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HomeMy WebLinkAbout09-29-08-R ~ ~ILLS Approved: October 13,2008 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING SEPTEMBER 29, 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 7:01 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; 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 McClung moved and Mayor Harpstead 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 the County Road H and Interstate 35W interchange is moving forward with design. He stated that an important piece in the ARDEN HILLS CITY COUNCIL - September 29, 2008 2 design is how the long-term traffic congestion on I35W impacts the level of service that can be provided by the interchange.. He stated that at this time Mn/DOT has not determined what their long-term plan is for I35W congestion. He stated that Staff is working with Mn/DOT and the Federal Highway Administration to obtain direction for the interchange design. The meeting that was scheduled for October 4, 2008 with the CRH/I35W Interchange Project Management Team has been cancelled this month so that additional direction can be obtained from Mn/DOT and the Federal Highway Administration. City Administrator Moorse stated that all the transfer documents related to TCAAP are being negotiated between RRLD, the City's attorneys, and the Army. He stated that the dates that were provided in the memo were incorrect as the meeting has been postponed one day to October 8, 2008. He also stated that Mike Comodeca, the City's attorney, would be available on October 7, 2008 to address questions from Staff or Council. Once the transfer documents are in final form they will go to the MPCA for their review. Mayor Harpstead stated that these documents were still subject to the credit negotiations and even though the documents would be in final form the contents would still be negotiable to some extent. B. 911 Dispatch Center Update City Administrator Moorse stated at the monthly meeting of the Sheriff s Police Service Group on September 18, 2008, a brief report regarding the consolidated dispatch center was provided. The Sheriff continues to be pleased that additional call-taker staffing will be added and also continues to be concerned with how the process of communication between the call-takers and the dispatchers is working. He stated that the County Administrator would like to wait until the center is fully staffed and up to speed before considering substantial changes to the operation. Councilmember Holden asked if the open positions at the dispatch center would be filled in January. City Administrator Moorse stated that the positions were in the 2009 budget and the positions were expected to be filled early in 2009. Councilmember Holden asked who the County Administrator is at this time. City Administrator Moorse stated that there is an Interim County Administrator at this time and there was a meeting being scheduled with him. ARDEN HILLS CITY COUNCIL - September 29, 2008 3 Mayor Harpstead stated that he had read that there was $100,000 allocated to do a study on the call center. He asked City Administrator Moorse to find out the time line or schedule for this study when he met with the Interim County Administrator. Public Mayor Harpstead opened the public inquiries/informational at 7:08 p.m. Mayor Harpstead closed the public inquiries/information at 7:09 p.m. 3. APPROVAL OF MINUTES A. AUf!ust 18.. 2008 City Council Worksession Councilmember Holmes stated that on page 12, in the second paragraph, the date should be changed from September 16, 2008 to September 23, 2008. B. September 8.. 2008 City Council Ref!uJar Meetinf! Councilmember Grant stated that on page 14, in the last motion, the last name of Councilmember Grant should be capitalized. MOTION: Councilmember McClung moved and CounciJmember Holden seconded a motion to approve the August I 8, 2008 City Council W orksession minutes and the September 8, 2008 Regular City Council Meeting minutes as amended. The motion carried unanimously (5-0). 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to Reject Sanitary Sewer Lining Bids C. Second Amendment Extending the Filing Deadline for the Final Plat of Lake Johanna Woods MOTION: Councilmember Grant moved and Mayor Harpstead 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. ARDEN HILLS CITY COUNCIL - September 29, 2008 4 6. PUBLIC HEARINGS None. 7. NEW BUSINESS A. Motion to Authorize Staff to Contract with WSB & Associates.. Inc. to Complete the Valentine Lake Subwatershed Draina2e Study in an Amount Not too Exceed $14..660 Civil Engineer Kristine Giga stated the City Council indicated a desire to study drainage issues with Valentine Park. In order to appropriately plan for the park's future, an analysis needs to be completed on the surrounding area to better understand the existing drainage patterns and develop alternatives for improvements. City Staff reviewed proposals submitted by the firms in its surface water resources engineering pool, and is recommending WSB & Associates, Inc. for this work. The proposal costs are within the $20,000 budgeted amount for this study and Staff also recommends including the optional costs of attendance at City meetings ~nd determining at a later time whether or not to utilize this service. Councilmember Holden asked if the study was for the park as it is currently or if it also looks at possible future improvements. Civil Engineer Giga stated that the study includes a model of the eXIstIng conditions and this would assist the City in determining where the problems are. She also stated that part of the study also developed alternatives to determine what can be done to alleviate the flooding in the park. Councilmember Holmes stated that the bids that were received were from the City's engineering pool. She requested that once the study is completed and scope of work is determined the City could request bids from Rehbein. Mayor Harpstead asked what the timing or expected delivery time was for the study to be completed. Civil Engineer Giga stated that the study and alternative proposals were expected to be completed by December so that Staff could include a project for 2009 if it is applicable. ARDEN HILLS CITY COUNCIL - September 29, 2008 5 Mayor Harpstead stated that in the proposal it was also mentioned that there was conceptual information on neighborhood park and trail improvement plans which would aid the City in design alternatives for future plans MOTION: Councilmember McClung moved and Councilmember Grant seconded a motion to Authorize Staff to Contract with WSB & Associates, Inc. to Complete the Valentine Lake Subwatershed Drainage Study in an Amount Not to Exceed $14,660. B. Motion to Authorize Staff to Amend Contract with Bolton & Menk.. Inc... for Technical Support on Transportation Proiects to a Revised Total Amount Not to Exceed $45..000 Civil Engineer Giga stated at the March 3 I, 2008 regular City Council meeting, the City authorized Staff to contract with Bolton & Menk, Inc. to provide technical support for various transportation projects in the City. The original contract was in an amount not to exceed $30,000. To date, Bolton & Menk have invoice $15,304 of this amount for services rendered. Staff has asked Bolton & Menk to review their scope with the anticipated progress in preliminary design in the three major projects that the City is working on. Staff recommends that the City continue to utilize the expertise of Bolton & Menk as each project moves forward. Staff also recommends that Chris Chromy participates in the project management team meetings for each project. Bolton & Menk will be reimbursed for actual hours spent and the time on each project will be tracked separately= Mayor Harpstead clarified that the request was for an increase in the contract amount from $30,000 to $45,000 rather than an additional contract for $45,000. Civil Engineer Giga stated that this request was for an amendment to the contract to increase the amount from $30,000 to $45,000. Mayor Harpstead stated that the cost was being reimbursed through the development agreement that the City has with the developer for TCAAP. He also stated that it was noted that the funds may also come from the general fund. He requested clarification on this. Civil Engineer Giga stated that any costs that affected the TCAAP development would be reimbursed through the development agreement with the developer and the general fund would be used for any costs that are not associated with TCAAP. ARDEN HILLS CITY COUNCIL - September 29, 2008 6 City Administrator Moorse stated that costs associated with the Highway 10 and County Road 96 intersection may not be eligible for reimbursement by the developer. CouncilmemberHolden asked for additional clarification regarding the use of the general fund for these costs. City Administrator Moorse stated that the City will take the position that costs associated with the 10/96 intersection are eligible for reimbursement, but the Staff did not want to say that all costs would automatically be covered by TCAAP. Councilmember Holden requested City Administrator Moorse to let the Council know if the TCAAP development agreement was not covering some of the costs. City Administrator Moorse stated that if the invoices were not being reimbursed then he would let the Council know. Mayor Harpstead clarified that the City would be in control of where Bolton & Menk were spending their time and the issues that were being addressed by them. Civil Engineer Giga stated that this was correct. Councilmember Holden expressed concerns about the general fund being listed as a funding source for these costs. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve a Motion to Authorize Staff to Amend the Contract with Bolton & Menk, Inc., for Technical Support on Transportation Projects to a Revised Total Amount Not to Exceed $45,000. The motion carried unanimously (5-0). C. Motion to Authorize Staff to Contract with Infratech to Complete Smoke Testing in an Amount Not to Exceed $28,000 Public Works Director Gregory Hoag stated as part of the City's efforts to reduce Inflow and Infiltration (I&I), staff received quotes for a contractor to complete smoke testing within Met Council Meter 51 area. The expenses for the smoke testing can be credited towards the City's 1&1 surcharge. Staff has been in contact with Infratech. Infratech can begin smoke testing on Monday, October 6, 2008. To provide sufficient time for property owners to be made aware of the work, call with questions, and prepare for the potential disruption, Staff will send out notices early in the week of September 29, 2008. The proposal was submitted as an hourly cost ARDEN HILLS CITY COUNCIL - September 29, 2008 7 and it is estimated that the smoke testing will take approximately 120 hours to complete at a rate of$210/hour. A ten percent contingency has been added to cover any additional costs that may be incurred. Councilmember Grant asked if the quote was for $28,000 would the ten percent contingency amount be added to this. Civil Engineer Giga stated that the $28,000 being requested includes the ten percent contingency amount and the actual quote from 1nfratech was lower than $28,000. Councilmember Grant asked what the total amount spent on 1&1 for the year was. Public Works Director Hoag stated that he did not have the actual figures but the smoke testing and the manhole rehabilitation project that will be coming to the Council in two weeks should put the City right at its target amount of$100,100. Councilmember Grant asked if the total was less if the City would be including additional manholes in its manhole rehabilitation project to make up the difference. Public Works Director Hoag stated that if there were funds available then additional manholes would be included in the manhole rehabilitation project but any excess funds could also be carried over into the next year. Councilmember Grant asked if there were any carry over funds from 2007 and if so what the amount was. Civil Engineer Giga stated that she did not have the exact figure but it was around $5,000. She stated that she would get that figure for the Council. Councilmember Holden stated that Bonestroo had explained that spring time was the optimal time for smoke testing. She asked how much less optimal fall was compared to the spring. Public Works Director Hoag stated that most of the area being tested was commercial so there should be no problems with getting the information that they are looking for doing the smoke testing in the fall. Councilmember Holden clarified that Infratech would be available to start the testing on Monday, October 6, 2008. Public Works Director Hoag stated that this was correct. ARDEN HILLS CITY COUNCIL - September 29, 2008 8 Councilmember Holden requested that the information that goes to the residents include a better description of the area being smoke tested so that residents from other areas would be aware what was going on. Public Works Director Hoag stated that the information was being sent to those residents that were being affected in the area. Mayor Harpstead stated that the City of Shoreview should be notified of the smoke testing dates as well. Public Works Director Hoag stated that Staff would be in contact with the Sheriff s Department, the Fire Department, and the City of Shoreview prior to the smoke testing starting. Councilmember Holden asked for clarification regarding residents running their faucets prior to the testing. Public Works Director Hoag stated that the faucets can be run at any time. The City is requesting that all faucets be run in an effort to make sure there are no dry traps, especially in drains that are not used frequently. Mayor Harpstead requested Public Works Director Hoag review the tips to prevent smoke from entering your home and what to do if you notice smoke in your home. Public Works Director Hoag stated that the tips to prevent smoke from entering your home should be completed prior to the start of the test. The tips include, run water for a few seconds in unused sinks, tubs and drains to fill fixture traps, pour at least one gallon of water into each basement floor drain, and if the home owner has defective plumbing they should consult with a licensed plumber. If you notice smoke in your home do not become alarmed, open doors and windows to ventilate the premises to clear the smoke, and to notify your work crews by calling the City. He also stated that simulated smoke will not stain walls or furniture or leave a residue and to consult a licensed plumber in the near future to identify the smoke access areas. Councilmember Holden asked if the information going to the residents could also include the time frame for the testing. Public Works Director Hoag stated that the testing will take about two to two and a half weeks and this could be included in the information. ARDEN HILLS CITY COUNCIL - September 29, 2008 9 Councilmember Holmes asked if people are going to be knocking on doors the day of the testing in order to let residents know when their area will be tested. Public Works Director Hoag stated that the intention of Staff is to knock on doors, and put up door hangers 24-48 hours in advance of the test date in order to alert residents. Councilmember Holden asked if the door-to-door service was part of the contract pricing received from Infratech. Public Works Director Hoag stated that this would be something that the City is doing for its residents outside of Infratech. Councilmember McClung requested that Public Works Director Hoag also include a notice in the newspapers such as the Pioneer Press, Star Tribune, The Bulletin and The Focus. Public Works Director Hoag stated that he would contact the newspapers. Councilmember Grant stated that the flyer for the residents should provide a better location description or map and to somehow instruct the residents that there is information on both sides of the flyer. He also asked if the smoke testing would be done Monday thru Friday and if this could also be included in the flyer. Public Works Director Hoag stated that the residential areas would be done Monday thru Friday but the commercial areas may be completed on the weekends because of the different accesses the City will need to complete the testing. Councilmember Grant asked if residents would be aware if their home had smoke in it and they should consult a licensed plumber. Public Works Director Hoag stated that the smoke would be seen exteriorly because it will either rise through the plumbing stacks on the roof or it won't. Mayor Harpstead stated that Staff does not expect too much I&I from inside the homes of residents but if they did it would be nice for the resident to know so that they could contact a licensed plumber and get the problem fixed. Public Works Director Hoag stated that if Staff does not see smoke rising from the plumbing stacks then it would be safe to assume that there is a problem and Staff would follow up with the resident. ARDEN HILLS CITY COUNCIL - September 29, 2008 10 Mayor Harpstead requested that Community Development Director James Lehnhoffput the information on the City's website as well. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a motion to Authorize Staff to Contract with Infratech to Complete Smoke Testing in an Amount Not to Exceed $28,000. The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS Nonee 9. COUNCIL COMMENTS AND REQUESTS Councilmember Holmes stated that at 6:00 p.m. on September 30, 2008, at Valentine Hills School there would be discussions on the Safe Routes to School Trail Project for the Valentine School area. Councilmember Holmes stated that there was currently an opening on the PTRC Committee. Mayor Harpstead stated that women are encouraged to apply for this position in an effort to maintain balance on the committee.. It is not a requirement but rather an effort to maintain balance and diversity on the committee. Councilmember Holmes stated that the group retreat to discuss goal setting for committees should be schedule as soon as possible since Council Member's calendars were filling up. Mayor Harpstead stated that at this time the Council would be looking at a day in December. Councilmember Grant stated that at the September 8, 2008 Regular Council Meeting there had been a proposal sent in by a resident for a Highway 1 0 crossing. He asked if City Administrator Moorse had distributed the information and if this item had been added to a work session. Mayor Harpstead stated that all the Council Members had a copy of the proposal and that it will be added to an available work session. ARDEN HILLS CITY COUNCIL - September 29, 2008 11 Parks and Recreation Manager Michelle Olson stated that the meeting at Valentine Hills was at 6:30 p.m. not 6:00 p.m. ADJOURN MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to adjourn. The motion carried unanimously (5-0). Mayor Harpstead adjourned the Regular City Council Meeting at 7:44 p.m.