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HomeMy WebLinkAboutCC 09-08-1997 . . . MINUTES CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 8, 1997 7:30 P.M. - NEW BRIGHTON 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 Susan Keirn, and Paul Malone. Absent: Councilmember Aplikowski and Councilmember Hicks Also present were: City Administrator, Brian Fritsinger; Community Development Director, Kevin Ringwald; Parks & Recreation Director, Cindy Walsh; City Engineer, Greg Stonehouse, Administrative Secretary, Sheila Stowell; and Recording Secretary, Cindy Schneider. ADOPT AGENDA MOTION: Keirn moved and Malone seconded a motion to adopt the agenda for the September 8, 1997, Regular City Council meeting as presented. The motion carried unanimously (3-0). APPROVAL OF MINUTES A. August 25,1997, Regular Council Meeting Councilmember Malone requested the following changes be made: Page 5, 2nd paragraph under A-3: ... under the impression that this revision of VI, F, I, c (Building Standards)... Page 6, l"t paragraph: ... before the City where prevailing setbacks greater than 40 feet were an issue. Page 6, 7th paragraph: ...majority of the Council seemed to be in favor of this change. Page 8, under "Council Comments": Councilmember Keirn inquired regarding Page 8 under "Council Comments" as it relates to discussion of the Highway 96 trail, stating that changing "trail" to "bridge" may clarify this issue. ARDEN HILLS CITY COUNCIL - SEPTEMBER 8.1997 2 . MOTION: Keirn moved and Malone seconded a motion to approve the August 25,1997, Regular Council Meeting minutes as amended. The motion carried unanimously (3- 0). CONSENT CALENDAR A. B. Claims and Payroll Newsletter Committee Appointment MOTION: Malone moved and Keirn seconded a motion to approve the Consent Calendar as submitted and authorize execution of all necessary documents contained therein. The motion carried unanimously (3-0). PUBLIC COMMENTS Mayor Probst invited the audience to address the Council on any issue not already on the agenda. Roger Aiken, 4360 Hamline Avenue North, Finance Committee Member, came forward to address the Council. He stated that since he will not be able to attend the Council Worksession scheduled for September 15'" he would like to address the Council at this time. . He explained that the Finance Committee had been working on a proposal to change the Arden Hills Assessment Policy. They had reviewed other city's policies, including those of Mounds View, Shoreview, Little Canada, New Brighton and Roseville. There had been several citizen complains about the current policy, beyond the citizen's own personal interest. The City Council had suggested changes be considered to the current policy to balance the needs of the homeowners for a fair and understandable policy, and the needs of the City in terms of finances and infrastructure. The Finance Committee recommends the following revisions: 1. Determine the level of resources needed to assure proper repair and maintenance through one total maintenance cycle. A general estimate of the total cost of street repairs through one maintenance cycle (all streets) would give the Committee a basis for better planning of City resources needed in the future. It would also alert the Committee to the possibility of any large blocks of repairs that may need special funding in order to be done in the proper phase of the cycle. 2. Rewrite the policy to simplify the language and formulas to make it a shorter and more easily understood docunlent. Any rewrite of the policy should be done as an overall change, and not patchwork or piecemeal. . ARDEN HILLS CITY COUNCIL - SEPTEMBER 8.1997 3 . Mr. Aiken suggested some immediate changes be made for the upcoming 1998 assessment if the policy cannot be reworked in the allotted time. The Finance Committee is willing to work with Staff and Council to assist in any way possible to minimize use of Staff and City resources. Mayor Probst inquired ifthe Finance Committee was proposing specific language changes. Mr. Aiken stated the Committee had laid the groundwork for the language changes, but had not made any detailed changes yet. The Committee also looked at League of Minnesota Cities data to formulate ideas and make the language easier to understand, with an emphasis on minimizing legal terminology. The Committee is interested in making comprehensive changes, and not just changing small details of the policy. Mr. Aiken stated he was seeking Council direction at this time so he could bring the Council's wishes back to the Finance Committee. Mr. Aiken suggested this could also be a subject for discussion at the next Council Worksession. UNFINISHED AND NEW BUSINESS A. Resolution #97-14, Clarifying Proposed Sums of Money to be Levied for Levy Year 1997, Payable in 1998 . Mr. Brian Fritsinger, City Administrator, stated that Staff and Council had been developing the proposed 1998 budget throughout the summer. At the outset of the process, Council gave general direction with regard to pay plan assumptions, capital improvement items, and net levy percentage increase expectations. The focus since then has been refinement of budgetary figures and discussion of various capital improvement items. Mr. Fritsinger noted the areas showing projected increases were mainly in protective inspections and code enforcement areas. At this stage in the budget process, a net levy, after HACA and LP A, payable in 1998 in the amount of $1,864,320 is being proposed. This preliminary levy represents a 1.91 % or $35,000 increase over the comparable payable 1997 adopted levy. Stall recommends that Council consider adopting Resolution #97-14. MOTION: Keirn moved and Malone seconded a motion to adopt Resolution #97-14, Resolution Clarifying Proposed Sums of Money to be Levied for Levy Year 1997, Payable in 1998. The motion carried unanimously (3-0). Counci1member Malone commended Staff for their hard work in preparing a budget with minimal increases from the previous year. B. Resolution #97-42, Adopting Truth-in-Taxation Hearing Dates and Location for Proposed 1998 Taxcs Payable . Mr. Fritsinger stated that the City is required to select Truth-in- Taxation Public Hearing dates for submission to Ramsey County prior to public notice mailings. Mr.Fritsinger stated that the City ARDEN HILLS CITY COUNCIL - SEPTEMBER 8. 1997 4 . selection of available dates is limited by the fact that the City hearing dates cannot conflict with previously selected dates by the county, school districts and metropolitan special taxing districts. Mr. Fritsinger suggested the City Council schedule its hearing dates as follows, similar to the timing of the 1996 hearings: Initial Hearing Continuation Hearing (if necessary) Adoption Hearing Date December 4, 1997 December 11, 1997 Location Army Reserve Center Army Reserve Center December 15,1997 Army Reserve Center MOTION: Malone moved and Keirn seconded a motion to adopt Resolution #97-42, Adopting Truth-in- Taxation Hearing Dates and Location tor Proposed 1998 Taxes Payable, in accordance with the above-referenced schedule. The motion carried unanimously (3-0). c. Resolution #97-44, Adopting the Preliminary 1998 Budget . Mr. Fritsinger stated that the City is mandated by M.S. 275.065(1) to adopt a preliminary budget by September 15, 1997. Although the preliminary levy amount becomes the maximum amount that may be levied, a preliminary budget is just that, and can be changed if necessary. He explained that although no major service level changes are proposed, the budget does place more of an emphasis on core services such as police protection, street maintenance, snow removal and code enforcement. No changes are being recommended for staffing, which will remain at 20 full-time and 1 part-time position. However, an intern has been recommended for assistance in the areas of Planning and Zoning, and Code Enforcement. Staff recommends the City Council adopt Resolution #97-44. MOTION: Keim moved and Malone seconded a motion to adopt Resolution #97-44, Adopting the Preliminary Budget for 1998. The motion carried unanimously (3- 0). D. Resolution #97-43, Receiving Preliminary Feasibility Report, 1998 Street Improvement Project Mr. Greg Stonehouse, City Engineer, gave an overview ofthe proposed 1998 Street Improvement Project. He explained the scope of the project ranged from seal-coating to complete street reconstruction. Necessary storm drainage repairs were also included in this report. The engineering staff had performed visual inspections of these areas, and attempted to group repairs in the same geographic area to the extent possible. . Mr. Stonehouse presented overhead slides of proposed street repair, color coded according to seal-coating, bituminous overlay or reconstruction. West Round Lake is proposed to be reconstructed to a nine-ton urban design street because of the high volume of truck traffic on this ARDEN HILLS CITY COUNCIL - SEPTEMBER 8. 1997 5 . road. The south segment of West Round Lake Road between 13th and 14th Streets is not being proposed for reconstruction in fiscal year 1998. . . Mr. Stonehouse noted that Hamline and Snelling Avenues, which had been removed from the 1997 Street Improvement Project, had been included in the 1998 projections. The other road proposed for 1998 reconstruction is Stowe Avenue. :Mr. Stonehouse advised that the estimated cost for this project if all roads were repaired is $2,516,475, broken down in the following manner: $2.36 million for reconstruction, $136,000 for overlay, $19,000 for seal-coat. Funding sources include the PIR Fund, SWM Fund, MNDOT State Aid, Ramsey County Turnback Funds for Stowe Avenue, and property assessments. The preliminary assessment costs per square foot are as follows: Seal-coat $ O.OO/ff Overlay 5.44/ff Residential reconstruction 51.81/ff Commercial reconstruction 132.77/ff (West Round Lake Road) Mr. Stonehouse explained that the suggested time line would be to hold public hearings in the early fall, approve plans and specifications in late 1997, obtain bids in early 1998 and award the contracts in mid-May to facilitate completion of the project by August 1998. Mr. Stonehouse stated that Howard R. Green Consulting Engineers believes these costs to be necessary and feasible, but is aware of the need for further discussion of this project. Approval and acceptance of the feasibility report would allow the City to begin to assess funds and begin the public hearing process. Councilmember Keirn inquired why the costs for residential reconstruction had risen by $1O.00/ffsince the 1997 project. Mr. Stonehouse stated that many of these areas require storm sewer repair but, after a more detailed analysis, it may be possible to reduce some of the assessments. Mayor Probst inquired as to the budgeted amount for pavement management. He stated the City was committed to repairing Stowe Avenue because of the Ramsey County turnback. He noted the proposed repairs to West Round Lake Road were out of the ordinary, but necessary with continued development in the area. He inquired whether the list should be trimmed now, or if all affected citizens would be notified and adjustments made at a later date. Councilmember Malone stated it would be helpful to know citizen opinion on this issue. Mayor Probst noted that, if it was the City's intention to stay in a certain geographical area, the repairs to the southwest area of the City, including Stowe Avenue, may be an approachable project for completion in 1998. ARDEN HILLS CITY COUNCIL - SEPTEMBER 8. 1997 6 . Councilmember Malone requested clarification that West Round Lake Road would definitely be included in the 1998 project. Mayor Probst stated that would be his intention. . . Councilmember Malone stated that all citizens on all roads proposed for repairs be notified so they can plan for the future, even if their roads do not remain in the 1998 project. Mayor Probst stated that he approved of notifying all affected citizens. Councilmember Malone suggested scheduling multiple public hearing dates, to allow more public input while keeping the length of the hearings more manageable. Councilmember Malone inquired regarding the MNDOT right-of-way on West Round Lake Road. Mr. Stonehouse replied that the west side of this street runs into the side slope of the MNDOT right-of-way, and an easement from NSP could probably be obtained. Councilmember Malone noted the costs seemed to fluctuate for different streets, depending on their location. Mr. Stonehouse stated frontage on Snelling and Hamline A venues would increase the rate assessed, then corrected himself to state it would increase the City's rate. Mr. Stonehouse noted the commercial rate was based on the street in front of that property. Councilmember Malone inquired if drain tile would be placed on both sides of the reconstructed streets. Mr. Stonehouse replied that was correct, at an approximate cost of $8 per foot. Councilmember Malone stated that while he realized construction standards had changed greatly over the years, a $1 O/ff increase was too high, and he would like to see it decreased to remain in the area of $40/ff . Councilmember Malone inquired whether the sanitary sewer on Stowe A venue was scheduled for replacement. Mr. Stonehouse replied the existing sanitary sewer would probably remain. MOTION: Malone moved and Keirn seconded a motion to adopt Resolution #97-43, Receiving Preliminary Feasibility Report, 1998 Street Improvement Project. The motion carried unanimously (3-0). E. Planning Case #95-16, Balfany Final Plat, Development Agreement Mr. Kevin Ringwald, Community Development Director, stated the applicant was requesting approval of a five lot detached single family plat (Red Oak Ridge). The request included a variance from the required right-of-way width and cul-de-sac diameter. Mr. Ringwald advised that the Planning Commission on June II, 1997, and the City Council on June 30, 1997, had approved the preliminary plat, including the above-named variances, with the following four conditions: . . . ARDEN HILLS CITY COUNCIL - SEPTEMBER 8.1997 7 1. 2. 3. 4. Compliance with the approval of the Rice Creek Watershed District (Permit #96-105); Preservation of those trees shown in the Tree Preservation Plan; Payment of the appropriate park dedication fee; and Provision of an updated abstract of title and a development contract prior to consideration of the final plat by the City CounciL He noted that the City Council also authorized the payment of park dedication ($5,124.00) to be paid in one-fourth (1/4) increments at the time of issuance of the building permits for the four lots on which new construction is planned. Mr. Ringwald advised the applicant had provided Staff with the updated abstract oftitle. Staff had reviewed the development agreement and found it acceptable. MOTION: Keim moved and Malone seconded a motion to approve Planning Case #95-16, subject to the four conditions as stated above. The motion carried unanimously (3-0). Mayor Probst inquired whether this case had been before Council at an earlier date. Mr. Ringwald replied that it had been. F. Cummings Park, Trail Washout, Award Bid Ms. Cindy Walsh, Parks & Recreation Director, stated bids had now been received for repairs to the Cummings Park Trail washout, as directed by Council at its August 11, 1997, regular meeting. The engineer's estimate for the repairs was $42,000-$50,000. Rehbein Construction submitted a bid for $30,905. The contractor would be able to begin this project on September II'h, with an anticipated completion date of October 15'h. Ms. Walsh stated that reimbursement funds had been applied for through the Federal Emergency Management Agency (FEMA) Program. At this time, it is believed that 75% ofthe eligible costs for repairing tile washout will be reimbursed to the City, although it is not known when the reimbursement will take place. The washout area has not yet been inspected by FEMA inspectors. However, repair work can begin before tbis area is inspected, as the Ramsey County Emergency Management had reviewed the area, and pictures had been taken of the damage. Ms. Walsh stated she recommends accepting the bid and executing the contract with Rehbein Construction for the Cummings Park Washout Project, and applying for any eligible funds from FEMA for disaster relief repair of public property. Mayor Probst inquired if all funds would be eligible for reimbursement. Ms. Walsh replied she believed all or a majority of tbe funds would be reimbursed. Mayor Probst requested clarification that the action necessary at tonight's meeting was acceptance of the bid. Ms. Walsh stated that was correct. . . . ARDEN HILLS CITY COUNCIL - SEPTEMBER 8. 1997 8 MOTION: Malone moved and Keirn seconded a motion to accept the bid from Rehbein Construction in the amount of$30,905 to repair the washout in Cummings Park. The motion carried unanimously (3-0). ADMINISTRATOR COMMENTS Mr. Fritsinger noted that the City had not been able to schedule a meeting with Ramsey County Commissioner Bennett at the last Council Worksession, and inquired what the next course of action should be. Mayor Probst stated he still desired to speak directly with Commissioner Bennett, and requested another attempt be made to schedule a meeting, either at a future Council Worksession or at another time. Councilmembers Malone and Keirn both concurred that discussing this topic at a Ramsey County Commissioner's Meeting would not be preferred, and suggested scheduling a separate meeting with Commissioner Bennett. Councilmember Malone inquired if the figures for the Highway 96 trail were correct. Ms. Walsh stated that she was not sure how much Ramsey County intended to spend on the trail. A discussion ensued regarding funding sources for various trail proj ects. Mr. Fritsinger stated he had met with Welsh Construction, and they were still moving forward with the Gateway Business District project, although there are many issues yet to be resolved. Welsh had also requested a special City Council meeting be scheduled on September 22"d to finalize agreements, as all plat approvals needed to be completed prior to the September 29th Regular City Council Meeting. Mr. Fritsinger suggested this meeting be scheduled after the joint City Council Meeting with Shoreview and North Oaks, which is to take place on September 22"d. Councilmember Malone noted that both the Planning Commission and City Council have reviewed the site plan exhaustively, and with nothing new anticipated, inquired the reason for a special meeting. Mr. Fritsinger stated most of the issues have to do with soil corrections, elevations, ponding and wetland locations, but the buildings themselves are expected to stay the same as when they were originally approved. Mayor Probst inquired ifthe financial situation is also expected to stay the same. Mr. Fritsinger stated the City and Welsh are still finalizing the financial agreements. Some of the elevations for soil corrections may decrease part of the costs to Welsh. Mayor Probst stated Council could meet with Welsh the evening of September 22"d, but would need advance notice if any major changes were to be brought forward. Mr. Fritsinger inquired regarding scheduling of the four architectural firm interviews. After a brief discussion, it was decided interviews would commence at 2:00 p.m., allowing 45-50 minutes for each interview/presentation, which would end the meeting at approximately 6:00 p.m. . . . ARDEN HILLS CITY COUNCIL - SEPTEMBER 8. 1997 9 Mr. Fritsinger noted he, the Public Works Superintendent, and Mayor Probst will be meeting with Mounds View High School District staff and senior students to discuss graffiti issues. The school had received many complaints about the graffiti and a meeting was being scheduled at a later date with area residents. Mayor Probst noted there was an I-35W Corridor Coalition meeting scheduled on the same date, and suggested Mr. Fritsinger attend this meeting while he and Mr. Stafford attend the meeting with the school district. Councilmember Malone noted that it cannot be ascertained wbether or not the graffiti was the work of Mounds View High School students, and the school district should not be receiving the blame for something that was done by unknown individuals. COUNCIL COMMENTS Councilmember Malone noted the AMM is putting together new polices, and if anyone on the Council wishes to suggest changes, he would relay them to the AMM. Mayor Probst announced the pending formation of a joint Youth Commission with the City of Shoreview, and stated he hoped to have additional information available at the September 30th Healthy Youth Coalition Meeting, on which he serves. ADJOURN MOTION: ,4:one moved and Keirn seconded a motion to adjourn the meeting at 8:40 p.m. / ~ n carried unanimously (3-0). I Brian Fritsin r City Administrator NOTICE OF MEETINGS A special meeting of the City Council will be held September 22,1997 at approximately 8:30 p.m. at the Arden Hills Army Reserve Center. The next regular City Council meeting will be held September 29, 1997, at 7:30 p.m. at the New Brighton Council Chambers.