor may not proceed with this work. Mr. Brown addressed concerns by several residents, and those determined by staff and BR W to be priority items. Discussion items included a ditch running behind McClung Drive and Colleen Avenue which tends to flood, whether an easement existed in the area, and if the ditch cleaning would only serve as an interim solution; location of the neighbor's fence and its location within the easement; and additional costs incurred by the City for restoration. . Mr. Fritsinger stated that a broader issue was the City's position on encroachment into City's easement areas. Another residential area of concern was on Siems Court where storm water runoff from Ridgewood Court overtops the bituminous ridge at the end of cul-de-sac and flows through backyard ofresidence at 3520 Siems Court. Mr. Stafford stated that he was impressed with the overall condition ofthe ditches and recommended the City address the first three issues as identified, and then prioritize remaining issues. It was suggested that with the frequent flooding along Ingerson Road, it be put in a higher rank in the proposed improvement plans. Mr. Brown suggested the Council may wish to consider $50,000 each year in 1999 and 2000, then go from there, with him estimating approximately a $162,000 total expenditure for the five year program. Mr. Brown stated that these drainage issues are less costly to alleviate, compared to the sanitary sewer system, and estimated that the Council will probably be looking at a (20) year program to rehabilitate the sanitary system. Mr. fritsinger stated that with this study and proposed long-term ponding areas being identified, it further enhances additional concerns with other water quality issues and how we can use this plan in relationship to those water quality issues and the Comprehensive Plan items identified. . Mr. Fritsinger stated these future ponding improvement plans may affect water quality in other parts of the system and other communities and agencies. ARDEN HILLS CITY COUNCIL WORKSESSION - MARCH 15, 1999 4 - Mr. Ringwald reiterated past discussions regarding other creative ways to deal with water quality rather than building ponds and looking more globally as it affects other communities and areas. Mr. Brown sought the Council's basic philosophy as it relates to this draft drainage report, suggesting that the plan be used as a guide over the next five (5) years in developing future budgets; evaluating ponds for long-term solutions; and scheduling of projects. Further discussion took place regarding the Council's policy on locating personal property in City easements. Councilmember Aplikowski stated that if an easement enforcement policy were considered by the Council, she supported staff in using the most cost-effective measure to remove items encroaching upon City easements. Ms. Aplikowski stated that, if it must be done, she wants to go on record as being firm and back staff up when there is a definite problem that needs to be corrected. Councilmembers Larson, Malone and Rem concurred. Further discussion included the need to contact residents who were willing to donate portions of their property to improve the overall water quality; the possible formation of a water quality task , force to work from the information presented by Mr. Brown; willingness of Rice Creek Watershed District to participate financially; what and where to best solve problems; focus of task force energies on more studies; and working cooperatively with other communities after some baseline information is formulated. Mr. Brown and staff were directed to continue developing this report and bring it to the Council for further review and approval of proposed policy statements. a. County Road Project Discussions, continued New Bri2hton Road/Lakc Johanna Boulevard Mr. Stafford updated the Council on Ramsey County's response to the City regarding our request for additional information on the proposed tumbacks of New Brighton Road and/or Lake Johanna Boulevard. Mr. Stafford stated he had further researched the turnback issue, through Council Minutes from 1991 to the present, and did not find any agreement for the City to take back Lake Johanna Boulevard. Mr. Brown stated that, with thc City accepting Lake Johanna Boulevard, State Aid appropriation would increase by approximately $30,000 in construction funds. e Mr. Fritsinger stated that we appear to be only one of two cities that didn't have an agreement with Ramsey County for road tumbacks, as Ramsey County can't locate any agreements either. ARDEN HILLS CITY COUNCIL WORKSESSION - MARCH 15, 1999 5 e Discussion items included future roadway design; estimated construction costs based on a typical thirty-two (32) foot road ($1.8 million); assessment issues along New Brighton Road, or Lake JohaIllia Boulevard; advantages and disadvantages to the City accepting the turnback; road ratings; the proposed turnbacks as they relate to leveraging funding for the West Round Lake Road and Highway 96 construction projects (the Indykiewicz parcel); Staff was directed to proceed with further conversations with Ramsey County regarding the status of funding for the Indykiewicz parcel and whether this could accelerate payment for this project, should the City agree to take back Lake Johanna Boulevard at this time. d. lndvkiewicz Propcrty, Uses of Remnant Parcel Mr. Ringwald requested Council direction on the types of uses it would find acceptable for the remnant Indykiewicz parcels in order to facilitate future marketing efforts. Mr. Ringwald stated the parcels were 3.3 acres and.4 of an acre on Round Lake Road. Mr. Ringwald further advised that this was a preliminary request, as Forest Lake Construction would be using the site until the end of the year for construction of Phase I of West Round Lake Road, and the MnDOT turnback was pending. , Mr. Ringwald advised of three major site constraints consisting of, utility lines; access - right- in, right-out; and on-site ponding. The site had been identified in the Comprehensive Plan as one-third business use, but no detailed description of intended uses had been pursued. Alternate ways to view the redevelopment potential were discussed, including maximum return on investment; providing a site for a use that is needed by the community; providing a site for a use needed by the Gateway Business District; and the possible purchase of Parcel D (ponding area) by the Nott Company to expand their building to the north; recoup of costs for purchase and paydown of the bonds; and potential interest from Ramsey County in sharing in proceeds of the property sale for right-of-way areas. Mr. Post stated that the tax increment financing (TIF) district would expire in the year 2015, and this should provide a sense of urgency to market the property at the earliest possible date. e. Community Services Fund Discussion Mr. Post reviewed several items for clarification as a follow up to the last regular Council meeting regarding the Community Services Fund. Policy considerations and discussion included the Uexibility ofthe policy on an aIlliual basis, or as needed; past budget practices and expenditures; General Fund dependency as it relates to the ~ Community Services Fund as a revenue source; and future expenditures from the fund. Staff was directed to proceed with uses of the Community Services Fund as discussed, primarily in the recreation, park capital, and fire capital areas. ARDEN HILLS CITY COUNCIL WORKSESSION - MARCH 15, 1999 6 - MISCELLANEOUS ITEMS Utility BiIlinl! Disabilitv Account Mr. Fritsinger updated the Council on conversations with City Attorney Filla regarding the City's utility billing disability account. Areas that Mr. Filla had commented on were that the City's current policy was not discriminatory, but he questioned the need for the City to have it available, and suggested it be eliminated. Regarding whether a resident would qualify for billing adjustments retroactive to the date of their disability, Mr. Filla stated that the City was under no obligation provide such an adjustment. Mr. Fritsinger advised that the City, following the press from the Council discussion, had received four additional requests for the disability discount. Discussion included if the Finance Committee should be directed by Council to review the policy and determine the rationale for having the policy. It was the consensus of Councilmembers that the Finance Committee be directed to review this , policy immediately and make a recommendation to the City Council. Staff was directed to proceed with Mr. Vince Anderson's request for this disability, subject to a final ruling by Social Security, with no retroactive adjustment. Northwestern Collel!e/KTIS Birthdav Celebration. Permit Procedures Mr. Fritsinger briefly reviewed a request from Northwestern College for the celebration of KTIS's 50'h birthday, requesting clarification that the Council wished staff to grant licenses and/or permits as it deemed prudent. Staff was directed to continue handling these requests administratively, with no formal Council action being required, unless staff thought it necessary. Parks and Recreation Director position Mr. Fritsinger confirmed that the selected candidate for the Parks and Recreation Director position would be starting with the City on AprilS, 1999, pending a final salary review. I ARDEN HILLS CITY COUNCIL WORKSESSION - MARCH 15, 1999 7 e Resilmation of Recreation Prol!ram Supervisor, Tracv Petersen Mr. Fritsinger informed the City Council that he had accepted the resignation of Tracy Peterson, effective April 2, 1999, as she had accepted a position with the City of Chanhassen. Mr. Fritsinger advised Councilmembers that, with the Recreation Programs starting now, he would be coordinating with the new Park Director to ensure the programs continued status quo, as much as possible. Animal Control Councilmember Aplikowski stated that she had received a complaint from a resident regarding animal control. Following further discussions with the resident, she may suggest Mr. Fritsinger address a letter to the neighborhood. 1999 Committee Review Councilmember Aplikowski suggested that a time be set aside for Council discussion of the 1999 I Committee structure. Mr. Fritsinger stated he would be talking to Mayor Probst about a date and time. ADJOURN MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to adjoum the meeting at 8: 12 p.m. The motion carried unanimously (4-0). ,