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HomeMy WebLinkAboutCC 05-26-1998 . . . MINUTES CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING MAY 26,1998 7:30 P.M. - ARMY RESERVE CENTER CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the regular City Council meeting at 7:33 p,m, Present: Mayor Dennis Probst, Councilmembers Beverly Aplikowski, Dale Hicks, Susan Keirn (arrived at 7:36 p,m,), and Paul Malone, Also present were City Accountant, Terrance Post; Assistant to the City Administrator, Kevin Ringwald; Public Works Director, Dwayne Stafford; Community Development Director, Cindy Walsh; Consulting Engineer, Greg Brown; and Recording Secretary, Carla Wirth, ADOPT AGENDA Mr, Terrance Post, City Accountant, requested the addition of Agenda Item 7E, Consider Resolution No, 98-42 Declaring that a Vacancy Exists as Councilmember. MOTION: Councilmember Aplikowski moved and Councilmember Hicks seconded a motion to adopt the agenda for the May 26, 1998, Regular City Council meeting with the addition of Agenda Item 7E, Consider Resolution No, 98-42 Declaring that a Vacancy Exists as Councilmember. The motion carried unanimously (4-0), PRESENTATION BY RAMSEY COUNTY. FINAL HIGHWAY 96IHIGHWAY 10 DESIGN Jim Tolaas, Ramsey County, thanked the Council for this opportunity to review the Highway 96 improvement proj ect. He explained that since the last meeting, further discussion has occurred regarding the alternate for grade separation at Highways 10 and 96 and future service to the Arsenal site to the northeast. Councilmember Keirn arrived at 7:36 p,m, Mr. T olaas reviewed an alternative construction plan showing Highway 10 remaining at the same grade with a grade separation of Highway 96 and proposed connections which would serve the Arsenal and Arden Manor Mobile Home Park properties, He advised that the turning movement of northbound Highway 10 traffic turning eastbound on Highway 96 is not high enough in munber to justify consideration of an access, The movement of eastbound Highway 96 traffic turning southbound on Highway 10 is also not high enough, Mr. Tolaas advised of how the TCAAP roadway connections may be placed at a future point in time and explained that the ramps would be removed at that time, He stated that, in the long range, the State wants the higher capacity 1-3 5W interchange used, . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 2 Mr. Tolaas advised that from a State Aid perspective, a higher service character will be realized by having these proposed ramps with the grade separation, It is also expected to relieve 1-694 and I-35W traffic levels, He noted that the turning movements which cannot be accommodated at this interchange can be accommodated at the higher capacity 1-3 5W interchange, Mr. Tolaas stated this alternate provides the State with more impetus to fund the I-35W interchange upgrades also, He noted that old Highway 10 will continue in its current location and a new frontage road will not be constructed on the south side of Highway 96, This will lessen the impact to the wetland and mobile home park and not require relocation of the existing homes south of Highway 96, With this configuration Highway 96 is farther south, which will reduce the impact to the area immediately west of the proposed entrance which has been shifted to the west to align with the industrial entrance to the south, He noted the impact may be as few as four mobile home units and the current entrance will be vacated which would allow for an additional home site, Mr. Tolaas noted the original impact was estimated at 17 mobile home units, He advised the intersection of southbound Highways 10 entrance ramp and 96 will not be a signalized intersection, Mr. Tolaas reviewed the upgrades anticipated to the I-35W interchange of$3,8 million, He indicated the grade separation, ramp, and staging costs are $2,6 million which adds significantly to this segment of the roadway, He explained they will need to consider how this can be staged for construction and funding and advised that there currently are no funds to upgrade the I-35W interchange, Mr. Tolaas explained the funding mechanisms involved with both intersections and how they will attempt to get a funding scenario identified as a package, However, he is not sure how quickly funds will be made available so the project can proceed, Mr, Tolaas eXplained the funding used by the City of Shoreview which was advanced funded so construction could occur in 1991 with payback through the City, Deluxe Corporation, and the State over a four year period, Mr, Tolaas eXplained they will call for additional bridge throughway in each direction, additional turning capacity, and sidewalks, The County and City may be looking at paying for the additional through lanes since it addresses local growth pressures to create the need for the additional bridge capacity, Mayor Probst asked about the interest in the grade separation and ifthis will heighten MnlDOT's interest in the view of how funding might happen, Mr. Tolaas stated this is correct, Mayor Probst asked Mr. Tolaas to identify turning movements that will be lost. Mr. Tolaas advised that after construction vehicles can no longer turn to the east or west if northbound on Highway 10, The North Heights Church traffic could make a U-turn and come back to Highway 96 to gain eastbound access to Highway 96, He stated another restricted turning movement is to gain access to southbound Highway 10 if traveling eastbound on Highway 96. Mayor Probst asked why an off ramp would not be provided for those turning movements, Mr. Tolaas stated they could physieally be provided but would result in a large impact for a movement that is fairly low in number. He suggested this is a limited movement and does not justify tlle cost. With the movement to southbound Highway 10, it would seriously impact home sites and displaee families, Physically, the impacts are greater than the benefits, ARDEN HILLS CITY COUNCIL - MAY 26, 1998 3 . Councilmember Malone noted this process started with no access in any direction at this intersection, He thanked Mr. Tolaas for working with the City to address their concern by adding as much access as possible, Councilmember Malone asked if the southbound access from Highway 10 to Highway 96 would be signalized, Mr. T olaas stated it is not proposed since the mnnbers will not be that high but it could be added if it becomes a problem, He noted the access to the mobile home park may better justify a signal. Mr, Tolaas explained the State wants to encourage the use ofI-35W rather than Highway 10 to gain access to Highway 96, Councilmember Malone noted the ramp on eastbound Highway 10 to southbound I-35W is metered and drivers will want to avoid that route, He asked if a "cheater" ramp could be considered by County Road H-2 or iftraffic could be diverted by the Mermaid and routed down the newly constructed Old Highway 8, Mr. Tolaas stated they will check the traffic volumes and noted that conduit could be placed to allow for that option in the future, Councilmember Malone noted that ISTEA passed last week which substantially increased funding to Minnesota, Mr. Tolaas stated they did apply for funding two years ago but it did not score very well and funding was not received, However, now this project has evolved and may score better for funding, Mr. Tolaas noted the modification to the cul-de-sac shifting it farther northwest to avoid a conflict. Also, there was discussion about improving the Old Highway 10 roadway but it is felt that the traffic level is not going to be high enough to justify that improvement, He stated he believes this is a good design and it meets MSA standards, . Mr. Post asked if New Brighton has been approached about being a local funding source to the 1- 35W bridge, Mr. Tolaas advised a presentation was made to New Brighton and agreed a discussion about the impetus driving the need for a wider bridge should be discussed, Councilmember Keirn noted that the use of the Hamline Avenue exit farther east is a route option which would not involve the two freeway ramp meters, Councilmember Aplikowski asked if old Highway 10 will not change, Mr. Tolaas answered affirmatively and stated it will remain at the current grade, Mr, T olaas commented on the difficulty of staging the Highways 10 and 96 intersections and advised they will consider what would happen if Highway 10 were closed to allow more expedient intersection construction which may save several hundred thousand dollars, He noted the State is willing to work with the City on this issue, Councilmember Malone commented on the anticipated increase to I-35W traffic levels and noted there is adequate room for another lane from Highway 96 to 1-694, Mr. Tolaas explained the State is considering the "bigger picture" and when that work should be staged, . Mayor Probst invited audience members to provide comment or ask questions, Wendy Crow, Arden Manor Mobile Home Park, asked which homes will be impacted, Mr. Tolaas pointed out the current park entrance and advised that anything to the east will not be impacted at all. The first five units to the west of the entrance will not be impacted and can stay ARDEN HILLS CITY COUNCIL - MAY 26. 1998 4 . in place, The next six units beyond that have the greater impact due to the new entrance to the park and shift in Highway 96 to the north, Mr. T olaas stated there will be relocation costs involved and final design and right-of-way plans would be completed as soon as possible, Once right-of-way funding is received they can begin working with property owners, Marilyn Hahn, Arden Manor Mobile Home Park, asked why it is necessary to move the entrance, She noted the current entrance is only one block from the park office but the new entrance will be farther [rom the park office, Mr. Tolaas pointed out the two entrance points (to the north and to the south of Highway 96) would be staggered if the current entrance remained, They are proposing to relocate the entrance of Arden Manor Mobile Home Park so it aligns with the entrance point to the south, Ms, Hahn asked if traffic signals will be provided, Mr. Tolaas stated he believes the City would push for the placement of a traffic signal at the location of the new entrance, He noted a turn lane will be provided to assure safety of vehicles, Ms, Hahn asked how much the road widening will impact her lot. Mr. Tolaas explained they are widening to the south somewhat but there is a considerable shift of about 30 feet on the north side, Hc explained the ditch area will be filled, . Ms, Hahn asked if they will be able to turn left onto Highway 96 and use Old Snelling to gain access to southbound Highway 10, Mr. Tolaas stated this is correct and that connection will remain since the Highways 10 and 96 intersection will no longer be at grade, Ms, Hahn asked how they will gain access to Arden Manor Mobile Home Park if northbound on Highway 10, Mr, Tolaas noted vehicles could exit 1-694 at Hamline Avenue to gain access to westbound Highway 96, In response to Mayor Probst, Mr. Tolaas advised City approval is required to proceed with this proj ect. Jim Johnson, representing North Heights Lutheran Church, stated they have definite concerns about the access to eastbound Highway 96 from northbound Highway 10, He advised of the numbcr of events which are held at this facility and the addition of a family life campus and the future auditorium expansion to at least 5,000 seats, He stated this access route is a significant issue and he would like the opportunity to talk in more depth about this with Mn/DOT, the County, and City Staff, Mr. Johnson concurred their events do not coincide with rush hours but there will still be significant traffic entering and exiting this site and will need to be addressed, Mayor Probst inquired regarding a timetable for the City's responsc, Mr. Tolaas stated if Arden Hills is supportive, he will contact New Brighton to request a meeting with their CounciL Mr. Tolaas stated they would like to start with final plan preparation and to draft the right-of-way plan, . Mayor Probst asked if the County notified residents and property owners, Mr. Tolaas reviewed the area of properties which were notified and advised he has only had brief discussion with the Army regarding the release of property for the ramp to northbound Highway 10 from westbound Highway 96, . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 5 Mayor Probst requested time to consider the plan presented tonight and suggested this issue be placed on the June 8, 1998 Council agenda at which time a Staff recommendation can be received as welL Councilmember ApJikowski asked about the alignment from the Church to gain access to westbound Highway 96, Mr, Tolaas noted the median cut in the location of their driveway, Mr. Johnson stated he does not know the number of vehicles that would be coming from anyone direction but it may be a 25% split from all directions, Councilmember Aplikowski asked how ponding will be handled if the Council decided to provide the ramp from northbound Highway 10 to eastbound Highway 96, Mr. Tolaas reviewed the boundary of the proposed storm water pond in this location, some of which may need to be purchased from the Church, Mr, Johnson stated they would be open to discussion of alternatives because they have significant wetlands and there may be some accommodations that could be worked out to exchange land and ponding, if desirable for the Church's needs for that access, Mayor Probst requested that smaller scaled drawings be made available to residents who would be interested, Councilmember Aplikowski asked if the Council could be provided with the cost estimate for the ramp to eastbound Highway 96, Mr, Tolaas stated they can provide that estimate and noted the cost may be the City's responsibility since the State believes the number of vehicles making that movement does not warrant a ramp from northbound Highway 10 to eastbound Highway 96, Mayor Probst thanked all residents in attendance and advise that this issue will be on the June 8, 1998 Council agenda for further discussion and determination, APPROVAL OF MINUTES A. May 11, 1998, Regular Council Meeting B. May 18, 1998, Council Worksession Councilmember Malone requested the following corrections to the May II, 1998 Council meeting minutes: Page 1, correction to Page 4, paragraph 5: replace "as far back as possible" with "close to the t!m of the tank as possible" Councilmember Keirn requested the following addition to page 1, fourth paragraph, of the May 18, J 998 Work session minutes: "for this project; work with the City En!,'ineer to prepare an estimate to fix drainage at Arden Manor Mobile Home Park as it..." Mr. Post requested the following addition to Page 3, eighth paragraph of the May 18, 1998 Worksession minutes: "Mayor Probst addressed outstanding issues including the City Hall site lease, ajoint maintenance ..," . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 6 MOTION: Councilmember Aplikowski moved and Councilmember Keirn seconded a motion to approve the May II, 1998 Regular Council Meeting and the May 18, 1998, Council Worksession minutes as corrected, The motion carried unanimously (5- 0), CONSENT CALENDAR A, B, C, D. E, Claims and Payroll Probationary Appointment of Assistant to City Administrator, Kevin Ringwald Probationary Appointment of Community Development Director, Cindy Walsh Regular Employee Status, Receptionist, Janet Owens D,S, Fish and Wildlife Trail Agreement MOTION: Councilmember Malone moved and Councilmember Keirn seconded a motion to approve the Consent Calendar as listed above 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, Lois Rem, 1670 Glenview Court, reminded the Council of the concern and interest among residents about discussion of development and ecosystem impacts, Lisa Bossert, Fire Protection Engineer with Viking Automatic Sprinkler Company, advised they will be installing sprinkling systems in three buildings in Arden Hills and believe there are special circumstances warranting reduced fees, Mayor Probst suggested this request be considered prior to Agenda Item 78. The Council concurred, Tom Whittles, 1867 Glenpaul, stated he applied for a building permit to replace his garage in its same location, four feet from the property line, but Staff has indicated he will need to apply for a variance since the building setback is at ten feet from the property line, He reported on other neighborhood garages that are closer than ten feet to the side yard line, Mr. Whittles stated that a variance cost $100, which he will do, but he does not want to be delayed until the end of summer. Mr. Kevin Ringwald, Assistant to the City Administrator, explained that the garage that Mr. Whittles is discussing is a nonconforming structure in an older neighborhood where many structures are nonconforming and in some instances may have been constructed before the City was a City, With the current zoning requirements for setback of accessory structures, Mr. Whittles would need to go though a variance procedure to construct less than the ten feet minimum setback requirement. Mr. Ringwald stated the City's administration does not have the authority to waive that requirement but, in the past, the City has moved up the Council meeting . . . ARDEN HILLS CITY COUNCIL - MAY 26, 1998 7 consideration two weeks so it can be considered more quickly, In this case, it would be July 13th, Mr. Ringwald stated he advised Mr. Whittles of this option several days ago, Mr. Whittles stated he will make application for the variance but does not want to be delayed two months, He stated he was notified of the need for a variance the day he came in to pick up the permit (May 19 or 20, 1998), He advised that the Building Official told him the garage needed to be five feet away but this is not an attached garage so ten feet is required, Mayor Probst apologized for the confusion and explained the next Planning Commission meeting is July I, 1998 and the Council would be willing to expedite this process and consider the request at the next Council meeting which would be July 13, 1998, Mr. Whittles asked how far he can proceed before he gets in trouble, Mayor Probst advised Mr. Whittles that he needs Council approval. Mr, Ringwald stated Mr. Whittles could start removal ofthe existing garage structure and ground preparation but construction of the new structure should wait until Council approval. Mr. Whittles stated this would be fine if he could remove the structure and construct the concrete forms, Councilmember Malone urged caution since there is no guarantee that variance approval will be granted, Mr. Whittles explained he plans to move the current garage to another location on the property so it can be used until the new one is available, Councilmember Malone noted the existing garage can be repaired or improved and remain in its current location, Mr. Ringwald explained that Mr. Whittles proposes a significant improvement and increase in size, Councilmember Malone again cautioned that while the current garage can be improved at its current location, a new garage cannot be constructed, without a variance, five feet from the property line, There were no other public comments, UNFINISHED AND NEW BUSINESS A. Planning: Cases 1. Planning Case #97-24A, Arlyn Solberg, 3232 North Hamline Avenue, Variauce Mr. Ringwald explained that the applicant is requesting approval of a variance for a side yard setback for a house addition (three feet proposed, when 10 feet is required) on a single family lot zoned R-l. He explained that the applicant had made a previous request for an addition to the house which was denied, Mr. Solberg has revised the request to match the addition with the basement wall and remain within the existing roofline, . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 8 Mr. Ringwald presented the exterior elevation from the front and south property lines and noted it does not change dramatically_ He advised that the Planning Commission recommends approval of Planning Case 97-24A, side yard setback variance for the house addition based on the "Findings-Side Yard Setback Variance (house addition)" section of the Staff report dated May 6, 1998, subject to the following conditions: 1. Compliance of the plans (Exhibit A, pages 1 of2 and 2 of2) contained within the Staff report dated May 6, 1998, 2, Provision of detailed exterior drawings for the addition prior to consideration of this request by the City Council. Mr. Ringwald noted the applicant has provided drawings of the proposed exterior ofthe addition and the exterior materials will match the materials used on the existing exterior of the structure, He pointed out this variance request is minimal and appropriate to consider. Arlyn Solberg, 3232 North Hamline Avenue, applicant, clarified that the proposed addition is under the existing roof line and will not create a new "bumpout." Councilmember Malone inquired regarding the distance between the house and lot line, Mr, Ringwald stated it is closer than the 6,7 feet identified on the site plan, Councilmember Hicks inquired regarding the existing view from the east and whether the num ber of exterior doors will be reduced from two to one, Mr. Ringwald stated this is correct, Councilmember Hicks asked why the foundation currently goes out into this area, Mr. Ringwald stated he is unsure how the roofline is supported given the distance it is cantilevered out. He noted the proposed addition will provide more structural support to the roof. Councilmember Hicks inquired regarding the flag lot configuration of the two lots on Ingerson Road, He stated those properties exist and are not easements so granting a variance will not impact future development of those two flag lots, Mr. Ringwald stated this is correct and the addition will not block any views from those properties, MOTION: Councilmember Hicks moved and Councilmember Aplikowski seconded a motion to approve Planning Case #97-24A, variance for a sideyard setback, Arlyn Solberg at 3232 North Hamline Avenue for the house addition for three feet when ten feet is required, based on the "Findings-Side Yard Setback Variance (house addition)" section of the Staff report dated May 6, 1998, based on the rational it will provide more structural support and encloses an existing foundation, subject to the conditions indicated above, The motion carried unanimously (5-0), 2. Planning Case #97-13, Marlyn Tramm, 3180-3182 Cleveland Avenue, Zero Lot Line Lot SplitNariances Mr. Ringwald stated the applicant is requesting approval of a zero lot line lot split to create two parcels from an existing duplex on a.41 acre parcel zoned R-3 Townhouse and Low Density Multiple Dwelling District. He explained the requested zero lot line lot split will divide the . . . ARDEN HILLS CITY COUNCIL - MAY 26, 1998 9 existing duplex into two lots, The home was constructed with a zero lot line in mind from a utility and fire wall perspective, Mr. Ringwald stated this zero lot split line needs to be in this particular location since it is in the center of the unit and from the street you will not know this lot split exists, He explained the lot split only accommodates ownership and not a site use, Mr. Ringwald advised the Planning Commission recommends approval of Planning Case 98-13, zero lot line lot split and variances (lot width and depth), based on the "Findings-Lot Width Variance (northerly parcel)" and the "Findings-Lot Depth Variance (southerly parcel)" sections of the Staff report dated May 6, 1998, conditioned upon recording of a party wall agreement in a form acceptable to the City Attorney, Mr. Ringwald noted that the applicant has provided the party wall agreement for review and approval by the City Attorney, The City Attorney has reviewed and approved of its substance and form, Councilmember Malone noted the Plmming Commission indicated concern regarding exterior coordination which was to be addressed in the party wall agreement, Marlyn Tramm, 3180-3182 Cleveland Avenue, applicant, noted this issue is addressed in Section 2 of the party wall agreement. MOTION: Councilmember Hicks moved and Councilmember Malone seconded a motion to approve Planning Case #98-13 for a zero lot line lot split and variances requested by Marlyn Tramm for 3180-3182 Cleveland A venue, based on the "Findings-Lot Width Variance (northerly parcel)" and the "Findings-Lot Depth Variance (southerly parcel)" sections of the Staff report dated May 6, 1998, conditioned upon recording of a party wall agreement in a form acceptable to the City Attorney, The motion carried unanimously (5-0), 3. Planning Case #98-14, Ann Sturgeon, 3769 New Brighton Road, Lot Split Mr. Ringwald advised that the applicant has withdrawn this application via a written request. 4. Planning Case #98-15, McGuire's Sign-A-Rama, 1201 West County Road E, Special Use Permit Mr. Ringwald explained the applicant is requesting approval ofa Special Use Permit (signage) modification (Planning Case #95-6) for the Holiday Inn/McGuire's, 1201 West County Road E, to allow for the placement of four neon stripes adjacent to the existing McGuire's sign (wall) facing County Road E, He noted they have a 12 square foot sign identitying the restaurant and the applicant would like to place two neon stripes on either side to accent the exterior. Mr, Ringwald advised that the Planning Commission recommends approval of Planning Case #98-15, Special Use Permit (signage), subject to compliance with the plans in Exhibit A of the Staff memorandum dated May 5, 1998, . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 10 Councilmember Malone noted the sign will not blink or flash, Mr. Ringwald stated this is correct. MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to approve Planning Case #98-15, Special Use Permit (signage) for Holiday Inn McGuires at 1201 West County Road E, subject to compliance with the plans in Exhibit A of the Staff memorandum dated May 5,1998, The motion carried unanimously (5-0), 5. Planning Case #98-12, City of Arden Hills, Zoning Ordinance Modifications, RV Parking and Billboards Mr. Ringwald explained the City of Arden Hills requests approval of two amendments to the Zoning Ordinance, The first amendment would modify the length of time certain types of recreational vehicles can be parked in a driveway from 90 days to 10 days, The second amendment would allow existing billboards in the Gateway Business District (GBD) to be modified, with City approval, as long as the total number of billboards or billboard faces are reduced, Mr. Ringwald explained the City Attorney felt the current activity to reduce the number of billboards could be handled through the platting process but their attorney requested the language specifically be placed within the Zoning Ordinance, Mr. Ringwald noted the Planning Commission reviewed this request and concluded that all types ofrecreational vehicles should have similar restrictions on how long they should be parked in a driveway, They recommend approval of the amendment of the Zoning Ordinance by striking Section VI, J, 2, b, (I), ofthe Zoning Ordinance and by amending Section VI, J, 2, b, (2), by striking the second word ("other") of sentence I, He advised of the types of vehicles which would he included in this restriction and provide a consistent and timely number of days to allow a visitor or work on a recreational vehicle, Also, this permit is renewable once in a 12-month period, Mr. Ringwald explained the Code already deals with areas where these units can be parked but this particular amendment deals with the driveway aspect while vehicles are being loaded or unloaded, Councilmember Aplikowski asked if it allows seven or ten days, Mr. Ringwald advised the Planning Commission recommends seven days which provides consistent treatment of all RV vehicles, Councilmember Malone noted it wasn't too long ago when no RVs could be parked and this would provide a reasonable time for people to load and unload the RV s, He clarified that the term "RV" as defined in the Zoning Ordinance includes many types of vehicles including truck campers, trailers, etc, MOTION: Councilmember Malone moved and Councilmember Aplikowski, seconded a motion to approve Planning Case #98-12, amendment of the Zoning Ordinance, by striking Section VI, J, 2, b, (1), amending Section VI, J, 2, b, (2) by striking the second word ("other") of sentence I, and amending Section V, K, 5, g (3) of the Zoning Ordinance as presented in Staff memorandum dated May 26, 1998, ~ . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 11 Councilmember Aplikowski suggested that "RV" be spelled out in lower case letters to clarifY what is included in this generic definition, Councilmember Malone agreed with this suggestion and accepted this as a friendly amendment to the motion, The motion carried unanimously (5-0), B. Viking Sprinkler Request for Reduction of Permit Fees Lisa Bossert, representing Viking Automatic Sprinkler Company, advised they are installing high pressure sprinkling systems in three buildings under construction, She explained the sprinkling system can claim to actually suppress a fire (not just control the fire) and in order to make that claim, the quantity of sprinkler heads is abnormally high, They will also provide fire pumps which are not required with a typical sprinkler system, She presented site drawings of these buildings, noting the large number of sprinkler system heads, Ms, Bossert stated these will be easy buildings to inspect based on the symmetry of the structure, Ms, Bossert explained the City's permit fee is $15 for first sprinkler and $2.50 for each additional sprinkler beyond that, She asserted this fee structure is uncommon compared to other cities which charge for the first sprinkler and then for each ten additional sprinklers (not per sprinkler), She explained they estimated this job based on that fee schedule, Ms, Bossert noted the permit fees for these buildings exceeds $8,300 which she believes is excessive given the level of effort to do the inspections, Councilmember Malone stated he would like City Staff to have the opportunity to present their recommendation, He asked what other cities charge for each additional 10 sprinklers, Ms, Bossert stated in White Bear Lake it would cost $1,000 and in Blaine it would cost $2,000 but no where would it cost $8,000, Ms, Bossert stated the City's fee structure may be appropriate for small structures but may not be appropriate for this type of structure, She explained they do a designlbuild with a flat rate price including the permit and a full Code compliance, Councilmember Hicks asked if this system requires more heads than other systems on a square footage basis, Ms, Bossert stated this is correct and noted one building has 1,300 sprinkler heads, the second building has 800 sprinkler heads, and the third building has about 1,000 sprinkler heads, Mayor Probst asked if Viking Automatic Sprinkler Company has done work in Arden Hills previously, Ms, Bossert stated they have, Mayor Probst stated, theoretically, they should have known of the City's fee structure, Ms, Bossert stated this is correct but the estimator used the more typical fee structure used by other cities, Ms, Bossert presented permit applications used by other cities that charge for the first sprinkler head and then for each ten additional sprinkler heads, Mayor Probst asked if the Council would like a recommendation from Staff to consider at the next Council meeting, ARDEN HILLS CITY COUNCIL - MAY 26 1998 12 . Councilmember Aplikowski asked why they are needing so many sprinkler heads, Ms, Bossert explained these warehouse buildings will contain high piled storage which is a special fire challenge so they are using this system which will suppress a fire, The building owner likes this type of system since it places all fire protection at the roof and provides flexibility for building use, Councilmember Hicks asked if Viking Sprinkler would have won the contract if they had been aware of the proper fee rate structure and included that higher rate in the bid, Ms, Bossert stated she does not know, Councilmember Hicks stated the fees are built around recovery of the City's cost. Ms, Bossert stated she believes the City's costs for inspection will be much less than $8,300, Councilmember Hicks noted a scenario may exist where a bidder presents a lower bid, is awarded the bid, and now is in trouble and requesting relief. Ms, Bossert stated they have worked with Welsh Development in the past and are known as a quality contractor. Councilmember Malone stated the other bidders may have known the fee structure when preparing their bid, He stated that he is sorry they made a mistake when preparing their estimate but the Council must consider what is fair for all. He noted the fees are public information and to make the adjustment at this point is not appropriate, . Mayor Probst concurred and stated it seems inappropriate to go back retroactively to reduce the fee, He stated if the fees are out of line that can be considered in an appropriate fashion, Mr. Ringwald agreed and stated that as construction techniques change the City may be high in one area but low in another. He stated he did provide a letter indicating a willingness to review this issue in a larger perspective and making a recommendation for Council's consideration, However, given Staffs workload, the storm activity damage, and Bethel College project, Building Official Scherbel will be very busy and it may be more timely to review these fees in the fall, Mr. Ringwald advised that the City's fee does not identify the type of sprinkler system and while it may be appropriate to research whether a change is warranted, it needs to be considered in a broader sense, Mayor Probst noted the majority consensus of the Council has indicated they are not willing to consider a fee reduction in this case, Ms, Bossert thanked the Council for their time, C. Revolving Loan Fund . Mr. Ringwald explained that the Council is asked to adopt guidelines for the City of Arden Hills Revolving Loan Fund, He explained Staff is attempting to resolve grant applications and the EDA has previously adopted these guidelines, but the State has requested that this fund be managed by the City rather than the EDA. ARDEN HILLS CITY COUNCIL - MAY 26. 1998 13 . MOTION: Councilmember Malone moved and Councilmember Hicks seconded a motion to adopt guidelines for the City of Arden Hills Revolving Loan Fund (RLF), The motion carried unanimously (5-0), D. Final Pay Estimate, 1997 Street Improvement Project Mr. Dwayne Stafford, Public Works Director, explained the Valley Paving, Inc, project bid was $383,143,75 but due to less than anticipated quantities, the final cost for the project totaled $370,990,08, Previous payments made to date total $365,558,03, The City withheld $5,432,05 of the final payment request last December until required documents were provided to the City and remaining punch list items were corrected, Mr, Stafford advised the City now has these documents and the punch list items have been corrected, City Attorney Filla found these documents in order so the Council is asked to approve the final payment for the 1997 Street Improvement Project to Valley Paving, Inc, in the amount of$5,432,05, MOTION: Councilmember Malone moved and Councilmember Keirn seconded a motion to approve the final payment for the 1997 Street Improvement Project, and payment to Valley Paving, Inc, in the amount of$5,432,05, Mayor Probst asked ifit is appropriate to prepare correspondence noting the City's understanding the job is closed out and the contractor is satisfied the claim is settled and all issues are covered, . Mr. Greg Brown, Consulting Engineer, stated this is a wise suggestion and a certificate of completion may be a good idea since it contains similar language, Mayor Probst suggested the City use caution when closing out projects given what happened with a previous project. He asked if a statement is received from the contractor declaring this is the final payment request, Mr, Brown explained there is no form, per se, but the intent is that this payment would be final. Councilmember Aplikowski stated ifthe payment check indicates the account is paid in full and closed so once the check is cashed, that should handle it, Mayor Probst suggested a procedure be established for the contractor to sign a statement indicating, legally, that the project is completed, this is the final payment request, and there will be no additional claims made, Councilmember Malone noted the contractor may also request an indemnification from the City, The motion carried unanimously (5-0), E. Pay Estimate #4, Lametti & Sons, Gateway Business District (Fourteenth Street) . Mr, Brown explained the Council is asked to approve Pay Estimate #4 for the Fourteenth Street Improvement Project and make payment to Lametti & Sons in the amount of $254,093,08, He reviewed that Lametti & Sons' low bid was $713,700; Change Order #1 was approved by the Council on October 14, 1997 increasing the contract amount by $17,000 to $730,700, Change . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 14 Order #2 was approved by the Council on December 15, 1998 increasing the contract amount by $193,726,50 to $924,426,50, Mr. Brown explained that Lametti & Sons has completed the construction of the sanitary sewer, water main, and a large portion of the storm sewer work, Approximately 70% of the roadway grading and pond grading have also been completed, The watermain and sanitary sewer have been tested, approved, and are currently in operation in the City, Payment Request #4 in the amount of$254,093,08 includes payment for items associated with this work and he recommends approvaL MOTION: Councilmember Hicks moved and Councilmember Aplikowski seconded a motion to approve Pay Estimate #4 for the Fourteenth Street Improvement Project and make payment to Lametti & Sons in the amount of$254,093,08, The motion carried unanimously (5-0), Mayor Probst inquired regarding the pace of work, Mr. Brown explained there have been some conflicts since they are only using one crew but all of the Welsh deadlines have been met or exceeded, F. Consider Resolution No. 98-42 Declaring that a Vacancy Exists as Councilmember Councilmember Hicks stated his residence plans have been discussed and he has now submitted his resignation etTective June 30, 1998 so the Council can declare a vacancy and advertise for applications to fill his Council seat, Mayor Probst stated that Staff has, on the basis of this action, prepared a resolution for Council consideration to allow Councilmember Hick's seat to be declared open so it can be filled, Councilmember Aplikowski commented that Councilmember Hicks has been a fine mentor and role model in his service to the Council and thanked him for his years of service to the City of Arden Hills, Councilmember Hicks noted that he has served on the Planning Commission and/or Council for 25 years, MOTION: Councilmember Keirn moved and Councilmember Aplikowski seconded a motion to adopt Resolution No, 98-42, Declaring that a Vacancy Exists as Councilmember. Councilmember Malone commented on the effectiveness of Councilmember Hicks' service on the Council and his sadness to have to consider accepting this resignation, The motion carried (4-0-1 Hicks), Mayor Probst noted Staffs recommendation regarding the process to follow including advertisement of this vacancy and application process, He noted the issue of timing which would allow for advertising twice, accepting applications by June 18th, and then interviewing . . . ARDEN HILLS CITY COUNCIL - MAY 26. 1998 15 candidates, Mayor Probst noted that Councilmember Aplikowski has already indicated that she will not be available during the end of June, Councilmember Malone noted there are no requirements for advertising this vacancy and suggested a cut off of June 12th so the applications can be considered at the June 15th meeting, Mayor Probst stated if there is no clear choice at that point, interviews could be scheduled, The Council concurred, ADMINISTRATOR COMMENTS In Mr. Fritsinger's absence, Mr. Post noted the City has provided much labor and services to the Ci ty of Shoreview to address their storm damage and the City's help has been greatly appreciated, Mr. Post reported the City has received an estimate from the City Engineer on sanitary sewer line rehabilitations, He explained it was anticipated the repairs would cost $75,000 which was budgeted for but the cost for the worse portions of the line is now estimated at $110,000, Mr. Post asked if the City should proceed with the entire project, or pare it down to address only the worst cases and spend within 1998 capital budget limits, Mr. Stafford advised the proposed work is in the area of Valentine Park, Grant Road, Chatham, and Hudson Road, Mr. Brown reported manhole inspections have been made and several are in need of repair. Also, a section of corrugated metal pipe needs to be replaced with a material that is more resistant to sewage, Mr. Brown recommended the sections of clay pipes also be replaced, Councilmember Malone pointed out these issues will not get better and indicated support to address the structural issues first. Mr. Stafford explained the proposed program first addresses the absolutely needed repairs, Councilmember Aplikowski and Councilmember Keirn stated their agreement that the work should be completed, Mr. Post stated Staff will prepare a formal recommendation Mr. Post updated the Council regarding the City's Water Plan which was submitted to the Metropolitan Council who has critiqued it. Staff responded to those comments last week. He explained that once the Water Plan is adopted, it will become an element of the Comprehensive Use Plan, COUNCIL COMMENTS Council member Aplikowski asked if the workshops were offered to any of the committee members and noted this would be a good "perk" if offered as additional education, Councilmember Aplikowski asked if other residents may also be caught by surprise that they cannot replace their nonconforming structure in its current location, She suggested an educational article be included in an upcoming newsletter, ARDEN HILLS CITY COUNCIL - MAY 26. 1998 16 ~ Councilmember Aplikowski indicated a willingness to research the sprinkler system fee issue, Councilmember Aplikowski inquired regarding the status of the City's emergency preparedness plan. Councilmember Malone stated the Council asked Staff to check several references, Mr. Stafford stated he contacted the cities New Brighton and Mounds View who provided good reference recommendations, He stated he also contacted Attorney Filla about the ramifications of this plan and he advised the City could implement it in the Code of Ordinances, MOTION: Councilmember Malone moved and Councilmember Aplikowski seconded a motion to retain Mark Bishop to prepare an emergency preparedness plan at a cost not to exceed $500, The motion carried unanimously (5-0), Councilmember Aplikowski reported the Finance Committee reviewed the assessment policy and reached a recommendation which will be presented in writing at the Council Worksession, She advised this was not a unanimous recommendation, Councilmember Aplikowski reported on the upcoming Ramsey County League of Cities meeting with school officials to discuss demographics and how that impacts cities, She invited all to attend, if possible, . Councilmember Malone reviewed the costs of various highway projects which were very costly and noted the relatively low cost, in comparison, ofthe proposed Highway 96 projects within the City of Arden Hills, Councilmember Malone updated the Council regarding AMM who is considering a recommendation to the Metropolitan Council relative to privatization of the sewage treatment questions, Mayor Probst noted the City must approve the Highways 10 and 96 improvement project prior to MnlDOT proceeding and the City is currently at its maximum point ofleverage to assure this roadway is right for the community, He asked Staff and the City Engineer to closely review this project to assure adequate access, etc, Mayor Probst stated he was anonymously copied a letter regarding services of the Ramsey County Sheriff. He advised he provided this letter to Mr. Post. Mayor Probst aunounced the next 1-35W Corridor Collation meeting will be held tomorrow night. He reported they are continuing to move forward and advised of a number ofRFP issues that will be addressed, Mayor Probst noted the mention of the formation of new block clubs, He stated he would like to know the number of block clubs in Arden Hills, . Mayor Probst provided a brief review ofthe May Department Reports and made comments on several items, He noted the number of compliments on the work of Building Official Scherbel, the three issues identified for Code enforcement, and the upcoming Day in the Park event. - . . ARDEN HILLS CITY COUNCIL - MAY 26, 1998 17 Mayor Probst requested the appraisal information for review at the upcoming Council Worksession, Mayor Probst asked if problems are anticipated with the Rice Creek Watershed permit. Mr. Brown stated they anticipate a letter of recommendation will be approved tomorrow, Mayor Probst asked about the status of ditch cleaning activities, Mr. Stafford reviewed Staffs tour of the first segment of the ditch and areas of maintenance needed, He stated they will complete this tour and provide a more complete recommendation for Council's consideration, Council member Hicks stated he will be working with the Council until the end of June and appreciates the Council's comments made tonight. ADJOURN MOTION: Councilmember Aplikowski moved and Councilmember Malone seconded a motion to adjourn the meeting at 10:10 p,m, The motion carried unanimously (5- 0), Bfi"~r City Administrator NOTICE OF MEETINGS The next regular City Council meeting will be held June 8, 1998, at 7:30 p,m, at the New Brighton Council Chambers,