Loading...
HomeMy WebLinkAboutCCWS 08-16-1999 . MINUTES CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, AUGUST 16, 1999 4:45 P.M. - CITY HALL, 4364 WEST ROUND LAKE ROAD CALL TO ORDER Pursuant to due call and notice thereof, Mayor Dennis Probst ealled to order the City Council Worksession at 4:53 p.m. Present were COW1cilmembers Gregg Larson, Paul Malone, and Lois Rem; Interim City Administrator, Terrance R. Post; Public Works Director, Dwayne Stafford; Parks and Recreation Director, Thomas 1. Moore; City Engineer, Greg Brown; and Administrative Secretary, Sheila Stowell. Councilmember Aplikowski had previously notified Mayor Probst and Councilmembers of her unavailability to attend tonight's W orksession. DISCUSSION ITEMS a. Pavement Manal!:ement Plan Discussionillraft Reoort from BRW Mr. Post provided an historical overview of the City's previous Pavement Management Plan . (PMP), and introduced the preliminary direetion given to BRW for preparation of the new five- year plan. Mr. Post stated that the City had not scheduled any reconstruction or overlay work through its PMP for 1999; however funds have been accrued. Mr. Greg Brown, the City's Consulting Engineer with BRW, reviewed a draft report on the PMP re-rating exercise. Mr. Brown stated that the majority of City streets had been walked for evaluation purposes. Following the street inventory, the data was compiled in a MicroPaver Analysis Program to determine street life cycles, and whether they were projected for reconstruction or overlay. Mr. Brown stated that if major drainage issues were present, the streets were moved up in the reconstruetion prioritization cycle. Mr. Brown reviewed various points, including composite neighborhood rankings, design standards, a suggested work program, and their budgetary impacts. Mr. Brown also provided, as a bench handout, an example PMP schedule. Discussion items included street vs. composite neighborhood rankings; City design sta11dards and proposed policy for any deviations from that poliey; weighting and ranking formulas; amount of State Aid fW1ds available; status and availability of all former PMP data from the City's former consulting engineer, MSAlHoward R. Green; implementation of the Water Quality Task Force related to drainage and ponding issues; driveway realignments in some areas; historical informational meetings to be held prior to assessment hearings for those residents affected by street improvements; private developments and street width standards; State Aid FW1ds progran1ffied for West Round Lake Road, Phase II; and percentage of streets already having . standard curb & gutter; ----- . ARDEN HILLS CITY COUNCIL WORKSESSION - AUGUST 16, 1999 2 Design standards and necessary easements were discussed in an attempt to accommodate various pavement condition problem areas in the City, including Waldon Place; Hunters Court; Snelling Avenue; North Hamline Avenue; Ridgewood; Ingerson; and Edgewater. Mr. Brown provided a bench handout showing the ranks of the Pavement Condition Index (PCI); his personal ranking reeommendation from an engineering standpoint; and the preferences of COW1cilmembers as to how they would rank proposed reconstruction and/or overlay projects. Mr. Brown, for estimating purposes, used reconstruction costs at approximately $250/foot and overlay at $50/foot. Mr. Brown was directed to prepare a final report of the proposed PMP for Council review and action. Mr. Brown was directed to prepare a proposed city policy, based on tonight's comments, providing preferable standards to attain for construction consistency, with built-in flexibility for W1ique situations; established criteria and rationale for any deviation from the policy; with consideration of life cycle; topography; and preparation of a revised map showing a projected improvement schedule, rather than rank status. Mr. Brown was also requested to show the actual number of feet proposed for reconstruction and/or overlay in each neighborhood. Mr. Post pointed out the discrepancy in the scope of projected work and the amoW1t programmed into the annual and projected capital improvement program over the next five years. . Staff and Mr. Brown were directed to provide recommendations for candidate projects for the proposed 2000 Street Improvement Projeet; and to tie the proposed Pavement Management Plan (PMP) into the proposed five-year Capital Improvement Plan (CIP). b. 2000 Budl!:et/CapitaIImprovement Plan (CIP) Mr. Post provided additional information related to the 2000 operating budget a11d Capital Improvement Program (CIP). A revised summary of the 2000 - 2004 proposed CIP for each department was also reviewed. Prior to the next Fire Board meeting, Councilmember Larson sought Council direction in negotiations with the Lake Joharma Volunteer Fire Department (LJFVD) and the Cities of Shoreview and North Oaks in relationship to the Alliant Teehsystems revenues and fund balance and future capital improvements of the department. Councilmember Larson advised that the funds are now contained in a contingency fW1d for operating expenses and capital improvements, and that the cities in the Joint Powers Agreement (JPA) needed to determine allocation, with credits to cities. It was suggested that the fund balance remain at a level amount, and replenished by each City by a pre-established formula. Couneilmembers again expressed their concern that Alliant Techsystems revenues were being spent in the other communities, but not in the City of Arden Hills. Councilmember Larson also requested input from Councilmembers coneerning future fW1ding of . proposed Lake Johanna Volooteer Fire Department (LJVFD) capital items. COW1cilmember . ARDEN HILLS CITY COUNCIL WORKSESSION - AUGUST 16, 1999 3 Larson reported that, at the last Fire Board meeting, discussion on the use of the organization's fund balance and related equity issues surfaced. Mr. Post requested Council direction on how to respond to a proposed capital improvement for resurfacing bay floors at Arden Hills Station #1, and whether the City would eleet to reject this capital item. Discussion also ensued regarding a requested capital expenditure for a backup pwnper truck, which would be used primarily in the City of North Oaks. COW1cilmember Malone provided a brief history of the ownership of the stations, calling upon his expertise from serving as the City's representative to LJFVD and the Fire Relief Board. For reference purposes, and due to initial ISO rating problems experienced by the City of Shoreview, the City of Shore view owns Stations 3 and 4; the Cities of North Oaks and Shoreview, and LJVFD share the ownership and expenses of Station #2, and LJVFD owns Station #1 with the City of Arden Hills having no equity in Station #1. Councilmember Larson and Mr. Post were directed to begin negotiations with the LJVFD in that whatever fW1ds have been drawn from Alliant revenues, the City of Arden Hills be reimbursed as a commensurate equity interest in Station #1. Mr. Post was directed to provide, as available, the outstanding funding information to the City . Council regarding the CIP; and to remove the proposed City Hall and Public Works/Parks Maintenance Facility items from the projected budget to provide a more reflective measure of ongoing fW1ding needs for the proposed five year CIP. c. Short-Term. Prioritized Goals for Citv Staff Mr. Post highlighted those goals identified at the 1999 COW1cil/Staff Retreat and how they eorresponded to the outstanding project lists for the Finance, Administration and CommW1ity Development departments. Given the existing staff shortage, Mr. Post requested the City Council's assistance with the prioritizing of these goals during the transition period. Mr. Ringwald had identified several items, including, marketing of the Indykiewicz property; pursuing purchase of the railroad spur; issuing marketing brochure; mapping out the Economic Development Authority's (EDA's) role in the development of the Twin Cities Army Ammunition Plant (TCAAP) and drafting of a TCAAP Phase II implementation plan; a11d future use of the City's Revolving Loan Fund. Mr. Post also reviewed a number of items identified by former City Administrator, Bria11 Fritsinger, as outstanding or upcoming in the near future. Schwan's Ice Arena Mr. Post was directed to see if, given our current staff shortage, the City's scheduled service on . the Schwan's Ice Arena Board of Directors could be postponed, with one of the other member . ARDEN HILLS CITY COUNCIL WORKSESSION - AUGUST 16, 1999 4 cities serving as the representative for participating eities. Due to several pending issues regarding the concession business at the arena; proposed additional two sheet expansion; existing debt service; and pending payments by participating organizations, Mayor Probst contended that a strong city participation was warra11ted on the Board. Arden Manor Mobilc Home Park and Arden Manor Park Development Other discussion items included proposed assessments at Arden Manor Park for drainage corrections. Mr. Post stated that it was his intent to approach Mr. Husnik regarding a land exchange in lieu of assessments prior to drainage improvements being undertaken; and potential playground and park improvements. Mr. Post antieipates that Mr. Husnik will legally challenge any assessment process in court, over and above what he has committed to the project at this time. The project has been bid at this time, and is scheduled for COW1cil action on September 13, 1999. Mayor Probst stated that, in addition to possible legal fees, the City would be required to provide appraisals for the property values had increased and provided a benefit to the property owner before and after the eompletion of the improvement. Mayor Probst questioned, in this unique situation, if the benefit was to the park users, not the property owner. Concern was still expressed for the City to provide recreation areas for the ehildren housed at Arden Manor Mobile Home Park. . Mr. Moore stated that the City had received a grant from School District No. 621 to fW1d full day summer playground programs at Arden Manor over the next two years; and it was his intent to make sure the children at Arden Manor Mobile Home Park were involved in city-sponsored recreation activities. Task Force Implementation Discussion ensued on the timing for implementation ofthe proposed task forces, which were formerly scheduled for this fall. Due to the current staffing shortage at this time, the COW1cil discussed whether or not the Council should delay appointments. Councilmember Malone stated that, if the committees had a chair and sufficient volW1teers, with a course of action stipulated by the Couneil, the committees should be able to funetion with only occasional steering and guidance from staff, therefore not increasing the staff workload at this time. Mayor Probst concurred, speeifically as it related to the proposed Water Quality Task Force, that with scheduled mcetings on a monthly basis, the research and gaining familiarity with wetlands issues, the first few months should not require a major amoW1t of participation by staff. Mr. Post reviewed Ms. Randall's qualifications related to serving as staff liaison to the Water Quality Task Force. However, he stated that tlle planning case10ad is peaking, as is normal this time of year. . . ARDEN HILLS CITY COUNCIL WORKSESSION - AUGUST 16, 1999 5 Mayor Probst also stated that the City's consulting engineer, BRW, had expertise available in wetland issues; as well as the possibility of other specialists holding a worksession with the group. Discussion was also held regarding the proposed Public Works/Parks Maintenanee Facility Task Force. Mayor Probst stated that, in its preliminary stages, this would appear to be more of a staff/consultant function, and not citizen direeted until later. The proposed Web Site Task Force was also discussed, as well as the proposed City Events Task Force, with both interpreted to be committee, rather than staff driven at this time. Councilmember Malone requested that staff provide contacts for those who had previously expressed interest in serving on the Public Works/Parks Maintenance Facility Task Foree. Staff was directed to include appointment of these proposed Task Forces at an upcoming Council Agenda. Those items identified as priorities during the interim were as follows: . City Hall Site - Continue aggressive coordination of paperwork with Mike Fix and Paul . Woodhouse of the Department of Army. . Twin Cities Army Ammunition Plant (TCAAP) Zoning - A ward bid for a plarming consultant to formulate the Civic Center Zoning Distriet at the Twin Cities Army Ammunition Plant (TCAAP). . Codification - Complete efforts on remaining outstanding chapters for submission to the League of Minnesota Cities (LMC). Discussion included codifieation related to courtesy benches; rubbish haulers; sump pumps; and electric fence regulations. . Public Works/Parks Maintenance Facility - Initiate the Space Needs Study with the firm ofTKDA, as previously awarded. . I-35W Corridor Coalition - Monitor various board actions required and attend those meetings as deemed necessary. . Year 2000 - Complete the evaluations and any planning efforts for documentation of due diligence. . Gateway Business District - Pursue level of interest of potential developers and consider additional consulting assistance as deemed necessary. Remaining 1999 ProjectslRemaining 1999 Goals Additional projects that Mr. Post was charged with overseeing included serving as the "point person" for the City Administrator hiring process; 2000 Budget process and Truth-in- Taxation requirements; coordinating installation of the residential water meter replacement projeet with the contractor and Public Works Department; ordinance changes to reflect three billing districts to be established reflecting revised billing schedules for utility billing; various management a11d personnel issues; and various day-to-day responsibilities ofthe Finance, Administration a11d . Community Development Departments. . ARDEN HILLS CITY COUNCIL WORKSESSION - AUGUST 16, 1999 6 Mr. Post advised that staff had reviewed and would be initiating enforcement of code violations at the Vaughan tower site in the Gateway Business District. Staff was directed to include receipt and review of the Request for Proposals for possible award bid for a planning consultant to formulate the Civic Center Zoning District at the Twin Cities Army AmmW1ition Plant (TCAAP), as part of the August 30, 1999 regular Council meeting agenda. MISCELLANEOUS ITEMS Staff Reoorts Parks and Recreation Director Mr. Moore reported that the Parks and Recreation Department was working on a variety of items, including supervision of installation of the Arden Oaks play structure and general upgrades and maintenance completed in conjunction with the new play structure. Mr. Moore stated that his department anticipated upgrading each park as the opportW1ity arose, including painting swingsets; painting auxiliary buildings; sod and/or fertilization/aeration of lawns; and safety chips installed under play equipment. . Mr. Moore reported that numbers appeared to be increasing in youth soccer and fall softball. He stated that the department was performing an aggressive evaluation of each recreation program offered, including a financial review on every program immediately following its offering. Mr. Moore thought this would allow the department to establish a fooodation on classes to determine their future. Mr. Moore advised COW1eilmembers that the fall brochure would be mailed to residents and partieipants this week, with an expanded program offering, along with a special map and location insert of parks and facilities. Mr. Moore stated that he had received several comments on the improved appearance of Arden Hills' parks. Public Works Director Mr. Stafford reported that City staff was investigating the possible theft of water from several of the City's hydrants. Mr. Stafford stated that he was looking into ways to lock the hydrants and/or shut off the two (2) suspect hydrants at the main line. Staff was directed to proceed with plans to shut off the hydrants as soon as possible. Mr. Stafford was directed to coordinate with the Lake Joharma VolW1teer Fire Department (LlFVD) and the Fire Marshal. Mr. Post indicated that, in the related enforcement of code violations on the Vaughan property, he had been in contact with the City's contractor for animal control regarding the horses located on the Vaughan tower property, along with two horse carcasses fOW1d on the property. . . ARDEN HILLS CITY COUNCIL WORKSESSION - AUGUST 16, 1999 7 Mr. Stafford reported that the City's new Vactor truck had been delivered and was already in use. Administration, Finance and COMmunity Development Departments Mr. Post reported that the City had received preliminary cost estimates for employee health insurance premiums, and that projected increased employee cost for such premiwn increases may, in some cases, be larger than salary increases for those employees currently carrying family coverage. Mr. Post suggested that the Council consider possible revisions to the employees' benefit structure. Mr. Post mentioned that Ms. Randall was still working on a compromise plan with Bethel College regarding the east entrance road. Council Comments Councilmember Malone reminded fellow Councilmembers that he would be unavailable to attend the September 1, 1999 Planning Commission meeting. Councilmember Rem volunteered to serve as the Council Liaison that evening. Mayor Probst provided additional comments regarding his and Mr. Fritsinger's meeting with Bethel College representatives. Mayor Probst strongly suggested that the college continue . keeping area residents informed of their plans for the development of the property. Mayor Probst stated that he would be continuing his relationship with college representatives and would keep the Council abreast of those discussions. Mayor Probst requested that staff give further consideration to several items brought to the Council's attention, including a resident's concerns regarding rubbish haulers and collection times; the proposal ofthe St. Paul Water Utility; Ramsey County's offer of eooperation for reducing graffiti; and a volunteer position opening for someone from our district on the Metropolitan Parks and Open Space Commission. Mayor Probst congratulated the Communieations Committee on the August issue, particularly the parks article and timely coverage of the resignations of Mr. Fritsinger and Mr. Ringwald. Councilmember Larson brought to the attention of staff another code enforeement issue in the Gateway Business District near the Morris Communications billboards. ADJOURN MOTION: Councilmember Rem moved and COW1cilmember Larson seconded a motion to adjourn the meeting at 8:30 p.m. The motion carried unanimously (4-0). .