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HomeMy WebLinkAboutCC 07-26-1999 . . . MINUTES CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING JULY 26, 1999 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, 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; and Recording Secretary, Lori Rolfson, ADOPT AGENDA Mayor Probst requested that item nwnber 4B under the Consent Calendar, Operations and Finance Committee Appointment, be considered under Unfinished and New Business as item nwnber6A. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to adopt the agenda for the July 26, 1999, regular City Council meeting, as amended. The motion carried unanimously (5-0). APPROVAL OF MINUTES A. June 19, 1999 Council Worksession Mr, Fritsinger requested that on page three, fifth paragraph, the end of the first line should read, "...that the design should meet the City's specific needs and consider the ultimate costs..." MOTION: Councilmember Larson moved and Councilmember Aplikowski seconded a motion to approve the meeting minutes ofthe June 19, 1999 Council Worksession, as amended. The motion carried unanimously (5-0). CONSENT CALENDAR A. Claims and Payroll . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 2 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, There were no public comments, UNFINISHED AND NEW BUSINESS A. Operations and Finance Committee Appointment Mayor Probst stated that he had spoken with Mr, Mark Kelliher and he had agreed to Chair the Operations and Finance Committee, He asked that the action to appoint Mr. Kelliher to the Committee be amended to appointment Mr. Kelliher as Chairman of the Operations and Finance Committee. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to ratify the appointment ofMr. Mark Kelliher as Chairman of the Operations and Finance Committee for the remainder of 1999, The motion carried unanimously (5-0). B. Planning Case #99-10, Bethel College, Site Plan Review Ms, Randall explained that the Petitioner was requesting approval of a Site Plan for Bethel College, located at 3900 Bethel Drive, to allow a gate at the east entrance and monument fence with sign at the west entrance, The approved Master Plan shows a gate/monument at the east and west entrances, The location of the proposed monument gate and sign at the west entrance was in the approximate location as shown on the Master Plan, The location of the proposed gate at the east entrance was moved closer to Highway 51 than shown on the Master Plan, in order to incorporate the section ofroad leading to the parking lot to the south ofthe entrance, At the time the Master Plan was approved, renderings of the monument gate and sign were made and the proposed gate and sign are similar to those renderings, The applicant is proposing to remove the two existing signs at this entrance and construct one new sign, The sign is proposed to be 68 square feet and setback the required 20 feet from the property line, The monument fence is proposed to be six feet in height with eight-foot posts with light fixtures on top, The light fixtures will mimic those already on campus, with a softer bulb due to the location, The fixtures were designed to be more decorative than functional, The applicant has stated that the lights will comply with the lighting standards of the Zoning Ordinance, . . - ARDEN HILLS CITY COUNCIL - mL Y 26, 1999 3 The gate on the east side does appear very different from the original rendering in the Master Plan, When this gate was original approved, a control gate was discussed at Bethel Drive. When the parking lot was constructed, the gate situation was evaluated, It was decided that a gate would be placed at the parking lot. However, the applicant wanted to retain the option for a future gate control off of the service drive, This would only occur if the applicant gained total control of the service drive from the Minnesota Department of Transportation, The applicant has obtained a permit for the placement of the proposed gate from the Minnesota Department of Transportation, The applicant is also working with the Minnesota Department of Transportation to have a portion of right-of-way turned over to Bethel College, A condition was placed on the original approval of the east gate that, if Bethel College relocates the gate to the intersection of the service drive, then a modification of the south comer of the parking lot would be required to allow a second access point for better circulation, At this time, the entrance to the parking lot only accommodates one car in and out. Having two entrances will increase this flow, Bethel College does use this parking lot at all times of the day and the reason for the placement of the gate as proposed by the applicant was for more security in this area, not only for the storage area, but also for the parking lot area as well, The staff had three concerns with the proposed gate at the east entrance, The first concern was that it might cause a problem for motorists that are not familiar with the gate location when the gate is closed between II :00 p,m, and 6:00 a,m, A motorist may not realize the gate is closed and may have difficulty turning around, The applicant has provided analysis showing that a passenger vehicle will be able to stop and turn back onto Highway 51 after seeing that the gate is closed, Additionally, there is a deceleration lane when approaching the gate, The proposed gate will reduce the width of the drive at the corner to approximately 20 feet where 24 feet is required, Therefore, cars may have difficulty passing in this location, The applicant had agreed to expand this drive to 24 feet by cutting the comer. The third concern was that the location of the gate does not conform with the Master Plan location, With the proposed location, there is only enough stacking space for one car before blocking the service drive, Staff had proposed an alternative to the Planning Commission for the east gate location, By relocating the service drive, there would be more distance to allow stacking of traffic coming and going, The gate would be moved back farther to allow more time for motorists to realize the gate is closed and allow more space to turn around and re-enter Highway 51. This option would also alleviate the distance problem, The Planning Commission recommended approval of the gate area by widening the drive to 24 feet, The applicant had expressed concern regarding the steep slope in this location and building this up may be difficult, The applicant was comfortable with cutting the corner to widen the ARDEN HILLS CITY COUNCIL - JULY 26, 1999 4 drive, The applicant was also willing to construct the second entrance into the parking lot, off . the service drive, Ms, Randall advised that the Planning Commission recommended approval of Planning Case #99-10, Site Plan, for the construction ofthe west entrance monument and sign, subject to compliance with the lighting standards of the Zoning Ordinance, The Planning Commission also recommended approval of Planning Case #99-10, Site Plan, for the construction of the east entrance gate, conditioned on: I, Bethel College realigning the western portion of the service road and Bethel Drive to provide for a 24 foot wide roadway, 2, Construction of a second entrance into the existing parking lot off the service drive, 3, The applicant's Professional Engineer approve and sign-off on the east entrance barrier gate plans, . Councilmember Larson stated that the way the applicant has proposed the east gate entrance, the access to the gate would be closer to the highway than staff would recommend and the gate was at an oblique angle. He asked how visible the gate would be for someone traveling at a high rate of speed on Highway 51 at night. He noted that the current location of the gate allows a motorist to approach the gate head-on, which allows sufficient visibility of the gate when it is closed. He asked if how the gate will be marked was discussed at the Planning Commission meeting, Ms, Randall stated that the applicant was proposing to include retlectorized signs on the gate, She also suggested the use of a sign farther up the entryway to warn motorists when the gate is closed. She noted that the proposed signs will be on the gate and will be slightly skewed for a motorist traveling at a high rate of speed, However, the gate will be visible from a distance and there are no hills or bushes in the way, Councilmember Larson asked if there was one-foot contour intervals on the west side at the slope, Ms, Randall stated that the intervals were two foot. Councilmember Larson asked, if the road was moved over according to staffs recommendation, what would be the actual cut-in, Ms, Randall stated that the cut-in would be approximately eight feet. Councilmember Aplikowski stated that the proposed gates would dress up the campus, She indicated that she had driven through Bethel College and noted a great deal of activity on campus, She had been driving a large vehicle and had no problem turning into the east entrance way at highway speed, She agreed that, with the new proposed east gate location, motorists will have to slow down quickly, however, this was not a deterring factor. . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 5 . Councilmember Malone stated that he found the west entrance monument and sign acceptable, however, he did have issues with the proposed east entrance gate. He stated that the proposed east entrance gate would be too close to Highway 51, He did not believe the City would want to allow a situation where gates are constructed right off the Highway, He did, however, understand the argument that the gate will only be closed from 11 :00 p.m. until 6:00 a,m. He asked if the gate would remain open during weekends and holidays, Mr, Brian Humphries, Bethel College representative, stated that the gate would be open on weekends with the same hours for evening closure, He noted that there might be times at night when the gate will be open for late events, Councilmember Malone confirmed that, without exception, the east entrance gate would always be open during the day, Mr. Humphries stated that this was correct. Councilmember Malone stated he was still concerned for the closeness of the gate to Highway 51. He suggested making the northern turn sharper which would allow the gate to be farther from the road, He asked if the proposed east entrance gate will be permanent or will it eventually be replaced by the original gate that was shown on the Master Plan. Mr. Humphries stated that the proposed east entrance gate would be permanent. He noted the original plan was to construct a monument gate, which is no longer the plan for the east entrance gate, Although he understands the argument that there is not a lot of traffic on this portion of Highway 51, Councilmember Malone stated that he leans towards staff s recommendation for the east entrance gate, . Mayor Probst concurred with Councilmember Malone, He was also concerned that, with the alignment as proposed, there would be a 70 foot gate with a curb cut of over 60 feet wide, He did not believe that the City should permit this, He felt that staff's proposed alignment cleans up the entrance area and will help the control traftic through the intersection, He asked the applicant if there was any objections to the proposed recommendation from staff, Mr. Marty Weber, Stanley Consultants, stated that the only problem with staffs alternative was that it would require an eight to 10 foot high retaining wall. This would increase the project budget from approximately $7,000 to approximately $70,000, He stated that Bethel College was attempting to solve this issue as simply as possible. He noted that the Minnesota Department of Transportation requires a 30 foot clear zone from the southbound lane of Highway 51 and the location of the proposed gate would satisfy this requirement. Mayor Probst confirmed that the gate would be located on Minnesota Department of Transportation property, Mr. Weber stated that, once this land is obtained from the State of Minnesota, the gate would be on Bethel College property. . Mr. Ringwald asked Councilmember Malone if he had been suggesting moving the road farther to the north, Councilmember Malone stated that he had suggested making the turn-off from Highway 51 sharper so the traffic must slow down more in the deceleration lane, With the current turn-off, traffic is capable of turning the comer at close to highway speed without really slowing down, ARDEN HILLS CITY COUNCIL - JULY 26 1999 , 6 . Mr. Ringwald suggested that the service drive could be moved to the north, He stated that this would allow the road to remain in the area that it currently is and eliminates the need for any retaining wall. Mr. Weber stated that this would require Bethel College to obtain another permit from the Milmesota Department of Transportation to use more of their property, Mayor Probst expressed his concern that the current entrance off Highway 51 was not standard, He was surprised that the Minnesota Department of Transportation had not required this area to be cleaned up, He noted that the east entrance gate being proposed was not as aesthetically pleasing as the proposal for the west entrance gate, However, he did understand Bethel College's desire to keep the costs of the project down, He felt that the proposed east entrance gate would not be a positive long-term solution, Councilmember Rem concurred with Mayor Probst. She stated that she would prefer more distance between the proposed east entrance gate and Highway 51, This would allow more space for a motorist to turn-around when the gate is closed, She noted that the traffic on Highway 51 is busy and this intersection is not clearly visible, The proposed location for the gate may make merging back into traffic difficult. . Mr. Weber noted that the gate will only be closed at night and will have reflectorized signs, The students and faculty will be made aware ofthe gate closing schedule, Additionally, statistics indicate that the traflic on Highway 51 at night is 87% less than the traffic during the day, If a motorist does approach the gate and find it closed, it will not be difficult to merge into traffic, as there will not be a line of cars, Councilmember Rem confirmed that Mr. Weber was quoting a 1995 traffic study, Mr, Weher stated that this was correct. Mayor Probst noted that when events are held on campus, the traffic flow on Highway 51 will he heavier. He stated that the entrance should be a two-lane road to allow traffic in and out, which was solved by staff s recommended location for the east entrance gate. Councilmember Aplikowski noted that, at the time she drove through the campus, there was only six other cars heading south on Highway 51 and had no prohlem entering the campus at the east entrance, She did not feel that the traffic loads would be an issue, She believed that the security of the campus was the number one issue for Bethel College and the proposed location of the east entrance gate would work better to secure Bethel College's property, Councilmember Malone stated that the City Council couldn't engineer a new Site Plan for the east entranee gate, He did approve of tightening the turn, as well as Mr, Ringwald's suggestion of moving the service road to the north, He stated that he was inclined to approve the Site Plan for the west monument and sign and for further work to be done on the east entrance gate, based on the discussions this evening, . ARDEN HILLS CITY COUNCIL -JULY 26, 1999 7 MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to approve Planning Case #99-10, Site Plan, for the construction of the west entrance monument and sign, subject to compliance with the lighting standards of the Zoning Ordinance and for a new Site Plan be prepared for the east entrance gate, to address the concerns expressed by the City Council and staff. . Mayor Probst asked if it was acceptable to only approve the west entrance monument and sign, or, ifby approving the west gate, this would give automatic approval to the east entrance gate. Ms, Randall stated that the Planning Case could be broken into two separate issues. Mayor Probst asked if there would have to be an agreement with the applicant to extend the time of approval. Ms. Randall stated that the approval request would automatically be extended on August 6, 1999, At this point the City would notify the applicant that the request would be extended an additional 60 days, This would allow the applicant time to prepare and present a new Site Plan for the second half of the Planning Case, Councilmember Larson stated that the improvements on the west side of the campus were very attractive and will be a nice addition to the community, He did feel that additional work must be done on making the east entrance gate safer. Mr. Humphries stated that the only concern he would have with delaying approval of the east entrance gate was that students will be returning to college in a couple of weeks. At this time Bethel College cannot provide these students as much safety as they would want. . Mayor Probst asked if the applicant was willing to accept the alternative presented by staff in order to gain approval of the east entrance gate at this time, Mr. Humphries and Mr. Weber requested time to discuss this question, Councilmember Rem stated that the east entrance gate would be a permanent situation. Since this gate will be a long-term matter of public safety on a State Highway, it would make sense to take the time needed to create a proper entrance, Councilmember Aplikowski asked, if the west gate was approved and the east gate was not, would the City Council have the opportunity to review a new Site Plan within one month, Mayor Probst stated that this would be possible if the applicant met with staffto resolve the issues of the east entrance gate prior to the next City Council meeting, Ms, Randall noted that the Planning Case could be continued under the rule of 60 days, . With regard to Mayor Probst's earlier question, Mr. Weber asked ifthe Mayor had been referring to the suggestion to move the service road to the north, Mayor Probst stated that the City Council was not in the position of engineering a new Site Plan, He suggested splitting the Planning Case in two parts to take action on the west monument and sign and to reconsider the east entrance gate at the August 9, 1999, City Council meeting, if the applicant is ready at that time, He noted that the Council would be happy to proceed with the option recommended by staff in the staff memo, He stated that the applicant should attempt to make a 90 degree intersection at Highway 51 while still achieving the security wanted by Bethel College, . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 8 Mayor Probst asked Councilmember Malone ifhe wished to make a second motion or amend his first motion, Councilmember Malone withdrew the first motion, Councilmember Larson agreed to this withdrawal. Councilmember Malone asked the applicant if not approving the west monument and sign this evening would create a hardship, Mr. Humphries stated that this would be problematic as Bethel College intends to begin construction of the west monument and sign immediately. MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to approve part one of Planning Case #99-10, Site Plan, for the construction of the west entrance monument and sign, subject to compliance with the lighting standards of the Zoning Ordinance, and to continue part two of Planning Case #99-10, Site Plan for the construction of the east entrance gate, until the August 9, 1999 regular City Council meeting, Council member Larson noted that the staff report had indicated that the sign on the west side might be illuminated from the outside, or from the inside. He asked the applicant ifhe had indicated that the sign would be illuminated from the inside. Mr. Humphries stated that the illumination for the sign on the west side had not yet been determined, The motion carried unanimously (5-0), C, Resolution #99-21, Requesting Approval of Charitable Gambling Premises Permit Application for Earthstar Project, Inc. at Pot 0' Gold, Inc. Mr. Post explained that the two-year Premises Permit for the Earthstar Project, Inc, to conduct Class A gambling activities at the Pot 0' Gold will expire on September 30,1999, At the last review of this permit two years ago, the organization was found to be in compliance with Ordinance requirements, Based on current analysis of documents supplied by the organization, and analysis of the organization's trade area spending, they have also complied with Ordinance requirements during this most recent two-year time period, Mr. Post advised that staff recommended the City Council consider approving Resolution #99- 21, a Resolution approving Earthstar Project, Inc, Class A Charitable Gambling Premises Permit renewal application at Pot 0' Gold, Mr. Post noted that, according to Exhibit D of the staff report, the largest trade area donation from Earthstar Project, Inc" over the last two years, was $37,022,94 to the Northwest Youth and Family Services organization. He indicated that Earthstar Project, Inc, Executive Director, Perry Bolin, was available at the meeting to answer questions, Councilmember Larson asked Mr. Bolin to explain what Earthstar Project, Inc, was and how this project was operated, Mr. Bolin explained that Earthstar Project, Inc, is an American Indian social services organization based in Saint Paul. The project has an elderly service program that ARDEN HILLS CITY COUNCIL - JULY 26, 1999 9 . provides home chore services and transportation, coordinates access to health care services and now includes an employment and training program, The organization has a mental health program with a case manager and family counseling, The organization is also involved in housing development. Approximately three years ago, Earthstar completed a 43-unit apartment elderly program for low-income residents of the east side of Saint Paul. Mr, Bolin stated that Earthstar supports programs in this trade area that compliment this mission, These would include youth programs, programs for low-income people and park activities, MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to approve Resolution #99-21, a Resolution approving Earthstar Project, Inc, Class A Charitable Gambling Premises Permit renewal application at Pot 0' Gold, The motion carried unanimously (5-0), D. Sealcoating Bids Mr, Brown explained that bids were received and opened for the 1999 Seal Coating Project on July 21, 1999, One bid was received from Allied Blacktop in the amount of$25,970, The bid included a 10 percent bond as required by the Project Manual and was verified, . Mr, Brown indicated that one issue with this bid was that the Contractor did not include a bid price for slurry seal coating the park trails, indicating that a subcontractor was not available to perform the work. Slurry seal coating in the metro area is predominately accomplished by a contractor located in Madison Wisconsin, BR W contacted this contractor and they indicated that they are too busy to do work in the Twin Cities this year on projects with small scopes such as that included in the trail portion of the project. Therefore, Allied Blacktop did not include a bid for this work, The project includes seal coating of Valentine Lake Road which was reconstructed in 1995 and received a final bituminous wear course in 1996. The pavement markings on Valentine Lake Road are a pre-formed type, manufactured by 3M and designed to last longer than standard painted or epoxy tape markings, Seal coating of this street would cover all of the existing markings before the end of their useful life, In order to preserve the markings, they must be covered with tape prior to the seal coating operation, Included in the bid were provisions to preserve a single dashed yellow centerline, stop bars and turn lanes. The contract bid amount for this work was $1,550, The City Engineer estimates that the cost to protect all of the existing markings would be approximately $10,000, This was not included in the contract, as this would cost almost as much as the sealcoating, which was approximately $12,000, The Contractor had indicated a willingness to protect all of the existing markings at a cost of approximately $8,900, If the City Public Works Department was to contribute some labor in the removal of the tape, the cost for this work would be reduced approximately $1,700, Therefore there would be an approximate $7,200 expense to protect the entire street markings on Lake Valentine Road, plus City staff time, . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 10 . Another option the City has would be to seal coat and re-stripe the street under the existing agreement with Ramsey County Public Works, The County has indicated that they would re- stripe the street in its current configuration for approximately $2,500. The painting ofthe stripes would last approximately one to two years. If the markings were protected, they would last an additional four to five years, Mr. Brown stated that one question to consider was whether or not all the existing striping is needed, He was not convinced that the road required double lines. Although only one bid was received for the work, Mr, Brown stated that the City Engineer feels that the Contractor's bid represents a reasonable and fair price, The City has had very positive experiences with Allied Blacktop in the past and is confident that the Contractor is able to complete the work satisfactorily, Mr. Brown advised that the City Engineer recommended the award ofthe 1999 Sealcoating Project to Allied Blacktop for the total amount of$25,970, If the City Council elects to include sealcoating of the Lexington Avenue trail and/or protection of the existing striping along Valentine Lake Road, then the City Engineer will prepare the necessary Change Order document with thc Contractor for Council approval. Mr. Brown stated that one other option for Lake Valentine Road would be to delay the seal coating, He noted that according to the City's schedule, this would be the time the perform this seal coating and, if the project is delayed for a couple of years, the work would be out of sync with the schedule, He suggested that the cost to seal coat Lake Valentine Road could be used on another road, . Essentially, the City has three options for the seal coating of Lake Valentine Road, to opt for full protection of the street markings; to repaint the street markings; or to take this work out of the contract. Councilmember Rem requested confirmation that the City's policy is that roads are scheduled for sealcoating every 4 - 5 years, and Lake Valentine is on schedule for 1999, which is only 3 years after its reconstruction. Mr. Brown confirmed this. Mayor Probst asked what would happen if the slurry seal coating of the park trails was delayed for one year, Mr. Brown stated that this would be acceptable, BRW has reviewed the trail and, although the surface is not attractive, the trail would not lose any significant structure, Mr. Brown noted that approximately three to four years ago, the slurry seal contractor from Madison Wisconsin had perfonned work for the City of Arden Hills, in conjunction with work for other cities, From a timing standpoint, the park trail seal coating could be coordinated with other cities as well, This work could be done through a purchase order, as it would cost approximately $10,000 to $15,000, Mayor Probst stated that, unless the Lexington Avenue trail was in danger of surface damage, he would be inclined to delay the work. It was his understanding that the City was happy with the slurry seal coating done in other areas. He suggested that the City find a way to continue with . . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 11 the slurry seal coating and, if this cannot be done this year, he suggested the work be combined with a larger project next year, With regard to the seal coating project this year, Mayor Probst stated that it was frustrating having to deal with the marking situation on Lake Valentine Road, He recalled that the City learned of this situation when the road was reconstructed and the markings were already in place, Additionally, the engineering firm that specified the product is no longer contracting with the City, Given the ditliculty that the City goes through with the Pavement Management Program, and the notion that the City is trying to have these reconstruction projects last a minimum of20 years, the only way the City will accomplish this is by maintaining the seal coating program, Therefore, Mayor Probst advocated that the City proceed with the seal coating program and paint the street markings, He did not feel that the City should deal with trying to protect the striping, as this will most likely be more trouble than anticipated, Councilmember Malone stated that he was inclined to protect the striping because it would result in an almost break-even cost. He noted that the paint would wear off within one year, while the current striping, if protected, would last four years, Mayor Probst stated that there would be other issues if the striping were preserved. The stripes can peal off and this would result in the City painting the stripes anyway, Mr. Brown noted that the current stripes tend to bleed through the seal coating, He suggested that the current stripes could be pealed off prior to seal coating, Councilmember Malone asked if the current road markings are flush with the road surface. Mr. Brown stated that the stripes are basically flush, however, they do have a very slight protrusion, Councilmember Malone stated that he would prefer to save the current stripes, however, he agreed that there would be additional problems with this option, If the pavement markings were covered up, Councilmember Aplikowski asked if the residents along Lake Valentine Road would feel as though the City took away their walking path, Mr, Fritsinger stated that there should be additional review of the shoulder areas, He noted that there had been previous discussions regarding where the shoulders are striped and how wide the shoulders should be, Councilmember Aplikowski stated that she was not in favor of taping the pavement markings, She felt that there should be striping of the shoulder to allow for a walking path, Councilmember Rem stated that she lives near and uses Lake Valentine Road, She agreed that there are areas of the road that do need fixing, however, obliterating the shoulder stripes did not make sense, There are residents who feel they paid top dollar for the road and they will not be happy to see all the shoulder stripes blacked out. . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 12 Mayor Probst requested Mr. Stafford's opinion on the re-striping of Lake Valentine Road. Mr. Stafford stated that City staff has received some complaints about the shoulder striping. At this time, the line is approximately eight feet from the curb and gutter, and tapers down to approximately two feet in some areas. He had reviewed the road with the Ramsey County individual in charge of striping and his feeling was that the striping was in good enough shape and should be saved if can be. Seal coating and protecting the markings would extend the life of the markings, as the seal coating will add a one-eight inch surface. When the tape is pealed off, the markings sink into the surface, which would make them last longer. Mr. Stafford noted that Ramsey County had indicated this sort of striping is normally used on freeways, or other roads that are not seal coated. Ifwas felt, however, that this was a valuable enough product that it should be saved. Mr. Stafford recommended that the City preserve the arrows and the striping down the middle. If necessary, the side striping could be redone with paint. The City could provide some labor in order to bring the price down for this work. Mr. Brown noted that the cost to preserve the stripes would be reduced if the shoulder stripes were not included. Mr. Stafford stated he had been informed that seal coating directly over the striping would not work very well. Over time, the seal coating will flake off in the areas where the stripes are. Council member Aplikowski asked, if City labor would be used to protect the striping, why would there be cost to the Contractor. Mr. Stafford stated that the Contractor would be providing additional labor and expertise. Councilmember Larson asked for an explanation behind the rationale of seal coating this road this year, and what would happen ifthe work was delayed a couple of years. Mr. Brown explained that the sealing process provides two main functions. The asphalt will start to deteriorate and crack over time due to ultraviolet light. Before the actual seal coating is accomplished, significant cracks are sealed. The seal coat is a new covering and barrier against the sun. Aggregate is added to the seal coating to provide traction and further protect the surface. Mr. Brown stated that seal coating the road this year or next year would make little difference in the life of the pavement. He noted that the life of the striping is another four to five years. If the seal coating is delayed this long, there will be more water and cracks in the pavement that will effect the overall life of the pavement. Councilmember Larson noted that if the side striping was not protected, the seal coating may flake off and the stripes would be visible and conflict with any new stripes. Mr. Stafford stated that an asphalt coating could be applied to the sides of the road to camouflage the stripes. Councilmember Larson confirmed that the commitment would be to still paint the stripes on the side of the road. Mr. Stafford stated that this was correct, however, the City may wish to revisit how this striping is done. He reiterated that the current striping does taper down and the City ARDEN HILLS CITY COUNCIL - JULY 26, 1999 13 . receives complaints about this. Mr. Brown noted that the striping is only for a shoulder, not a bike path. Councilmember Malone stated that many residents feel that they own roads because they are assessed for a portion ofthe cost to construct them. Councilmember Larson asked if the side stripes could be changed without changing the centerline striping. Mr. Brown stated that this was possible. Councilmember Aplikowski asked, if a motion was made to approve the seal coating project, would the dollar amount still be $25,790, or would this dollar amount need to be changed to include the trail work and the Lake Valentine Road stripe protecting. Mr. Brown stated that the motion requested is only for the seal coating work at a cost of $25,790. This does not include the trail work or stripe protection MOTION: Councilmember Aplikowski moved and Councilmember Larson seconded a motion to award the 1999 Sealcoating Project to Allied Blacktop for the total amount of$25,970. The motion carried unanimously (5-0). MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to direct the City Engineer to prepare the necessary Change Order document with Allied Blacktop for some of the striping on Lake Valentine Road to be protected, including the center stripe, to the extent that is economically practical. The motion carried unanimously (5-0). . E. 1998 Sanitary Sewer Rehabilitation Project, Final Payment #3, Infrastrueture Technologies, Inc. Mr. Brown explained that the City of Arden Hills awarded Infrastructure Technologies, Inc. of Brooklyn Park, Minnesota the 1998 Sanitary Sewer Rehabilitation Project on July 13, 1998. Infrastructure Technologies low bid was $126,570.25. The Contractor has completed all of the rehabilitation work included in the original project, as well as an additional 2,000 feet of lateral sewer and manhole rehabilitation as a result of better than anticipated conditions within the original project. Mr. Brown stated that the final payment results in the project finishing $5,000 below the actual bid amount. The City has received videotape records of the before and after conditions ofthe sewer lines. . Mr. Brown advised that the City Engineer recommended the City Council approve Pay Estimate #3 (Final Payment) for Infrastructure Technologies, Inc. of Brooklyn Park, Minnesota in the amount of$30,360.90. No retainage is being held for the project. The Contractor has been asked to supply the City with a completed payroll withholding form, lien waivers, and a maintenance bond as is required by the contract, prior to the City releasing the final payment check. . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 14 Mr. Stafford stated that he had observed some of the work being accomplished. He indicated that the Contractor did not require a great deal of monitoring as they had remained on top of the project at all times. He confirmed that the City engineer does have all the videos that are available for review. MOTION: Councilmember Aplikowski moved and Councilmember Malone seconded a motion to approve Pay Estimate #3 (Final Payment) for Infrastructure Technologies, Inc. of Brooklyn Park, Minnesota in the amount of $30,360.90. The motion carried unanimously (5-0). F. Residential Water Meter Project, Award of Bid Mr. Stafford explained that the City Council had been aware of the need to replace most ofthe City's residential water meters as they are beyond their life expectancy. At the April 19, 1999, Council Worksession, the Public Works Director explained the different types of meters, specifically reading technology, which are available. The Council then authorized the Director to proceed with necessary steps for replacing the residential water meters with radio-read meters at an estimated cost of up to $570,000. At the May 24,1999 City Council meeting, the Public Works Director asked the Council to consider adding an alternate to tlle residential meter replacement Request for Proposals whereby the meter installers would also do a visual inspection of sump pump discharge conneetions. Staff believes that a large nunlber of residential sump pump discharges may be illegally connected to the City's sewer system, adding clean ground water to the sewer system. The City Council agreed to add the alternate to the Request for Proposals. Costs for the inspection alternate were estimated to add $23,500 to the meter replacement project. Mr. Stafford indicated that this inspection work is not unique and has been done by other local communities. The Public Works Director drafted specifications for the Base Bid which included replacement of all the residential meters ten years old or older and upgrading the newer meters with radio-read transponders, compatible with the City's industrial/commercial radio-read equipment. This bid covered only the area south of the Sault Saint Marie railroad tracks, which includes approximately 1,000 residences. This work is to be accomplished in 1999-2000. As Alternate A, the bid also included the same replacement specifications as the Base Bid, except it covered the remaining portion of Arden Hills laying north of the Sault Saint Marie tracks, consisting of approximately 1,350 residences. This work would be accomplished in 2000-2001. As Alternate B, the bid included a sump pump discharge inspection, including filling out a form provided by the City, documenting the inspection and findings. Mr. Stafford stated that this work would save the City a significant amount of money and information must be provided to the residents explaining the importance of this work and why this work will be good for the entire City. . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 15 The City of Arden Hills advertised a Request for Proposal and sent letters requesting proposals to the three major water meter vendors in the area. TIle proposals, with bids, were due and opened on Friday, June 10,1999. All three local vendors attended the bid opening, however, only two vendors submitted proposals and bids. The bid from the vendor that the City does not normally work with was at a disadvantage because they would have to replace all the water meters. The vendor was not capable of converting the existing water meters to radio-read meters. The City's current vendor was able to bring the current meters up to standards simply by adding a radio-read head to the meters. Hydro-Supply of Burnsville, Milmesota, was the low bidder at $414,628. This bid included the sump pump inspection. If this bid alternate is awarded, the City may have to add to the current City Code and Ordinances language that allows the City permission to perform the inspections. Mr. Staflord stated there had been a minor discrepancy in the bid, however, this was simply a technicality. The City Attorney had indicated that this would not be an issue with the bid award. Mr. StatIord advised that the Public Works Director recommended the City Council award Hydro-Supply of Burnsville, Minnesota, the City of Arden Hills 1999 Residential Water Meter Replacement Project, including the Base Project and both Alternatives A and B, at an estimated cost of $414,628.40. This cost is based on replacing 90 percent of the meters. Unit prices based on the total number of meters replaced and the total number of meters upgraded only, to radio- read capabilities will determine exact costs. Mayor Probst confirmed that there is a unit price for the replacement of meters and a separate unit price for adding the radio-read equipment only. Mr. Stafford stated that this was correct. Mayor Probst asked what the change in unit price would be for the second half of the project. Mr. Stafford stated that the unit price would be the same, only the quantity would be different. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to award Hydro-Supply of Burnsville, Minnesota, the City of Arden Hills 1999 Residential Water Meter Replacement Project, including the Base Project and both Alternatives A and B, at an estimated cost of$414,628.40, with the understanding that this was a per-unit cost. Councilmember Aplikowski stated that information needs to be provided to the residents of Arden Hills explaining the work to be done. Mr. Stafford stated that staff would set up a meeting with the meter installer and get information out to the residents as soon as possible. With the number of two-income families within the City, Councilmember Larson asked how access to the homes is handled. He asked if the residents would be notified in advance and appointments set up. Mr. Steve Mereness, Meter Technology Specialist, Badger Meter, stated that the installation contractor utilized by his company works non-standard shifts. The installers can install meters . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 16 up to 8:00 p.m. and will work on Saturdays as well. All work is done by appointments and, in the time between installations, the workers would put door hangers on homes requesting that the homeowners call for an appointment. The motion carried unanimously (5-0). G. Codification, Chapter 16 and Model Right-of-Way Mr. Fritsinger stated that Chapter 16 was fairly small and the League of Minnesota Cities had been asked ifthis should be a stand-alone Chapter, or should it be incorporated into another Chapter. The League of Minnesota Cities agreed that Chapter 16 should be incorporated into the Building Section oftlle Code. The City Council reviewed and provided a variety of comments and suggestions related to Chapter 16 and the proposed model right-of-way ordinance. The City Council indicated that it supported the adoption of the model ordinance with some updating. Staff was directed to provide these comments to the League of Minnesota Cities and prepare Chapters 9 & 12 for a future Council discussion. H. City Hall, Land Transfer Update Mayor Probst stated that the City Council had before it a proposed Resolution to reject the bids for construction of the new City Hall. He stated that he was not sure that it was necessary for the City to take this official action at this time. Mr. Fritsinger stated that the City Council was not required to take formal action. According to the City Attorney, allowing the bid acceptance date to simply pass would be enough to make it clear that the bids have been rejected. Mr. Fritsinger stated that, because of the process the City has worked through, and the hurdles the City has been trying to jump, he recommended that, if the City Council felt that the bids should be rejected, formal action should be taken at this time. Mayor Probst stated that he and Mr. Fritsinger have pursued all options to gain right of access to begin work on the new City Hall project. They both have had direct conversations with Mr. Paul Woodhouse of Army Industrial Operations Command. Mayor Probst believed that Mr. Woodhouse had been pursuing options beyond what he is obligated to on behalf of the City. Mayor Probst stated that his most recent conversation with Mr. Woodhouse was last week at which time he had indicated the City's need for a decision to be made to allow the City access to the site by the end of this week, or at minimum, a date certain as to when this access may be granted. In advance of the legislation, the Army with the assistance of the Minnesota Army National Guard is currently pursuing three steps, creating a record of availability; a waiver of competition; and a lease. Mayor Probst stated that he had been asking for a date certain for when the lease could be available. Mr. Woodhouse had indicated that it could be up to 90 days before the lease is available. Therefore, it was clear that access would not be granted by the end of this week. At ~ . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 17 this time there is no indication that access will not be granted, just that it will not happen in time to award the contract. Mayor Probst stated that he had pursued a number of alternatives with Mr. Woodhouse, including ideas such as starting work without authorized right-of-entry. Mr. Woodhouse had indicated that this would not be acceptable. Therefore, the City is in a situation where it does not have the ability to award the contract by the end of this week. He did expect that the City would receive the authority to award the contract in the near future. Mr. Fritsinger stated that Mr. Woodhouse had returned a call to him last Friday afternoon. At that time he had been out of the office, however, Mr. Post did speak with Mr. Woodhouse. He asked Mr. Post to summarize this conversation. Mr. Post stated that Mr. Woodhouse was not confident in providing a date certain for access to the property. Additionally, Mr. Woodhouse had felt that 90 days would be aggressive. In spite ofthis, Mr. Woodhouse had stated that he would continue working on the situation. Mayor Probst stated that one problem is the fact that the series of three documents require signatures beyond Mr. Woodhouse's level and he does not have the ability to control the timing of these signatures. The indication had been that the first document could be ready this week. However, once Mr. Woodhouse signs off on this document, there are five other signatures that are required. Mr. Woodhouse had indicated that there would be additional leverage to having this accomplished once the legislation is passed. Mayor Probst reluctantly agreed that there would be no way of awarding the contract this week. He was not sure if adopting the Resolution to reject the bids would be an advantage or disadvantage. Councilmember Malone stated that adopting the Resolution would bring closure this issue and would also allow the City to extend its appreciation to the Contractors who had submitted bids. MOTION: Councilmember Malone moved and Councilmember Larson seconded a motion to adopt Resolution #99-22, formally rejecting the bids for the new City Hall construction project, and that the City extend its appreciation to Rochon Corporation. Councilmember Larson asked, if it may be 90 days or more before the City gains access to the TCAAP property, is the City at a point where it should not expect construction to begin until spring of next year. Mayor Probst stated that this was correct. Councilmember Larson noted that the City would have to go out for bids on this project again once access is granted. Mayor Probst stated that the City should consider where the market is at that time and indicate to the Contractor that the project can begin when it is convenient and require a completion date. He noted that this would force the City into a third year of the lease for the current City Hall location, which will result in the expenditure of additional funds. . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 18 Mr. Post stated that he had spoken with Mr. Mike Fix who had pointed out that there was the ongoing land transfer process occurring with the Minnesota National Guard. Mr. Fix indicated that there was a question in terms of, if the land transfer to the Guard is accomplished prior to the Congressional Bill passage, who would be the responsible party to convey the property to the City. Councilmember Malone asked, if the land transfer went through prior to the legislation being passed, would this nullify the legislation. Mr. Fritsinger stated that this would not be case. The motion carried unanimously (5-0). ADMINISTRATOR COMMENTS Mr. Fritsinger stated that he had been attempting to schedule a meeting with Bethel College representatives, Mayor Probst and himself. The Bethel College representatives have been on vacation over the last week and this meeting has not been scheduled. Therefore, there will be no new information before the next Parks and Recreation Committee meeting being held on Tuesday, July 27, 1999. Mr. Fritsinger stated that he would continue trying to schedule this meeting at the earliest opportunity. Mr. Fritsinger stated that the Josephine East, LLC project on Shoreline Lane has continued to move along slowly with regard to the preparation of the development agreement. The developer did bring doeumentation to the City today which was required to finalize the development agreement. Mr. Fritsinger stated that the developer had disagreed with a few points of the development agreement and he was not sure how this would move forward. If these issues are worked out, the City Council will be presented with the developers agreement at its August 9, 1999 meeting. COUNCIL COMMENTS AND COMMITTEE LIAISON ACTIVITY REPORTS Councilmember Malone stated that he would not be available to attend the Planning Commission meeting on September 1,1999. Councilmember Malone had provided the Couneilmembers with a survey being sent to local gover11111ents from the Metro Area Local Gover11111ent officials. This survey was requesting opinions regarding what should happen with the Metropolitan Council legislation. Councilmember Aplikowski stated that she had not attended the recent Chamber meeting. Councilmember Aplikowski stated that she was on the League Poliey Information Committee. The League wants to know what the City should be working on for the good of the City. She stated that she would be bringing items from the City of Arden Hills to the next League meeting. Councilmember Aplikowski stated that the Operations and Finance Committee had not met since the last City Council meeting. ARDEN HILLS CITY COUNCIL - JULY 26, 1999 19 Councilmember Rem stated that the Parks and Recreation Committee would be meeting . Tuesday, July 27, 1999. Mayor Probst referred to the information in the non-agenda package referring to the Northwestern meeting. He asked if Northwestern had initiated this meeting. Mr. Fritsinger stated that Mr. Stafford had initiated this meeting. Mayor Probst asked ifthere had been any resolution with the letter from Media One regarding response time. Mr. Fritsinger stated that the Cable Commission was fairly serious about dealing with tlle ongoing operational problems that the Commission is having with Media One. He felt that the topic of the letter was one ofthe most insignificant areas related to the franchise, however, it was one ofthe few areas that the franchise directly addresses. This letter was being used to put Media One on notice that the Commission is very unhappy with the service level being provided. One of tbe biggest complaints that the Arden Hills has was regarding the restoration work being done in residential yards. Mayor Probst stated that a letter had been included in the non-agenda package from Mr. Tom Goblirsch and he encouraged the City Council to invite Mr. Goblirsch to attend future Council meetings. Mr. Fritsinger stated that staff was currently trying to determine what Mr. Goblirsch's sehedule was. . Mayor Probst stated that he was pleased with the contributions made by Earthstar Project, Ine. He suggested that future park contributions be made to the Park Fund to allow more latitude in the utilization of these contributions. Mr. Post noted that the mission of the Earthstar organization was to contribute to programs that mateh their interests. Therefore, the park contributions had been made specifically for Arden Manor project. Mayor Probst asked if the letter regarding speed limits would be forwarded to the Operations and Finance Committee. Mr. Fritsinger stated that it would be. Mayor Probst stated that he had attended the Chamber meeting that afternoon. The meeting had been billed as a Council forum panel discussion, however, the meeting turned out to be a diseussion regarding LRT. He indicated some of the discussion was interesting. However, there was a certain amount of bashing and defense. In closing, Jim Solem pitched the I35W Corridor Coalition again. Mayor Probst stated that he had lunch last week with Mayor Benke of New Brighton who had informed him that he would not be running for Mayor again. One thing Mayor Benke had been concerned about accomplishing prior to retiring was ensuring that there was an ongoing, orderly transition of the I-35W Corridor Coalition as people come and go. This will be discussed at the next Board meeting. Mayor Probst noted that, at the last Council Worksession, the City Couneil discussed the proposal for Highways 96/10. He wanted to ensure that this issue did not slip by and suggested that the Council continue discussions on this issue at the next Worksession. . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 20 . Mr. Fritsinger stated that it would be helpful for the Council to have a better understanding of what all is involved in the Highways 96/1 0 corridor, with regard to costs and infrastructure improvements for land aequisition. Mayor Probst stated that, in discussions with the Minnesota Department of Transportation and Ramsey County, what most likely will happen will be that no one else will bring anything to the table. He suggested that BR W present a proposal in order for the City to gain an understanding of what it was worth and decide whether or not to pursue the project or delay it. Couneilmember Malone wondered if utilizing BRW was the way to go. He felt that the City needed someone else to step back and take a look at I35W from north of Blaine down to County Road C and Highway 694. He felt that someone needed to review the traffic counts and the growth projeetions and provide the City with a rough plan. Mayor Probst stated that this was what the I35W Corridor Coalition was attempting to do. He suggested trying to convince the Coalition to pick this up as a project. Mr. Fritsinger stated that the Managers had all met last Friday. The purpose of the meeting was to get a handle on where the Coalition was going. Studies have been done and information has been analyzed in order to determine how the loeal cities function as a region. He primary goal of this meeting was to determine what to do next. The meeting led to discussions about the Highways 96/10 project and there was a very positive response from the other eities that this project may be appropriate for the I35W Corridor Coalition to help facilitate moving this through the various agencies. The Managers at the meeting had wanted to see more loeal maps to determine how this project relates to other communities. . Councilmember Rem stated that the City of Arden Hills needs to take into consideration more than just the Highways 96/10 corridor and how this corridor will be impacted by projects north of Arden Hills. She would feel more comfortable with this project if she knew how it would fit into the bigger picture and what plans there may be for other similar intersections. Councilmember Aplikowski asked if the Minnesota Department of Transportation would be onboard with this project. Mr. Fritsinger stated that it was hard to say. He noted that there was more than just the Minnesota Department of Transportation to be concerned about, as all players must be on board. Mayor Probst stated that there is a beliefthat the City eould receive support from Elwyn Tinklenberg and Ted Mondale. Ted Mondale has already expressed support for the Coalition taking on this project. He stated that, with the Council's permission, he would propose the option of the I35W Corridor Coalition taking on this project. With regard to the Community Development Department Activity Report, Mayor Probst expressed concern related to the first two Planning Cases discussed in the report. He noted that there have been concerns about how to make the City more neighborhood friendly and he felt that what was currently happening at the north corners of Cleveland Avenue and County Road D was exactly what the City did not want to have happen. He was surprised that the City of New . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 21 Brighton had approved moving the buildings farther away from the street and he was interested . in what Mr. Steve Nelson was proposing for the City of Arden Hills northeast corner. Mayor Probst stated that the Code Enforcement chart provided in the Activity Report was very helpful. With regard to the Parks and Recreation Department Report, Mayor Probst noted that the City has not yet received approval from the Scholls Company for the Round Lake Trail easement on their property. If the Scholls Company eontinues to maintain this position, he suggested that the City Council discuss conde11111ing the property in order to construct the trail. Mayor Probst expressed concern regarding the reported vandalism in the local parks. Councilmember Aplikowski stated that she had heard there were more curfew arrests in the last month than there had been in the last year. Mayor Probst stated that he reeently received the annual projects request from the Minnesota Department of Transportation and the Metropolitan Couneil. . Mayor Probst stated that he had asked Mr. Post to request Northern States Power Company to provide a record of power outages and locations in Arden Hills. It was his belief that in the last 18 months there have been more than six different outages that have ranged from one-half of an hour to lour or five hours. He felt that this issue would be related to the issue of overhead versus underground power lines and the expense to maintain the lines. He felt growing frustration about the fact that there were some areas within the City that experience power outages more frequently than others. Mr. Fritsinger stated that Northem States Power had been spoken to and will provide the City with some information. With regard to the recent letter of resignation received from Mr. Fritsinger, Mayor Probst stated that the City Council should formally accept Mr. Fritsinger's resignation and appoint Mr. Post as the Interim City Administrator. He noted that the next City Council meeting was scheduled for August 9, 1999, which was four days before Mr. Fritsinger's departure date, and suggested that this appointment could be made then. Mayor Probst stated that Mr. Post had provided information regarding how to respond to Mr. Fritsinger's open position. He felt that some of the information was eonsistent with what had been done in the past and he felt that the City Council should proeeed as suggested in the information. With regard to the hiring process, Mayor Probst stated that, if this issue was not discussed this evening, the Council might consider scheduling a special meeting to diseuss the hiring process. Councilmember Larson stated that he did not mind delaying the discussions of the hiring process. However, he hoped that the City would not delay advertising for the position. Mayor Probst agreed and indieated that advertising does begin the proeess. He wondered if the City would want applications sent to the City stafl or if the City should retain someone to assist in the . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 22 . screening process. If the City was to advertise for the position, there should be a destination for the applications and he assumed that this would be Mr. Post. Mayor Probst agreed that the City should move forward with advertising for the City Administrator position. One question he had was how broadly the City wished to search. If the City was looking for a more regional candidate, it could advertise in the League of Minnesota Cities publication and the local newspaper. Councilmember Malone noted that the League of Minnesota Cities publication covers the entire State of Minnesota. Mr. Fritsinger asked if the City Couneil was interested in a national search for eandidates. Councilmember Malone noted that the City would not be willing to pay for reloeation. Councilmember Larson agreed and added that the City would not want to pay for transportation to and from the interviews. He suggested that the City advertise locally in the League of Minnesota Cities publication and the local newspaper. He added that, even if the City utilized outside resources in the search proeess, applieations should be mailed directly to the City and forwarded to the other representative. . With the resignation of Mr. Ringwald, Councilmember Larson asked if filling this position should be delayed until the City Administrator was replaced. Mayor Probst was not sure if the City could afford to be short these two people for an extended period oftime. Mr. Fritsinger suggested that the City not refill tlle Assistant to the City Administrator position immediately. He felt that there were good people who the City could contract with to perform these functions in tlle interim period. Considering the amount of time that Mr. Ringwald has spent over the last one and one-half years with the Coalition, it would be important to determine what the City's future participation would be. This issues makes a large difference in how much time that person would spend on the Coalition and how much time should be shifted to other priorities, sueh as the TCAAP area. Mr. Fritsinger felt that the City should give the new City Administrator the opportunity to be involved in the hiring of their new assistant. Councilmember Larson asked if the deadline for response to the advertisement should be one month from the date of publication. Mr. Fritsinger stated that most advertisements for the Administrator positions have been for one month. Councilmember Malone suggested that the deadline should be two weeks. Mr. Fritsinger stated that he would have to check with the League of Minnesota Cities to determine the deadline for publication in that bulletin. He asked if there would be any supplemental application information that the City Council would be interested in sending out as part of the application packet. He indicated that when he was hired he had received supplemental information, however, he was not sure if this was during the initial screening or the secondary screening. Councilmember Aplikowski stated that the supplemental information was included as part of the secondary screening process. . Councilmember Malone suggested a deadline of August 31, 1999 for applications to be received. The City could then review the applications in September. Councilmember Aplikowski stated that this deadline might be a concern if the City misses the deadline to publish the advertisement in tlle League of Minnesota Cities bulletin. Mr. Fritsinger suggested that advertising in the Star . . . ARDEN HILLS CITY COUNCIL - JULY 26,1999 23 Tribune might be enough. He noted that there was generally a larger response when advertising in the Star Tribune than in the Pioneer Press. Councilmember Aplikowski asked if the City was required to publicize for the position. Mr. Fritsinger stated tllat it was not a requirement, however, it would make sense to follow this process. Councilmember Aplikowski asked if any ofthe Councilmembers or staff knew of anyone who may be a good candidate for the City Administrator position. Councilmember Malone noted that all the individuals who had applied for the position last time were good eandidates. However, it was likely that these prospects all have new jobs. He noted that the City had not known any of these candidates prior to reeeiving their applications and they all turned out to be good candidates. Councilmember Larson stated that the deadline for the Star Tribune was Thursday for advertisement in the Sunday newspaper. Mayor Probst suggested that the staf1 find out what the deadline is for the League of Minnesota Cities publication in order to run the advertisements at the same time. Mr. Fritsinger stated that, from a timing standpoint, the issue was not so much publicizing the advertisement, as it was gathering the necessary information in order to respond to the applications as they come in. He felt that an extra week before advertising would be beneficial to staff in order to gather all the information and be prepared to respond to the applicants. Council member Aplikowski stated that she would be willing to serve on a subcommittee to assist in the hiring process. Mr. Post suggested that it might be worth eonsidering the use of a consultant in a lesser capacity. Mr. Fritsinger stated that he was not sure how this would affect the process being discussed. He indicated that a consultant would have to be met with prior to proceeding much further. Councilmember Malone stated that when his company was hiring a new executive, a panel of interviewers was set up with a set of predetermined questions. The interviews were scheduled for one hour each. Each of the interviewers asked each of the applieants two questions and the order of questions remained the same for each applicant. Councilmember Rem stated that when she had assisted in the interviewing process for the Parks and Recreation Director position, Mr. Fritsinger had prepared a script for the interviews. She stated that it would also be helpful to know that each of the applicants would be asked the same set of questions, in the same sequence. Mayor Probst asked if it would be possible at the next Council meeting to present the City Council with the application package and interview process that was used the last time the City Administrator's position was filled. Mr. Fritsinger stated that he was not sure that the previous applieations would still be available, as the City normally only keeps applications for two years. . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 24 However, he believed that the interview process and questions, as well as the application packets, were available. Mayor Probst asked if staff felt ready to advertise prior to the next City Council meeting. Mr. Fritsinger asked iftlle Council wished to advertise this up-coming weekend. Mayor Probst stated that he would prefer the advertisements to run on August 8, and August 15, 1999. Mr. Fritsinger agreed and noted that applicants would most likely start calling first thing Monday morning, after the job is announced in the newspaper. Councilmember Malone suggested that the advertisement state that no phone calls would be accepted. Mr, Fritsinger noted that most phone calls from applicants are simply to request an application be sent to them, unless the City chooses to only require a resume. He stated that he prefers using an application because there are basie things that people do not want to divulge and this information is normally left out of resumes. Councilmember Larson stated that, at times, the amount of work that an applicant puts into their resume could be indicative of the person applying. Councilmember Rem stated that an application and cover letter was required for the Parks and Recreation Director position. Some of the applicants also included resumes. Mayor Probst stated that resumes should be required for the City Administrator position. Councilmember Larson agreed that an application with cover letter and resume should be required. Councilmember Aplikowski asked ifthe last advertisement for the City Administrator position was available. Mr. Fritsinger stated that he would put together the advertisement and present it to the Council this week. Mayor Probst asked Mr. Fritsinger ifhe would be verifying the deadline to advertise in the League of Minnesota Cities publication. Mr. Fritsinger stated that this would be a part ofthe process. Councilmember Malone suggested an application deadline of the end of the business day on August 31, 1999. Councilmember Larson asked, if the cut-ofIfor advertising in the League of Minnesota Cities publication was Friday of this week, could the advertisement still be publicized. Mayor Probst stated that as long as the advertisement was publieized by August 15, 1999 it would be acceptable. Councilmember Rem stated that the eut-off for advertisement in the League of Milmesota Cities publication was the Friday before the publication goes out. Councilmember Aplikowski asked if the advertisement in the League of Minnesota Cities publication would be the same as the advertisement in the Star Tribune. Mr. Fritsinger stated that the advertisement could be the same for both publications. The same advertisement has been used in both publications in the past. . . . ARDEN HILLS CITY COUNCIL - JULY 26, 1999 25 Councilmember Aplikowski suggested that, if the cut-off for advertisement in the League of Minnesota Cities publication was this coming Friday, staff should go altead and run the advertisement according to what was used the last time this position was announced. Mr. Fritsinger stated that, if the City Council was comfortable with using something close to the previous advertisement, he would go ahead and run the advertisement, with a few adjustments. Mayor Probst stated that he would prefer to see the advertisement prior to publication. ADJOURN MOTION: Cowlcilmember Malone moved and Councilmember Rem seconded a motion to adjourn the meeting at 10:24 p.m. The motion carried unanimously (5-0). ~ ;2.{P Brian Fritsinger ..:f.;l.J1:.hNl G"): City Administrator AdM 1/1,1)'!I'ItYrr NOTICE OF MEETINGS The next regular City Council meeting will be held Monday, August 9, 1999 at 7:30 p.m. at the Arden Hills Council chambers.