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HomeMy WebLinkAbout08-25-08-R ~ ~HILLS Approved: September 8, 2008 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL REGULAR MEETING AUGUST 25, 2008 7:00 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 regular City Council meeting at 7:00 p.m. Present: Mayor Stan Harpstead; Council Members David Grant, Brenda Holden, Fran Holmes, and Dave McClung. Absent: None. Also present: City Administrator Ronald Moorse; Assistant City Administrator Noah Simon; Public Works Director Gregory Hoag; Parks and Recreation Manager Michelle Olson; City Planner James Lehnhoff; Planner I Meagan Beekman; Steve Fenlon of MHC representing Presbyterian Homes; Gen McJilton of Ryan Companies; and Recording Secretary, Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 2. PUBLIC INQUIRIES/INFORMATIONAL A. TCAAP City Administrator Ronald Moorse stated the monthly conference call with the Army and GSA was on Tuesday, August 19, 2008. The main topic of discussion ARDEN HILLS CITY COUNCIL - August 25, 2008 2 was an amendment to the Offer to Purchase to reflect an extended date for reaching agreement regarding the Purchase Price Credits. City Administrator Moorse stated that on August 20, 2008, the Council toured a number of higher density residential development projects to assist in its decision- making process regarding the residential portion of the TCAAP Master Development Plan. Mayor Harpstead stated that the housing for the TCAAP property will be discussed at the next work session. City Administrator Moorse confirmed that this topic will be covered at the next TCAAP work session. B. 911 Dispatch Center Update City Administrator Moorse stated that at the last regular Council meeting information regarding the staffing level of the dispatch center was given. He stated that there had also been some questions regarding queue times and response times. He stated that the County had created a report that compared the call queue times for the first quarter of 2007 vs. the first quarter of 2008. The queue time is the time from when a call is created in the CAD to the time the call is dispatched. The average call queue time for all call priorities combined (urgent and routine calls together) was 6.2 minutes in 2007 and 3.82 minutes in 2008. For the high priority call category only, the average was 1.95 minutes in 2007 and 1.53 minutes in 2008. He stated that 950/0 of calls that come into the call takers are answered in 10 seconds or less and 99% of the calls are answered in 30 seconds or less. The average time on the phone with it ringing is about 4 seconds. Councilmember Holden asked if these figures were over the course of a year or if this was a moving target for basing the 950/0 and 990/0. City Administrator Moorse stated that the statistics have been consistent since the County wide system went into effect in late October 2007. Councilmember Holden asked if it was standard practice to receive a recorded message when a person calls 911 or if this was only when they are busy. City Administrator Moorse stated that he did not believe that it was standard to get a recorded message but had not received an answer back to the question. Public ARDEN HILLS CITY COUNCIL - August 25, 2008 3 Mayor Harpstead opened the public inquiries/informational at 7:07 p.m. Mayor Harpstead closed the public inquiries/informational at 7 :08 p.m. 3. APPROVAL OF MINUTES A. July 21.. 2008 City Council Worksession Mayor Harpstead stated that the in paragraph nine on page ten the second sentence should read: Staff was directed to negotiate with Mr. Fenlon and staff could bring the matter to the City Council. B. July 28.. 2008 City Council TCAAP W orksession C. July 28.. 2008 City Council Re2ularMeetin2 Do AU2ust 11.. 2008 City Council TCAAP Worksession Councilmember Grant stated that he should have an excused absence. Mayor Harpstead stated that it should be noted as an excused absence. E. AU2ust 11.. 2008 City Council Re2ular Meetin2 Councilmember Holmes stated that the date in paragraph six on page ten should be changed to August 11, 2008. Mayor Harpstead stated that the spelling for Representative McCollum should be corrected in paragraph six on page ten. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a motion to approve the July 21, 2008 City Council W orksession, August 11, 2008 City Council TCAAP Worksession, and the August 11, 2008 City Council Regular Meeting as amended and the July 28, 2008 City Council TCAAP Worksession, and the July 28, 2008 City Council Regular meeting as presented. The motion carried unanimously (5-0). 4. CONSENT CALENDAR A. Claims and Payroll ARDEN HILLS CITY COUNCIL - August 25, 2008 4 B. August 7, 2008 Pay Application #1 from A.J. Spanjers for the Amount of $62,626.85 C. Resolution 2008-039: Approving Planning Case 08-019 for a Minor Subdivision and Rezoning of a 1,011 square foot City owned parcel, and Lot Consolidation at 1330 Indian Oaks Circle, Based on the Findings of Fact and the Submitted Plans as Amended by the Condition in the August 25, 2008, report to the City Council Resolution 2008-040: Approving the Settlement Agreement Between the City of Arden Hills and US Bank National Association D. Resolution 2008-041: A Resolution Approving an Absentee Ballot Board for the 2008 Primary and General Elections 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). 5. PULLED CONSENT ITEMS None. 6. PUBLIC HEARINGS A. Presbyterian Homes Conduit Financin2 City Administrator Moorse stated that this was a request from Presbyterian Homes for conduit financing and this was the required public hearing for that financing. He also stated that at the completion of the public hearing the Council will be asked to adopt a resolution to approve the issuance of the bonds. Mayor Harpstead stated that this request does not affect the City's financing in any way. Mayor Harpstead opened the Public Hearing at 7:14 p.m. Mayor Harpstead closed the Public Hearing at 7:] 5 p.m. 7. NEW BUSINESS ARDEN HILLS CITY COUNCIL - August 25, 2008 5 A. Resolution 2008-042: A Resolution Approvinl! the Issuance and Sale of a Commercial Facilities Revenue Note.. Series 2008 and Authorizinl! the Execution of Documents Relatinl! Thereto (PHM&S Buildinl! Proiect) City Administrator Moorse stated that this resolution is for the issuance of the bonds and the execution of all the related documents as requested by Presbyterian Homes. Mayor Harpstead asked if the City's bond attorney had reviewed the agreement and if the necessary corrections were contained in this document. City Administrator Moorse stated that the corrections that the City's bond attorney had made were included in the documents being presented. MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to approve Resolution 2008-042: A Resolution Approving the Issuance and Sale of a Commercial Facilities Revenue Note, Series 2008 and Authorizing the Execution of Documents Relating Thereto (PHM&S Building Project). The motion carried unanimously (5-0). B. Community Development Director Promotion City Administrator Moorse stated this was a recommendation to promote James Lehnhoff to the position of Community Development Director. He stated that James has shown the ability to be successful as a department head. Councilmember Holden asked when the City would be discussing the organizational structure and the City Administrator's plans. She also stated that she would like to have the opportunity to discuss the organizational structure before voting on promotions. City Administrator Moorse stated that the general organizational structure would be discussed in a November work session. He also stated that the organizational structure was independent of the proposed promotion. MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to approve the Promotion of James Lehnhoff to the position of Community Development Director effective August 26, 2008. The motion carried unanimously (5-0). c. City Planner Promotion ARDEN HILLS CITY COUNCIL - August 25, 2008 6 City Administrator Moorse stated this was a recommendation to promote Meagan Beekman to the position of City Planner. He stated that Meagan has demonstrated the abilities and skills necessary to make her successful in this position. MOTION: Councilmember McClung moved and Mayor Harpstead seconded a motion to approve the Promotion of Meagan Beekman to the position of City Planner effective August 26, 2008. The motion carried unanimously (5-0). D. Public Works Superintendent Promotion City Administrator Moorse stated this was a recommendation to promote Joe Mooney to the position of Public Works Superintendent. He stated that the City had started a training process two years ago with two current employees who were interested in the possibility of being promoted when the current Public Works Superintendent retired. He also stated that the Public Works Director, Greg Hoag, the Parks and Recreation Manager, Michelle Olson, the Public Works Director of Roseville, Duane Schwartz, and himself had all interviewed both candidates. Mayor Harpstead clarified that the promotion would take effect after Jim Perron, the current Public Works Superintendent, retired. Councilmember Holden asked how the field work, service, and interview were weighted in the process. City Administrator Moorse stated the information that was available from the last couple of years was reviewed and then the two candidates were interviewed. He stated that based on all the information and the interviews staff would like to recommend Mr. Mooney for the position. Councilmember Holden asked if either of the candidates had previous supervisory experIence. City Administrator Moorse stated that they had supervisory experience on an interim basis when the current Superintendent was on vacation. Councilmember Holden clarified that the candidates had not been responsible for hiring, firing or disciplinary actions. ARDEN HILLS CITY COUNCIL - August 25, 2008 7 Mayor Harpstead asked if the Public Works Director position involved hiring, firing, or disciplinary actions. City Administrator Moorse stated that the Public Works Superintendent is part of the process but not the decision matter. Councilmember Grant stated that the City has not had an opportunity to meet with City Administrator Moorse to discuss the City's organizational structure. He stated he would vote against this promotion until the City has reviewed the organizational structure with City Administrator Moorse. Councilmember Holden asked for clarification in the differences between the Public Works Director and the Public Works Superintendent positions. City Administrator Moorse stated that the duties of the Director are broader than those of the Superintendent. The Director supervises the Consultant Engineers, the Parks and Recreation Manager, and the Public Works Superintendent. The Superintendent deals more with the day to day operations of the department such as scheduling, coordinating, and assigning work. CounciJmember Holden asked if this position was more of a lead position versus a supervisory position. City Administrator Moorse stated that this pOSItIon would be a supervisory position and the person would be responsible for scheduling, planning, and coordinating work. Councilmember Holden asked if the Superintendent would be responsible for disciplinary actions. City Administrator Moorse stated that the Superintendent would have a say in discipline actions. The supervisor could make a decision at the work site and then discuss the matter with the Director or the City Administrator for further action. Councilmember Holden stated that she would not be in favor of extending the work time of seasonal employees. She asked if the promotion is approved if this would automatically include the extension for the seasonal employees. Mayor Harpstead stated that the proposed motion would be to put one person into a position that already exists on the organizational chart and that it does not include the seasonal workers. ARDEN HILLS CITY COUNCIL - August 25, 2008 8 Councilmember Grant stated that the Superintendent position was created in 2001 as a result of merging the Parks Maintenance Department and the Public Works Maintenance Department. Councilmember Holden asked why the two departments had been merged. Councilmember Grant stated that the departments had been merged in order to be more effective. and to balance the work over the different seasons in both departments. Councilmember Holmes stated that the recommendations and actions being requested needed to be discussed further by the Council. MOTION: Councilmember Holmes moved and Councilmember Grant seconded a motion to table the promotion of Joe Mooney to the position of Public Works Superintendent to the next available work session. The motion passed 4-1 (Mayor Harpstead). E. PC# 08-023 - Approvin!! Smiths Medical's request to modify the Conditional Use Permit procedure to permit them to construct a minor exterior modification throu!!h the buildin!! permit and administrative review process Planner I Meagan Beekman stated that the request was to modify the Conditional Use Permit procedure to permit Smiths Medical to construct a minor exterior modification through the building permit and administrative review process. She explained that the company is proposing to fill in approximately 500 square feet of . what is currently an open-air entry with glass. She also stated that the zoning code permits this type of modification with Council approval, and that the proposed changes on the existing structure are insignificant and would have no impacts on the Conditional Use Permit criteria. If this request is approved, all other review requirements and City and Building Code requirements would apply to the project and application. Councilmember McClung clarified that this type of request to modify is done on a case by case basis. Mayor Harpstead stated that approving this request would not change the code. Councilmember Holden asked if there were any conditions listed with the request. ARDEN HILLS CITY COUNCIL - August 25, 2008 9 Planner I Beekman stated that this was a request to modify the Conditional Use Permit procedure not an approval of the plans. The plans would still have to go through building review, and receive a building permit. MOTION: Councilmember McClung moved and Councilmember Grant seconded a motion to approve PC# 08-023 - Approving Smiths Medical's request to modify the Conditional Use Permit procedure to permit them to construct a minor exterior modification through the building permit and administrative review process. The motion carried unanimously (5-0). F. Replace Water Tanker Truck Public Works Director Gregory Hoag stated the request was for approval of the purchase of a new cab and chassis, and tank to replace the current water tanker. Councilmember Holden asked if the current water tanker was certified. Public Works Director Hoag stated that it is currently certified and that all the commercial vehicles needed to be certified every year. Staff has had to make repairs to the tanker truck in order to get certified. Councilmember Holden asked how much the repairs were in order to get certified for the current year and for last year. Public Works Director Hoag stated that he did not have the exact figures but stated that it was about $1500.00 for the current year. Councilmember Holden stated that this was approved to be purchased in 2006. Public Works Director Hoag stated that is was discussed in 2006 for a 2007 purchase originally. Counci)member Holmes asked what specifically is wrong with the truck besides being rusted and in poor condition. Public Works Director Hoag stated that the brakes need to be replaced every three years; the chassis is rusting to a point that it gets flagged during the yearly inspection and it needs an overhaul or to be replaced. He also stated that he had been given direction from the Council to look at replacing the truck. ARDEN HILLS CITY COUNCIL - August 25, 2008 10 Councilmember Grant asked why the truck was not purchased in 2007 in order to save the money that was spent on the repairs needed to get the truck certified. Public Works Director Hoag stated that the purchase of the truck was discussed in 2006 and at that time the amount of money budgeted was not enough to cover the purchase. He stated that Staff reviewed the City's needs and researched the types of trucks that could be utilized in order to determine the best fit for the City. He also stated that Staff had requested to bring this item to Council for purchase approval in 2008. Councilmember Holden stated that she would not vote in favor of purchasing a new truck. She also stated that the amount that was spent on repairs was not significant compared to the amount needed to replace the truck. MOTION: Councilmember Holden moved and Mayor Harpstead seconded a motion to approve the purchase of a new cab and chassis from Boyer Ford at a cost of $55,060.31 to include tax, trade in, and registration; and to also authorize staff to purchase the tank and accessories from Stepp Manufacturing at a cost of $67,943.48, for a total cost of $123,003.48. Mayor Harpstead stated that there could be efficiencies gained by the d-esign of a newer truck that need to be considered such as utilizing less personnel to operate, and the age and safety of the current truck. Councilmember Holden asked if utilizing fewer personnel to operate was guaranteed. Mayor Harpstead stated that there was no guarantee and that could not be determined until the truck was purchased. Councilmember Holmes stated that it would have been helpful to the Council to have more detail pertaining to the condition of the truck. Councilmember Grant stated that in 2006 the department had parked the truck in the parking lot for Council members to look at. He stated that more detail in the request would have been helpful since the viewing of the truck had been so long ago. Councilmember McClung asked if the specifications for the truck would change next year if the truck was not purchased this year. ARDEN HILLS CITY COUNCIL - August 25, 2008 11 Public Works Director Hoag stated that the specifications will stay the same but there would be increased costs because of the diesel requirements on the chassis are expected to change. The motion was called to a vote. The motion failed 1-4 (Councilmember Holden, Councilmember Grant, Councilmember McClung, and Councilmember Holmes). G. TCAAP OTP Amendment.. #8 City Administrator Moorse stated that the most recent conference call with the Army and GSA was concerning an amendment to the Offer to Purchase to extend the date by which there will be an agreement reached regarding the purchase price credits. The City and the Army have not reached an agreement at this time. The City originally proposed extending the date from September 1, 2008 to September 1,2009. The Army indicated that this date was too far out and suggested March 27, 2009. The City then responded suggesting a May 15, 2009 date which is based on the schedule that has been provided to all the parties. This schedule indicates that all the credits would be worked out except the Environmental Insurance credit by the first part of May, 2009. He also stated that there needs to be an amendment made before September 1, 2008 otherwise the City has not met the requirements of the Offer to Purchase. Councilmember Holden asked when the closing date is scheduled for. City Administrator Moorse stated that this is scheduled for late September 2009. Councilmember Holden asked if this amendment would change that date. City Administrator Moorse stated that approval of this amendment would not affect the closing date. Mayor Harpstead stated that this amendment preserves the City's right to rescind the offer. Councilmember Grant stated that the MDA needed to be completed by September. Mayor Harpstead stated that this was due just prior to closing. Councilmember Grant asked if this amendment would change this date. ARDEN HILLS CITY COUNCIL - August 25, 2008 12 Mayor Harpstead stated that it would not change. Councilmember Grant asked how the date of May 15, 2009, was established. City Administrator Moorse explained that the May 15, 2009, date was utilized because all the work on the purchase credits was scheduled for completion on May 4, 2009, except the Environmental Insurance Credit. Councilmember Holden stated that the Army and GSA had received the schedule for this process in February. City Administrator Moorse stated that May 20, 2008, is the date on the schedule, and that the Army and GSA asked the City to compress the ti,neline and put together a new schedule earlier in the year and this resulted in the new schedule that was provided in May. Counci)member McClung clarified that the Army had cancelled one meeting. Mayor Harpstead stated that this was correct. Counci)member McClung asked when the City was first notified that there was going to be a problem because the Army and GSA had received the schedule in May. City Administrator Moorse stated that the City was notified recently. Councilmember Holmes clarified that there would be no changes to the schedule. Mayor Harpstead stated that the schedule was not changing. Councilmember Holden asked if the City had a back up plan if the Army and GSA do not accept the May 15, 2009, date. She stated that the City would not be able to meet the proposed date in March, 2009. City Administrator Moorse stated that the City had a back up plan. He stated that the City would have to decide if they would accept the proposed date in March. If the City accepted this date they could demonstrate significant progress and ask for an extension at a later date. Councilmember Holden asked how much more resources the developer would have to put into the project. ARDEN HILLS CITY COUNCIL - August 25, 2008 13 City Administrator Moorse stated that he did not have a definite number but that they would have to invest significantly more. Mayor Harpstead stated that if the Army and GSA do not accept the May 15, 2009, date then the City would have to have a special meeting. Councilmember Grant stated that the City still had a lot of work to complete and the City would not be able to complete it all by the proposed March date. Councilmember Holmes stated that the City should look at getting their delegation involved in the process as well because the Council owes it to the residents to take the time and do this right. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to Approve Amendment #8 to the TCAAP property Offer to reflect the date of May 15, 2009 for reaching agreement on the Purchase Price Credit and authorizing Mayor Harpstead to sign the amendment. The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS None. 9. COUNCIL COMMENTS AND REQUESTS Councilmember Grant asked if the warming house had been moved to Hazelnut Park. Parks and Recreation Manager Michelle Olson stated that the warming house had been moved and the electrical work was being done. Councilmember Grant asked if there was any update on T -Mobile and the placement of the antennas on the water tower. City Planner James Lehnhoff stated that the building permits had been submitted and T -Mobile is moving fast forward to get things done in the next couple of weeks. Councilmember Grant requested that 30 minutes for 1&1 be added to the next work session agenda. City Administrator Moorse stated that he would add this item and that the next work session would be a full agenda. ARDEN HILLS CITY COUNCIL - August 25, 2008 14 Councilmember Holden stated that September 25, 2008, was the Taste for Northwest sponsored by the Northwest Youth and Family Services. She also stated that tickets could be purchased from her or from Northwest Youth and Family Services. CouncilmemberGrant stated that he had been contacted by a resident who had read in the Arden Hills Notes that the City does not treat water runoff as it enters the City's lakes. He asked that this be corrected because the article was relative to 1&1 and the treatment of 1&1 and runoff is different. He stated that the City does treat storm water runoff before it enters the City's lakes. Councilmember Holmes asked if there had been any follow up regarding the e- mail sent by City Administrator Moorse regarding a tobacco violation. City Administrator Moorse stated that he would bring this item to the CounciL ADJOURN MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to adjourn the meeting. The motion carried unanimously (5-0). ad djourn~egular City Council Meetin Ronald J. orse City Administrator