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HomeMy WebLinkAbout02-20-07-WS Approved: 3/12/07 CITY OF ARDEN HILLS, MINNESOTA WORK SESSION MEETING FEBRUARY 20, 2007; 5:15 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the work session meeting at 5:37 p.m. Present: Mayor Stan Harpstead, Councihuembers David Grant, Brenda Holden, David McClung, and Fran Hohues Absent: None Also present were: Community Development Director, Karen Barton; Assistant City Administrator, Schawn Johnson; Finance Director, Sue Iverson; Public Works Director, Greg Hoag; and Parks and Recreation Manager, Michelle Olson Others present were: City Attorney, Jerry Filla Commission and Committees- A, Proposed Ordinance Language: Mayor Stan Harpstead provided the City Council with an overview of the proposed commission and committee ordinance changes. Mayor Harpstead noted that the City's existing language in the City Code does not have enabling legislation for a number of the City's committees and commissions. Also, the City does not have language that addresses term limits, annual appointments, or the appointment of non-residents. Assistant City Administrator Schawn Johnson stated that City staff has been working with City Attorney Jerry Filla on creating a new ordinance that addresses many of the City Councils concerns regarding the existing committee, commission, and task force structure. City staff requested City Council input regarding the proposed changes to Section 220 of the City Code. Councilmember Holden asked if the length of term requirements would apply to the Economic Development Authority since this group is made up of City Councihuembers. City Attorney Jerry Filla said that he would review the current structure of the Economic Development Authority and make the necessary changes to the proposed ordinance. ARDEN HILLS CITY COUNCIL - February 20, 2007 Councilmember Holmes requested that council liaisons be defined in the ordinance. The ordinance identifies staff liaisons, but does not address council liaisons. She also questioned whether the foundation committee should be included in this ordinance. City Attorney Jerry Filla noted that the group is exploring 50lC status which would allow the group to create separate by-laws and funding authority from the City Council. Councihuember McClung asked if this group would have to receive permission from the City Council before it can apply for 50lC status. Councilmember Holden noted that the State of Minnesota has a very stringent process for determining whether or not a group receives 50lC status. Maybe the City can use the Foundation Committee to help fund future events like Celebrating Arden Hills. Mayor Stan Harpstead noted that the proposed ordinance implements a residency requirement for the PTRC Committee and the Planning Commission. One non-resident would be allowed to join the Communications Committee. He asked the City Council if they were comfortable with this requirement. Members of the City Council were in agreement with the residency requirements established in the draft orc1inance. Mayor Harpstead said that the proposed language for the Economic Development Commission (EDC) would allow representatives from Arden Hills businesses community to be members of this group. Councihuember McClung requested that language be added to the Economic Development Commission requiring an EDC member to have a business interest, be an employee, or employer in Arden Hills to be considered candidates for this commission. Mayor Harpstead noted that the intent of the proposed changes is to ensure that a majority of the committee, commission, and task force members are Arden Hills residents. Mayor Harpstead stated that the proposed ordinance does identifY the creation of an alternate Planning Commission member. Councilmember McClung stated that the City may have difficulty filling this position. Mayor Harpstead noted that the City is legally required to have a Planning Commission and it is important that this commission be at full membership. City staff will implement the recommended changes by the City Council and place the orc1inance on a future City Council meeting agenda for further c1iscussion. 2 ARDEN HILLS CITY COUNCIL - February 20, 2007 B. Proposed New Financial Planninl! Analysis Committee (FPAC)- Finance Director Sue Iverson provided the City Council with an overview of the draft guidelines, mission, and purpose of the Financial Planning and Analysis Committee (FP AC). City staff is seeking input from the City Council regarding the committee's mission, goals, objectives, and membership for the up-coming year. Councilmember McClung recommended that the mission and purpose of the group to be less defined and more flexible to cover different government financing issues that may arise in the future. Councilmember Holden recommended that the committee research the City's utility rates. Finance Director Sue Iverson noted that the Financial Planning Analysis Committee could review the City's different financial programs and investments. Mayor Harpstead said that he would be agreeable to having this committee review the City's investment policy. Councilmember Grant stated the FPAC committee could review the City's five year CIP plan and advises the City on appropriate budget reserve balances. Finance Director Iverson noted that the committee could advise the City Council regarc1ing budget overages and where the extra funding should be allocated. Bonding raters do check to see if a City has a budget reserve policy. Mayor Harpstead stated that he would like the committee create its own objectives and the action steps needed to make the process work. The City Council would create the expected outcomes for the committee. Councihuember Holmes requested that the FP AC committee review the public fmancing policy for the City. Mayor Harpstead said that the City will need to recruit upper level finance people for this committee. City staff will implement the recommended changes by the City Council and place the Financial Planning and Analysis Committee guidelines on a future City Council meeting agenda for further discussion. Proposed 2007 Work Session Schedule- Mayor Stan Harpstead provided the City Council with an overview of the proposed 2007 work session meeting schedule. Mayor Harpstead noted that the intent of the work session schedule is to bring continuity to the work session and avoid being too reactionary to future problems and issues. 3 ARDEN HILLS CITY COUNCIL - February 20, 2007 Councihuember Dave McClung said that he had no problems with the work session schedule, but he just wants to make sure that there is flexibility for the City Council to discuss other items that may anse. Councilmember David Grant said that he likes the idea of having a work session work plan. Mayor Harpstead noted that he would like for the City Council to consider having work session meetings at other locations throughout the City. This may get more people involved in local government. Councilmember McClung said that it is good idea to get more people involved in local government, but is it worth the time and effort to organize and plan meetings for an off-site location. Mayor Harpstead requested that off site work session meetings be discussed at a future City Council meeting later in the year. Councilmember Dave McClung suggested that the work session meetings should be televised. Councihuember David Grant said that he is not comfortable with having the work session meetings televised. Mayor Harpstead said that the City Council can discuss the possibility of televising work session meetings at a future date. Councilmember Holden recommended that the following topics be included in the work session plan: . Transportation and traffic concerns for 1-35W, 1-694, and Highway 96 . Community Survey . Administrative Fines . Rain Gardens . Ramsey County Sheriffs Department Reports . Lake Johanna Fire Department Reports . Legal Reports from the City Attorney . Guidelines for Canceling Meetings . TCAAP Railroad Line . PMP Rating-Policy . Sale of Old City Hall Property . TCAAP Policies . Code Enforcement-Proactive vs. Reactive Councilmember Grant inquired about the accounting for the TCAAP project. He was wondering if City staff had a chart of funds for the TCAAP project. 4 ARDEN HILLS CITY COUNCIL - February 20, 2007 Finance Director Sue Iverson noted that TCAAP project is considered special revenue and is separated out from the City's general and enterprise funds. Anything TCAAP related is charged to a particular fund that only tracks project expenditures. Councilmember Grant asked the City Council if they would like to see a particular report from City staff regarding a particular topic or issue. Councilmember McClung said that he would like to receive a report about traffic. Mayor Harpstead said that he is concerned about how the City Council should address or review traffic concerns. It is a very large project that involved a number of different government agencies. Councilmember McClung said that it is important for the City Council to have a discussion regarding traffic and how the City Council would like to address this issue in the future. Mayor Harsptead said that he would like for City staff to provide staff reports at City Council meeting regarding public safety and other important topics that impact the residents of Arden Hills. Mayor Harpstead noted that the March work session meeting is tentatively scheduled to discuss the City's financial plan. Ehlers and Associates will be on hand to provide an overview to the City Council regarding the City's current financial status. Finance Director Sue Iverson stated that the financial plan will provide the City Council with an overview of the City's current revenue, tax capacity, and debt capacity. Councihuember McClung asked ifthe financial plan is a model for the City to use in the future. Finance Director Iverson said that the financial plan will help City staff review different financial scenarios in the future. Mayor Harpstead requested that the Finance Department provide the City Council with 2006 end of the year balances as soon as possible. Councilmember Holden requested that the March work session meeting be cancelled due to two councilmembers that are scheduled be absent from this meeting. Mayor Harpstead requested that the cancellation of the March 19th work session be placed on a future City Council meeting agenda for further discussion. Mayor Harpstead noted the following topics are scheduled to be discussed at the April work session meeting: 1. Financial Plan Overview 2. Economic Development Commission Update 5 ARDEN HILLS CITY COUNCIL - February 20,2007 3. CIP and PMP Discussion The following topics will be discussed at the May work session meeting: 1. PTRC Financing Strategies 2. TCAAP Integration with the Parks System 3. Intersection Safety Study 4. Warming House Discussion-Valentine Park The proposed work session meeting schedule will be placed on a future City Council meeting agenda for further discussion. I-35W Corridor Coalition Membership- Mayor Stan Harpstead asked for the City Council's input regarding the City's future membership with the 1-35W Corridor Coalition. At this time, it appears that the 1-35W Corridor Coalition has narrowed the scope of its future goals and objectives. He requested City Council input regarding whether or not the City should join the 1-35W Coalition or approach the 1-35W issue on its own. Councihuember Holmes asked who typically attends the 1-35W Corridor Coalition rneetings. Councilmember Holden said that typically City Councihuembers, City Managers, and City Administrators attended the coalition meetings. Councilmember Holden stated she is against the City joining the 1-35W Corridor Coalition. She is concerned that the interests of other communities will take precedent over the City of Arden Hills. Also, she recommends that the City hire a lobbyist firm to help with securing future state and federal transportation funding dollars. Councihuember David Grant said that he is not a proponent of the 1-35W Corridor Coalition. Since TCAAP is such a large project, he would prefer that the City represent its own interests regarding transportation. Councihuember Dave McClung said that it is important for the City Council to represent the needs of Arden Hills. He is concerned that the City may lose its individual voice if it is part of the coalition. Councilmember Holden said that she is concerned that the 1-35W Corridor Coalition needs exceed the needs of the City. Mayor Stan Harpstead said that he will be meeting the US House Representatives for Arden Hills in the near future to discuss potential transportation funding for this area. Mayor Harpstead said that he will also discuss the possibility of seeking funding for a TCAAP transportation study. Councihuember Grant noted that the 1-35W Corridor Coalition has had minimal success over the last twelve years acquiring state or federal funding for the transportation needs ofthis area. 6 ARDEN HILLS CITY COUNCIL - February 20, 2007 Mayor Harpstead recommended that members of the City Council meet with their elected officials to discuss the transportation needs for Arden Hills. The City Council will c1iscuss the City's membership in the 1-35W Corridor Coalition at the last meeting in March. Process and Procedures for Sale of City-Owned Propertv- Mayor Stan Harpstead noted that the purpose of this discussion to set processes and procedures for disposing for City owned property. Community Development Director Karen Barton noted that in an effort to establish formal guidelines for the sale of city-owned property, staff is presenting several options for City Council consideration. OPTION ONE: Formal Request for Proposal (RFP) process without development specifications (Please see attachment A for example) The City may wish to issue an RFP to garner proposals from qualified developers relating to development/redevelopment of the property simply relying on zoning requirernents to guide the plans. PROS: This option allows for maximum flexibility and creativity, within zoning guidelines, on the part ofthe developer. CONS: The City foregoes a certain amount of control in the development of the property, relying solely on zoning to guide the plans. OPTION TWO: Formal RFP process with development specifications (Please see Attachment B for example) In this option, the City would prepare development guidelines for the redevelopment of the property. These guidelines can range from somewhat general (i.e., simply specifying the building types and densities) to very detailed (i.e., specifying design guidelines including finishes, signage, amenities, in addition to building types and densities). PROS: The City has the opportunity to create development guidelines for the property that are compatible with and desirable to the surrounding neighborhoods, taking into consideration such things as traffic generation, noise, visual impacts, etc. CONS: Development guidelines set by the City may be deemed too restrictive to attract economically feasible development proposals. OPTION THREE: Market and sell land throul!h real estate broker 7 ARDEN HILLS CITY COUNCIL - February 20, 2007 In this option, the City would simply hire a real estate broker to market and sell the property to a qualified purchaser. The City would have minimal control over future development of the property in this scenario. PROS: Minimizes staff time and city costs in disposing of the property. CONS: The purchaser would have the option to develop the property by going through the City's planning process, or may simply choose to hold the property in its current state, or even re- sell the property. Staff recognizes the importance of public involvement in the disposition and redevelopment of city-owned property and will ensure that regardless of what type of process is selected, public input will be a siguificant part ofthe development planning process. Councilmember Holden asked if the City owns any other property other then the old City Hall site. Councilmember Grant noted that the City does own other parcels ofland that are used for storm water and park land. Community Development Director Karen Barton stated that the City Council can be very open or specific with the development requirements. A formal RFP process would require more staff time and public input. Councihuember Holden suggested a hybrid of options #1 and #2. Councilmember McClung said that he prefers a form RFP process with zoning requirements, but he is not sure how defined the project specifications should be. Mayor Harpstead recommended that the City Council create an advisory panel to review the different proposals. Councilmember McClung suggested that the City create a selection process and criteria before requesting going out to market for proposals. Mayor Harpstead noted that this may be a good project for the EDC to review the process and procedures for the sale of City owned land and have City staff develop a pro- forma process. Councilmember Holmes asked if the property is still zoned residential/business and if so could the property be developed as single family homes? Community Development Director Karen Barton stated that the City Council could designate whether the property is developed as residential or neighborhood business in the RFP process. City staff will work on developing a formal RFP/selection criterion for the old City Hall site. 8 ARDEN HILLS CITY COUNCIL - February 20, 2007 City Council/City Staff Retreat Update- Assistant City Administrator Schawn Johnson provided the City Council with an update regarding the City Council/Department Head retreat scheduled for March 9th and 10th. The meeting hours for the retreat will be: . March 9th (12:00 PM to 5:00 PM); . March 10th (9:00 AM to 12:00 PM). Retreat facilitator Barb Strandell will be sending out a pre-retreat survey to members of the City Council and department heads sometime next week. Please complete the survey and return the information back to Ms. Strandell as soon as possible. Assistant City Administrator Johnson has been in contact with Bethel University, Holiday Inn- Arden Hills, and the Mermaid Entertainment Center. At this time, Bethel University and the Mermaid Entertainment Center have conference rooms available on March 9th and 10th City staff is estimating that the Mermaid will cost roughly $550.00 (including room, food, and beverages) for the two days. City staff estimated that a conference room at Bethel University would cost roughly $600.00 for the two days (including room and catered meals). The City would be responsible for provic1ing its own food and beverage at Bethel University. Members of the City Council were agreeable to having the City Council/Department Head retreat at the Mermaid Entertainment Center in Mounds View. Council Comments and ReQuests- Community Development Director Karen Barton gave the City Council an update regarding the electronic billboard sign owned by Clear Channel. At this time, Clear Channel has refused to obtain a permit for the electronic sign located along 1-35W. City staff is requesting City Council approval to cite Clear Channel for operating the sign without obtaining the necessary permits from the City. Councilmember David McClung agrees that the City should cite Clear Channel for not obtaining the necessary permits from the City. Mayor Stan Harpstead agreed with Councilmember McClung that the City should cite Clear Channel for not obtaining the necessary permits to operate the electronic bill board. Councihuember Holden requested that City staff respond to Mr. Elwood Caldwell's request to the City Council informing him that the City will take the town home association's recommendation under advisement at this time. Community Development Director Karen Barton said that she will respond to Mr. Caldwell's request. Councilmember Holden requested an update regarding the possible implementation of a SCADA system. 9 ARDEN HILLS CITY COUNCIL - February 20, 2007 Public Works Director Greg Hoag reported that the Cities of Mounds View, Roseville, and Arden Hills recently met with a local vendor to review their product and receive cost estimates for installing the SCADA system for the three communities. Community Development Director Karen Barton reported that the GSA would like to schedule a meeting with CRR and City staff in Boston, MA for sometime in March. Councihuember Hohues asked who from City staff would be traveling to Boston. Community Development Director Barton reported that City Administrator Wolfe and she are planning to attend the GSA meeting. The City will be reimbursed for the travel expense once a Preliminary Development Agreement (PDA) is agreed upon by the City and CRR. Ms. Barton reported that a PDA work session meeting has been scheduled for February 26th at 6:00 PM. If you have any questions or concerns, please contact City staff and they will forward your questions to our legal advisors. Mayor Harpstead asked members of the City Council what information they would need to move forward with the PDA. Councilmember McClung said that he wants to make sure that all of the City Councilmember's are comfortable with the PDA. The City Council should show a united front on this issue. Community Development Director Barton requested that any questions or concerns be c1irected to her and she will forward them on to the appropriate person. Councilmember David Grant requested that Attorney Steve Bubul review the previous Interim Agreements with CRR to determine if any of deliverables were not completed in the original agreement and should be addressed in the proposed agreement. Community Development Director Karen Barton said that she would forward Councihuember Grant's request to Mr. Bubul. Ms. Barton asked the City Council if they would like to the invite the TCAAP Master Planning Advisory Group (MDAG) to the joint City Council/Planning Commission meeting. Mayor Harpstead suggested that the City Council utilizes the MDAG group an advisory group to the City Council. Members of the City Council were not interested in inviting the MDAG to participate in the joint City Council/Planning Commission meeting scheduled for February 27th. Community Development Director Barton noted that Hoisington Koegler Group Inc. is requesting additional joint City CouncillPlanning Commission meetings for March 9th and April 12th 10 ARDEN HILLS CITY COUNCIL - February 20, 2007 Mayor Harpstead requested a justification from Hoisington Koegler explaining why the additional meetings are necessary at this time. Community Development Director Karen Barton noted that the City Council will be having a number of additional meetings in the future due to the TCAAP project and that she would ask HKGi to put together a proposed agenda for the meetings to be c1istributed to the Council. Councihuember Grant asked who is supervising Hoisington Koegler? Ms. Barton said that CRR has contracted Hoisington Koegler, but with the City's approval and oversight. Councilmember Fran Holmes asked what the importance of having a master plan is. Community Development Director Barton said that the master plan is the initial plan of a development project. A nnmber of changes will occur to the master plan over time, but it is a starting point for the City and CRR. a Joumed the Work Session meeting at 9: 15 p.m. ~2p~ Michelle A. Wolfe City Administrator 11