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HomeMy WebLinkAboutCCWS 04-19-1999 MINUTES . CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, APRIL 19, 1999 4:45 P.M. - CITY HALL, 4364 WEST ROUND LAKE ROAD CALL TO ORDER Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the City Council Worksession at 4:50 p.m. Prescnt were Councilmembers Beverly Aplikowski, Gregg Larson, and Lois Rem; City Administrator, Brian Fritsinger; Public Works Director, Dwayne Stafford; City Accountant, Terrance Post; Parks and Recreation Director, Thomas J. Moore; and Administrative Secretary, Sheila Stowell. Councilmember Malone had previously advised Councilmembers he would not be available for the meeting due to a scheduling conflict. DISCUSSION ITEMS a. 1999 Committee Structure and Anuointment Process . City Administrator Fritsinger requested Council review and final revisions related to the 1999 committee restructuring as detailed in his staff memorandum dated April 15, 1999. Mr. Fritsinger specifically noted the detailed transition process as outlined in the memorandum; the draft resolution to formalize action; and the draft letter to be mailed to current and prospective committee members. Discussion items included the role of Council and staff liaisons; the planned overview meeting to establish the charge and mission for each respective committee; specific versus broad goals of Council and how they relate to committee involvement and assistance; resources available for committees to use in addition to staff; importance of each Chairperson and retaining their focus on Council goals; the importance of specific Council communication and end product results for each group; desired open communication of all citizens with Councilmembers; the importance of involving citizens in the decision-making process; encouraging continued service of current committee members, while incorporating new participants; anticipated positive improvements to the committee structure; and future advertising for the Maintenance Facility Task Force. . - - ----- ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 19.1999 2 . Mr. Fritsinger again reviewed several options for staff involvement with committees. Those were: . Little staff involvement; each committee working independently toward Council goals, and requesting staff to provide research and support as needed . Staff prepares for each meeting, sets the agenda, and presents a work plan to the committee Mr. Fritsinger confirmed with Councilmembers and staffthat previous discussions had provided a consensus of flexibility as far as staff's involvement. Councilmembers again confirmed that stan's role was a vital link to each committee's work, but it depended on thc topic being considered as to the involvement of staff with reporting and research. The City Council reviewed and finalized revisions to the overall plan and draft resolution, and directed staffto proceed with preparation of a formal resolution addressing the 1999 committee structure for action at the April 26, 1999 City Council meeting. Staff was also directed to include the April 15th memorandum as background information with the notification of a meeting to be scheduled with current and prospective committee members on May 17, 1999, in order to provide an overview of the Council's decision and restructure of committees. A future meeting will be held to specifically charge each committee with their mission. Staff and Council Liaisons will provide the City Administrator with any outstanding issues from those current committees, . to be incorporated into the new structure. Mayor Probst stated he would be personally contacting each current committee chair to advise them of the Council's decision. b. Road Re-ratinl! Prol!ram The City's consulting engineer, Greg Brown, reviewed additional information to discuss related to changes in the City's street rating system. This information will be used in preparation of the 2000 Budget and related street improvements. Mr. Brown explained that the philosophy of BR W, and the City of Arden Hills, provided a consenslls for a "neighborhood approach" to street improvements, as well as looking at a needs basis for reconstruction. Items presented by Mr. Brown for Council consideration in the street maintenance program included the scope of field reviews; office reviews; weighting/analysis of data; and preparation of a final report for Council review. This report was proposed to include a summary of review area and items considered in review; summary of PCI ratings for each street; summary of composite ratings for each street; review of composite ratings of neighborhoods; review of Water Quality Task Force status and its relationship to street program; recommended maintenance/reconstruction program and budget; recommended standard roadway . designs/typical sections; and outline of typical project schedules. -~ ARDEN HILLS.CITY.COUNCIL WORKSESSION - APRIL 19,J999 3 . Mr. Fritsinger stated that the Council may wish to consider how often it desired to complete major street projects, and whether planning major reconstruction projects on a cycle every other year, from a budget and staff-time perspective, was preferred. Mr. Brown was directed to proceed with preparation of the Street Maintenance Program Rerating, as revised at the meeting. Those revisions included, a windshield verification of all city streets, as well as the "paper" rating; making the report more understandable for the average city resident by incorporating a brief description of why each component of an improvement is important; including active and accurate rotation of annual sealcoating; tying proposed construction into the comprehensive plan for review and incorporation of trail improvements. and changing Item III. (I) to show whether the street is identified in the Comprehensive Plan or Trail Plan for future improvements, rather than concentrating on the number of pedestrians using the street. The next step in the process will be for consulting engineers and staff, using the draft outline as revised, to begin walking streets next week; and incorporate various factors as data becomes available; after which a series of possible recommcnded sections will be developed and presented for further consideration by the City Council. It was the consensus of the City Council that the public be provided with infornlation regarding proposed improvements in their areas within a two (2) year window. . c. Residential Water Meter Discussion Mr. Stafford presented various options, costs and benefits for a proposed residential water meter replacement program, and sought Council direction. After further discussion, staff was directed to prepare items for Council action at the April 26, 1999 City Council meeting, authorizing staff to seek requests for proposals for replacement of watcr meters with new radio read models in 1999 - 2000, with an alternate for additional replacements in 2000 - 2001. Included in the initial replacement would be those meters at the Pemtom Townhouse Association to coordinate installation with siding replacement. It was the consensus that meters less than ten (10) years of age would not be replaced, but would be upgraded to radio read technology. Staff was further directed to revicw and provide a recommendation regarding the meter deposit issue and other items addressed in the City's utility ordinance, including possible billing cycle rotation. c. City Hall Undate Mr. Fritsinger updated Councilmembers and staff on his most recent and ongoing discussions with Department of Army, National Guard and congressional representatives regarding the land . transfer for City Hall construction. Mr. fritsinger read an update from Councilmember Malone on his informal discussion with Congressman Bruce Vento. Mayor Probst, and Councilmember Aplikowski also provided input from their discussions with various parties. ARDEN.HILLS CITY COUNCIL WORKSESSmN - APRIL 19, 1999 4 . Mayor Probst shared his concerns regarding the timing issue and pending award of construction contract for City Hall, and reiterated the need for a lease or formal agreement in order to proceed within the ninety (90) day window. Mayor Probst will continue to attempt to contact Minnesota National Guard representatives. Mr. Fritsinger stated that, at a given point, the City would need to approach the contractor seeking a thirty (30) day contract extension. Council member Larson stated that he would be in Washington, D.C. on business next week, and would extend his visit if necessary to pursue any contacts regarding the lease agreement. d. National Nil!ht Out Staff had been directed by Mayor Probst to include discussion of upcoming neighborhood meeting events being sponsored by various agencies. The Healthy Youth Coalition was sponsoring an event in May, and the Ramsey County Sheriffs Department was organizing an event in August. Mayor Probst expressed his interest in lending the Council's support to these various events, by way of Council attendance at scheduled events. . While there was no specific direction to staff; it was the consensus of Councilmcmbers that they retained an interest in involvement in the August "National Night Out." Mr. Moore volunteered to contact representatives from the Healthy Youth Coalition regarding their event, and provide additional information as it became available. MISCELLANEOUS ITEMS Tobacco Ordinance Mr. Fritsinger requested input from Councilmembers on the upcoming Tobacco Ordinance being presented at the April 26, 1999, incorporating the basic state-mandated requirements. There were no comments. External Audit Mr. Post advised that the external audit had been completed, and auditors would be presenting their report to the City Council at an upcoming Council meeting. Miscellaneous Discussions Mr. Post and Mr. Fritsinger commented on the outstanding refund from Ramsey County Sheriff . of approximately $58,000, and the preference that contract cities be billed more accurately with projected revenues. ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 19. 1999 5 . Mr. Stafford commented on Mr. Moore's welcome addition to staff. Councilmember Larson requested further clarification of, and Mr. Fritsinger responded to, recent staff meetings with the City of Shoreview, Ramsey County and MnDOT on MnDOT's policy regarding the status of the WisPark development in Shoreview. Councilmember Aplikowski suggested staff work with various agencies to plan a mock disaster to incorporate the City's newly adopted Emergency Operations Plan. The City Council concurred. ADJOURN MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to adjourn the meeting at 7: II p.m. The motion carried unanimously (4-0). . .