Loading...
HomeMy WebLinkAbout04-28-08-R ~ ~~HILLS Approved: May 12, 2008 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING APRIL 28, 2008; 7:00 PM ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the regular City Council meeting at 7:08 p.m. Present: Mayor Stan Harpstead; Councilmembers David Grant, Brenda Holden, David McClung, and Fran Holmes. Absent: None. Also present: Assistant City Administrator Noah Simon; Public Works Director Gregory Hoag; Finance Director Susan Iverson; City Planner James Lehnhoff; Planner I Meagan Beekman; Parks and Recreation Manager Michelle Olson; Finance Director Bruce DeYoung, Minnesota Goverrunent Finance Officers Association; and Recording Secretary Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA City Planner James Lehnhoff stated that per the applicants request items 6A and 7A will be pulled from the agenda and rescheduled to the May 27, 2008, meeting and the item will be public noticed again. Councilmember Grant requested items 4D and 4E be pulled from the consent calendar. MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). 2. PUBLIC INOUlRIES/INFORMATIONAL Mayor Harpstead opened the public inquiries/infonnational at 7: I 0 p.m. ARDEN HILLS CITY COUNCIL - April 28, 2008 2 A. 2006 CAFR A ward Presentation Interim City Administrator Jim Willis stated the City and particularly Finance Director Sue Iverson was being recognized by the Government Finance Officer Association of the United States and Canada with a certificate for reaching a goal of excellence in financial reporting. Bruce DeYoung, Finance Director for the City of St. Louis Park representing the Minnesota GFOA, presented Sue Iverson and the City of Arden Hills with the 2006 CFRA Award for the Achievement of Excellence in Financial Reporting, the first time this has been awarded to the City and it's Finance Department.. Finance Director Susan Iverson accepted the award and thanked her staff and departments for their help in putting this document together. Mayor Harpstead thanked Finance Director Sue Iverson, her staff and all the departments for all their hard work. Mayor Harpstead closed the public inquiries/informational at 7:18p.m. 3. APPROVAL OF MINUTES None. 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to Approve Planning Case 08-012 for Two Variances at 1381 Floral Drive, Based on the Findings of Fact and the Submitted Plans, as Amended by the Five Conditions in the April 28, 2008, Report to the City Council C. Motion to Approve Ordinance 2008-005, An Ordinance Relating to the City Council Voting Requirements D. Motion to ,^.pprove the Cuotomer Support Specialist Job Description and to Reclassify the Custom or Service Representative to the CHstomer Support Specialist Position E. Motion to /.uthorize Staff to /.pply for the 2008 Smart Growth ,^.ssistaHce Pro gram F. Motion to Approve Resolution 2008-023, A Resolution Terminating the Agreement between the City of Arden Hills and Visit Minneapolis North Convention and Visitors Bureau to Collect the Three Percent Lodging Tax G. Motion to Award 2008 Contract B (for the Ridgewood-Asbury Rain Garden Improvements) to Midwest Asphalt Corporation, with the Arden Hills Portion of the Contract in the Amount of$7,77S.3S H. Motion to Approve the 2007 Budget Adjustments in the Amount of $788,000 to Revenue Accounts and $393,382 to Expenditure Accounts for the General Fund and Special Revenue Funds Effective I 2/3l/07 as Presented on Attachment A ARDEN HILLS CITY COUNCIL - April 28, 2008 3 MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). S. PULLED CONSENT ITEMS 4D. Motion to Approve the Customer Support Specialist Job Description and to Reclassifv the Customer Service Representative to the Customer Support Specialist Position. Finance Director Iverson stated in 2007 the City Council authorized a compensation study of all City positions. During this study, it was found that the Customer Service Representative position did not quite fit into the new scale. The City's consultant recommended that this position should be integrated into a new Customer Service Specialist position, which is a new title for the current Office Support Specialist position. This integration would speed efficiencies for the City. Councilmember Grant stated that he would like to see this item held off until after the new City Administrator can be hired. Councilmember McClung agreed with Councilmember Grant. Mayor Harpstead stated that he would be in favor of moving forward. He also stated that he would like to see the new City Administrator deal with the larger issues right away and that these positions report to the Director of Finance and the City Administrator would delegate to that person. Councilmember Grant stated that even though the person reports to the Director of Finance the City Administrator would delegate the organizational reports and moving this forward may tie the hands of the incoming City Administrator. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a Motion to Approve the Customer Service Specialist Job Description and to Reclassify the Customer Support Representative to the Customer Service Specialist Position. Councilmember Holmes asked for clarification regarding the job duties of the three individuals involved. Finance Director Iverson explained that the only difference was that one person was not able to issue permits and with the reclassification this person would be trained to do this as well so that all three individuals would be doing the same jobs. ARDEN HILLS CITY COUNCIL - April 28, 2008 4 Councilmember Holden asked why this was not brought forward sooner if it was from the market study. Finance Director Iverson explained that due to workloads, the new job descriptions were delayed. The motion failed (2-3 - Councilmember Grant, Councilmember McClung and Councilmember Holden voted nay). 4E. Motion to Authorize Staff to Applv for the 2008 Smart Growth Assistance Proeram. Assistant City Administrator Noah Simon stated that staff was seeking approval to apply for the 2008 Smart Growth Technical Assistance program with the U.S. EPA's Office of Policy, Economics and Innovation. Density through Design on the TCAAP project meets the criteria established and successful applications will be provided direct technical assistance from national experts on issues relating to the project valued between $30,000 and $50,000. Councilmember Holden clarified that this was not a grant. Assistant City Administrator Simon stated that the City would receive technical assistance from national experts on issues relating to the project. Councilmember Holden asked if Staff had contacted the negotiating team. Assistant City Administrator Simon stated that he had a brief conversation with Stacie K vilvang before she went out of town and at that time she was in favor of it. Councilmember Grant asked if the US EP A Department of Smart Growth was for or against smart growth. Assistant City Administrator Simon stated they were advocates for good design and the principles behind smart growth but they did not advocate for one thing or the other. Councilmember Grant stated concerns that the application lent itself to high density design and this was an issue for the City. He also stated that the City and the residents should be the ones to make decisions. Mayor Harpstead read through the common set of principles as listed on the third page of the packet. He also stated that several of these concepts were areas that the City did wish to explore. Assistant City Administrator Simon stated that the City would still be responsible for making any decisions and that they would only be providing guidance to the City. ARDEN HILLS CITY COUNCIL - April 28, 2008 5 Councilmember Grant stated that principle number two was to take advantage of compact building design. He stated that bringing in a group that is looking for dense population would not be wise. Councilmember Holmes stated that they would not have to adopt anything that was proposed but since the service would be free the City should take advantage of it. Councilmember Holden stated concerns with item number three where it states that they are looking for applicants that have already learned about the principles of smart growth and now want to implement assistance and item number five where it states the application must have a specific, clearly defined project and there must be a clear role for a team to assist and the City was not there yet. She also stated that density was a negotiating tool and to bring this in at this time would take away from this. Mayor Harpstead stated that this would provide technical knowledge that the City may not otherwise have access to and this would be valuable. Councilmember Grant stated that this would not be an objective group. He also asked how the Assistant City Administrator had heard of this program. Assistant City Administrator Simon stated that he had worked with the group previously and also through a listserv that he was on. MOTION: Mayor Harpstead moved and Councilmember Holmes seconded a Motion to Authorize Staff to Apply for the 2008 Smart Growth Technical Assistance Program. The motion failed. (2-3 - Councilmember Holden, Councilmember Grant, Councilmember McClung voted nay). 6. PUBLIC HEARINGS A. Motion to Approye Resolution 29989]6 for the Yaeation of Various Easements and a Publie Ril!:ht ef ~Tav as Part of the Final Plat fer the TrayerrJe Business Center as Proposed in the .'.pril 28. 2998. Report to the City Council This item was removed from the agenda. 7. NEW BUSINESS A. Motien to Approye Planninl!: Case 98 995 fur a Preliminary and Final Plat and De'..elopment ,\l!:reement for Traverse Business Center Based on the FindiHl!:s of Faet and the Submitted Plans as Amended by the Nine Conditions in the ,\pril 28. 2998. Report to the City Couneil This item was removed from the agenda. ARDEN HILLS CITY COUNCIL - April 28, 2008 6 Bl. Motion to Approve Ordinance 2008-007 in Plannine Case 08-014 to Add Section 1325-055. Tree Preservation Ordinance and its Subdivisions to the Zonine Code as Presented in the April 28. 2008. Report to the City Council Planner I Meagan Beekman presented the Tree Preservation Ordinance and defined significant tree and the important components to the new regulations including the scope. Councilmember Holden asked for clarification on how Subd. 4, item C on page 3 would be enforced. Planner I Beekman stated unapproved tree loss would be based on the submitted plans and an inspection that would occur after two growing seasons. Any trees that were not there according to the submitted plan would be considered as unapproved loss. Councilmember McClung asked for clarification regarding Subd. 6 Item A-3-d where it states the City may asses a fee in lieu of replacement. Planner I Beekman stated that it would be up to the Council to determine this not the developers or builders. Councilmember Holmes stated that the replacement ratio of one inch for every two inches should be one inch replaced for every inch cut down. Planner I Beekman stated that the ratio used was found through research with other city programs and landscape architects. The one to one ratio could be very difficult to accommodate. Councilmember Holmes stated that the one to one ratio could be combined with the fee program or alternate location in order to work. Councilmember Grant asked if clear cutting by the utility companies was being excluded. Planner I Beekman stated that this would be excluded through the scope because this would not be considered new construction and those trees in easements are not included. MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to Approve Ordinance 2008-007 in Planning Case 08-014 to Add Section 1325-055, Tree Preservation Ordinance and its Subdivisions to the Zoning Code as Presented in the April 28, 2008, Report to the City Council. The motion carried unanimously (5-0). MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to Amend Subd. 6 item Al to read "number of caliper inches of trees determined at a rate of I : I or one inch for every one inch lost. ARDEN HILLS CITY COUNCIL - April 28, 2008 7 Councilmember McClung stated that he would like to see additional trees in the City. He also stated that he would like to keep the options more open for the City. Mayor Harpstead stated that the City could become overburdened by too many trees and if the requirements are to burdensome to the residents then the community may not see the number of trees planted that they may otherwise see. Councilmember Holmes stated that the City could choose to have the additional trees planted in the City parks and the smaller ratio will keep people from cutting down bigger trees. Councilmember Holden asked ifthere would be possible repercussions due to new developers working to avoid cutting down trees by increased variances and setback issues. Planner I Beekman stated this was a possibility. Mayor Harpstead asked for clarification regarding formulas that other cities may have used. Planner I Beekman stated that she could not speak to the intent of these formulas and that there were several different ones. Mayor Harpstead called for a vote on the amendment to the motion. The motion to amend the motion failed (2-3 - Councilmember Holden, Councilmember Grant, and Mayor Harpstead voted nay.) The motion to approve carried unanimously (5-0). B2. Motion to Approve Publishine a Summary of Ordinance 2008-007 for the Tree Preservation Ordinance as Permitted bv the Minnesota State Statute 412.191 Subd. 4 MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to Approve Publishing a Summary of Ordinance 2008-007 for the Tree Preservation Ordinance as Permitted by Minnesota State Statute 412.191 Subd.4. The motion carried unanimously (5-0). Cl. Motion to Approve Ordinance 2008-006 in Plannine Case 08-013 to Amend the City's Landscape Reeulations in Section 1320. Section 1325. and SubseQuent Subdivisions of the Zonine Code as Presented in the April 28. 2008. Report to the City Council Planner I Beekman introduced the Landscape Ordinance and the important components of the new regulations and the scope. Councilmember McClung asked for clarification regarding the prohibited trees types. ARDEN HILLS CITY COUNCIL - April 28, 2008 8 Planner I Beekman stated that the City is not prohibiting the planting of these trees but rather they would not be able to satisfy the landscaping requirements. Mayor Harpstead asked when a landscaping plan would be submitted. Planner I Beekman explained that the regulations would not apply to the single family home or resident but to new developments and new constructions, many business, industrial or I-flex zoning districts. As part of the building plan a landscaping plan would be included. Councilmember Holden asked iflandscape islands count as green space. Planner I Beekman stated that they do. Councilmember Holmes asked if Staff was planning any community education regarding the new regulations. Planner I Beekman stated that Staff was planning to but they were still working on this program. MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to Approve Ordinance 2008-006 in Planning Case 08-013 to Amend the City's Landscape Regulations in Section 1320, Section 1325, and Subsequent Subdivisions of the Zoning Code as Presented in the April 28, 2008, Report to the City Council. Councilmember Holden asked about a company doing a reconstruction project. Planner I Beekman stated that Subd. I, Item D I b, addresses the reconstruction issue. Councilmember Holmes asked if these regulations would apply to the colleges or institutions. MOTION: Councilmember Holmes moved and Councilmember McClung seconded a motion to amend 1325.05 Subd. I, Item Dla to include institutional uses. The motion carried unanimously (5-0). MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to Approve Ordinance 2008-006 in Planning Case 08-013 to Amend the City's Landscape Regulations in Section 1320, Section 1325, and Subsequent Subdivisions of the Zoning Code as Amended in the April 28,2008, Report to the City Council. The motion carried unanimously (S- O). C2. Motion to Approve Publishine a Summarv of Ordinance 2008-006 for Landscapine Reeulations as Permitted bv Minnesota State Statute 412.191 Subd.4 ARDEN HILLS CITY COUNCIL - April 28, 2008 9 MOTION: Mayor Harpstead moved and Council member Holden seconded a motion to Approve Publishing a Summary of Ordinance 2008-006 for Landscaping Regulations as Permitted by Minnesota State Statute 412.191 Subd.4. The motion carried unanimously (5-0). D. First Ouarter Financial Reports Finance Director Iverson presented the first quarter financial reports to the City CounciL Councilmember Grant asked for clarification regarding the employer savings match. Finance Director Iverson explained that when looking at personal services, the total for personal services should be looked at as employees choose different coverage options and this affects individual line items in this category. Mayor Harpstead stated that a summary would be sufficient in the future knowing that the full reports could be accessed upon request. He also stated that having the explanations being noted was appreciated and requested that this be continued. Councilmember Holden asked if there were any funds paid for the Community Survey and where the funds were located for the repairs for City Hall. Finance Director Iverson stated that there have been no funds paid for the Community Survey and that the funds for the repair on City Hall would be listed under the appropriate expense categories, Government Buildings Repair and Maintenance, Engineering, Legal or Other Professional Services. MOTION: Councilmember McClung moved and Mayor Harpstead seconded a motion to accept the first quarter financial reports as presented. The motion carried unanimously (5-0). E. Motion to Appoint Members to the Steerine Committee for the B-2 General District Small Area Plan for an Eieht Month Term City Planner James Lehnhoff presented the Council with a list of people that have been nominated to the Steering Committee and list of additional candidates that have contacted the City. Mayor Harpstead asked who from the listed had contacted the City back. Councilmember Holden asked who could be on the committee and who each of the nominees were. City Planner Lehnhoff reviewed each name and clarified if they were residents, business owners, and property owners and where they were located. He also stated that he had heard back from three people from the potential additional committee members so far. ARDEN HILLS CITY COUNCIL - April 28, 2008 10 Mayor Harpstead nominated Christine Pistotnik to the Steering Committee. City Planner Lehnhoff stated that he would like to have the Committee in place and completed by May 12, 2008. Councilmember Holmes stated that those people who were interested but had not been appointed this evening would not be on the Committee for the first meeting scheduled for May 6, 2008. Councilmember Holden suggested that if they were interested they could attend the meeting anyway and City Planner Lehnhoff could let those individuals know. City Planner Lehnhoff stated he would follow up with the interested people. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Appoint the Nine People Nominated in the April 28, 2008, memo with the Addition of Christine Pistotnik to the Steering Committee for the B-2 General District Small Area Plan for an Eight Month Term. The motion carried unanimously (5-0). City Planner Lehnhoff asked the Council if they would be appointing a Councilmember to the Committee as welL Mayor Harpstead suggested that Staff e-mail the dates for the meetings and that each Councilmember will review their schedule and the appointment of a Councilmember could be handled at the next meeting. 8. UNFINISHED BUSINESS A. TCAAP Update Interim City Administrator Willis reported that there were no updates at this time but there will be additional information available for the next meeting. Stacie does have a meeting regarding updating the work program schedule on April 29, 2008. B. 911 Update Public Works Director Gregory Hoag stated that the City had received a letter from the Ramsey County Fire Chiefs expressing concerns about the consolidated dispatch as it relates to the CAD System. Councilmember Holden asked if one of the stations the City of Arden Hills utilizes does not have a CAD System. ARDEN HILLS CITY COUNCIL - April 28, 2008 II Public Works Director Hoag stated that this was correct but the majority of stations prior to consolidation did not have it either. This is just an enhancement that is anticipated. Councilmember Holden asked for an additional update after the May 2 I, 2008 meeting. 9. COUNCIL COMMENTS AND REOUESTS Councilmember Grant asked for an update regarding the City's street sweeping efforts. Public Works Director Hoag stated that due to the rain the City was about three quarters of the way completed. Councilmember Grant requested an update on the 1&1 project and the inspection of the manhole covers at the May 12, 2008 meeting. Councilmember Grant requested that the TCAAP Update be moved up in the meeting in an effort to allow Ms. Kvilvang to present so that she did not have to wait until the end of the meeting. Mayor Harpstead stated that this could be done. Councilmember Grant asked if the font size used in the Request for Council Action forms could be increased for future meetings. Assistant City Administrator Simon stated that these forms were in the process of being reformatted and that the new forms would be used at the next Council meeting. Councilmember Holden asked Public Works Director Hoag to talk with Civil engineer Kristine Giga about the Siems Court intersection and the large amount of water coming across Lake Johanna Blvd. Councilmember Holden asked for clarification regarding the 2008 New Bri Tri and the streets that would be affected and the times. Assistant City Administrator Simon stated that he would forward a list of streets and that this would be in the morning on June 7, 2008. He also stated that a notice would be sent to al the residents that would be affected. Councilmember Holden asked that the smart board be turned to face the audience for future meetings and if the projector was fixed yet. City Planner Lehnhoff stated that he was receiving quotes for fixing the projector. Councilmember Holden requested an update regarding a signed agreement with Presbyterian Homes and the lift station issue. ARDEN HILLS CITY COUNCIL - April 28, 2008 12 Interim City Administrator Willis stated that he and Public Works Director Hoag have had two meetings with them at this time. He stated that Presbyterian Homes felt that since they paid to install "grinders" in the City's lift station, the City should be responsible for all subsequent operating and maintenance costs. Interim City Administrator Wills said he believed the City should not be responsible for these costs; Presbyterian Homes should be responsible. Councilmember Grant suggested working with the CEO rather than the Maintenance Department. Public Works Director Hoag stated that because the people involved in this process have changed several times there has been no ability to close this. He also stated that the digital pictures now taken have shown that Presbyterian is causing the issues. Presbyterian is educating their staffbut the problems are the result of the residents. Councilmember Grant requested that Staff let the Council know in the future if they are experiencing problems such as an agreement not being signed so that the Council may deal with the issues. Mayor Harpstead relayed information from the Ramsey County Library Strategic Meeting that he and Councilmember Holden had attended and that a link to this Strategic Plan would be provided on the website. Councilmember Holden stated that it sounded like that in the future that if a City wished to have a portal library then the City would have to provide some funding. Mayor Harpstead stated that the Arden Hills library does have infrastructure hurdles that would need to be overcome and the Shoreview library was going to become a regional library. Councilmember Grant asked who was looking to expand the Shoreview library. Mayor Harpstead clarified that it was the Library Board and Ramsey County but that it was not initiated by Shoreview. ADJOURN MOTION: CounciImember Grant moved and Councilmembcr McClung seconded a motion to adjourn the meeting. The motion carried unanimously (5-0). M~'Ci~"'i1M,:g:= Stm,""" d - -, ,me .G. Willi, Mayor Intenm City Administrator