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HomeMy WebLinkAboutCC 05-10-1999 . . . CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING MAY 10,1999 7:30 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDERlROLL 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, Gregg Larson, Paul Malone and Lois Rem. Absent: None. Also present were City Administrator, Brian Fritsinger; Assistant to the City Administrator, Kevin Ringwald; Public Works Director, Dwayne Stafford; City Accountant, Terrance Post; City Engineer, Greg Brown, BRW; Associate Plarmer, Nancy Randall; and Recording Secretary, Lori Rolfson. ADOPT AGENDA MOTION: Councilmember Aplikowski moved and Councilmember Rem seconded a motion to adopt the agenda for the May 10, 1999, regular City Council meeting, as submitted. The motion carried unanimously (5-0). APPROVAL OF MINUTES A. April 26, 1999 Regular Council Meeting Mr. Fritsinger requested the following changes: On page five, third paragraph from the bottom, the second line should read, "... being proposed is needed and the projected costs...". On page 19, last paragraph, second line, the words "City of' should be stricken. Councilmember Larson requested the following changes: On page 12, last paragraph, the third sentcnce should read, "When weighing the evidence of smoking, smoking appears to contribute to health effects." In the second line of the same paragraph, the word affect should be changed to "ffect. Coul1cilmember Malone requested the following changes: On page four, last paragraph, the third sentence should end, "...he had been concerned about the cost of the project from the beginning." On page eight, third paragraph from the bottom, the last line should read, "...the park dedication fee is based on a land value of only $2.00 per square foot." In the second paragraph from the bottom, the last line should also read, "...the park dedication fee basis is only $1.50 per square foot." Mayor Probst requested the following change: On page three, third paragraph from the bottom, the name Mr. Steward should bc changed to Mr. Stewart;. . . . ARDEN HILLS CITY COUNCIL - MAY 10, 1999 2 MOTION: Council member Malone moved and Councilmember Aplikowski seconded a motion to approve the meeting minutes of the April 26, Regular Council Meeting, as amended. The motion carried unanimously (5-0). CONSENT CALENDAR A. Claims and Payroll MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to approve the Consent Calendar and authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). PUBLIC COMMENTS Mayor Probst invited those present to come forward and address the Council on any items not already on the agenda. Mr. BoydPaulu, 3782 McCracken Lane, expressed concern regarding the request by Bethel College to construct an additional parking lot. He and other neighbors are concerned that the issues with Bethel College are being brought to the City in a piece-meal manner and are not being considered in a comprehensive manner. There is concern that the proposed parking lot, and another roadway on the College Master Plan, off Highway 51, will have serious grade issues. The relocation of the tennis courts is also a concern. These items all tie together and the neighborhood feels that they should be considered as a package. Approving the parking lot in the location of the tennis courts does not resolve the issue of where the tennis courts will be relocated. The College has proposed possible locations, however, the existing location, next to the athletic complex makes the most sense. It does not make sense to relocate them to another area on campus. Mr. Paulu stated that comments had been made at the Planning Commission meeting regarding the need for major soil corrections if the tennis courts were to remain in place. He expressed his belief that major soil corrections will need to be made regardless of where the tennis courts are located. There were no other public comments. UNFINISHED AND NEW BUSINESS A. Resolution #99-14, Requesting Approval of Charitable Gambling Premises Permit Application for ABW A Lady Slipper Chapter at Flaherty's Arden Bowl Mr. Post explained that the Council had before it a memo that supports the staff s recommendation to approve Resolution #99-14. The Resolution is a two-year premises permit renewal for the American Business Women's Association (ABW A) Lady Slipper Chapter to conduct Class B gambling activity (i.e., paddle wheels, pull-tabs, tipboards) at Flaherty's Arden ARDEN HILLS CITY COUNCIL - MAY 10, 1999 3 . Bowl. Their current premises permit license will expire on July 31, 1999. The State Charitable Gambling Board requires the Premises Permit renewal applications and supporting City resolutions be reviewed and approved 60 days prior to license expiration date. Staff has obtained background checks for all individuals with check signing authority of the charitable gambling organization and noted no irregularities. A review of compliance with the ordinances 50 percent trade area spending requirements has resulted in a finding that the organization has met this City requirement by expending a higher percentage in the trade area. Mr. Post referred to Exhibit C, page two of two, and noted that the schedule indicates that the organization has given more than 100 percent of net profits, which is not possible. The state has allowed organizations with multiple sites to pool their lawful purpose spending, which had been site by site. Therefore, this organization has pooled the results with their Roseville operation. Mr. Post stated that he spoke with the organization and they have agreed to go back to the old way of designating which of the contributions are from Arden Hills net profits, as if it where a stand-alone operation. Exhibit D presents the by-laws of the organization and the mission statement of how the donations are considered. Mr. Post advised that statIrecommends that the City Council consider approving Resolution #99-14, Approving ABW A Class B Charitable Gambling Premises Permit Renewal Application at Flaherty's Arden Bowl. . With regard to the resolution itself, Mr. Fritsinger suggested the following change: In the first paragraph, the word "REQUESTING" should be changed to "GRANTING". Additionally, in the fifth paragraph, first line, the word "approve" should be changed to "grant". Councilmember Malone noted that the State of Minnesota, not the City of Arden Hills, actually makes the final approval of the request. Mr. Post stated that the City approves the Premises Permit and the State of Minnesota will not approve the license unless there is a locally approved Premises Permit. Councilmember Malone stated that, since the City cannot actually grant the permit, the wording of the Resolution is correct. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to approve Resolution #99-14, Approving ABW A Class B Charitable Gambling Premises Permit Renewal Application at Flaherty's Arden Bowl. The motion carried unanimously (5-0). B. Planning Case #99-05, Bethel College, 3900 Bethel Drive, Site Plan Review . Ms. Randall explained that the applicant was requesting approval of a site plan to allow for a parking lot expansion at the Bethel College campus located at 3900 Bethel Drive. Bethel College is currently operating under a Special Use Permit, which was issued in March of 1978. In September 1980, the Master Plan was updated to allow for site plan approval of those requests that are in conformance with the Master Plan. The Master Plan was last updated in 1996. ARDEN HILLS CITY COUNCIL - MAY 10, 1999 4 . The proposed parking lot is shown as tennis courts on the Master Plan. Staff has determined the parking lot to be similar in nature to the approved tennis courts. However, if the tennis courts are to be reintroduced, either now or in the future, then this would require an amendment to the Master Plan. The applicant currently has a parking demand of 1,511 parking spaces and has 1,806 parking spaces on site. Therefore, the site contains sufficient parking spaces to meet the minimum requirements of the Special Use Permit. However, students, visitors, and staff have been having difficulty finding parking during peak times, due to the location of the parking spaces. In addition to adding to the parking lot, the College is taking several steps to reduce the parking problem: . Freshmen will not be allowed to have cars on campus. For special needs, a small number of spaces will be allotted and available by appeal. . Shuttle service will be expanded to allow for increased student needs. . Car pooling incentives are being implemented for faculty and staff. · A vehicle registration fee of $40 per semester will be implemented for all students. This registration fee will be used for purposes such as increased shuttle service, lot security, and the construction and maintenance of new and existing parking lots. . The applicant is proposing to add additional lighting adjacent to the parking lot. There currently is lighting along the west side of the tennis courts for the trail. The applicant is proposing four, 400 watt high pressure sodium fixtures on two, 25 foot poles. When the site plan was brought before the Planning Commission, the applicant had proposed a different layout for the parking lot. The Planning Commission and staff had noted several potential problem areas. The applicant has revised their plan to accommodate some of the concerns with the parking lot design, handicap parking, and roadway grade. The concerns expressed about the original layout were: Area 1, traffic will have to circulate to the rear of the parking lot to exit. Area 2 may be difficult for vehicles exiting the stall to see cars moving towards the exit. Area 3 three may be confusing due to vehicles entering from both directions. Vehicles backing out of Area 4 will be going against traffic. The layout was modified by moving some parking down, and removing some parking spaces at the south end of the parking lot. Area 3 is still a minor issue with traffic from both sides of the parking lot meeting in the middle and there is no indication of which lane has the right-of-way, however, the cars will be face-to-face when converging on this area. At the Planning Commission meeting, the steep grade of the entrance to the parking lot had been discussed. The roadway grade approaching the parking lot has been reduced to a seven percent grade from a 10 percent grade, as recommended by the City Engineer. . The proposed parking stalls are nine feet by 16 feet when the Code requires that the stalls be nine feet by 18 feet. Bethel College has an existing parking lot with a similar layout just south of Chalberg Residence. Staff has taken several photographs of the parking lot and would find that ARDEN HILLS CITY COUNCIL - MAY 10, 1999 5 the layout functions safely. However, this lot is not used as heavily as the proposed lot and . several cars were parking beyond the markings along the exterior of the lot. Staff received a letter from Mark Nagel, 1459 Arden Oaks Drive, prior to the Planning Commission meeting with concerns about the relocation of the tennis courts. The applicant has provided a couple proposed locations, however, they have not made a final decision. One proposed location would be in the area of the current baseball field, the other would be in the area of the joint effort across Highway 10. Ms. Randall advised that the Planning Commission recommended approval of Planning Case #99-05, Site Plan, to create additional parking, subject to the following conditions: I. If the relocation of the tennis courts is to be located on the Bethel Campus, under a special use permit, an amendment to the Master Plan be acquired. 2. Review of the parking lot layout by the applicant's engineer, and either modifying the parking lots design or supplying a statement that it can operate safely. Ms. Raudall stated that the applicant has attempted to satisfy condition number two. 3. Compliance with the letter from Bethel College dated December 10, 1998. . 4. Rice Creek Watershed District approval. 5. Maintenance of the vegetative buffer on the west side of this parking lot in accordance with the Shoreland Ordinance. 6. Compliance with the Lighting Standards of the Zoning Ordinance. 7. Confirmation that handicap spaces will be provided. Ms. Randall stated that handicap spaces had been added to the layout. 8. A finding that the grade of the roadway is acceptable. Ms. Randall stated that condition number eight had been accomplished. Councilmember Larson requested the number of parking spaces that this parking lot would contain. Ms. Randall stated that this lot would contain approximately 106 parking spaces. 4t Councilmember Rem stated that page two of the staff memo indicates that the campus currently has 295 more parking spaces than it has a demand for. The letter from Bethel College dated December 10, 1998 indicated that there was a need for 40 to 60 additional parking spaces during peak times. At that time, steps were implemented by the campus to introduce new parking initiatives that will begin in the fall of 1999. With these steps, it would seem that the College has dealt with the need for additional parking spaces, and there is other excess parking on campus. ARDEN HILLS CITY COUNCIL - MAY 10, 1999 6 The construction of a new parking lot is a large expense and will have an effect on the remaining . campus property. Councilmember Rem requested additional information regarding the statement that, if the tennis courts where to remain, major soil corrections would be required. Ms. Randall explained that the tennis courts are in disrepair and would need to be fixed if they were to remain. In order to repair the tennis courts, soil corrections would have to be performed. Councilmember Rem asked if soil corrections will need to be made if the parking lot is constructed. Ms. Randall stated that soil corrections would need to be made for the parking lot as well. Councilmember Rem asked if the parking lot at the north end of the campus was existing or proposed. Ms. Randall stated that the parking lot has been partially built. Councilmember Rem asked if the Code allows for a maximum number of parking spaces. Ms. Randall explained that there is no maximum limit for the number of parking spaces. Parking lots are limited by tlle total lot coverage requirements. . Council member Malone requested confirmation that the parcel is zoned B-2. Ms. Randall stated that this was correct. Councilmember Malone noted that this zoning district would allow up to 75 percent lot coverage by building, parking lots, and other impervious surfaces. Ms. Randall agreed. Councilmember Malone stated that the Bethel College Master Plan limits the total lot coverage to 25 percent and this proposal is within this coverage limitation. He noted that if the property were being used to the full extent of the zoning district there would be three times the lot coverage. Therefore, he was not concerned about the request for an additional parking lot because the land use is much less intensive than it could be. With regard to Mr.Paulu's comments, Councilmember Malone stated that the City Council does review the requests by the College as a total package. He noted that one condition for approval by the Plarming Commission had been that relocation of the tennis courts would require an amendment to the Master Plan. Councilmember Malone stated that he was in favor of the req uest. Councilmember Aplikowski expressed concern regarding the proposed length of the parking stalls. She has experienced problems with the other parking lots that do not meet the code- required length, particularly in the winter when the snow piles up. Mr. Ringwald stated that, in the summer time, when the parking lot is more intensely used, the cars do tend to overhang the edges of the parking spaces. The reason the length of the proposed parking spaces may work is due to the 16 foot travel isle, when a typical travel aisle is 12 foot in width. Therefore there would be an additional four feet added into the travel aisle of the proposed parking lot to allow extra space. Councilmember Larson stated that he had questions for the Bethel College representative. . With regard to the comment by Councilmember Rem of the extra parking spaces on campus, Mr. Bruce Kunkel, Vice President of Campus Services, stated that these parking spaces are located at . . . ARDEN HILLS CITY COUNCIL - MAY 10,1999 7 the north end of the campus and are not near the residence hall. Additionally, the demographics of the College have changed since the northern building was built in 1965. Students had once generally been young and single or recently married without families. The students now tend to be in the mid-thirty's to mid forty's with families and additional vehicles. Additional parking had been built in the northern location with these demographic issues in mind. The parking near the Great HalI is a challenge and, with the new residence hall, the proposed parking lot is considered a very important addition to the campus. Mr. Kunkel noted that in both the 1991 and 1996 amendments to the Master Plan, the acreage across Old Highway 10 was requested to not be included in the campus Master Plan. This is why this area had not been considered. Councilmember Larson asked, when tlle new policies where implemented to address the current parking issues, had there been an estimate of how much demand for parking on campus would be reduced. Mr. Kunkel stated that there are approximately 140 Freshmen on campus with vehicles and the new policy should free up approximately that number parking spaces. When considering the other incentives being implemented, it would not be possible to estimate what the impact of the shuttle service and car pooling would be. Councilmember Larson asked when the project would begin ifthe Plarming Case were approved. Mr. Kunkel stated that the College hopes to have the parking lot completed by the fall of 1999 and has a projccted start date of August 15, 1999. Councilmember Larson asked where the students wilI play tennis on campus if the tennis courts are removed. Mr. Kunkel explained that the students utilize the sports and recreation center to play tennis. The varsity has not used the tennis courts for a number of years due to the condition of the courts. Councilmember Larson shared the concerns of Councilmember Rem. He had served on the Planning Commission prior to the City Council and could recall at least three other times when the Commission had acted on requests for additions to parking lots on campus. He felt then, and continues to feel, that the College has not performed a comprehensive assessment of eillollment proj ections and the demand for future parking. He was also concerned that within the College campus there are a number of ditches along Bethel Drive which are experiencing ditch erosion from the amount of water running through them. Additionally, the construction fences for the new construction on the north side of the major east-west road are down in places on the north and south sides. Councilmember Larson stated that he understands that the campus is developed well below what would be allowed according to the zoning district. However, the roads off campus are impacted by the traffic on campus. Mr. Kunkel stated that the restrictions being placed on the Freshman on campus have not been taken lightly. It is assumed that this act will have an impact on the enrolIment as there are certain students who will choose a different college in order to be allowed a vehicle on campus. The ARDEN HILLS CITY COUNCIL - MAY 10, 1999 8 College acknowledges that it needs to manage parking and it wiII continue to do so. He does not . envision coming back to the City to request additional parking. Councilmember Larson stated that he believes that Mr. Kunkel sincerely believes that the College will not request additional parking, however, he has heard this statement from other College officials in the past. Hc asked what the College's intentions are with regard to future enrollment. Mr. Kunkel stated that enrollment projections are not an exact science. For the traditional college, enrollment numbers are approximately 2,400 to 2,500 each year. Bethel College anticipates enrollment in excess of2,350 this fall that is relatively close to traditional enrollment figures. Cowlcilmember Larson noted there is the possibility of an additional 150 students if the college reaches the traditional enrollment figures. He wondered what plans there may be in the future for more parking and how these additional students wiII be accommodated. Mr. Kunkel stated that the College has reached a point where it is not interested in adding more parking lots. The College is interested in managing the number of cars allowed on campus. Councilmember Larson asked Mr. Kunkel to look into the construction silt fences that are down on campus. Mr. Kunkel stated that he would. . Mayor Probst stated that he supports the recommendation of the Planning Commission. He indicated that over the years the College has expressed concern for moving the Master Plan along. The College has been before the Planning Commission a number of times over the last 12 to 15 years and they have been very forthright with their requests in terms of the logic behind the requests. He indicated that the proposed parking lot is an appropriate location to serve the new residents hall, and the College has been up front about the issue of the tennis courts. Although the issue is not resolved, there are opportunities for the issue to be dealt with and the College will have to request an amendment to their Master Plan in order to relocate the tennis courts Mayor Probst noted that the College has been respectful to the City in not incorporating the land west of Old Snelling Avenue in their Master Plan. He indicated that the process of dealing with this parcel has been slowed down due to the departure of Mr. Hjelle. He did not want the neighborhood to assume that these two issues are connected. He expressed his confidence that the issue of the tennis courts will be dealt with by the College and he stated that he would support approval of the request as recommended. Councilmember Rem thanked Mr. Kunkel for being present at the meeting to answer questions. She realizes that the campus is private property and she wanted Mr. Kunkel to understand that Bethel College is not the only one who may feel that private property is being restricted. . Councilmember Aplikowski agreed that the campus is private property and stated that the City does not want to penalize the College for being successful. She suggested that the City should petition for rapid transit. Many students would prefer to use rapid transit rather than driving cars. She stated that she too would support the request as recommended. ARDEN HILLS CITY COUNCIL - MAY 10, 1999 9 Councilmember Larson stated that he would support the request assuming that this would be the . last time Bethel College will request additional parking under their current enrollment. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to approve Planning Case #99-05, Site PIan, to create additional parking, subject to the following conditions: 1. If the relocation of the tennis courts is to be located on the Bethel Campus, under a special use permit, an amendment to the Master Plan be acquired. 2. Compliance with the letter from Bethel College dated December 10, 1998. 3. Rice Creek Watershed District approval. 4. Maintenance of the vegetative buffer on the west side of this parking lot in accordance with the Shoreland Ordinance. 5. Compliance with the Lighting Standards of the Zoning Ordinance. The motion carried unanimously (5-0). C. Pay Estimate #1, Forest Lake Contracting, West Ronnd Lake Road (Phase I) . Mr. Brown eXplained that the City of Arden Hills awarded Forest Lake Contracting the West Round Lake Road Improvement Project Phase 1 on March 8, 1999. Change Order #1 was approved by the City Council on April 12, 1999, reducing the contract amount by $32,000.00 from $794,725.05 to $762,725.05. The Contractor has mobilized and placed the mobile field office. All the topsoil has been removed from the pond location and the proposed right-of-way and the Contractor has begun to haul some of the topsoil material off site. Most of the tree removal for this project has been completed, the house has been removed from the site and grading for the pond is underway. Mr. Brown advised that the City Engineer recommends the Council approve Pay Estimate #1 for Forest Lake Contracting in the amount of$55,254.37. A retainage of 5% is being held for the project. MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to approve Pay Estimate #1 for Forest Lake Contracting, Inc. of Forest Lake, Minnesota in the amount of$55,254.37. The motion carried unanimously (5-0). D. Accept Drainage Survey and Report . Mr. Brown explained that BRW and the Public Works Director have completed a comprehensive, city wide drainage survey. The survey was performed to document existing and potential problem areas and develop a scope of work for future maintenance activities. The ARDEN HILLS CITY COUNCIL - MAY 10,1999 10 . report provides an overview of existing drainage ways within the City, highlights areas that need maintenance, provides estimated budgeted costs for the maintenance work and lays out a schedule. The report also details potential locations for regional pond construction throughout the City to help improve the watcr quality of City lakes and wetlands. The newly formed Water Quality Task Force is expected to provide further direction regarding the construction ofregional ponds within the City. A detailed graphical map, illustrating City lakes, wetlands and storm drainage infrastructure, along with the recommended maintenmlce work, was attached to the report. Mr. Brown advised that the City Engineer recommends that the City Council accept the Drainage Survey and Report and direct staffto begin preparing plans and specifications for the 1999 Drainage Improvement Project. Councilmember Malone asked ifthe work being proposed is in addition to 509 Plan projects and ifthese projects are still outstanding. Mr. Post stated that all 509 projects had been completed with the exception oftlle Red Fox/Grey Fox frontage road project which has been deferred until future road reconstruction. Councilmember Malone noted that drainage improvement projects were the intended use for the Surface Water Management Utility. He stated that it was unfortunate that not all the resources of this utility could bc used for the new drainage projects because they were previously spent on road reconstruction work. He stated that he is comfortable with the report as submitted. . Mayor Probst noted that the cost estimates are general in nature, and asked what the degree of confidence that the figures are rclatively accurate. Mr. Brown stated that with the scope of work being identified, staff is comfortable with the proposed cost estimates. He indicated that the figures are based on a five year program. $50,000 per year has been allocated to the first two years and $25,000 per year thereafter. Depending upon the results ofthe first two years, it may be suggested to consolidate a couple of the remaining years of work. None of the areas identified are life or property threatening so if, for some reason, some oftlle work is not accomplished as scheduled, it will not cause a dire situation. Mayor Probst confirmed that some of the adjacent road projects would utilize funds beyond the road reconstruction expenditures. Mr. Brown agreed and stated that it made sense to include some of the maintenance work with the road projects. The storm sewer costs will be included in the road projects. Mayor Probst indicated that he wanted a clear understanding of what dollars are being committed, since over the last few years stormwater funds have been utilized to fund some street projects. He also noted that the costs associated with the regional ponds had not been included in the estimate and would be above and beyond the proposed cost estimate. Mr. Brown concurred. . Mayor Probst asked for confirmation if all the regional ponds would be located on public property. Mr. Brown stated that some pond areas would be within Ramsey County's jurisdiction and most others would be adjacent to existing wetlands. Mayor Probst confirmed that there ARDEN HILLS ClTY COUNCIL - MAY 10, 1999 11 would be no private land acquisition. Mr. Brown stated that the intent was to avoid private land . acquisition as it would bc hard to justify the acquisition of improved property. Mayor Probst asked that when the map is updated, references be made in the text and graphic to thc existing grit chambers. Councilmember Larson noted that staffs recommendation is that the Council accept the Drainage Survey and Report and direct staffto begin preparing plans and specifications for the 1999 Drainage Improvement Project. He asked if staff had determined what projects would be included in the 1999 project. Mr. Brown stated that the first two projects to be proposed would be McClung Drive and Siems Court. With regard to the Siems Court project, staff is waiting to see how the street grading turns out and this project is directly connected to the street improvement projects. The McClung Drive project is a stand-alone. Councilmcmber Larson asked, ifthe Siems Court project does not move forward this year, would the the Karth Lake project take its place. Mr. Brown stated that this would be a logical step and noted that thc Karth Lake project was another stand-alone project. MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to accept the Drainage Survey and Report and direct staff to begin preparing plans and specifications for the 1999 Drainage Improvement Project. The motion carried unanimously (5-0). . E. Purchase of Sewer Maintenance Machine Mr. Stafford explained that the City currently has the capability to clean sewer lines, however it does not have tlle means to remove the sludge and debris from the sewer manholes. Currently, Public Works employees insert a shop-made screen in the downstream manhole while cleaning the lines. This screen collects sand and debris that is then removed by hand. Beyond the physical demands of this type of work, OSHA classifies any entry into a manhole or lift station as a confincd space entry. To legally perform this entry, the following steps must be taken: . Confined space entry permit must be filled out . Air quality tests must be continuously performed . Blowers must be provided to circulate fresh air . An additional spotter person must be present while any worker occupies a confined space The truck mounted vacuum machine is designed to vacuum sludge and debris from sewer manholes as lines are cleaned, thus eliminating most personnel entries into a confined space area. ~ Mr. Stafford indicated that here are other uses for the sewer vacuum machine as well. During water main, sewer main and forcc main repairs, other cities use their vacuum machines to draw the saturated soils away from the area to be repaired. This allows the dry soils to be returned and compacted in the repair excavation. When all the soils are excavated with a backhoe, often the entire excavation is hauled away and replaced with dry, compactable material. . . . ARDEN HILLS CITY COUNCIL - MAY 10, 1999 12 Another use that may be realized, where access is possible, is the ability to remove some ofthe deltas forming at storm sewer outlets into various lakes, ponds and streams. Vacuum machines have the ability to draw the delta material directly into the truck, eliminating the need for a backhoe or dump truck with little restoration required. The most important other use for the Public Works Department is the ability to clean grit chambers. To this point, the grit chambers have been cleaned with demonstration vacuum equipment. Staff has looked at three different brands of sewer vacuum machines, and is most confident with the Vactor brand of machine. Vactor currently has the State of Minnesota contract to provide vacuum machines to members of the State of Minnesota Cooperative Purchasing Venture. The State of Minnesota employs specification writers to author specifications for nearly all major state purchases. The state asks that suppliers bid on the prescribed equipment and include pricing for common options. Purchases made under this agreement also meet state bidding requirements for purchases over $25,000, thus eliminating the need of preparing specifications and advertising for bids, and the chance of ending up with an unknown product by taking the lowest bid. There are basically two sizes of machines with typical prices ranging from $120,000 to $250,000. Staffhas reviewed available options for the unit, and the total cost for the recommended Sewer Vactor is $147,677.16, including sales tax. Staff had budgeted $145,000 for the vacuum machine purchase in 1999. Costs for the machine, plus the additional $2,677.16 would be paid for from sewer funds. Staff does feel that the machine would be enough of an asset to the City to justify the extra cost. Mr. Stafford advised that the Public Works Director recommended that the City Council authorize staff to purchase one Vactor brand sewer maintenance machine, per specifications, through the State of Minnesota Cooperative Purchasing Venture at a total cost not to exceed $147,677.16. Mr. Stafford stated that he had specifications and photographs of the vacuum machine available for the Council's review. Mayor Probst stated that the purchase of the vacuum machine has been on the City's agenda for a number of years and had been continuously deferred. He agreed that the City should move forward with the purchase of the vacuum machine this year. He asked staff the status of the sales tax rcpeal. Mr. Fritsinger stated that the League of Minnesota Cities had indicated that the sales tax repeal was not moving forward. The repeal would result in an annual reduction of $80 million dollars worth of revenue and the legislature was unwilling to support this cut. Councilmember Aplikowski stated that it would be interesting to approach Vactor and inform them that the City can only pay $145,000 for the vacuum machine. ARDEN HILLS CITY COUNCIL - MAY 10, 1999 13 . Mr. Stafford noted that once the new vacuum machine is in service, staff intends to have the existing equipment appraised and either sold at a public auction, or advertise in the League of Minnesota City magazine. He felt certain that at least one of the two pieces of cleaning equipment would be dispensable. Councilmember Malone asked if both the rodder and the jetter would be sold. Mr. Stafford felt certain that the rodder would be sold and that the jetter may be sold. If the City were not offercd enough money for the jetter, it may be decided to keep it as it is in good shape. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to authorize staff to purchase one Vactor brand sewer maintenance machine, per specifications, through the State of Minnesota Cooperative Purchasing Venture at a total cost not to exceed $138,664.00, plus Minnesota sales tax of$9,013.16, for a total capital expenditure of $147,677.16. The motion carried unanimously (5-0). With regard to the suggestion of using the vacuunl machine to remove deltas, Mayor Probst asked what the regulations are regarding doing this work before having to perform dredging. Mr. Fritsinger stated that the City would have to be in contact with the Rice Creek Watershed District. . Although it may be an issue for the Water Quality Task Force, Mayor Probst noted that there is a level of debris in Lake Johanna that was not there 15 years ago and has grown significantly over the last five years. Coul1cilmember Larson asked where the material collected out of the sewers is taken. Mr. Staftord stated that MCES has various places, depending upon the type of material. F. Agreement for Installation and Maintenance of Traffic Control Signal Mr. Stafford explained that as part of the Ramsey County reconstruction plan for Highway 96, signalization of the Highway 96/West Round Lake Road intersection was not included. Ramsey County officials had indicated that signalization could be introduced, however, at Arden Hills' expense, as warrants for signalizations have not been met at the present time. As a result of incrcased traffic from the Gateway Development to date, and more traffic expected as devclopment continues, the City included signalization with streetlights for that intersection as part ofthe West Round Lake Road Phase I improvement project. Ramsey County Public Works has asked that the City enter into an agreement with the County whereby the City provides the installation oftlle traffic control signals and signs, at the City's cost. The County, upon completion ofthe installation, will then take ownership and maintain the signals and signs. The City will retain responsibility for the electricity costs for the streetlights and signals. . Staff had looked for other similar agreements and could not find one that compares exactly to this agreement. However, it does appear to be typical for the County to take ownership and ARDEN HILLS CITY COUNCIL - MAY 10, 1999 14 maintain the equipment, although some maintenance is charged back to the City. It is also . typical for the City to provide electricity to the lights and signals. Mr. Stafford advised that Staff recommends Council authorize the Mayor and City Administrator to execute Agreement No. 99002 with Ramsey County, relating to the installation and maintenance of traffic signals, street lights and signs at the Highway 96/West Round Lake Road intersection. Councilmember Aplikowski stated that she did not understand why this intersection would need signalization at this time. She asked if traffic counts were provided to the City from Ramsey County. Mr. Fritsinger stated that the City had not worked with Ramsey County to determine the timing ofthe signalization. As part of the work with Welsh to develop the Gateway District, there was a specific traffic analysis performed that warranted the need for signalization as the area developed. As an employee working on West Round Lake Road, Mr. Fritsinger stated that a traffic signal is needed, both in the morning and in the afternoon. Councilmember Aplikowski asked if the signal is needed now or in the future. Mr. Fritsinger stated that the signal is needed now. With regard to Ramsey County gaining ownership of the signals, lights and signs, Mayor Probst asked if the County would be allowed to remove the signal since the intersection does not meet the warrants for Ramsey County. Mr. Fritsinger stated that Ramsey County could not remove the traffic signals. . Mayor Probst asked if, once the intersection reaches the point where it meets the warrants for a tratlic signal, could the City expect some cost participation on the part of Ramsey County at that time. Mr. Fritsinger stated that tllis is the first traffic signal that the City has built as part of its own project. Other signals within the community have been built by Ramsey County as part of County projects. Over time this signal would have been installed in the same manner. Mr. Fritsinger indicated that he would not expect a cost share for this signal with the County in the future. MOTION: Council member Malone moved and Councilmember Aplikowski seconded a motion to authorize the Mayor and City Administrator to execute Agreement No. 99002 with Ramsey County, relating to the installation and maintenance of traffic signals, street lights and signs at the Highway 96/West Round Lake Road intersection. The motion carried unanimously (5-0). G. County Road F Trail Discussion . Mr. Fritsinger explained that the City Council is asked to provide direction as to the completion of plans and specifications for the County Road F Trail project. During the month of April, staff held a meeting with the Minnesota Department of Transportation and Ramsey County officials to discuss, not only the potential signalization of County Road F and Hamline A venue, but also Minnesota Department of Transportation's design for improvements being proposed to the 1-694 area between I-35E and I-35W. At this meeting, it became obvious to City staff that the improvements being proposed in this area might have a significant impact on the proposed trail. ARDEN HILLS CITY COUNCIL - MAY 10, 1999 15 . In 1998, the City was awarded a $50,000 grant from the Cooperative Trails Grant Program sponsored by the Minnesota Department of Natural Resources. This grant was to partially fund the construction of a section of trail along County Road F, between Hamline and Lexington Avenues. The total project cost was estimated at approximately $115,000. At the time of the application to the State for the grant, the City had jurisdictional control over County Road F. The City subsequently turned back County Road F to Ramsey County. As a result, the City would need to obtain authorization from Ramsey County in order to construct the trail along both County Road F and Hamline Avenue. While the Minnesota Department of Transportation does not havc a specific design completed for this area, it did share some of its options for the various improvements that could be made. It was the consensus of staff and Ramsey County officials that, at such time when the Minnesota Department of Transportation completed its improvements, County Road F would most likely need additional improvements, such as widening. With the trail to be constructed immediately behind the curb, any widening would require the trail to be removed. The improvements to 1-694 are currently scheduled for 2004, but will most likely be delayed due to design and funding Issues. . Staff had been concerned by the idea of installing a trail that will most likely be removed in the future and, depending upon the grant agreement with the state, the City, the County, or both may be responsible for reimbursing the state for the grant money. The Parks and Recreation Committee discussed this issue briefly at its April meeting and unanimously recommend the City proceed with the projcct. It was the opinion of the Committee that neither Ramsey County or Minnesota Department of Transportation have a record of completing projects in a timely manner and that, even if the improvements were completed by the State or County in 2004, it would allow for the trail to be used for five years. In addition to the timing issue, the Committee found the area to be highly used by pedestrians and the need to improve pedestrian safety is significant. Staff did contact the Minnesota Department of Natural Resources to determine what options the City had. The Minnesota Department of Natural Resources representative had indicated that the City would have the opportunity to present a similar design option. One suggestion was a pedestrian trail along County Road E over Highway 51. This option was found to be too far outside the boundaries ofthe grant project. Mr. Fritsinger stated that if the project is to move forward, it must be completed early in the year 2000, so the decision whether or not to proceed must be made quickly. e With regard to the Minnesota Department of Natural Resources' willingness to allow the money to be used elsewhere, Mayor Probst asked how far away from the County Road F trail would the City be allowed to go. Mr. Fritsinger indicated that the City would not be allowed to use the money very far from the original site, otherwise it would change the intent ofthe application. Mayor Probst asked if the Round Lake area would be too far away from the original project site. . . . ARDEN HILLS CITY COUNCIL - MAY 10, 1999 16 Mr. Fritsinger stated that it would be. He stated that the Minnesota Department of Natural Resources representative had referred to the same type of project in the same general area, such as acquisition of easements through private property or bringing the trail up Fernwood Avenue in a different way. Councilmember Larson asked if Guidant Corporation owns all the property on tlle west side of Fernwood Avenue. Mr. Fritsinger stated that they own all but the very north end of the property. Councilmember Larson asked if there would be any possibility of cutting across the Guidant Corporation property. Mr. Fritsinger stated that it would depend upon the location. He noted that Guidant Corporation had not been supportive of the trail being constructed along County Road F. Councilmember Malone stated that Guidant Corporation has gates across their property and he doubted that they would allow this use of their property. Councilmember Aplikowski requested confirmation that if the trail is not constructed within the next few years, the City will lose the grant money. Mr. Fritsinger stated that if the City elects not to proceed with the project, he would be contacting the Minnesota Department of Natural Resources and informing them that the funds would not be used. Councilmember Aplikowski confirmed that the amount of money that would be lost was $50,000. Mr. Fritsinger stated that this was correct. The amount of grant money was based on a match of slightly less than 50 percent of the project cost and the project was estimated at approximately $ 1 15,000. Councilmember Malone stated that he could not see how a trail, only a couple blocks long, could cost so much. Councilmember Larson asked if the City is committed to spending $65,000, or is the state contribution based on a percentage where, if the City spends less, the contribution would be less. Mr. Fritsinger stated that the City would have to spend at least a matching amount, or a total project cost of$IOO,OOO. Councilmember Larson continued that if the City builds the trail, Ramsey County has no obligation to replace the trail if it is removed. Mr. Fritsinger stated that this was correct. He noted that at the meeting, Ramsey County had indicated that if County Road F were widened, the trail or sidewalk would be partially funded by approximately 25 percent. Councilmember Malone asked if there was a time line for when the money would have to be returned to the state. Mr. Fritsinger stated that he was not sure and indicated that he would have to look at the agreement. He noted that the agreement also states how long the City must continue to maintain trails year-round. Councilmember Larson asked what the average lifetime is of a trail before needing to be resurfaced. Mr. Brown stated that the average lifetime of a trail if 15 to 20 years. Mayor Probst noted that the City has been seal coating the trails to extend their life. Mr. Fritsinger indicated that the lifetime of the trail depends upon its location and some current trails are in bad shape. Councilmember Larson stated that, aside from the grant money, the City has $65,000 that could be used for a trail elsewhere to serve the residents longer than five years. . . . ARDEN HILLS CITY COUNCIL - MAY 10, 1999 17 Councilmember Malone stated that he did not like the idea of constructing a trail that may be torn down in the future, particularly when the grant money may have to be paid back to the state. Councilmember Aplikowski concurred. She asked if the proposed trail along Snelling Avenue would be a candidate for the grant money. Mr. Fritsinger stated that the grant money could not be applied to this trail area. Mayor Probst stated that he respects the Parks and Recreation Committee's logic and belief that it would be a long time before the trail would have to be removed. However, the City's Park funds are so limited that, when funds are expended on a project such as the County Road F trail, the City needs to know that it will have the trail for a number of years. He recommended that the if Parks and Recreation Committee intends to construct a trail segment this year, they identify another site to utilize the funds. Mr. Fritsinger asked, if the money were not required to be paid back to the state, would this change the Council's view point. Mayor Probst stated that it may to some extent. However, he would not rely upon Ramsey County to replace the trail when County Road F is modified. lfthe City had some ability to lock the County into an agreement to replace the trail he may be supportive. He reiterated, however, that he would not rely upon the County replace the trail. Councilmember Larson stated that ifthis were the only place left within the City where a trail is needed it would be a different situation. However, staff has identified so many other areas where trails are planned, there are other places where the money could be better spent. Councilmember Rem stated that the Parks and Recreation Committee had felt strongly about the amount of pedestrian traffic in the area and the need for the County Road F trail. Since many other Minnesota Department of Transportation projects have been put off in the past, the Parks and Recreation Committee believed that the City would have use of the trail for as long as 10 years. Councilmember Malone stated that the Minnesota Department of Transportation would move forward with the 1-694 improvements soon and this will undoubtedly affect the County Road F trail. He stated that another area should be found for use of the trail money. MOTION: Councilmember Malonc moved and Councilmember Larson seconded a motion to direct staff to find an alternate use of the City's trail money and the Minnesota Department of Natural Resources grant money, or to inform the Minnesota Department of Natural Resources that the grant money will not be used. The motion carried unanimously (5-0). ADMINISTRATOR COMMENTS Mr. Fritsinger stated that included in the bench handouts was a copy ofthe 1999 Budget Book. He indicated that if the Council had any questions regarding the Budget Book to contact either Mr. Post or himself. ARDEN HILLS CITY COUNCIL - MAY 10, 1999 18 Mr. Fritsinger stated that the preliminary audit report from 1998 was also included in the bench . handout. The auditor will be at the Council Worksession to present the report to the Council. Mayor Probst asked if the audit was similar to previous years. Mr. Post stated that one change was that a new accounting standard requires the City to book the market value of investments. Mr. Fritsinger stated that another new item that must be included in the audit opinion is commentary on Y2K issues. Mr. Fritsinger reminded the Council that the League of Minnesota Cities meeting in Rochester is approaching and if any Councilmembers where interested in attending they should contact either Ms. Stowell or himself. Mr. Fritsinger stated that included in the bench handouts was a note from Mr. Stafford regarding a tour of some of the Public Works operations. Mr. Statlord has suggested a date and time and Mr. Fritsinger asked that the Councilmembers inform Mr. Stafford ifthe date and time are acceptable, and who may be intcrested in attending. With regard to the Council's meeting with the Committees on Monday, May 17, 1999, Mr. Fritsinger stated that he sent out notification of the meeting and asked the Councilmembers if they had any anything they wanted staff to prepare for this meeting. . Councilmember Malone asked if an application for the Task Forces was included in the packet that was sent to prospective members. Mr. Fritsinger stated that an application had been included. He asked if there was any presentation material he should prepare. Councilmember Aplikowski suggested that photos of prior events, such as Day in the Park, should be included. Mr. Fritsinger stated that photographs were not available. He indicated that Ms. Walsh might have kept some newspaper clippings in the files. Councilmember Aplikowski expressed concern for providing direction and focus to the new Task Forces. Mr. Fritsinger noted that the only Task Force being formed at this time is the Maintenance Facility Task Force. He asked if the Council intended to get into detail regarding the other three Task Forces. Councilmember Aplikowski thought that the Events Task Force was being formed at this time as well. Mr. Fritsinger stated that the direction of the Council had been that the other three Task Forces would not be formed until this fall. Councilmember Larson stated that it would be helpful for the prospective Committee and Task Force members if the staff and Council where to be as specific as possible regarding what the Task Forces will do and when tlley will be established. . Mr. Fritsinger deferred back to the Council with regard to when they want to start the Task Forces. Councilmember Aplikowski expressed concern that the prospective members have been on hold for the last several months. These people have been told that they are wanted for the various Task Forces, however, they have not been told when the selections will occur. She had assumed that the meeting on May 17, 1999 was to get the new members signed up. Mr. Fritsingcr reiterated that the direction given by the Council was that the City would be looking . . . ARDEN HILLS CITY COUNCIL - MAY 10, 1999 19 for people to join the various Committees and Task Forces which were created. However, the only Task Force that would actually start working at this point would be the Maintenance Facility Task Force. The others would start in the fall. Mr. Fritsinger stated that it was his understanding that the intent was to wait to get through summer, when people would be least likely to participate. Once fall arrived and most people have more time available, the Task Forces would be formed and there would likely be better participation. Councilmember Rem agreed that the meeting on May 17, 1999, would be to touch base with the prospective members and let them know that the Task Forces would begin in fall. She expressed her belief that the responsibilities of each Task Force would be self evident. It was her impression that the meeting on May 17, 1999 would be a chance to ask questions and get organized. Councilmember Aplikowski stated that the Task Forces should not wait until fall to get organized. The Task Forces should get organized and be in place now so they can begin work in the fail, according to their various tasks. With her experience in organizing groups, she would prcfer for the format to not be so loose. She agreed that the Task Forces do not need to begin meeting until fall, however, they should be formed now so they know what their responsibilities will be come September. Mayor Probst agreed that the intent of the Council is to get Task Force members identified now so they will be ready to begin work in September. Appointments should not be taking place in September as some may lose interest by that point. With regard to Mr. Fritsinger's question of what sort of material should be prepared for the meeting, he suggested that an agenda and script be prepared in ordcr to determine the format of the meeting and address the intent of the Committees and Task Forces. Councilmember Malone stated that the intent of the Committees and Task Forces was well described in the Resolution. Mayor Probst suggested that the information provided at the meeting should go beyond what's included in the Resolution, such as providing a better understanding of the budget process. Mr. Fritsinger stated that it had been his understanding that this information would come later and the meeting was simply to inform the prospective members of the changes that had taken place. Councilmember Larson stated that if the intent is to establish the remaining Task Forces to begin work in September, the appointments should be made now in order for the Task Forces to be ready to begin meeting by the deadline in September. COUNCIL COMMENTS Councilmember Larson stated that he had attended a Shoreview City meeting regarding lakeshore issues. Mr. Caroll Henderson, author of a book on lake shore restoration, gave a presentation which provided ways to improve the quality of shore land. He indicated that the ARDEN HILLS CITY COUNCIL - MAY 10, 1999 20 . information had some relevance to lake water quality issues. He believed that a copy of the book was available at tlle City. Councilmember Malone referred to a letter in the non-agenda packet from a resident expressing concern regarding the installation of television cable in their front yard. He noted that this is a public utility being instaIled in a public right-of-way. Mr. Fritsinger stated that staff would be responding to the resident with a letter. He had been searching for specific language from the FCC that aIlows this instaIlation in a public right-of-way. He noted that at times the cable company does not do a good job of restoring areas in which they dig and Media One has been contacted and requested that they do a better job. Mayor Probst stated that it would help ifthe cable company were to announce to the residents when they intend to instaIl cable. Mr. Fritsinger stated that they do inform the residents ahead of time and this was what prompted the complaint. Councilmember Larson asked if the cable company was obligated to restore the areas in which they install cable. Mr. Fritsinger stated that Mr. Stafford has put together a certain agreement with all public utilities informing them of what the City's expectations are for restoration. However, there is no clear cut right-of-way ordinance spelling out the expectations, and one may be forth coming. . Councilmember Aplikowski noted that the letter sent out the residcnts informs them that the utility company will try to inconvenience them as little as possible. She indicated that the letter is often sent out so far in advance that the residents sometimes forget. Councilmember Rem stated that she attended the Pilgrim House Church Open House dedication on Sunday, May 9, 1999. She indicated that one of the members, an architect, had made a point that Arden HiIls staff has been very helpful and courteous and wanted to thank the City staff. Mayor Probst stated that correspondence had been received two weeks ago regarding the under- grounding of electric lines. He asked that staff look into this information in order for the City to position itself to direct NSP to instaIllines underground wherever possible. Mayor Probst commended the Public Works stafffor the clean up ofthe sanitary sewer forcemain break which occurred two weeks ago. Mayor Probst stated that, on May 19, 1999, the I-35W Corridor Coalition will be recognized for its cooperative efforts with the Governor's commendation. Mayor Probst stated that an anonymous letter had been received regarding the Parks and Recreation programming. He noted that it would be difficult to respond to this letter as it is unknown who sent it. Mr. Fritsinger stated that staff has had some discussions with the School District and this is an issue that the City will have to work through. . Mayor Probst noted that the Clarks on Lake Johanna Boulevard had circulated a letter which advocates that the City consider maintaining control over what happens on that roadway. He had . . . ARDEN HILLS CITY COUNCIL - MAY 10, 1999 21 thought that the letter would have included a petition, however, it appears as though the residents are assuming that the petitions would be submitted individually. Mr. Fritsinger stated that the residents had called and spoken with Mr. Stafford prior to the letter being sent out. The residents had decided to use this approach to express tlleir opinions. Mr. Fritsinger stated that he had spoken with anothcr resident on Lake Johanna Boulevard and they were just as adamant that this roadway be the last street turned back to the City. Mr. Fritsinger indicated that the Ramsey County right-of-way individual sent him information regarding Lake Johanna Boulevard. However, the information was generic enough that he had indicated it was not enough information to discuss with the City Council. He expects Ramsey County to provide additional information related to what opportunities the City would have to use the right-of-way. Ramsey County had indicated that there is a prescriptive easement that has been developed over the years. The County has the right to rebuild the road using a typical right- of-way that would be 35 feet on either side ofthe center line for maintenance purposes. He asked that more information be provided on paper in order for the City to determine if the roadway would be part of the turn-back program. Councilmember Malone noted that NSP has been installing poles on the Arsenal along I-35W. He wondered if these poles would be for above ground high voltage lines. Mayor Probst asked staff to find out what these poles are for. Mr. Fritsinger stated that he would be attending the City Managers Conference and will be unavailable for the remainder of the week. ADJOURN MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to adjourn the meeting at 9:30 p.m. The motion carried unanimously (5- 0). /7 /7:~; //..... ---""',\/>/ ~-;:;:>- ~. 1-- Brian Fritsinger6 City Administrator NOTICE OF MEETINGS The next regular City Council meeting will be held Monday, May 24, 1999 at 7:30 p.m. at the Arden Hills Council chambers.