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HomeMy WebLinkAbout05-12-08-R ~ ~HILLS Approved: May 27,2008 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING MAY 12,2008; 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 7:00 p.m. Present: Mayor Stan Harpstead; Councilmelnbers David Grant, Brenda Holden, David McClung and Fran Holmes. Absent: None. Also present: Assistant City Administrator Noah Simon; Public Works Director Gregory Hoag; Interim City Administrator Jim Willis; Pla11ner I, Meagan Beekman; Civil Engineer Kristine Giga; Stacie K vilvang of Ehlers & Associates; Civil Engineer Deb Bloom; Gen 1\1cJilton of Ryan Companies; Chris Chromy of Bolton & l\1enk; Chuck Janski of Bon est roo; and Recording Secretary Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Mayor Harpstead stated that item 7E would be added to the agenda: Resolution appointing Ronald J. Moorse as City Administrator for the City of Arden Hills. Councilmember Holden requested items 4B2, 4C and 4H be pulled from the consent calendar. Councilmember Holden requested that item 7 A be moved to 8B and item 7B be moved to 8e. MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL - May 12, 2008 2 2. PUBLIC INQUIRIES/INFORMA TIONAL A. David Winkel - 30 Year Service. Reco2nition Mayor Harpstead stated that Dave Winkel was currently on a servlce call and would be recognized later in the meeting. B. TCAAP Update Ms. Stacie Kvilvang, of Ehlers & Associates, provided the City Council with updates on the attorney calls regarding the status of field sampling reports, the update on the clean up for sites I and K, the NEP A process, updates for the June meeting scheduled, Highway 1 0 and County Road 96 updates, and the status of the updated communication strategy plan. Councilmember Holden asked if Army Industrial Standards are different from State Industrial Standards for the clean up projects. MSe Gen McJilton, of Ryan Companies, confirmed that there was a difference In these standards.. Councilmember Holmes asked why the Army was doing the clean up at this time. Ms. Kvilvang explained that this was one of the things that the Army was responsible for in agreements with previous users of the site. Mayor Harpstead opened the public inquiries/informational at 7: 1 0 p.m. C. Public Ms. Cheryl Fish, 2059 Todd Drive, read a copy of an e-mail that she sent to the Council stating that she would like the Council to continue to look at noise abatement and also to protect as many homes as possible along County Road 96. She also asked that amber flashing lights be placed at the intersections that are deemed dangerous. Mr. Charles Mertensotto, 3473 Lake Johanna Blvd., stated that he would like the Council to provide earlier notification regarding items on the agenda so that those residents that are interested are able to plan appropriately. He also stated his agreement with Ms. Fish in that if there are intersections that are dangerous then MnDOT should provide amber flashing lights for those. Ms. Kristy Effinger, 1969 Banyan Street, Arden Manor Residents Association, expressed displeasure in not getting notice from the Council regarding the meeting agenda. She stated that the County Road 96 project was important to the residents and they should be notified so that they can plan appropriately. Mayor Harpstead closed the public inquiries/informational at 7:] 5 p.m. ARDEN HILLS CITY COUNCIL - May 12, 2008 3 3e APPROVAL OF MINUTES A.. April 14.. 2008.. City Council Re2ular Meetin2 Councilmember McClung stated on page 8, the fourth paragraph, the word wok should be replaced with work. Councilmember Holmes stated that on page 1 0 the sixth paragraph should be stricken and replaced with: Councilmember Holmes stated that on page 11 under Faith Communities there was at least one Arden Hills Church that was not included. She suggested that this listing should be consistent and include all Faith Communities within a selected geographical area. B. April 21.. 2008.. City Council Worksession C. April 28.. 2008.. City Council Worksession D.. April28.. 2008.. City Council Re2ular Meetin2 MOTION: Councilmember McClung moved and Mayor Harpstead seconded a motion to approve the April 14, 2008, City Council Regular Meeting Minutes as amended, the April 21, 2008, City Council W orksession Minutes, the April 28, 2008 City Council W orksession Minutes, and the April 28, 2008 Regular City Council Meeting Minutes as presented. The motion carried unanimously (5-0). 40 CONSENT CALENDAR A~ Claims and Payroll BID Motion to Accept the Resignation of Jim Perron, Public Works Superintendent, Effective June 30, 2008 B.l !\.10tion to .l^....ppro"vTe the Position Description for the Public '.Vorks Superintendent and to .l^....uthorize Staff to j\d\Tertise the Position C~ 110tion to f....ppro've the 11a)' 5, 2008, Quote from Tierney' Brothers, Inc. for Replacement and Repair of the 1\1ultimedia S)Tstem in the Council Chambers for an .l^.lmount Not to Exceed $15,167.15 from the Cable Fund ' D~ Motion to Authorize Resolution No. 2008-024: A resolution Designating Polling Locations for the 2008 Primary and General Elections E~ Motion to Approve Resolution 2008-025: A Resolution Recognizing National Public Works Week: May 19-24,2008 F. Motion to Release Dale Bean and Chris Ashbach from the Economic Development Commission G. Motion to Approve Resolution No. 2008-026: to Appoint James Hununghake to the Economic Development Commission for a Three-Year Term ARDEN HILLS CITY COUNCIL - May 12, 2008 4 H. ~10tion to .LA~ppro'/e Flaherty's ./\rden Bo\vl' s Request to .LA~mend their Liquor License .LA~pplication to Expand the Licensed Alcoholic Be\1erage Service .LA~rea to include the Enclosed Outdoor Patio I. Motion to Approve the Settlement Agreement in the Walker Assessment Appeal MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously ( 5-0). 5. PULLED CONSENT ITEMS A. Motion to A~prove the Position Description for the Public Works Superintendent and to Authorize Staff to Advertise the Position Assistant City Administrator Noah Simon stated that with the resignation of Jim Perron the City could begin the process of advertising for this position in order to avoid having a vacancy. Councilmember Holden stated that over a year ago the City had started a two-tier path and an internal training process for two individuals that were interested in this position. She asked if they were being trained and why the City was not looking at them to fill the upcoming vacancy. Public Works Director Greg Hoag stated that this process had been started twelve to fourteen months ago and that they did have two individuals that were currently working through the process. Interim City Administrator Jim Willis stated that by advertising the position the City would have more than two candidates to consider for the. position of Public Works Superintendent and that advertising the position did not exclude the internal candidates from being considered for the position~ MOTION: Mayor Harpstead moved and Councilmember Holden seconded a motion to table item SA, the Motion to Approve the Position Description for the Public Works Superintendent and to Authorize Staff to Advertise the Position. The motion carried unanimously (5-0). B. Motion to Approve the May 5.. 2008.. Quote from Tierney Brothers.. Inc. for the Replacement and Repair of the Multimedia System in the Council Chambers for an Amount Not to Exceed $15..467.45 from the Cable Fund Planner I Meagan Beekman provided the Council with the background regarding the multimedia system in the Council Chambers and the problems that would need to be addressed and fixed in order to ensure that the investment was properly protected. Councilmember Holden stated that the problem with moving the equipment to the equipment room at this time was that the room was not properly ventilated for the equipment that was ARDEN HILLS CITY COUNCIL - May 12, 2008 5 currently located there and adding more equipment may pose a larger problem for other equipment. She felt that the cooling and ventilation in this room should be addressed before the multimedia system was relocated. Public Works Director Hoag stated that he had talked with the building official regarding the ventilation in the equipment room and that he was currently working with Johnson Controls for alternatives for cooling this room. They will continue to work on the problems and bring a plan to the Council. Councilmember Holden requested this be addressed within the next six months. Mayor Harpstead stated that moving the equipment to the equipment room would also allow it to be shut down which, in its current location, was not an option. MOTION: Mayor Harpstead moved and Councilmember Grant seconded a Motion to Approve the May 5, 2008, Quote from Tierney Brothers, Inc. for the Replacement and Repair of the Multimedia System in the Council Chambers for an Amount Not to Exceed $15, 467.45 from the Cable Fund, Provided the Problems with the Equipment Room were Resolved. Councilmember Holmes asked for clarification regarding the time line for these repairs. Councilmember Grant stated that staff was aware of the Council's concerns regarding the ventilation and cooling in the equipment room and the investment the City had in equipment and the need to preserve this investment. The motion carried unanimously (5-0) Co Motion to Approve Flaherty's Arden Bowl's Request to Amend their Liquor License Application to Expand the Licensed Alcoholic Bevera2e Service Area to include the Enclosed Outdoor Patio Planner I Beekman stated that the City was currently in the process of updating its codes pertaining to liquor licenses to better coincide with State statutes and that the current City Codes do not prohibit alcoholic beverage service on patio areas as long as it is identified in the license and the area of the patio is used to calculate the fees. Councilmember Holden asked if the revision of the City Codes would impact this request and also for clarification on what was meant by enclosed outdoor patio. Planner I Beekman stated that staff would not be recommending any changes to the outdoor consumption portion of the codes so there would be no impact on this request. She also stated that this request was not for any structural buildings but rather would be a fenced off area surrounded by shrubs and trees. ARDEN HILLS CITY COUNCIL - May 12, 2008 6 Mayor Harpstead asked if the liquor ordinance update would include dealing with enclosed smoking areas. Planner I Beekman stated that this would be addressed separately. MOTION: Councilmember Holden moved and Mayor Harpstead seconded a Motion to Approve Flaherty's Arden Bowl's Request to Amend their Liquor License Application to Expand the Licensed Alcoholic Beverage Service Area to include the Enclosed Outdoor Patio. The motion carried unanimously (5-0). 6.. PUBLIC HEARINGS A. Motion to Approve Resolution 2008-017 for the Vacation of Three Sewer.. Draina2e.. and Flowa2e Easements on the Northwestern Colle2e Property as Proposed in the April 28.. 2008.. Report to the City Council Planner I Beekman explained the location of the three sewer, drainage, and flowage easements. She also stated that the City did not have an interest in any of these easements. Councilmember Grant asked for clarification regarding the City's interest in the easements. Planner I Beekman stated that these easements were privately owned and the City does not have an interest in them. Mayor Harpstead opened the public hearing at 7:37 p.m. Mayor Harpstead closed the public hearing at 7:38 p.m. Councilmember Grant asked if the sewer line easement connected to Arden Hills or to Roseville and what was the intent of Northwest em College regarding this. Planner I Beekman stated that this easement connected to Arden Hills. Civil Engineer Kristine Giga stated that Northwestern College will either reroute the line or will maintain up to the point where the City takes over the maintenance. MOTION: Councilmember Holden moved and Councilmember Grant seconded a Motion to Approve Resolution 2008-017 for the Vacation of Three Sewer, Drainage, and Flowage Easements on the Northwestern College Property as Proposed in the April 28, 2008, Report to the City Council. The motion carried unanimously (5- 0). ARDEN HILLS CITY COUNCIL - May 12, 2008 7 7" NEW BUSINESS A. Update on Items Related to the Interstate 694.. Hif!h,yav 10.. and Counnr Road 96 Preliminar,r Desif!n Issues and Position Paper Ramsev Counhr Response B. Inflo,v and Infiltration Update c. 2007 En2ineerin2 Review City Engineer Deb Bloom provided the Council with a presentation outlining the 2007 Summary of the Engineering Joint Powers Agreement. She provided information on the projects that have been worked on over the last year along with the number of hours spent and the costs involved for projects. Councilmember Holmes asked if Roseville was receiving a surcharge as well for 1&1. City Engineer Bloom stated that Roseville was being surcharged although at a lower rate than Arden Hills. She also stated that Chuck Janski from Bonestroo would be discussing 1&1 later in the meeting. Councilmember Holden complimented staff on their efforts, for saving money, and for sharing a Civil Engineer with Roseville. Mayor Harpstead interrupted the meeting at 8:15 p.m. in order to recognize David Winkel. Public Works Director Hoag stated that Mr. Winkel has been with the City for 30 years and one of the his many duties is he serves as the City Forester. He also stated that Mr. Winkel also retired with 30 years of service with the Lake Johanna Fire Department, in August of 2007 Mayor Harpstead presented Mr. Winkel with a plaque. D. Motion to Appoint Members to the Steerin2 Committee for the B-2 General Business District Small Area Plan for an Ei2ht Month Term Assistant City Administrator Simon stated the first meeting was last week and there were good discussionso The next meeting will be May 20, 2008 at the Public Works facility and this will be a public meeting. MOTION: Mayor Harpstead moved and Councilmember Grant seconded a motion to appoint G. Robert Boeck, Sheldon Bruce, Dick Eckert, Moose Giannetti, and Dave Sand to the Steering Committee for the B-2 General District Small Area Plan for an Eight Month Term. ARDEN HILLS CITY COUNCIL - May 12, 2008 8 CounciJmember Holden asked if staff had heard back on the interest level from each of the individuals named. She would like to make sure that those people who are nominated are really interested in serving on the committee. Mayor Harpstead stated that they had not heard back from all of them. Assistant City Administrator Simon stated that he had talked with each of them and received verbal interest from each person. He clarified that this was not an application process but rather an inquiry into the interest level of those who have expressed interest. Councilmember Holmes asked if all the names listed were being nominated to the committee. Mayor Harpstead stated that he only listed the residents of Arden Hills and did not list Rob Davidson. MOTION: Councilmember Holmes moved to appoint Rob Davidson to the Steering Committee for the B-2 General District Small Area Plan for an Eight Month Term. There was no second to the motion. MOTION: Mayor Harpstead moved and CounciJmember McClung seconded a motion to appoint G. Robert Boeck, Sheldon Bruce, Dick Eckert, Moose Giannetti, and Dave Sand to the Steering Committee for the B-2 General District Small Area Plan for an Eight Month Term. The motion carried unanimously (5-0). Eo Motion to Appoint Ronald J. Moorse as City Administrator for the City of Arden Hills Mayor Harpstead stated that the City Council had reached a decision regarding the candidates for the City Administrator Position. MOTION: Mayor Harpstead moved and CounciJmember Grant seconded a motion to appoint Ronald J. Moorse as City Administrator for the City of Arden Hills effective May 19, 2008 subject to receiving an employment agreement. The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS A. 911 Update Public Works Director Hoag summarized a letter that was received from St. Paul in regards to the CAD System and that St. Paul is working to resolve the problems. He also stated that there have been no other concerns from the Public Safety Departments. ARDEN HILLS CITY COUNCIL - May 12, 2008 9 CounciJmember Holden suggested that Public Works Director Hoag speak with Commissioner Bennett to receive regular updates. B. Update on Items Related to the Interstate 694t1 Hi2hwav lOti and County Road 96 Preliminarv Desi2n Issues and Position Paper - Ramsev County Response Mr. Chris Chromy, of Bolton & Menk, provided an update on the Highway Project Development Process and Status ofTH10/CR96 Project. He also updated the Council regarding the response from Ramsey County Public Works Director Ken Haider on the Position Paper that was sent by the City. Councilmember Grant clarified that Ramsey County and MnJDOT, not the City, were the jurisdictions responsible for the roadways, as stated in the memo. He asked if these jurisdictions would have the final approval of the construction plans or if the City would have any input and what the results would be if Municipal Consent was not given by the City. He also asked if the grade-separated intersection was excluded from the plans. Mrs Chromy confirmed that Ramsey County and Mn/DOT are the jurisdictional authorities responsible for construction efforts. The City will be asked for input through the preliminary design phase and will be asked to provide Municipal Consent. The need for Municipal Consent provides incentive for the County and State to work through issues with the City during preliminary design.. If the City decides not to provide Municipal Consent, the County and State could request an appeals process to resolve design issues. The appeals process includes a three- person Appeals Board. One person is appointed by the City, one by the State and the City and State need to agree on a third. The decision of the Appeal Board is final. Councilmember Holden asked for clarification regarding Ramsey County's response to the City's Position Paper. Mr. Chromy stated that Ramsey County stated that a response was premature at this time because they were not in the preliminary design phase at this time. He also stated that the Position Paper provided the City's concerns to the County and that those concerns would later be addressed during the preliminary design phase. Councilmember Holmes stated that the City had been told that they would need to provide the parameters in the Position Paper to Ramsey County before they would be able to start the preliminary design phase and now the County was reversing this by stating that they would not look at the Position Paper until they had started the preliminary design phase. She expressed concerns for the inconsistent responses that the City was receiving. Councilmember Grant stated that the first couple of sentences from the Department of Public Works letter states that Ramsey County has received Federal funding for the final phase of the reconstruction project of CSAH 96, which includes the grade separation of the TH 10/CSAH 96 intersection. He asked if this decision was already decided and if the Federal funds were provided to specifically grade separate that intersection. ARDEN HILLS CITY COUNCIL - May 12, 2008 10 Mr.. Chromy stated that he was not able to comment to what the specifics were for the Federal funding. He also stated he would not necessarily interpret the statement in the same way. Rather that funding was provided to address the project's overall purpose and need. Councilmember Holden asked how Federal funding was received. Mr. Chromy explained that the Metropolitan Council administers Federal Transportation funding within the Twin Cities Metropolitan Region. Ramsey County would have prepared a proposal for federal funding and submitted it to Met Council for consideration. Councilmember McClung stated that grade separation had been included in the proposal. Councilmember Holden stated that Federal funds were available for County Road 96 but there were no funds available for Highway 10 at this time. She asked what would happen to the access onto Highway 10 if these funds were not made available with the scenario that was being presented. Mr. Chromy stated that based on discussions with City, County and Mn/DOT staff on April 4, 2008, it was the hope that both of these projects could be coordinated together so that access could be maintained through the local access interchange. He also stated that if the local access interchange is not done at the same time then the County would be looking at how they maintain certain movements at County Road 96. Councilmember Holmes stated that there were no funds for the Highway 10 flyover just for County Road 96. Councilmember McClung stated that the Highway 10 flyover was the Federal funding that was applied for and received. The Turn-Back fund supplements the gap and continues up to 35W. Councilmember Grant stated that the City needed to ask the County to provide written documentation for the funding that was received and what the use will be for these funds. He also asked for clarification on the impact of the City either providing or withholding Municipal Consent. Mr. Chromy restated that if the City were to withhold Municipal Consent for the project, the County and Mn/DOT could consider an appeals process to continue with the project. Municipal Consent provides leverage for the City to maintain their interest in the project, however it does not necessarily provide the City with the power to stop the project. Mayor Harpstead asked if there was anything in the letter from RalTISey County that stated the County had not heard what the City was asking for in regards to impact on the residents. ARDEN HILLS CITY COUNCIL - May 12, 2008 11 Mr. Chromy stated that the last line of the first paragraph in the Department of Public Works letter states: With any project of this magnitude, a particular emphasis will be placed on balancing project impacts, technical feasibility, constructability, and project costs. He stated that this indicates that the County recognizes that there are some significant issues that will need to be worked through. Mayor Harpstead asked if what the City was asking for was still within the design parameters of the County. Mr. Chromy stated that to the best of his knowledge the County has not dismissed. any of the comments that the City has made. Rather, they would like to consider these comments, along with other potential social and environmental issues, during preliminary design. Councilmember Holmes expressed concern that the City would not have input in the design phase" She acknowledges that the County states that they have received the comments and concerns of the City but also stated that the design the County decides to continue with may not be what the City is looking for. Councilmember Grant stated that there was no evidence that the County was not listening to the concerns of the City. He also stated that the preliminary design phase was expected to be approximately eight months and this would provide the City with eight months of input. Councilmember Holmes stated that in the last meeting the Council had been told that they would need to settle the parameters before preliminary design because it was an expensive process. Councilmember Grant stated that the intent of the preliminary design process was to come out with one design based on what is possible but that there would be opportunities for change during the process. Councilmember Holmes stated that there was no timeline in any of the documents that have been received that show when the County will be coming to any decisions or when the City will have opportunities to provide input. Councilmember Holden stated that there was no way of knowing that the County would be balancing the project impacts, technical feasibility and construction costs in the same manner as the City would. Mayor Harpstead stated that the third paragraph of the Department of Public Works letter discusses opportunities for the City, staff, and residents to provide input and recommendations during the preliminary design phase of the project. Councilmember McClung stated that the process is formalized but past experience has shown that even though there may be input from the City and residents the plans may not change. He also stated that Municipal Consent will not stop the process but is a powerful tool that the City ARDEN HILLS CITY COUNCIL - May 12, 2008 12 has to use in order to shape and influence the process because there are incentives for MnJDOT and the County to gain Municipal Consent. Councilmember Grant stated that it may be beneficial for those residents that are interested in the project and want to have an influence to attend Ramsey County public information meetings. Councilmember Holden asked Mr. Chromy for a timeline of the preliminary design phase to determine when the opportunities for public comments would occur. Mayor Harpstead also requested that Mr. Chromy provide his personal experience on how the County calls for and conducts these meetings. Mr. Chromy stated that although all projects are different, there are typically ample opportunities for public input during the preliminary design phase. Based on work with other metro counties, Mr. Chromy described a three part public improvement process. The first part would typically occur in the first two months of preliminary design. The purpose of the first part is to gather public input on the problem and inform the public on the purpose and need of the project. The second part, which involves presenting alternatives considered and likely impacts, would typically occur mid-way through the preliminary design phase. The third part, would include presenting the recommended design that would be considered for Municipal Consent. Through the Municipal Consent process the City is required to hold a formal public hearing. Councilmember Grant clarified that since Ramsey County has jurisdictional responsibility then the County would be the party responsible for impacting residents and homes even though the City is lobbying on behalf of the residents. Mr. Chromy stated that Councilmember Grant was correct in his statement. Councilmember McClung stated that on page one of the Bolton & Menk memo, the last sentence of the third paragraph also appears on the third page. He asked Mr. Chromy for clarification regarding this statement because it does not appear in the letter from Ramsey County. Mr. Chromy stated that this wording was coming from the Highway Development Process. This statement is asking the City if they agree with the purpose and the need for the project rather than if they agree with a specific design plan and impacts. Mayor Harpstead asked if Mr. Chromy anticipated the County coming to the City and asking for any type of approval before beginning in June, 2008. Mr. Chromy stated that he did not anticipate this as the City has been involved during the planning process. MOTION: Mayor Harpstead moved and Councilmember Grant seconded a motion to accept the receipt of the Letter from Ramsey County and the Memorandum from Bolton & Menk into the record. ARDEN HILLS CITY COUNCIL - May 12, 2008 13 Councilmember McClung asked for clarification regarding the acceptance of these documents and if accepting these documents also meant agreeing with them. Councilmember Holmes stated that there was no clear benefit in accepting these documents through a motion. The documents have been stamped received and been discussed in the minutes. Mayor Harpstead stated that the letter would appear in the minutes as being presented and a motion to acknowledge receipt would not be necessary. Councilmember Grant asked staff to date documents when they are received so that the Council has this information. Councilmember Holmes suggested the Council go back to minutes from previous work sessions or meetings regarding the reason the City sent the Position Papers to Ramsey County. The letter that Ramsey County sent contradicts what the City and Ramsey County had agreed with. Mayor Harpstead asked staff to review past minutes for this information. Councilmember Holden asked when the City would have an opportunity to discuss the noise abatement issues on Highway 10. She stated that it is important that the City express how important this issue is to Mn/DOT. Mayor Harpstead stated that Stacie K vilvang would be the best person to ask. He also stated that at the April 28, 2008 meeting Highway 10 and County Road 96 would come back to the City with phasing issues relative to the interchange not the noise walls. Mr. Chromy ~tated that the issue of noise abatement has been addressed by Mn/DOT and noise barrieris were not found to be reasonable. As a result, noise abatement can not be funded through highway funds. The City would need to seek alternative funding if they wish to continue pursuing noise abatement. Mayor Harpstead clarified with Councilmember Holden that she would like Staff to bring this item forward again as an issue to be dealt with. Councilmember Holden asked Civil Engineer Giga to voice the City's concerns to Ramsey County regarding noise abetment. Mayor Harpstead clarified that the issues needed to be stated clearly so that the information provided in the Position Paper was reviewed. Councilmember Holmes requested that Civil Engineer Giga also express the City's concern that the parameters that the City provided with the Position Paper was not being reviewed and taken into consideration before the preliminary design phase and that this was inconsistent with Ramsey County's initial request for the parameters. ARDEN HILLS CITY COUNCIL - May 12, 2008 14 No vote was taken. The motion failed. c. Inflow and Infiltration Update Public Works Director Hoag provided the Council with an update on the televising of the City's sewer lines and inspection of manholes and covers. He stated that once the data was compiled staff would bring a plan to the Council for a lining project. He also stated that the City would need to rehabilitate at least one hundred manholes and the City will look at bidding this project out. Councilmember Holden asked for clarification on the types of repairs that would be done with the manholes. Civil Engineer Giga provided the Council with photos and described several different types of repairs that would be needed for these. Public Works Director Hoag stated that a sump pump program would be brought to the City mid-summer for their approval. He also stated that staffwas seeking authorization to hire a part- time seasonal person for a period of fifteen weeks. Councilmember Grant asked why a seasonal person would be needed for fifteen weeks when it appeared that most of the work would be completed by mid June. Public Works Director Hoag stated that staff would like to have this person also work on the storm water issues as well during this period. Councilmember Grant asked why there were only about one hundred manholes slated for rehabilitation and not all of them. Public Works Director Hoag explained that the plan at this time was to rehabilitate the worst ones first. Councilmember Grant stated that he would like to have a better work plan. He stated that he would prefer to see something more visual and concrete that includes dates and goals. He asked when the sump pump program was expected to go into effect and that there should be an active program this year. Public Works Director Hoag stated that the sump pump program was expected to be before the Council by the end of June. Councilmember McClung stated that the Council would like to see a prioritized work plan. This would assist the Council in knowing where the City is and what resources will be needed. ARDEN HILLS CITY COUNCIL - May 12, 2008 15 Public Works Director Hoag explained that the data that has been collected needs to be reviewed and compiled in order to better know where the City needs to allocate resources in order to be the most effective. Mayor Harpstead asked Chuck Janski where the City should set its priorities. Mr.. Chuck Janski, of Bonestroo, provided the Council with a review of the studies that have been completed and the studies that are still in progress. He explained to the Council that at this time based on the information that has been gathered there has not been anyone area or problem that will reduce the amount of the 1&1. He also stated that staff was working in the right direction by working on televising the sewer lines, rehabilitating manholes, smoke testing, flow meters, and lift station calibration. A combination of repairs from these programs will assist the City in obtaining its final goal of reducing the surcharge. Councilmember Holden requested copies of the maps be provided to the Council. COllncilmember Holmes asked if it would be more beneficial to the City to have more of a focus on one or two projects rather than several at one time. She also stated that a progression of projects should be provided. Mr. JaDski explained that some projects could not advance under drought conditions like those suffered last year and this was an opportunity to work on other projects that may not be able to advance this year or may even be completed before the other projects can advance. He also explained that at this time) all the resources are being spent on identification, not solutions and that this year staff was focusing on smaller areas in order to better identify the problems. Councilmember Grant asked what the estimated cost would be to rehabilitate the one hundred manholes. He also asked if these manholes have been identified and if staff has a way of tracking information on these manholes for future reference. Mr. Janski stated that the estimated cost for the rehabilitation would be $50,000. Public Works Director Hoag stated that the manholes have been identified and that staff does have a paper trail pertaining to manholes but they are currently working to put this information into a database or spreadsheet format so that it can be more readily obtained. Councilmember Holden asked if the data could be entered by a summer student or seasonal worker.. She also suggested that staff look at bringing in such a person to assist in compiling this information Public Works Director Hoag explained that some of the data could be entered easily but much of the information was either technical or may be difficult to translate. MOTION: CounciJmember Grant moved and CounciJmember McClung seconded a motion to Authorize Staff to Hire an Additional Seasonal Part-Time ARDEN HILLS CITY COUNCIL - May 12, 2008 16 Employee for 2008 for a15 Week Period for an Estimated $11.00 Per Hour. The motion carried (4-1 - Councilmember Holmes). 9. COUNCIL COMMENTS AND REQUESTS Councilmember Holden asked if the manhole cover that was brought to the City's attention a couple of weeks ago by the resident at Arden Manor had been inspected and if so she stated that Staff should contact this person and let them know. Public Works Director Hoag stated that the manhole had been inspected and at this time there was no significant 1&1 problem with this manhole. Mayor Harpstead stated that there were manholes that were some private manholes in the City and he asked if these were being inspected as welL Public Works Director Hoag stated that those were being inspected but the manholes that were owed by the institutions were not being addressed at this time. He stated that the smoke testing that will be performed would assist in identifying likely areas that will need to be inspected. CounciJmember Holden stated that staff should contact Michelle Wolfe in order to locate the file on Gateway Signs. The City has already obtained everything it needs in order to continue with this project. Councilmember Holden stated that staff needed to make sure that they were notifying residents interested in the Highway 1 0 and County Road 96 projects of the meetings in a timely manner. Interim City Administrator Willis stated that it was on oversight on his part and that the City had agreed to notify them when an agenda contained the Highway 1 0 and County Road 96 project. Mayor Harpstead suggested that staff send an e-mail prior to the agendas going out that this item will be coming up and that they should watch for updates. Public Works Director Hoag stated that he had additional names that should be added to this listo Councilmember Grant thanked the City for removing the park bench located in Hazelnut Field as this would have caused an injury to those playing softball in the field. He also asked if the City could look at putting up a home run fence in front of the field in order to better protect the resi dents. Councilmember Grant stated that he would like to see a more focused 1&1 Work Plan. He would like to see start dates, completion dates, and priorities. Councilmember Grant thanked staff for the updated agenda forms as they were easier to read. ARDEN HILLS CITY COUNCIL - May 12, 2008 17 Councilmember Grant stated that there were a couple of planning cases that had not come before the Council but they were expected to. He stated that the planning case for Chesapeake would be coming forward. He asked if the planning case for T-Mobile would be coming before Council. Assistant City Administrator Simon stated that the City was finishing the lease with them at this time and that the planning case may be before the Council by the next regular meeting. Councilmember McClung stated that the B-2 Steering Committee meeting had gone well. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to adjourn the meeting. The motion carried unanimously (5-0). .m. Ronald J. orse City Administrator CITY OF ARDEN HILLS REQUEST TO APPEAR BEFORE: CITY COUNCIL/ PLANNING COMMISSION If you wish to address the City COUOCi| or Planning COrOD1iGSiOn' p|e@8R follow the suggestions listed below. Thank you. /PLEASE PRINT) Date Name Add-res-Z___xZ ------ �--------------------__------ ---------------_-_ A-g.1 end a Item you wi_Z6-to- a adre s-s----- Company of��Iividual Representing (if applicable) Note: Please complete this form uo that you may be recognized at the appropriate time on the Agenda. You are under no obligation 10 speak if you decide against it during the meeting. Please state your full name, address and phone number so the record of your comments will be complete in the minutes of this meeting. Thank you. CITY OF ARDDIN HILLS ���������D������: REQUEST � ���COUNCIL/ P� NNING COMMISSION " If you wish to address the City Council or Planning Commission, please follow the suggestions listed below. Thank you. (PLEASE PRINT) Date Name Phone Address kAlk Agenda Item you wish to address Company of Individual Representing (if applicable) Note: Please complete this form so that you may be recognized at the appropriate time on the Agenda. You are under no obligation to speak if you decide against it during the meeting. Please state your full name, address and phone number so the record of your comments will be complete in the minutes of this meeting. Thank you. CITY OF ARDEN HILLS REQUEST TO APPEAR BEFORE: CITY COUNCIL/ PLANNING COMMISSION ARZEN HILLS If you wish to address the City Council or Planning Commission, please follow the suggestions listed below. Thank you. (PLEASE PRINT) Date V/--/0 8' 1 Name Phone Address Agenda�zem you wish to a dre*s -7/5 Company of Individual Representing (if applicable) rlr Note: Please complete this form sn that you maybe recognized at the appropriate time on the Agenda. You are under no obligation to speak if you decide against it during the meeting. Please state your full nama, udd/oou and phone number so the record of your comments will be complete in the minutes of this meeting. Thank you.