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HomeMy WebLinkAboutCCWS 06-15-1998 MINUTES . CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, JUNE 15, 1998 4:45 P.M. - ARMY RESERVE CENTER, 4655 LEXINGTON A VENUE NORTH CALL TO ORDER Pursuant to due call and notice thereof, Mayor Dennis Probst called to order the City Council Worksession at 4:50 p.m. Present were Councilmembers Dale Hicks and Paul Malone; City Administrator, Brian Fritsinger; Assistant to the City Administrator, Kevin Ringwald; Community Development Director, Cindy Walsh; Public Works Director, Dwayne Stafford; City Accountant, Terrance Post; and Administrative Secretary, Sheila Stowell. Councilmember Susan Keim arrived at 5:00 p.m.; and Councilmember Beverly Aplikowski arrived at 5:05 p.m. APPROVAL OF MEETING AGENDA MOTION: Councilmember Malone moved and Councilmembcr Hicks seconded a motion to approve the meeting agenda for the June 15, 1998 Worksession. The motion carried unanimously (3-0). Mayor Probst suggested the City Council start with Agenda item 3b while awaiting the - remainder of the Councilmembers. - CITY ISSUES - SHORT TERM b. 1999 Preliminary Budget Preparation/CIP Mr. Fritsinger introduced detailed department spreadsheets for the preliminary 1999 - 2003 Capital Improvement Plan, which had been revised following previous Council/staff discussions. City Accountant Post reviewed the Capital Plan for the Administration, Public Works, and Parks Departments rcspcctively, along with the overall budget summary. Mr. Post stated the Parks and Recreation Commission and staff had provided a prioritization process to utilize the Park Fund and tie future expenditures into the Comprehcnsive Plan update. After discussion of the various aspects and proposed capital expenditures, the City Council directed staff to continue the budget process with a first cut at operating revenues and expenditures for the next Worksession, along with a more detailed narrative version of the Capital Improvement Plan. Mr. Fritsinger assured Councilmembers that staff would continue to evaluate each proposed capital expenditure item on an as needed basis. Councilmember Malone concurred with this . direction, and furfuer suggested that staff provide a critical eye to possible reductions. m ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 15. 1998 2 . a. Counell Vacaney. Preliminary Review of Applieants Mayor Probst stated his surprise and pleasure at the number of qualified and experienced applicants for tl1e Council vacancy, created by Councilmember Hicks' resignation. Those applications received were as follows: . LoAnn Crepeau, 3517 Siems Court . Raymond Kreps, 1676 Chatham Avcnue . Gregg Larson, 3377 North Snelling Avenue . Lois Rem, 1670 Glenview Court . Ed Werncr, 1758 Crystal Avenue . A. Clayton Zimmerman, 1319 Wynridge Drive It was the hope of the Councilmembers tl1at thosc candidates not chosen for the appointment would make themselves available for potential committee appointments, or consider running for election in the upcoming election. Mayor Probst opened tl1e discussion by secking the Council's preferred process for appointment. . Discussion included whether to rank candidates on an individual Council basis, or interview all or several of the candidates. After further discussion, each Councilmember was individually polled for their top two candidate choices, with the results as follows. Councilmember Hicks abstained from participation in tl1e poll. Gregg Larson 4 votes for appointment LoAnn Crepeau - 2 votes for secondary consideration Lois Rem - I vote for secondary consideration It was the consensus of Councilmembers that Mayor Probst contact Mr. Larson to reaffirm his interest in tl1e appointment. Upon notification by Mayor Probst ofMr. Larson's acceptance, staff was instructed to prepare a recommendation for formal appointment at the June 29,1998 Council meeting, to fulfill the remaining term of Councilmember Hicks through December 31, 1998. Mr. Ringwald reminded Councilmembers that, should Mr. Larson accept appointment to the Council, they would need to consider a replacement appointment for him on the Planning Commission. e. City Hall Update Mr. Pritsinger reviewed the recently-provided updated schedule for City Hall design, stating it . was the intention of staff and tl1e Architect to present the final design at the August 5, 1998 Planning Commission mceting. ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 15. 1998 3 . Mr. Fritsinger stated that Mr. Ringwald has reviewed the lighting and landscaping with the architects and engincers, and reviewed the overall site plan to-date. Mr. Fritsinger further stated that, with the move into tl1e temporary City Hall facilities, staff had a better understanding of storage needs and felt the anticipated space at the new City Hall could be reduced significantly. Mr. Fritsinger stated that staff was reworking the interior floor plan due to the addition of the new staff person, and to allow for potential additions for future TCAAP development. Discussion items included whether or not to build out the basement complctely and its proposed use; additional stairway to basement; possible perimeter corridor in tl1e basement; inunediate use of the second t100r mezzanine; and tl1e determination of and timetable for final site for construction. Staff was directed to move forward with the design and planning process, with Council able to review the plans one final time prior to their submission to tl1e Planning Commission. CITY ISSUES - LONG TERM a. Finance Committee. Reeommendations reg-arding Assessment Poliev . Mr. Post introduced Mr. Chuck Mertensotto, Chair oftl1e Finance Committee, who presented reconunendations of the Finance Committee for changes to tl1e Arden Hills Assessment Policy. Mr. Mcrtensotto provided a bench handout that addressed four suggested modifications to the City's Assessment Policy. Those reconunended modifications were: I. Initial contact letter to citizens having streets to be improved: Information to affected property owners on overall assessment philosophy ofthe City, the whys, hows and property owner process of input. Include use of illustrations (i.e., Mounds View diagrams). Finance Committee can work with the City engineer in drafting this letter. 2. In the policy, usc Mounds View formulas (illustrations) where tl1ey can simplify or clarify the Arden Hills' formulas as they apply. 3. In the policy, change formula for calculating corner lot assessment. The Committee recommends assessing both streets of affected property at one half the standard rate and eliminating the five-year credit period on corner lots. 4. By Council action, consider removing stormwater management upgrade costs to reconstructed road assessments (not including curb and gutters). The fifty/fifty cost split with homeowners would then not apply to storm water management . upgrades. ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE IS. 1998 4 . Mr. Mertensotto stated tl1at tl1e Finance Committee also recommended continuation of the following policy: I. Recommend continuing the fifty/fifty split of sharing costs of street improvements on standard residential strcets. 2. Recommend continuing the eight percent (8%) intcrest rate factor for financing street assessment. " Recommend closer monitoring of new road construction by developers in new ~. rcsidential areas to insure they are building to existing reconstruction standards. Mr. Mertensotto stated the Finance Conunittee's continued intcrest in the policy, and tl1eir willingness to provide review and input into the entire assessment process whether it be correspondence with residents, or the policy itself. Discussion items included tl1e City of Mounds View's assessment policy for its interpreted fairness and simplicity; revision of the City's initial contact letter; provision of more . individualized letters, using revised diagrams as examples for clarification; providing a short history and philosophy of the assessment process in Arden Hills; original intent for assessments on County roads; and the stomlwater management fund. After further discussion, the Finance Committee was directed to work witl1 staff on a re-write of tl1e City's asscssmcnt policy, incorporating the four reconunendations as presented by the Committee; re-working oftl1e formula addressed in Item #4 ofthe Committee's recommendations; review by the City's consulting engineer; and clarifying language particularly in the water and sewer section; review by the City Attorney for legal requirements; with the City Council to reviewing tl1e document at a future Worksession, prior to final approval. It was the conscnsus that the revisions should bc available by September, 1998 for the 1999 assessment process. Mr. Post noted that, during the Conunittee's review process, once design standards and city policy for design were removed from discussion, the asscssment policy issues became more focused. Mr. Fritsinger stated that the original intention of the public information meetings was to address the engineering portion of each street project. Mr. Post mentioned that the City's consulting engineer would be re-rating the City streets this fall, and may be incorporating the existence or quality of tl1e stormwater system on streets as part of that process. . ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 15. 1998 5 . TCAAP Status Report Mr. Fritsinger reviewed the history of TCAAP discussions, as addressed at the 1998 City CouncillDepartment Head Retreat, and previous direction of the City Council for a more detailed list. Mr. Fritsinger stated that the City Hall site appeared to be the number one priority. lbe City Council reviewed and confirmed various TCAAP projects and provided direction on staff involvement for the remainder of 1998 and for 1999. . City Hall Facility Site It was the consensus ofthe City Council tl1at City representatives consider contacting General LeBlanc regarding the City's interest in seeking another option to solve the delay in obtaining the property_ Discussion items included the use oflegislative action; the pending enviromnental clean up issues; possible approach of other Army officials; the politics involved; demand for access; involvement of the I-35W Corridor Coalition in the transportation planning for . the area; and development of a strategy on how to approach tl1e issues from a staffing and Council policy end. Considerable discussion was held regarding the City of Shoreview's proposed construction of County Road I and its relationship with Arden Hills in a financial and long-tcrm bcnefit consequence; not repeating the same problem area the City is currently attempting to solve at Round Lake Road. Mr. Ringwald stated that the City of Shoreview has included Arden Hills in discussions to-date, and Ramsey County and MnDOT are continuing discussions regarding long-term transportation issues in the area, in particular the I-35W bridgc; traffic counts and short- term and long-term impacts. Mr. Ringwald stated that the aligmnent problems need to be addressed for all concerned parties, and that a mechanism needs to be found that provides an overall solution, while protecting the City of Arden Hills' access options for future development. Mr. Fritsinger stated that the requirement for Shoreview to complcte an impact statement will provide the City of Arden Hills anotl1er opportunity to address our issues and concerns. Mr. Fritsinger further stated that the potential timetable for development of the 50 acres at TCAAP, where the former officer homes were recently demolished or moved, would be a major factor in access requirements. . . Joint Maintenance Facility . Highway 96 Reconstruction and Area Development . Retrocession ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 15. 1998 6 . . Residential Building Demolition and Potential Excessing of Pro pert v . County Road I Reconstruction/Redevelopment . Joint Athletic Facilities . Alliant Techsystems Consolidation . Utilities . Relationship with Federal Agencies . Re-Use Plan . Clean Up Mr. Fritsinger stated that the projects identified include the majority of the projects in which staff anticipates having some involvement. The City Council was asked to consider how the City will track all of these items and whether or not outside assistance may be beneficial, including the potential assistance of lobbyists, consultants or leveraging the influence of the I-35W Corridor Coalition. It was the overall consensus of Councilmembers that the City nceded to begin preparing for immediate action in tile near future on several of these projects. . Further discussion items included the requested retrocession; water and sewer infrastructure; status of retrocession in conjunction with the City taking over operation and an evaluation of the existing water, sewer and treatment plant; and proposed construction of a joint Public Works facility. Staff was directed to prepare a strategy for each aspect of the project list, determine those of thc immediate priority for Council policy action, outside assistance and/or advisory task force involvement, and evaluation of a proposed strategy for the remainder of the items. MISCELLANEOUS ITEMS Cable Franehise Agreement Mr. Fritsinger advised that the cable franchise agreement would be an action item on the June 29, 1998 City Council meeting agenda. It was the consensus oftl1e Council that no representatives of the Cable Commission would be needed at the meeting for any further clarification. Emergeney Preparedness Plan Mr. Fritsinger requested that any specific comments regarding the draft Emergency Preparedness Plan be provided to Mr. Stafford prior to tl1e next Public Safcty Conunission meeting on June 18, 1998. . ARDEN HILLS CITY COUNCIL WORKSESSION - JUNE 15. 1998 7 - Future Meetinl: Loeations Mr. Fritsinger advised Councilmembers that final retrofitting of the Council Chambers were being completed, and the regular Council mcetings and Council Worksession for July would bc held at City Hall at 4364 West Round Lake Road. Mr. Fritsinger advised tl1at the last June regular Council meeting scheduled for June 29, 1998 and the Planning Commission meeting scheduled for July 1, 1998 wiIl be the last mectings scheduled at the New Brighton Council Chambers. City Newsletter Aeeuraey Councilmember Malone questioned the lead article in the most recent City newsletter edition regarding the staffing history of tile Public Works Departulent and asked for verification oftl1e article's accuracy. Councilmember Malone also pointed out a grammatical error in the City's Mission Statement in the newsletter, and that the wording was not the same statement adopted by the City Council. . Business Development Committee Councilmember Aplikowski advised Councilmembers that, since she would be attending the annual League of Minnesota Citics meeting in Duluth, she would be unable to attend the Business Development Committee meeting on Wedncsday, June 17, 1998, at which time the Committee would be receiving the report from Bergley on the Lexinl,,'ionlRed Fox study. Councilmember Hicks stated he would bc available to attend tl1e meeting. Couneil Packet Delivery Discussion took place regarding the lack of dependability in the delivery of Council packcts by thc Ramsey County Sheriffs Department. Councilmember Malone suggested some type of lock box at City Hall that was not within the alarm system area, may be more convenient and timely for Councilmembers. It was also stated that many times, the packets were stuffcd in mailboxes, rather than delivered to the door. ADJOURN MOTION: Councilmember Malone moved and Councilmember Keim seconded a motion to adjourn the meeting at 8:20 p.m. The motion carried unanimously (5-0). . --