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HomeMy WebLinkAboutCCWS 08-17-1998 MINUTES . CITY OF ARDEN HILLS, MINNESOTA WORKSESSION MONDAY, AUGUST 17, 1998 4:45 P.M. - CITY HALL, 4364 WEST ROUND LAKE ROAD CALL TO ORDER Pursuant to due call and notice thereof, Acting Mayor Paul Malone called to order the City Council Worksession at 4:55 p.m. Present were Councilmembers Beverly Aplikowski, and Gregg Larson; City Administrator, Brian Fritsinger; Assistant to the City Administrator, Kevin Ringwald; CommW1ity Development Director, Cindy Walsh; Publie Works Director, Dwayne Stafford; City AccoW1tant, TerrallCe Post; and Administrative Secretary, Sheila Stowell. Councilmember Keirn had previously advised she would be unavailable to attend the meeting; and Mayor Probst arrived at 5:15 p.m. CITY ISSUES - SHORT TERM a. 1999 Fee Schedule. Review Permit/License Fees Mr. Pritsinger reported that staff had reviewed the various fees for services provided by the City. . The only staff-suggested revisions would be for planning case applieations and liquor license investigation fees. City Building Inspeetor, David Scherbel, also provided several recommendations to ultimately simplifY fees that would provide for a percentage fee for mechanical and building permits; changes in sprinkler heads; and spacer charges that would sufficiently recover actual City cost. Mr. Fritsinger stated the City had reviewed current City fees with the formal League of Minnesota Cities (LMC) survey of participating cities, as well as reviewing actual City expenses as they relate to the fee charged. Mr. Fritsinger stated that staff would still be reviewing water and sewer usage rates, and would be bringing recommendations to the Council at a future meeting. Staff was directed to fine-tune the fee schedule and bring it before the Council for future action; and to bring recommendations to the Council in the near future regarding the water and sewer usage rates. b. 1999 Budget Staff provided the first cut of the 1999 Budget for Council review, which incorporated the items previously identified by COW1cil. Mr. Post reviewed bench handouts provided to facilitate discussion of the first draft of the 1999 budget as prepared by staff. . The 1999 budget discussion included personnel costs and time allocations following the recent staff reorganization; reduetion in street maintenance costs; plarming activities including legal expertise and consulting fees for various zoning revisions and completion of the Comprehensive ARDEN HILLS CITY COUNCIL WORKSESSION - August 17. 1998 2 . Plan update; City costs for demolition of blighted property; increase in the I-35W Corridor Coalition involvement; the impact of TCAAP planning aetivities and Phase II re-use plan funding opportW1ities; interim funding options to study TCAAP infrastructure; stress on existing enterprise fund balances with proposed residential water meter replacements and sanitary sewer capital costs; the pursuit of water and sewer serviees to existing facilities at TCAAP; proposed City operation of TCAAP's existing water plant facility; and the increasing list of TCAAP- related items and with no identified resources to pursue them. Mr. Fritsinger stated that the estimated $300,000 in consulting fees for Phase II TCAAP planning was the figure provided by Camiro's in 1994, and staff had not yet examined the methodology to define exactly the scope of what those proposed fees included. Mr. Post reviewed several suggested modifications to the adopted 1998 budget including the temporary City Hall lease; Cleveland A venue railroad bridge construction; and new City Hall construction. Mr. Post referred to schedules that indicated a six-year historical look at expenditures, revenues, and proposed levy limits and property tax collections; assumption of a 2.5% delinquency on . property tax revenues in 1999; rcduction in sale of fixed assets; 1999 election department budget decrease; increase in Administrative Office which was basieally salary driven and due to re- allocations; government buildings review; Ramsey County Sherin's Department; Lake Johanna Volunteer Fire Department; and proposed operating transfers out. Mr. Post advised COW1cilmembers that this first draft of the General Fund expenditures and revenues would be followed by the individual funds, which would be provided to the Council in the near future. Mayor Probst summarized that, based on a maximum permitted levy of 3.2%, the proposed 1999 budget was in balance, with two notable areas: an approximate 25% reduction in the Pavement Management Program (PMP); and a lack of identified funding for TCAAP Phase II planning activities. Councilmembers noted that, even with a reduction in the street maintenance budget in 1999, funding was included to allow $30,000 for sealcoating projects; and $151,000 for the PMP specifically for the West Round Lake Road reconstruction, but that no funding was available for neighborhood street maintenance projeets under current funding levels. Further discussion took place regarding whether additional neighborhood projeets could be accommodated in the 1999 budget, and specifically what those projects should entail. It was determined that the Council should, prior to giving direction to staff, hear consulting engineer, Greg Brown's, suggestions for revisions to the City's PMP and how these suggestions . might impact the 1999 budget, as well as TCAAP Phase II plarming. ARDEN HILLS CITY COUNCIL WORKSESSION - AUllust 17 1998 3 . CITY ISSUES - LONG TERM a. 1999 Street Maintenance Program Policy City Engineer, Greg Brown, provided input on proposed revisions to be ineorporated in the City's Pavement Management Plan, as specifically designed and suggested by BRW, and their subsequent repercussions to the 1999 street program and related budget. Discussion items included, use of the PCI on-going rating system as part of a multi-part system for pavement analysis; infrastructure age and eondition; storm drainage related to curb and gutter installations; pedestrian/neighborhood considerations; city-wide base mapping and use of the GIS; ongoing street maintenanee to improve the life expectancy of streets; annual budget deternlination; city standards review; public notification process and communication preceding and during construction projeets; assessment policy; scope of street survey; 1999 program seope and the 2000-2005 program scope. Mr. Brown stated that, with approximately thirty (30) miles of road within the City, the City was essentially maintaining an average of one (I) mile of roadway per year, which was appropriate to accommodate a thirty (30) year roadway cycle; a good annual goal and return. Mr. Brown . observed that, as the City has more streets meeting curb and gutter design, reconstruction costs should be reduced. Mayor Probst observed that the City should maintain their basic standards, with allowing for the flexibility of street or site-specific modifieations as needed. It was the consensus of the Council that pursuing only the Round Lake Road reconstruction in 1999 would allow time for a revised street rating program to be put into place; that the southern half of the commW1ity, due to its age, required more immediate attention; and that the City be sure to provide historical information on improvements - both completed and anticipated; and that it appeared that HW1ters Court, Waldon Place, and Fernwood Avenue needed the most immediate attention. Further diseussion included the eommooication with residents involved in a construction project, and the City informing residents regarding what was, and was not, in the City's or Engineer's control (i.e., equipment, weather, personnel, footage goals, relationship with sub-contractors and utility companies). After further discussion, it was the consensus of the COW1cil to direct staff to proceed with the reconstruetion of Round Lake Road for the 1999 Street Improvement project, with the feasibility report to include information related to the right-of-way and easements necessary to include Hamline and/or Snelling A venues for reconstruction in the future. . ARDEN HILLS CITY COUNCIL WORKSESSION - Au!!:ust 17 1998 4 . Staff noted that there were several right-of-way issues on Snelling, including substantial tree removal; the long-term nature of the park and/or redevelopment of the park; necessary vacation of some right-of-way; actual Ioeation of roadbed and utilities; additional easements for water and sanitary sewer locations; Mr. Post reminded COW1eilmembers that the City needed to prioritize its MSAS funds, as the City's armual construction allotment for MSAS roads was about $150,000, and if advance encumbrance of those funds were allocated to the Round Lake Road construction, funding from this source would not be available for a number of years. Further discussion also included anticipated funding tor the Highway 96 reconstruction project; signal installation; TIF funding; storm water requirements; the City's eorporate image; and phasing some planned improvements in the Gateway Business District. CITY ISSUES - SHORT TERM. CONTINUED b. 1999 Budget. continued Mayor Probst led the discussion back to the proposed 1999 budget with several key inquiries: . I) Is the consensus to proeeed with the proposed maximum allowed 3.2% levy increase? 2) Is the consensus to proceed with the proposed Pavement Management Plan (PMP) budget? 3) Is there a consensus to deal with any other items more or less aggressively for the 1999 budget? Diseussion included the discretion staff and Councilmembers needed to use in recognizing the limitations required to balance the 1999 budget and those implieations as they related to future planning and spending; the strategies endorsed by Councilmembers at the Council/Department I-Iead Retreat earlier this year in aggressively pursuing TCAAP alld the resulting effects on staffing level and funding; the future of TCAAP as it relates to the City of Arden Hills and whether or not the Phase II reuse plalU1ing forees the City to take a look at whether or not to pursue the TCAAP property at all; eity-controlled development of TCAAP; controlling outside agency expenses for police and tire protection services; and possible federal EDA funding available for TCAAP development; use of gambling proceeds for TCAAP infrastructure development; Couneilmember Malone commended staff on presenting a balanced budget considering the proposed revenues and expenditures reflected in the 1999 budget, but observed there would be ramifications to address tor the year 2000 budget. . ARDEN HILLS CITY COUNCIL WORKSESSION ~ August 17. 1998 5 . Mr. Fritsinger requested that the Council needed, over the next two - three weeks, to further discuss the cost of the new City Hall facility. Mr. Fritsinger stated that Council had concurred with space issues when the design process was initiated, but that the design, as proposed, represented an additional $300,000 in necessary funding, all of which was not related to the building size, and needed refined COW1cil diseussion of some major issues. Mr. Fritsinger also stated the discussion should include whether or not the Council wished to move forward with a j oint maintenance facility. Further discussion included; other options for leasing space in commercial development within the Gateway Business District, including space to lease within the proposed new City Hall, and the design elements of the proposed building as opposed to a strictly functional building; Fire Department budget ramifications, future Fire Board control of expenses, term of eontraet, ISO insurance ratings, and TCAAP fire services. Further discussion included the need to look outside the General Fund levy to fund the TCAAP Phase II study; use of staff and outside eonsuItants as previously approved by COW1cilmembers; the extent of the Phase II plarming for TCAAP and the need to discuss the entire aereage, not just small components; . Mayor Probst observed that the first piece of work completed was to stay in front oftlle utilization process and manage the gross level of development. Mayor Probst stated that the Phase II portion would be how that development translates into infrastructure needs, roadways, and whether or not there is sufficient tax base to justifY the City's involvement without existing residents subsidizing development; that it needed to be a net plus, or the fence needed to stay up with the City walking away and eventual retrocession to other jurisdictions; and the possible pursuit of political options. Mr. Fritsinger stated that, if the City wasn't going to see a substantial amount of acreage come out of federal ownership, there may not be a need to pursue it further. Discussion continued as to how aggressive the City wanted to be, considering the budget implications, in expending additional staff and funding sources, beyond that which had already been eommitted with Mr. Ringwald's dedieated hours and a $300,000 commitment by the City for outside consulting sources, with Councilmember Malone reminding staff and Council to consider separate discussions regarding the proposed new City Hall and land excessing. Councilmember Aplikowski expressed her concerns regarding the advisability of pursuing the TCAAP development, and the amoW1t of staff time, and funding, already expended, with no guarantees. Mayor Probst reiterated the need to pursue the type of analysis and evaluation regarding whether . or not we want to pursue various issues at TCAAP, citing tllat of the existing water system as an example. ARDEN HILLS CITY COUNCIL WORKSESSION - Ammst 17. 1998 6 . CITY ISSUES - SHORT TERM. CONTINUED c. 1998 Council/Staff/Committee Barbeque - Plans Mr. Fritsinger sought Cormcil direction on the 1998 Council/Staff/Committee barbeque. Discussion items included pending demolition of the old City Hall at 1450 West Highway 96 and use of those facilities; use of Hazelnut or Cummings Park; catering options, including a pig roast; inclusion of all staff members, with the focus remaining on committees; and the possible use of Fire Station No. I facilities. COW1cilmember Larson shared his opinion that, as a former Plalming Commission member and recipient of this armual acknowledgment by the Council, he felt it was one ofthe more important things the City did for those serving on their advisory eommittees; It was the eonsensus of the Council that staff be directed to pursue holding the armual barbeque on Monday, September 21, 1998 at Fire Station No.1, with the regular City Worksession to be held immediately prior to the barbeque to discuss the one issue on the Worksession Agenda, proposed Bethel Park development, and to extend an invitation to former Councilmember, Dale . Hicks. d. Channel 29 Tower There was no one present to represent the Channel 29 tower issue. MISCELLANEOUS ITEMS Meeting Attendance COW1cilmember Aplikowski advised that she would be unable to attend the joint Council meeting scheduled for Wednesday, August 19, 1998, with the Cities of Shoreview and North Oaks. Vandalism Mayor Probst expressed his concern regarding the recent vandalism occurring at various City businesses, as reported by the media. Mr. Fritsinger advised Cormcilmembers that he had been doing follow up with the Ramsey COW1ty Sheriff regarding the actions being pursued by the Sheriff, and will continue to monitor the situation. . ARDEN HILLS CITY COUNCIL WORKSESSION - Ammst 17. 1998 7 . Joint Maintenance Facilitv Mayor Probst commented on the apparent decision of Ramsey County to not be a participant in the proposed joint maintenance facility, along with the State, City and National Guard. ADJOURN With no further discussion items, Mayor Probst adjourned the meeting at 8:25 p.m. . .