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HomeMy WebLinkAbout08-20-07-WS Approved: September 10,2007 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION AUGUST 20, 2007; 5:00 PM ARDEN HILLS CITY COUNCIL CHAMBERS 1. CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the City Council Work Session meeting at 5:07 p.m. Present: Mayor Stan Harpstead, Councihnembers David Grant, Brenda Holden, Fran Holmes, and David McClung Absent: None Also present: City Administrator Michelle Wolfe; Finance Director Sue Iverson; Public Works Director Greg Hoag; Parks and Recreation Manager Michelle Olson; Civil Engineer Kris Giga; City Building Official Dave Scherbel, and Brian Pashina (Wiss, Janney, Eisner & Associates), Mark Benson (Short Elliott Hendrickson); Mark Lindeburg, Marc Goess, and Chris Roy (Mn/DOT); Jim Tolaas (Ramsey County); Jamie Sloboden (Short Elliott Hendrickson); and Recording Secretary Dianna Wise. 2. APPROVAL OF MEETING AGENDA MOTION: Councilmember Grant moved and Councihnember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 3. AGENDA ITEMS A. City Hall Repair Update Building Official Scherbel reported the approximate cost for City Hall repaIrs IS $535,043.46. Mayor Harpstead reported a settlement $500,000 was received. He stated money already spent on repairs would not be fully recaptured. ARDEN HILLS CITY COUNCIL WORK SESSION - August 20, 2007 2 Building Official Scherbel reported the City needs to determine which options to pursue in terms of the additional needed repairs. Mr. Brian Pashina directed staff to the "Table of Exterior Repairs" and sunnnarized the conditions and potential effects if no repair is performed on the building. He also estimated the cost for each repair. Mr. Pashina presented four city hall repair options: 1. Replace through-wall flashing at both levels at base of wall and install sheet metal cap at concrete masonry foundation ledge (along south and east foundation walls.) 2. Replace through-wall flashing above windows on south side of building. 3. Clean and paint relieving angles, and replace through-wall flashing. 4. I-Increase maintenance through routine inspection of coping stones and joints, replacement of failed sealant, and resetting coping stones as required which become damaged by movement. 2-Remove and replace existing coping stones with proper overhang with drip and through-wall flashing. Discussion ensued. Mayor Harpstead stated Council's task is to determine which options to pursue in terms of the additional repairs. Mr. Pashina presented his opinion on the priority for each condition and repairs needed. He stated the most opportune time to make the repairs would be in the spring, with the least opportune time being in the fall. Discussion ensued. Council reached consensus to direct staff to solicit bids for the repair of conditions three and four. Council reached consensus to defer the repairs of conditions one and two. B. County Road H Update Public Works Director Hoag reported the County Road H project is in the preliminary design phase and progressing as planned. He stated staff attends monthly Project Management Team meetings to review and work on outstanding issues. He stated the most recent issues identified are wetland issues related to the proj ect. Public Works Director Hoag stated the Mn/DOT cooperative agreement submittals for funding for the 2009 fiscal year are due September 14, 2007. He stated if the City receives funding, the $550,000 could be used as part of the matching funds for the Federal funds being pursued. He stated the deadline for the Mn/DOT funding is approaching. Mr. Mark Benson, Short Elliott Hendrickson (SEH), displayed the design plan and walked Council and staff through the project design. ARDEN HILLS CITY COUNCIL WORK SESSION - August 20, 2007 3 Discussion ensued. Mayor Harpstead stated Council's direction is to decide whether to pursue funding options for the project and the cooperative agreement. Council reached consensus to direct SEH to proceed with the preparation of submittal for the Mn/DOT Cooperative Agreement. C. Discnssion Regarding Highway 10 & County Road 96 Public Works Director Hoag reported on a City Council Work Session on August 13, 2007 regarding the Highway 10 and County Road 96 project. He stated that five of the six questions were discussed at this meeting. He specified that staff would like to begin discussion on question number six: 'What elements of noise remediation should Council direct the preliminary design engineers to consider in their studies?' Discussion continued on questions four and five. City Administrator Wolfe updated Council on the timeline for a decision because of upcoming legislative tours in September/October and also a possible special legislative sessIOn. Discussion ensued on noise remediation elements. Councihnembers Hohnes and Holden stated they would like to know if the City could acquire Scherer Brothers, what the impact is of removing the frontage road, and the cost of acquiring mobile home park property and relocation of homes. Mayor Harpstead stated he would like to know the impact of removing the frontage road, with access to Highways 10 and 96 being through TCAAP. City Administrator Wolfe provided information, prepared by Community Development Director Barton, on the fair market value and additional funding to displaced residents. Council reached consensus to direct staff to add a relocation specialist on the next City Council meeting agenda. Council reached consensus to direct staff to compile additional information regarding the acquisition of land (including costs), relocation benefits, and the traffic impacts of removing the frontage road. D. 2008 Budget/CIP Update 1) City Council Compensation City Administrator Wolfe reported staff hoped to have a proposed 2008 budget; however, system problems, staffing shortfalls, and other issues have prevented this. She stated staff would use the best information available for levy purposes. She provided a proposed schedule for working towards the preliminary levy. She listed the assumptions under ARDEN HILLS CITY COUNCIL WORK SESSION - August 20, 2007 4 which staff is currently working. She indicated that staff is considering a request to add a full-time employee, possibly a Deputy City Clerk position, as part of the proposed 2008 budget. Discussion ensued on the 2008 budget. Councilmember Holmes requested Councilmembers be issued blackberries. Discussion ensued on Council compensation. Council reached consensus to direct staff to set Council compensation at $5,700 and $6,100 for 2009. 2) PMP Philosophy City Administrator Wolfe, Public Works Director Hoag, and Civil Engineer Giga provided information on the PMP philosophy. Discussion ensued. Council reached consensus to direct staff to draft a PMP philosophy for Council review, with a goal of reaching a Pavement Condition Index (PCI) average rating of 75 after 15 years. 3) CIP Council and staff discussed the individual items on the Capital Improvement Program five-year sunnnary. For 2008, Council agreed that staff should proceed as presented for budget preparation, with the following changes: 1. Postpone the Glen Arden reconstruction proj ect. 2. Proceed with plans for the Ridgewood/Asbury project, in conjunction with the City of Roseville. 3. Remove the fence from the proposed water tower repairs. 4. Move the Frisbee golfproject to future unassigned projects. 5. Discuss purchase of the 800 MHz radios and consider whether to split the purchase into two years. 6. Review the cost for office furnishings. 4. Council Comments and Requests Mayor Harpstead commented that the EDC passed a motion for a moratorium on the B2 District. Council stated it would like this issue brought forward at a future City Council meeting. Mayor Harpstead reported City Administrator Wolfe's performance review is due by September 2007. ARDEN HILLS CITY COUNCIL WORK SESSION - August 20, 2007 5 Mayor Harpstead asked Finance Director Iverson if the City had any mortgage-backed bonds. Finance Director Iverson replied there is no financial risk. Councilmember Grant questioned Council and staff on specific projects including painting, seal coating, a Walgreens response, affordable housing units in Arden Hills, the financial capacity of TCAAP for the Council meeting, and a policy concerning food orders for meetings beginning at 6:00 p.m. or earlier. Mayor Harpstead encouraged Councihnembers to forward copies of all emails regarding Walgreens to Michelle Wolfe; however, each Councihnember will be responsible for replying to the mail. Counci1member Holden commented on reports of an oil run along Chatham. Public Works Director Hoag replied it was possibly an overspray into the gutter. He stated he would review this once it is swept. City Administrator distributed information regarding a relief deputy. Councilmember McClung reported that two emails from the Fire Department with the approved capital improvement budget and a funding formula for 2008 would be sent. 5. Adjournment MOTION: Councilmember Grant moved and Councihnember Holden seconded a tion to adjourn the meeting at 10:33 p.m. The motion carried unanimously (5-0).