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HomeMy WebLinkAboutCCWS 04-20-1998 -- MINUTES . CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, APRIL 20, 1998 4:45 P.M. - ARMY RESERVE CENTER, 4655 LEXINGTON A VENUE NORTH CALL TO ORDER Pursuant to due call and notice thereof, Acting Mayor Dale Hicks called to order the City Council Worksession at 4:50 p.m. Present were Councilmembers Dale Hicks, Susan Keim, and Paul Malone; City Administrator, Brian Fritsinger; Parks and Recreation Director, Cindy Walsh; Public Works Superintendent, Dwayne Stafford; and Administrative Secretary, Sheila Stowell. Councilmember Beverly Aplikowski arrived at 4:58 p.m.; Mayor Dennis Probst arrived at 5:15 p.m.; and City Accountant, Terrance Post, arrived at 5:25 p.m. APPROVAL OF MEETING AGENDA MOTION: Councilmember Malone moved and Councilmember Keim seconded a motion to approve the meeting agenda for the April 20, 1998 Worksession. The motion carried unanimously (3-0). CITY ISSUES - SHORT TERM . a. City Hall Lease Update Mr. Fritsinger provided a brief status report on lease negotiations for the temporary City Hall spacc. Mr. Fritsinger stated that negotiations were moving forward, and he anticipated receipt later this week of an updated draft agreement from the Lessor. Mr. Fritsinger also advised Councilmembers of the City of New Brighton's request for Arden Hills to notify them as soon as possible regarding our use of their Council Chambers, as they have another group interested in using the facility on Monday evenings. Staff was directed to continue pursuing the move of City Council meetings back into the community at the leased facility as soon as feasible, and to investigate the possibility of live cable broadcasts ofthe meetings. b. Northwest Youth & Familv Services. Contract Discussion Mr. Fritsinger presented a proposed contract between the City and Northwcst Youth and Family Services (NYFS), rather than the Joint Powers Agreement which had originally been proposed by NYFS. After discussion, it was the consensus of the Councilmembers to continue our arrangement with NYFS with charitable gambling organizations making contributions on behalf of the City. Staff . was further directed to advise NYFS ofthe City's decision, expressing our continued appreciation and support of their activities in the community. ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20. 1998 2 . c. Maintenance Facility. Fencint: Ms. Walsh presented a proposal for security fencing to secure equipment storage outside the maintenance facility. Several residents and the adjacent Town Home Association had requested a visual and physical barrier, and staff would like a fenced, gated and locked area to deter theft and vandalism. Ms. Walsh and Mr. Stafford provided quotes for installation offencing, and recommended the firm of Town and Country Fence in the amount of$7,950. Discussion items included the need for a variance hearing before the Planning Commission for a front yard setback requirements; contact with the Town Home Association regarding a cost-share and upkeep arrangement of the fence; proposed construction materials and location; and future security required at the maintenance garage after City Hall move. On a related note, Mayor Probst advised that he had spoken to General LeBlanc earlier that day, seeking a possible transfer date for the property for City Hall construction. Mayor Probst stated he received no new information regarding dates, but General LeBlanc had informed him the final environmental review had been completed last week, and the final Memorandum of Understanding needed to be signed off by Rock Island and Washington, D.C. . Staff was directed to investigate further options for the fence, excluding a variance process, and provide additional information. d. 1998 Retreat Summary. Philosophy Statement Mr. Fritsinger requested Council and staff input regarding the draft summary statement of the 1998 Retreat as provided by the facilitator, TeamWorks International. Mr. Fritsinger also requested the Council's intent regarding use of the Philosophy Statement that was developed as part of the Retreat. Councilmember Malone requested clarification and revision of several items in the facilitator's report for future reference. Mr. Fritsinger stated he would direct the facilitator to make those clarifications prior to the final summary being provided to Council, staff and the public. Discussion items and suggestions for use of the Philosophy Statement included future newsletter articles elaborating and expanding on the statement's intent; inclusion as a statement in each newsletter; how the statement relates to the daily workload and project involvement of staff and Council; the definition of "basic" and "necessary" as addressed in the statement; how it was necessary to include self-preservation items, such as TCAAP, I-35W Corridor Coalition, and other areas of interest in a more global picture for the future of the community; which items were most beneficial for staff and which for the public's dissemination (i.e., the staff assessment of current services taken out of context would not provide confidence to the public in their elected . officials, but listing the goals as developed would be beneficial information for the public's use). ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20. 1998 0 ~ . It was the consensus of the Councilmembers that the statement be used as a guideline for staff and Council for future projects and requests; that "basic" implied water, sewer, police and fire services, snow plowing, pavement management; and "necessary" related to trail plowing, and other services providcd. It was the consensus that, while the City historically did things beyond the basic services, it was prudent to examine thc implications of those actions during the planning stages. Mr. Fritsinger advised that other communities view the City of Arden Hills as operating within the philosophy statement already as far as the extensive discussions and research, and cited the ice arena issue as an example. It was the Council's consensus that while providing quality services, local government in Arden Hills remain unobtrusive. Staff was directed to begin incorporating the philosophy statement in various newsletter and general publications; use it as a tool in the 1999 budget preparations; and incorporate the statement as a regular feature of each newsletter. e. Stamm! Evaluation/Restructurint: Mr. Fritsinger presented a flow chart and suggested staff realignments to utilize existing staff and their strengths, and incorporate additional staff as needed to shift workload responsibilities for . day-to-day and special projects. Mr. Fritsinger suggested the addition of an Assistant to the Administrator, with Mr. Ringwald taking that position; and the Community Development position being taken by Ms. Walsh. Discussions had been held with staff and all were in agreement with the basic concepts being proposed. Mr. Fritsinger explained the Assistant to the City Administrator position would be for two years, at which time it would be evaluated for continued use, depending on the status of various special projects. Mr. Pritsinger stated the proposed half-time Building Inspector and Clerk/Intern positions would be added as demand required. A concern of Council members was that the City Administrator maintain his direct involvement with and supervision of staff. Mr. Pritsinger advised Councilmembers that the City Administrator would continue to oversee all positions and have managerial accountability over all employees. Under the restructuring, Mr. Fritsinger advised that Ms. Walsh would retain the park and trail development issues for the prescnt. Mr. Pritsinger said Ms. Walsh, for the immediate future, would continue to supervise parks maintenance. The Planner I position proposed would be the only new staff position added at this time, at a projected salary in the $30,000 - $40,000 range, depending on the pay equity points assigned to the position. . Mr. Fritsinger advised Councilmembers that there were several variables needing to be refined regarding the restructuring, those being, budget impacts of positions; Department Secretary ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20.1998 4 . position as to the actual responsibilities and refining that job description as a realistic workload is established; if and how the Receptionist position would be re-evaluated on the pay equity system if the clerical responsibilities of the Public Works Department were added to the position; and other items. It was tile consensus of Councilmembers and staff that now was a good time to review the staffing with the two position vacancies that had recently opened. With the restructuring, the City Accountant's strengths on special projects would be able to be utilized, and an overall broadening of job descriptions should challenge the existing staff and take advantage of their strengths. Discussion items included who the new Planning Commission liaison would be. Mr. Fritsinger replied that the Associate Planner would be responsible for report preparation, with the Community Development Director responsible for oversight and policy decisions, with the Assistant to the City Administrator initially mentoring both positions. Mr. Fritsinger stated that the restructured positions would all contain a six month probation, and all parties were in agreement with that. Mr. Post endorsed the reorganization plan, stating it made more sense from a succession planning . perspective, with responsibilities and activities more readily identified. Staff was directed to formalize the restructuring plan, and project budget impacts and pay equity status for City Council action at the April27, 1998 meeting. CITY ISSUES - LONG TERM a. Lindey's Triangle Park. Renaming Ms. Walsh presented a proposal for renaming the Lindey's Triangle Park to "Arden Meadows Park," as recommended by the City's Parks and Recreation Commission. Discussion items includcd the proposed name; future reconstruction ofHwy. 51 and easements; reconfiguration of the park; and adjoining properties at Freeway and Lindey' s Triangle Park. Thc Council consensus was that they preferred the name "Arden Dale Park," and directed staffto go back to the Parks and Recreation Commission for their final recommendation to the City Council. b. Rctroccssion ofthe Twin City Armv Ammunition Plat Mr. Fritsinger related a request from the Department of Army to determine the City's position on . possible retrocession of the legislative jurisdiction at TCAAP. Mr. Fritsinger confirmed that the Governor had received the formal request from the Department of Army for retrocession, and had sent the issue back to the local jurisdictions for their consideration. ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20 1998 5 . Specific requested Council action included any issues that needed to be identified as we consider our response, specifically policc and fire protection; GSA acceptance ofthe plan; future development complying with the Arden Hills zoning and comprehensive plan update; and any future construction being approved by the City. Mr. Post mentioned that in the re-use planning, it was assumed that the City of Arden Hills would be providing fire and police protection, but the incremental costs were offset by development revenues. With retrocession being requested at this time, and no revenue source identi tIed from development, there is no way to finance these costs. The City should incorporate these costs into any requests it makes of the Army. Mr. Fritsinger stated there were two issues related to the Ramsey County Sheriff and retrocession. The first is possible vandalism as the TCAAP property becomes more accessible to the public. The Sheriffs department is also interested in obtaining more space to lease for its operations. StatT was directed to review the various financial implications and respond accordingly to the Department of Army and Governor. . c. TCAAP. Water and Sewer System Mr. Post presented issues related to a request from TCAAP for the City to purchase the existing water system located on the property. Mr. Post stated Mr. Fix, TCAAP's Environmental Engineer and Commander's Representative at the facility, indicated they had funds available for operating costs, but not capital for reconstruction of existing watermains or connection fees to the City's system. Discussion items included demolition of officer housing and future development amenities necessary in the immediate future; possible revenue to be generated; capturing sanitary sewer revenues currently being billed by the City of Mounds View; the public stigma of tainted water at TCAAP; significant liability versus potential tor future development; maintenance of the existing system; need for a decision prior to October I, the end of the federal fiscal ycar; and water sales to surrounding communities; It was the consensus of the Council that the City was interested in obtaining the water supply system, but the condition of the existing infrastructure was a deterrent. Staff was directed to further investigate the cost of obtaining, replacing and operating the system; consider installation of a perimeter run along Highways 96 and 10, with stubs to service existing buildings on the property; review of the Shoreview agreement to supply water to the state property through their well system, elevation and frontage road issues in the area; and MCES reimbursement revenue. . Once these items have been further clarified, the Council would then make a decision on how they wished to proceed. ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20. ] 998 6 . MISCELLANEOUS ITEMS Alcohol Issue Mr. Fritsinger and Councilmembers concurred that, in lieu of the endorsement of the philosophy statement, the City would be taking no action on a proposed ordinance to ensure liquor sales compliance, similar to tobacco compliance, until actual legislation is passed. Ramsey County. Turnback Issues Mr. Fritsinger advised Councilmembers that he had been contacted by Ramsey County regarding a timetable for turnback of Lake Johanna Boulevard from the County to the City. Mr. Fritsinger stated that, in his most recent conversations with Ramsey County, the County was proposing that the City consider the turnback of a portion of Cleveland A venue or New Brighton Road rather than Lake Johanna Boulevard. Staff was directed to continue looking into the possibilities of this proposal and the budget and long-term infrastructure ramifications to the City. MnDOT Easement Mowing . Ms. Walsh reported that, in recent conversations with MnDOT, they stated their policy was for mowing high visibility areas twice each year, unless there were noxious weeds involved. Discussion involved whether the City should provide mowing ofthese areas; encourage adjacent property owners to do so; hire a contractor to mow and bill abutting property owners; or not pursue the issue at all. Staff was directed to investigate further. First Ouarter Utility Billing Mr. Post advised that the first quarter utility bills had been mailed earlier that day. Transportation Issues Councilmember Malone reported on thc most recent draft of the Transportation Improvement Program (TIP), the Cleveland Avenue bridge was scheduled for construction in the year 200], but no other projects impacting the City of Arden Hills (i.e., Highway 96) wcre listed. In a related note regarding future construction, Mr. Malone shared a suggestion from Mr. Craig Wilson of the City's Public Safety Commission, that the City consider a multi-year contract with a contractor as a possible way to reduce reconstruction costs and assessments. . ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20.1998 7 . Goose Control Measures Mylar fencing as a goose control was discussed. Staff was encouraged to suggest to Ramsey County that they pursue this option at Tony Schmidt Park. Business Relations Committee Councilmember and Liaison, Susan Keim brought a request from the Business Relations Committee for Council direction on future activities for the committee. Ms. Keim stated the Committee would soon be completing delivery of business certificates to various businesses. It was the consensus of the Council that they would be interested in hearing the Committee's ideas for future activities. Finance Committee Councilmember and Liaison, Beverly Aplikowski, advised Councilmembers and staff that the Finance Committee had recently completed their review of the City's Assessment Policy, and were ready to bring their recommendations to the Council. She stated the only policy change recommendation the Committee had was one for corner lots. . City LOl!o Mayor Probst requested staff pursue the redesign of the City's logo, suggesting staff contact several area cities, including the City of Vadnais Heights, regarding their recent use of consultants. Highway 96 Mayor Probst expressed concern regarding recent articles in the press regarding possible construction on Highway 49 in Shoreview/North Oaks by Ramsey County, rather than finisbing the Highway 96 project already in progress. Discussion took place on the location of the signal controller at the intersection of Lexington A venue and Highway 96. The most recent staff discussions with Jim Tolaas, Ramsey County Public Works Department, had confirmed tbe location of the controller to the northeast corner in Shoreview. Mr. Stafford stated he would verify this item. Mr. Fritsinger reviewed recent press articles with the Council regarding the Highways 96 and 10 intersection design, and advised a Council meeting in the near future would include a presentation by Ramsey County to the City and affected residents of the new design, and allow for citizen input. . ARDEN HILLS CITY COUNCIL WORKSESSION - APRIL 20.1998 8 . Emerl!encv Management Mayor Probst again stressed to staff the urgency of implementing an emergency management plan for the City, in consideration of the recent storm damage in St. Peter. Upcoming Meetings Mayor Probst advised Councilmembers that the City of Mounds View would he hosting a meeting ofthe School District and area cities on Tuesday, May 5, 1998 from 5:00 to 7:00 p.m. On a related note, Mr. Fritsinger stated that the City had still not been reimbursed by the City of Mounds View for the athletic facilities study. Councilmember Aplikowski advised that the Coalition on Healthy Youth had tentatively scheduled their second annual cvent for September 24, 1998, and she would provide more information as it became available, but that Mayor Probst's requested participation would be similar to last year. Rubbish Haulint: . Mayor Probst spoke on the rubbish hauling issue and suggested staff contact area waste haulers for feedback on an effective way the City could eliminate daily trash on city boulevards. ADJOURN MOTION: Councilmembcr Malone moved and Councilmember Hicks seconded a motion to adjourn the meeting at 7:53 p.m. The motion carried unanimously (5-0). . ~- -