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HomeMy WebLinkAbout09-8-08-R ~ ~HILLS Approved: September 29, 2008 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 8, 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 :04 p.m. Present: Mayor Stan Harpstead; Council Members David Grant, Brenda Holden, and Dave McClung and Fran Holmes. Absent: None. Also present: City Administrator Ronald Moorse; Assistant City Administrator Noah Simon; Public Works Director Gregory Hoag; Finance Director Susan Iverson; Civil Engineer Kristine Giga; Parks and Recreation Manager Michelle Olson; Community Development Director James Lehnhoff; and Recording Secretary, Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the agenda as presented. The motion carried unanimously (5-0) 2. PUBLIC INQUIRIES/INFORMATIONAL A. TCAAP Update City Administrator Ronald Moorse stated that the County Road H/I35W Interchange is in the process of preliminary design. He stated that in doing the ARDEN HILLS CITY COUNCIL - September 8, 2008 2 design the City is trying to make sure that the interchange matches what the long term plans are for future expansion of 35W. He stated that the difficult part was that Mn/DOT does not have a plan for this expansion of 35W at this time. The Project Management Team had decided to make the bridge across 35W as wide as possible in an effort to accommodate the future plans for 35W as best as possible. He stated that potential funding sources for this interchange were also discussed. Councilmember Holden asked who was on the County Road H/I35W Interchange Project Management Team. City Administrator Moorse stated that members include representatives from the City, representatives from the County including Ken Haider and Jim Tolaas, representatives Mn/DOT including Chris Roy and Mark Goess and representatives from Ryan Companies including Gen McJilton and Mark Benson. He stated that representatives from the Cities of Shoreview and Mounds View and representatives from Met Council were also part of the Project Management Team. Civil Engineer Kristine Giga stated that there was also a representative from the Federal Highway Administration and from Metro Transit. City Administrator Moorse stated that Amendment #8 to the Offer to Purchase has been signed by the Army and the new completion date for the negotiation of purchase price credits is May 15,2009. Councilmember Holden asked for clarification on the bridge span being as long as feasible. She also asked what the difference would be between length and width. City Administrator Moorse stated that both references referred to the length across Interstate 35W. Mayor Harpstead stated that the word span was used because of the pillar in the middle of the freeway and this structure would not be moved and the road is then limited to how long the bridge can be without having a supportive beam or pillar. Councilmember Grant stated that this would afford the maximum number of lanes without moving the center pillar. Councilmember Holden asked how making this interchange as wide as possible would affect the City. She stated that if the interchange was made as wide as possible then there would be added costs for the City unless Mn/DOT also provided funding. ARDEN HILLS CITY COUNCIL - September 8, 2008 3 City Administrator Moorse stated that this would be part of the discussions for obtaining state funding. Councilmember Holden asked if the project would impact the TCAAP property and if so how much. City Administrator Moorse stated that there would be some land lost on the TCAAP property to the project but this interchange was planned to be large from the start. Mayor Harpstead stated that this should not be an issue because County Road H, the interchange and the I35W easement already exist. Councilmember Grant stated that the construction would not go any further than the easements. B. 911 Dispatch Center Update City Administrator Moorse stated that a question had been raised regarding whether, when a 911 call is made and all call-takers are on existing calls, if the call is answered with an electronic message. Scott Williams, Ramsey County's Director of Emergency Communications, indicated that no 911 calls are answered with an electronic message. Mr. Williams also indicated that if a 911 caller received a recording, it was probably from Quest or the caller's phone company. He stated that if the time and date were provided the County would be able to trace back through its call records to see what happened to the call. Councilmember Holmes stated that she would forward the time and date information to City Administrator Moorse. City Administrator Moorse stated Mr. Williams had indicated that the call-taker staffing was increased during the RNC and the dispatch center worked well. Public Mayor Harpstead opened the public inquiries/informational at 7:13 p.m. Mr. Charles Mertensotto, 3473 Lake Johanna Blvd., complimented the Council on the work that they have done regarding the TCAAP property and affordable housing. He also stated that he would like to encourage the Council to learn more about where renters and the new residents for the property would be coming from ARDEN HILLS CITY COUNCIL - September 8, 2008 4 and get more involvement from neighboring cities to find out what they have experienced. He thanked the Council for keeping affordable housing as a subject. Mayor Harpstead closed the public inquiries/information at 7: 15 p.m. 3. APPROVAL OF MINUTES A. AU2:ust 25.. 2008 City Council Re2:ular Meetin2: MOTION: Councilmember McClung moved and Councilmember Holden seconded a motion to approve the August 25, 2008 City Council Regular Meeting minutes as presented. The motion carried unanimously (5-0). 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to approve Final Payment (#5) to Margolis Company in the amount of $10,873.97 for the CSAH 96 Landscape and Irrigation Improvement Project C. Resolution 2008-043: Appointing Caryl Barnes to the Communications Committee for a Three Year Term D. Resolution 2008-046: Designating Depositories and Corporate Authorizations E. Resolution 2008-047: Transfer of Funds Instructions MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the Consent Calendar as presented and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 5. PULLED CONSENT ITEMS None. 6. PUBLIC HEARINGS None. 7. NEW BUSINESS ARDEN HILLS CITY COUNCIL - September 8, 2008 5 A. Adopt Resolution 2008-044.. Settin2: the Preliminary Levv Taxes Payable in 2009. Adopt Resolution 2008-045.. Adoptin2: Truth-In-Taxation Public Hearin2: dates for Proposed Taxes Payable in 2009. Finance Director Susan Iverson stated that by September 15, 2008, the City is required to adopt and certify to Ramsey County a preliminary levy and Truth-In- Taxation hearing dates. She also stated that based on Council direction at the August 18, 2008 Work Session, Staff had prepared a preliminary levy of $3,003,434. The proposed 2009 budget reflects the 3.9% state mandated levy limit plus allowable special levies. The impact on the average medium home valued at $280,950 is an increase of $4.89 or 0.9%. She stated that this also includes $110,000 in contingency funds to allow the City Council an opportunity to take a closer look at the budget and capital plan. The final levy cannot be increased however, it can be decreased. Mayor Harpstead clarified that the increase of $4.89 to the homeowner was a yearly amount. Finance Director Iverson stated that this was correct. Councilmember Grant stated that the local increase was an increase of 7.2%. Finance Director Iverson clarified that the overall increase in the proposed levy is a 7.4% increase over the 2008 levy; however, the City's portion of the levy is $2,747,913 after Fiscal Disparities which equates to a 7.2% increase over the 2008 City portion of the levy of$2,563,635. Councilmember Grant stated that the difference or increase was about $184,000. He also clarified that there was a contingency of $110,000 built into the budget. Finance Director Iverson clarified that of the $184,000 increase, $110,000 of this was contingency. Councilmember Grant stated that he had concerns about the contingency amount and asked what types of things would be included in the contingency. Finance Director Iverson stated that the Council still needed to go through the capital improvement planning (Pavement Management Plan, parks infrastructure, and capital equipment). She also stated that if the Council wanted to set up any ARDEN HILLS CITY COUNCIL - September 8, 2008 6 reserve funds for park improvements or equipment reserves these funds could be used for this. Councilmember Holmes asked if Staff had reviewed the budget In order to determine where they would need to spend money. Finance Director Iverson stated that the department heads had reviewed the numbers for their departments. She also stated that the contingency money was included because Council had not looked at the capital piece of the budget yet. Councilmember Grant stated that department heads had already looked at what they are proposing for 2009 and these items are in the budget and there is $110,000 added for contingency, which represents about 55% of the increase. Finance Director Iverson stated that this would be correct. Councilmember Holmes clarified that the department heads were just doing their operating budgets. Finance Director Iverson stated that the department heads did their operating budgets and any staffing changes that had been brought to the Council. Councilmember Holmes clarified that the department heads did not do anything for capital equipment or improvement. She stated that there have been residents that have expressed concerns about Valentine Hills Park, licensing fees and fines. She stated that these would be potential items for the Council to look into and utilize the contingency funds for improvements or additional services for the residents. Finance Director Iverson stated that the one piece of capital that is included at this time is the Capital Improvement Plan that the Council approved in January 2008. Mayor Harpstead stated that at the work session the direction was that the preliminary levy is the maximum levy that the City would be able to put in place. He also stated that Council had directed Staff to prepare a number that was at the maximum so that Council would have additional funding if necessary when they looked at the additional items. Finance Director Iverson stated that this was correct. ARDEN HILLS CITY COUNCIL - September 8, 2008 7 Councilmember Grant stated that he was not against the contingency factor but asked at what point it becomes unreasonable for a proposed increase. He stated that a 55% increase was too high. Councilmember Holden stated that she also does not approve of the contingency being so large. She stated there were several programs and items that were coming up that the Council would need to determine what they were going to do. She asked if the City would be able to recover some costs with certain programs such as rental licensing. Finance Director Iverson stated that this was correct. In the case of rental licensing the fees could be set to cover the costs incurred by the City in administering the program. Councilmember Holden asked where the City was regarding Valentine Hills Park. Civil Engineer Giga stated that the request for quotes on a drainage study are being reviewed and that this item would be brought to the Council at the next meeting. Councilmember Holden stated that the City needed to also consider spending money on programs or services that the residents do not want to volunteer for such as Celebrate Arden Hills. The Council meeting was adjourned at 7:28 p.m. due to a fire alarm. The Council meeting was reconvened at 7:35 p.m. Finance Director Iverson stated that the City had lost its funding for parks because these funds previously came from charitable gambling donations and these can now only be used for public safety. She stated that the City did not have a reserve set up for capital equipment replacement and this was an area that the City had looked at previously. MOTION: Councilmember McClung moved and Mayor Harpstead seconded a motion to Adopt Resolution 2008-044; A Resolution Setting Preliminary Levy Taxes Payable in 2009 in the amount of $3,003,434. Councilmember McClung stated that he would support this motion but did have concerns about the overall numbers. He stated that staff wanted flexibility then they would need to certify a number to work with. He also stated that he would be willing to go lower and it was important to keep the options open. He stated that he would only support the amount of contingency that was justified by Staff. ARDEN HILLS CITY COUNCIL - September 8, 2008 8 Councilmember Grant stated that setting the preliminary levy was something that the City does after they have reviewed the budget and going with the maximum amount shows that the City has not done their job and is unclear of what they are doing. Councilmember McClung stated that he would support taking steps to start the budget process earlier in the future. Councilmember Holden stated that because the current Staff is doing their job and doing it well, this year is the earliest that the budget has ever been discussed. She stated that the Council had reviewed the Capital Improvement list but had not had the opportunity to review it in greater detail. Mayor Harpstead stated that there are things that the citizens are asking the City to provide so he would be in favor of approving the preliminary levy. Councilmember Grant stated that the Finance Department has done an excellent job this year and has won two prestigious awards for their work. He stated that he would like to see a contingency amount that is closer to the actual needs of the City rather than asking for the maximum amount automatically. Motion was called to a vote. The motion passed (3-2 - Councilmember Holden and Councilmember Grant). MOTION: Mayor Harpstead moved and Councilmember McClung seconded a motion to Adopt Resolution 2008-045; A Resolution Adopting Truth- In- Taxation Public Hearing dates for the Proposed Taxes Payable in 2009 as: Monday, December 1, 2008 at 6:30 p.m. in the Council Chambers for the Initial Hearing date and Monday, December 8, 2008 at 6:30 p.m. in the Council Chambers for the Continuation Hearing date (if needed) and Monday, December 8, 2008 in the Council Chambers for the Adoption Hearing. The motion carried unanimously (5-0). B. Motion to Authorize Staff to Contract with Bolton & Menk. Inc.. to Provide En2:ineerin2: Services for the 2009 Pavement Mana2:ement Pro2:ram - Glenarden Nei2:hborhood in an Amount Not to Exceed $147..238. ARDEN HILLS CITY COUNCIL - September 8, 2008 9 Motion to Approve Resolution 2008-030: A Resolution Orderin2: Preparation of Feasibilitv Reports for the 2009 Pavement Mana2:ement Pro2:ram. Civil Engineer Giga stated the City Council authorized the City of Roseville's Engineering Department to begin the feasibility study for the Glenarden Neighborhood on March 12, 2007. Roseville staff completed the field survey and began preliminary design. This project was initially intended for 2008; on that time schedule, Roseville had the capacity to complete final design and construction services. During budget discussions last fall, the City Council directed Staff to delay this project to 2009. Roseville does not have the capacity to complete final design and provide construction services for the 2009 construction season. Therefore, a scope of work was prepared for completing the feasibility report, final design, and construction services. City Staff reviewed proposals submitted by the firms in its municipal engineering pool, and is recommending Bolton & Menk, Inc. for this work. Councilmember Holden asked how many homes were in the neighborhood that would be impacted. Civil Engineer Giga stated that there were approximately ninety properties. Councilmember Grant asked why the section of Hamline Avenue north of County Road E was not included in this project. Civil Engineer Giga stated that this section of road was included in another project that will come before the Council at a later date. Councilmember Grant asked why it was included in a different project. Civil Engineer Giga stated that she would look into this and let the Council know. She stated that the assembling of projects to make them more affordable may have been the reason. Councilmember Grant stated that he would like to see the plan regarding how the City is going to afford the section of road given the nature there are only a few homes along this road. He asked that Civil Engineer Giga compare this project with the Snelling Avenue project to determine which would be a better project to combine this stretch of road with. Civil Engineer Giga stated that she would look into this. ARDEN HILLS CITY COUNCIL - September 8, 2008 10 MOTION: Mayor Harpstead moved and Councilmember McClung seconded a motion to approve a Motion to Authorize Staff to Contract with Bolton & Menk, Inc., to Provide Engineering Services for the 2009 Pavement Management Program - Glenarden Neighborhood in an Amount Not to Exceed $147,238 and to Approve Resolution 2008-030: A Resolution Ordering Preparation of Feasibility for the 2009 Pavement Management Program. Councilmember Grant asked for clarification regarding the amounts being requested. Civil Engineer Giga stated that the quote from Bolton & Menk, Inc. included the feasibility study, final design and construction services. She stated that the costs involved with the fmal design and construction services would happen in the 2009 budget period. Councilmember Grant stated that the budgeted amount is $35,000 and the final amount is $147,238. He asked Finance Director Iverson where the difference would be coming from. Finance Director Iverson stated that this amount would come from the City's PIR Fund and is already in a capital fund. Mayor Harpstead stated that the $35,000 was a 2008 budgeted amount and there is a 2009 budgeted amount. Finance Director Iverson stated that this would be correct. She clarified that this amount is not part of the operating budget but rather part of the capital budget. Civil Engineer Giga stated that the total amount for the project including construction is about $2,000,000 including the engineering fees. Councilmember Holden asked if the $2,000,000 project amount included sewer and water. Civil Engineer Giga stated that the sanitary sewer and water estimate is included. The motion was called to a vote. The motion carried unanimously (5-0). C. Motion to Authorize Staff to Contract with Bolton & Menk, Inc. to Prepare a Feasibility Report for the Future Snelling/Old Highway ARDEN HILLS CITY COUNCIL - September 8, 2008 11 10 Trail with Improvements to CP Rail Bridge for Pedestrian Crossing in an Amount Not to Exceed $6,200. Civil Engineer Giga stated the City indicated a desire to study the CP Rail Bridge located on Old Highway 10 north of County Road E for potential improvements that would provide a pedestrian crossing under the bridge. In order to do this, a more global review needs to occur to determine the side of the street on which the trail should be located. A scope of work was prepared for the preparation of a feasibility report to evaluate the location of a future trail and alternatives for improvements to the bridge to accommodate pedestrians. City Staff reviewed proposals submitted by the firms in its municipal engineering pool, and is recommending Bolton & Menk, Inc. for this work. Councilmember Holden asked what the width of the trail would be. Civil Engineer Giga stated that the width of the trail would be part of the discussions and study. Councilmember Holden asked if the costs would be provided in segments. Civil Engineer Giga stated that the costs would be broken down. Mayor Harpstead asked what the deliverables would be broken down into. Civil Engineer Giga clarified the deliverables and how they were broken down in the project. Councilmember Grant stated that he would like Staff to approach CP Rail and let them know what the City is planning to do regarding the bridge because they may consider putting money towards a new bridge in that area. Civil Engineer Giga stated that Staff will be in contact with CP Rail. Councilmember Grant asked Civil Engineer Giga to also ask CP Rail about their schedule for replacing the New Brighton Road wooden bridge. Civil Engineer Giga stated that she would inquire about this project. Councilmember Holden stated that the City had contacted CP Rail in the past regarding a pedestrian bridge and they did not want to do any work in that area of the rails. ARDEN HILLS CITY COUNCIL - September 8, 2008 12 Councilmember Grant stated that the question had been asked a while ago but things may have changed since then. Civil Engineer Giga stated that she had the old files regarding this project and would review them. Councilmember Holmes asked if the intent was to do the ramp or bridge before the trail. Civil Engineer Giga clarified that it was the intent of the proposal to do the bridge first but the final decisions would be made by the Council. Councilmember Holden asked if the drainage study of Valentine Park would conflict with this study. Civil Engineer Giga stated that the two studies would be done together and Staff would be working with both consultants. MOTION: Councilmember Grant moved and Councilmember McClung seconded a Motion to Authorize Staff to Contract with Bolton & Menk, Inc. to Prepare a Feasibility Report for the Future Snelling/Old Highway 1 0 Trail with Improvements to CP Rail Bridge for Pedestrian Crossing in an Amount Not to Exceed $6,200. The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS None. 9. COUNCIL COMMENTS AND REQUESTS Councilmember Grant stated that the sidewalk was complete between Land O'Lakes and Lexington Avenue on County Road F. Councilmember Grant stated that school was back in session and the number of cars at the Holiday Inn temporary housing facility was not as high as he had initially expected. Councilmember Grant stated that he had received a copy of a proposed design for a vehicle crossing over Old Snelling or Old State Trunk Highway 10 connecting to the Briarknoll neighborhood. He requested that this design be reviewed in a work session by the Council. ARDEN HILLS CITY COUNCIL - September 8, 2008 13 Councilmember Holden stated that the Council should take a look at it and discuss the proposal. Councilmember Holmes stated that she had not received a copy of the proposal. City Administrator Moorse stated that he would distribute a copy of the proposal to the Council members. Mayor Harpstead stated that the item should be brought to a work session. Councilmember Grant stated that either the agenda or the minutes that were approved earlier were labeled wrong. He asked for clarification regarding what minutes had been approved. Assistant City Administrator Noah Simon clarified that the minutes that were approved were for the August 2, 2008 Regular City Council Meeting and the correction would noted. Councilmember Holden asked if the National Guard had done their preliminary design or if the City has been in contact with them. Community Development Director James Lehnhoff stated that Staff had been in contact with the National Guard and the projects that were listed in the paper were not the particular project that the City is waiting for. Councilmember Holden stated that in looking at the trail system that was approved this would be a great opportunity for local companies and business such as Bethel University to get involved and possibly donate money for the improvements. She stated that the City should have a policy in place that guided Staff in requesting funding from local businesses for various projects. She requested that this item be added to a future work session. Mayor Harpstead stated that businesses usually require specific project details with specific amounts and that these projects would need to be sold to the area businesses. Mayor Harpstead stated that this item could be discussed in greater detail at a work session. Councilmember McClung thanked the Fire Department for their hard work. ARDEN HILLS CITY COUNCIL - September 8, 2008 14 Councilmember McClung stated that a new volunteer has been added to the newsletter with another potential volunteer to be added soon. He also stated that September 19, 2008 was the deadline for the next submission. Councilmember Holden thanked all the Staff members who have assisted the volunteers and citizens in writing letters for the newsletter. ADJOURN MOTION: Councilmember McClung moved and Councilmember Grant seconded a motion to adjourn. The motion carried unanimously (5-0). e~lar City Council Meetin t 8: 17 p.m. Ronald J. oorse City Administrator