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HomeMy WebLinkAbout10-27-08-R ~ ~HILLS Approved: November 10, 2008 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING OCTOBER 27,2008 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDERlROLL 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, and Dave McClung and Fran Holmes. Absent: None. Also present: City Administrator Ronald Moorse; Public Works Director Gregory Hoag; City Planner Meagan Beekman; Finance Director Susan Iverson; 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 Grant 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 the next conference call with the Army and GSA is scheduled for 10:00 a.m. on Monday, November 24, 2008. He also stated that a City and County coordination meeting regarding the Local Access ARDEN HILLS CITY COUNCIL - October 27, 2008 2 Interchange and the Trunk Highway 10/County Road 96 intersection projects was held on October 23, 2008. The meeting included Ramsey County and their TH 10/CR 96 project consultant, RRLD, and their Local Access Interchange consultant, the City and the City's engineering consultants. The meeting was an opportunity to discuss the coordination of the two projects and to begin to identify potential efficiencies and cost savings related to the two projects being so closely interrelated. B. 911 Dispatch Center Update City Administrator Moorse stated at the monthly Sheriff s police service group meeting on October 23, 2008, a brief report regarding he consolidated dispatch center was provided. The RNC was a good test of the dispatch center's ability to operate under emergency conditions. In terms of the day-to-day operations, there continue to be training issues related to new employees. To address training issues, the back-up dispatch center is regularly being used for training new employees. The Sheriff is looking forward to the results of the independent study regarding the staffing of the dispatch center. Public Mayor Harpstead opened the public inquiries/informational at 7 :05 p.m. Mayor Harpstead closed the public inquiries/information at 7:06 p.m. 3. APPROVAL OF MINUTES A. September 17... 2008 City Council W orksession B. September 22.. 2008 City Council Worksession c. October 13.. 2008 City Council Worksession MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to approve the September 17, 2008 City Council W orksession minutes, the September 22, 2008 City Council Worksession minutes, and the October 13, 2008 City Council Worksession minutes as presented. The motion carried unanimously ( 5 -0). 4.. CONSENT CALENDAR A. Claims and Payroll ARDEN HILLS CITY COUNCIL - October 27,2008 3 B~ Approve Resolution 08-049 Accepting a Joint Powers Agreement Between the City of Arden Hills and the Ramsey County GIS Users Group C~ Approve Resolution 08-050 Authorizing the Application for Recycling SCORE Grant Funds in the Amount of$19,866.00 De Approve Planning Case 08-025 for a PUD Amendment and Site Plan Review for Boston Scientific at 41 00 Hamline Avenue Based on the Findings of Fact and the Submitted Plans as Amended by the Four Conditions in the October 27, 2008, Memo to the City Council E. Approve the Appointment of Sherri Eisenbraun to the Position of Office Support Specialist effective October 28, 2008, at the Level Four Step 2 Rate of $17.81 per Hour MOTION: Mayor Harpstead 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 A. Motion to Accept the "Guidin1! Plan for the B2 District" Community Development Director James Lehnhoff stated the City reviewed the draft of the B2 District guiding plan on October 13,2008. Based on the comments and suggestions from the Council, the draft Plan was updated. He summarized the notable changes to the Plan and stated that the full list is in the memo to the Council dated October 27, 2008 and on the City's website. He also stated that the preliminary cost estimate is not included in the draft Plan and approval of the Plan does not include approval of the preliminary cost estimate. He also presented the remaining schedule and the next steps that need to be taken for the Councils review. Councilmember Holden stated that on page 1-1 under Introduction and Summary, the last paragraph does not state clearly that Lake Johanna Boulevard is a supplementary name not a name change for County Road Ee ARDEN HILLS CITY COUNCIL - October 27, 2008 4 Community Development Director Lehnhoff stated that he would change it to emphasize Lake Johanna Boulevard as a supplementary street name. Mayor Harpstead suggested deleting "to Lake Johanna Boulevard" and changing the word "from" in front of County Road E to "of'. Councilmember Holden stated that there was a similar problem on page 1-1 under Notable Finding and Recommendations in the bullet that starts Place. There was not a clear distinction that Lake Johanna Boulevard was a supplementary name. Community Development Director Lehnhoff stated that Lake Johanna Boulevard would be deleted. Councilmember Holden stated that on page 4-4 under the Former Holiday Inn Site, Interim Use, it states: Consider retaining and re-using the previous hotel/motel use if it is a viable alternative that advances this plan. She asked if this was referencing the building itself or the occupation of the business. Community Development Director Lehnhoff stated that it was in reference to the property itself. There could be a hotel/motel on the site either in the existing building or a new building. If a hotel/motel was to move into the site they would need to go through the conditional use permit process. The City could consider this but it would not necessarily get approved. He stated that this was left as an option. Mayor Harpstead asked if it was an option under conditional use in the current B2 zonIng. Community Development Director Lehnhoff stated that this was correct. Councilmember McClung clarified that this would not be an extension of what the current use is but rather if the Davidson Companies, who currently own the site, decided to reuse the site as a hotel of some sort or demolition the building and build a new hotel on the site, they would need to go through a new conditional use permit process. Community Development Director Lehnhoff stated that this was correct. He stated that a hotel/motel could function in the district and that it could be something that is considered by the City in the future. Councilmember Holden stated that page 4-7 the second to the last bullet point states: Relocating the electrical boxes near the street where feasible. She stated that ARDEN HILLS CITY COUNCIL - October 27,2008 5 this was not the direction that the Council had asked for but rather moving the electrical boxes out of the line of vision where feasible. Mayor Harpstead suggested changing the word "near" to "away from". Councilmember Holden asked to have the words less visible location added as welle Mayor Harpstead stated that it could be changed to read: Relocating the electrical boxes out of the line of sight where feasible. Councilmember Holden asked if screens could be placed around those electrical boxes that could not be moved in order to make them less visible. Community Development Director Lehnhoff stated that Staff could look into this option and let the Council know. Councilmember Holden asked that this also be added to the statement regarding the relocation of the electrical boxes. Community Development Director Lehnhoff stated that it could be added to read: Relocating the electrical boxes to a less visible area or screening provided where feasible. Councilmember Holden stated that Figure lOon page 4-7 shows that the bike path would be three and a half feet wide. She asked if this was an acceptable width for a bike path. Community Development Director Lehnhoff stated that three and a half feet was less than an ideal width but the City was trying to stay within the current curb cuts in order to keep the costs lower. Councilmember Holden asked if the eleven foot wide lanes were an acceptable width as well. Community Development Director Lehnhoff stated that the County did not have a problem with the eleven foot wide lanes. Councilmember Holden stated that page 4-8 under Left-Turns only at Signalized Intersections, it reads: Additional engineering and review will be needed prior to implementation. She asked if traffic studies could also be included in this area. ARDEN HILLS CITY COUNCIL - October 27, 2008 6 Community Development Director Lehnhoff stated that tr~ffic studies could be included. He also stated that there was a traffic study already done as part of this plan but there could be additional ones added. Mayor Harpstead stated that this should be an optional issue as needed. Councilmember Holden stated that the City owes it to the local businesses to ensure their customers and employees have adequate access. Community Development Director Lehnhoff clarified that at the end of the sentence ~~and a traffic study if needed" should be added. Councilmember Holden stated that additional engineering, traffic studies, and review as needed. Mayor Harpstead suggested changing the "will" to "may" so that the sentence reads: Additional engineering, traffic studies, and review may be needed prior to implementation. Councilmember Holmes stated that the cost estimate used to calculate the cost of the project was not clear on what was being constructed and how the numbers were reached. She stated that the Council should review these figures because the total cost of two million was referenced on page 1-5 and the City needed to be sure of their figures. She also asked it the cost of the construction of the median was included in the preliminary cost estimate. Mayor Harpstead stated that the cost for the construction of the median was broken down in the preliminary cost estimate for the Council in items 3-8, 14-15, and 20-2 I. Councilmember Holmes asked why there were six custom bus shelters included in the preliminary cost estimate. Mayor Harpstead clarified that the preliminary cost estimate was only an estimate of costs for items that the City may want to include and it was not an inclusive list or an agreement to purchase. Councilmember Holmes stated that the Council needed to review the costs before approving because there were items listed in the cost that the City does not necessarily need or want and other items that should be included. ARDEN HILLS CITY COUNCIL - October 27, 2008 7 Mayor Harpstead asked for additional guidance on what items Councilmember Holmes would like to have included in the cost estimate. Councilmember Holmes asked for additional clarification regarding the three gateway monument signs that were included in the preliminary cost estimate. Mayor Harpstead stated that these numbers may be excessive but they are only preliminary numbers at this time. Councilmember Holmes asked if the City should decrease the plan amount. Mayor Harpstead stated that the amount should stay where it is in order to communicate to people that this is the range that the project is in. Councilmember Holmes stated that the City needs to stand behind their numbers. Councilmember Holden agreed with Councilmember Holmes and if the preliminary cost estimate is in the document then it could be assumed that the amounts listed were approved. Mayor Harpstead asked Councilmember Holmes what was potentially missing from the list of items in the preliminary cost estimate. Councilmember Holmes stated that the cost for the new traffic signal seemed low. She stated that the Council should not pass a document with numbers that the Council has not reviewed. Mayor Harpstead stated that the pertinent element in the numbers is the paragraph in the summary that said that the preliminary cost estimate is around $2 million. Councilmember Holmes stated that she would like clarification on how the figure of $2 million was reached because there were things included that should be removed and other items that the cost estimate seems to low. Mayor Harpstead stated that moving money [rom one category to another was not changing the total estimate of the project. He also stated that the preliminary cost estimate was not part of the plan that was being approved. Councilmember Holmes stated that the preliminary cost estimate justifies how the Council reached the estimate of $2 million and this was referenced on page 1-5 under Implementation Program. She stated that another cost that seemed low was the cost estimate for the pedestrian bridge. ARDEN HILLS CITY COUNCIL - October 27, 2008 8 Parks and Recreation Manager Michelle Olson stated that the $500,000 estimate is a fair estimate but could go up or down based on the options that the City chooses. She also stated that the City would want to review different options for a pedestrian bridge in this area when this improvement is considered. Mayor Harpstead suggested that the amount for the custom bus shelters and half of the amount for the gateway monument signs be moved to the contingency amount with the understanding that this contingency needs to be used for either the new pedestrian trail or bridge and the traffic signal. Councilmember Grant stated that line 16 references the decorative lighting on existing bases. He suggested that "on existing bases" be removed due to problems that the City has experienced with these bases in the past. Community Development Director Lehnhoff stated that he was not aware of this problem and would make this change. Councilmember Holden suggested that Attachment A, the preliminary cost estimate, be removed from the document. She also suggested that on page 1-5 under Implementation Program, the reconstruction of the roads, the water mains, and the infrastructure should be added. Community Development Director Lehnhoff stated that the acceptance of the plan was not accepting the preliminary cost estimate. The preliminary cost estimate is an attachments to the memo and not to the Plan. He also stated that Chapter 7 does reference the reconstruction of the roads, the water mains, and the infrastructure. The cost estimates for these items are not included in the preliminary cost estimate at this time. Mayor Harpstead suggested on page 1-5 a third sentence be added that states: the cost estimate may need to be increased as required to replace roads and buried infrastructure. Councilmember Grant stated that the preliminary cost estimate IS subject to changes and approvals. Councilmember McClung clarified that the preliminary cost estimate was being provided to the Council but was not being included in the plan as an attachment. Community Development Director Lehnhoff stated that this was correct. ARDEN HILLS CITY COUNCIL - October 27, 2008 9 Councilmember Holden requested that on page 4-4 under Former Holiday Inn Site, Interim Use, the sentence "Consider retaining and re-using the previous hotel/motel use if it is a viable alternative that advances this plan" be removed. MOTION: Mayor Harpstead moved and Councilmember McClung seconded a motion to Accept the "Guiding Plan for the B2 District" with the following changes: a.) 1-1, the last paragraph in the Introduction and Summary, strike the word "from" and replace with "of' and strike "to Lake Johanna Boulevard" b.) 1-1, under Place, strike the words "Lake Johanna Boulevard" c.) 1-5, under Implementation Program, add a third sentence that states "this cost estimate may need to increase as required to replace roads and buried infrastructure" d.) 4-4, deleted the second sentence under Former Holiday Inn Site, Interim Use e.) 4-7, the second to the last bullet point, change to: Relocating the electrical boxes to a less visible location or screening where feasible. f.) 4-8, the last sentence to read: Additional engineering, traffic study, and review may be needed prior to implementation. Councilmember Holden requested that the wording for the change on page 1-5 be looked at. Councilmember Holmes stated that the words "this estimate does not include" could be added to the sentence. Councilmember Holden asked how old the current infrastructure is. Public Works Director Gregory Hoag stated that he did not know the exact age but in the last two years there have been two water main breaks on County Road E and a third break in the B2 District area. Councilmember Holmes stated that the change for 1-5 could include "this estimate does not include road reconstruction which will need to be addressed when improvements are made". Mayor Harpstead stated that the City needs to make sure they address the infrastructure of the road and this needs to be conveyed in the plan. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a ARDEN HILLS CITY COUNCIL - October 27,2008 10 motion to amend the correction for third sentence on page 1-5 under Implementation Program, to read "This cost estimate does not include any required replacement of roads or underlying infrastructure prior to any improvements." The motion carried unanimously (5-0). The motion was called to a vote. The motion carried unanimously (5-0). B. Motion Approve Plannin!! Case 08-026 for a Conditional Use Permit Amendment at 3751 Lexin!!ton Avenue for the reconstruction of an existin!! Bur!!er Kin!! into an Arbv's Restaurant Based on the Findin!!s of Fact and the Submitted Plans as Amended bv the Eleven Conditions in the October 27.. 2008.. Memo to the City Council City Planner Meagan Beekman stated the eXIstIng Burger King Restaurant operates under a Conditional Use Permit that was approved in 1988. The applicants have requested a CUP amendment to reconfigure the existing business into an Arby's Restaurant. The existing building would remain. The interior of the building would be significantly altered. In addition to the exterior modifications to the building, the applicant is proposing to restripe the parking lot to add additional accessible parking stalls, replace the sidewalks around the building to comply with ADA ramp requirements, replace the existing menu board, add a canopy over the speaker area, replace all of the existing signage, paint the existing light poles, remove the exposed dumpster, and redo the landscaping. Councilmember Grant asked for clarification regarding the concept of sidewalks. City Planner Beekman showed the location of the sidewalk on the aerial map located along Lexington Avenue. She stated that this could not be a condition of approval based on the City's current zoning code. Councilmember McClung asked about the location and number of red awnings being added to the building. City Planner Beekman stated that the number of awnings proposed on the south face of the building was requested is four and the Planning Commission looked at reducing that number to two. The Planning Commission did not make that a condition of approval but it is open to the Council was for discussion. These awnings would be located on the south side of the building where the privacy fence is located. ARDEN HILLS CITY COUNCIL - October 27,2008 11 Councilmember McClung stated that if the number of awnings were reduced to two then there would be concerns about what should be done over the other two windows. CounciJmember McClung asked what the requirements are for the screenIng fence. City Planner Beekman stated that the City code requires that around fast food restaurants there is a six foot privacy fence along the property lines. She stated that the fence will not be required to go along the shared property line to the north. CounciJmember Holden suggested adding amendment # 12 to add bike racks to the property. City Planner Beekman stated that this could be added as a condition of approval for the traffic considerations and that the details can be worked out with the applicant during the permit process. Councilmember Holden asked if the signage changes were within the City's sign codes. City Planner Beekman stated that all the signage being proposed does meet the City's code regarding square feet. Councilmember Holden asked for clarification regarding the building material being used. City Planner Beekman stated that the City has not seen the construction plans at this time but is assuming that the materials are EFIS primarily, with cement block and glass. Mayor Harpstead asked if the design standards In this zone have a specific requirement for materials. City Planner Beekman stated that the B3 District does not have design standards for building materials at this time. Councilmember Holden stated that the B3 District is the next area that Council should review for design standards. She asked if the City could require the applicants to use less EFIS or add more stone to their design. ARDEN HILLS CITY COUNCIL - October 27, 2008 12 City Planner Beekman stated that the City can ask the applicants to change the building materials or add additional stone work but this is not in the City's code and can not be a condition of approval. MOTION: Councilmember McClung moved and Councilmember Grant seconded a motion to Approve Planning Case 08-026 for a Conditional Use Permit at 3751 Lexington Avenue for the reconstruction of an existing Burger King into an Arby's Restaurant Based on the Findings of Fact and the Submitted Plans as Amended by the Eleven Conditiol)s in the October 27, 2008, Memo to the City Council. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a motion to add condition twelve to include bike racks at the site. The motion carried unanimously (5-0). Councilmember Holden asked the applicant if there was a possibility to add more stone work to the building. Mr. Steve Lazenby, Director of Construction for Arby's Restaurant Group, stated in an effort to keep the costs low the existing building is being utilized and painted. He also stated that the glass atrium will be replaced and the existing brick in that area will be reused. The motion was called to a vote. The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS None" 9. COUNCIL COMMENTS AND REQUESTS Councilmember Grant requested an update regarding the smoke testing. Public Works Director Hoag stated that on the eastern side of the City there were two roof drains that need to be investigated further and one eight inch clean out that will need to be capped. He also stated that the written report from Infratech should be available by the end of the week. Councilmember Grant requested the status on the driveway In the Ingerson neighborhood. ARDEN HILLS CITY COUNCIL - October 27, 2008 13 Public Works Director Hoag stated that after several discussions with the residents they have opted for the City to do nothing at this time as they are exploring their options. Councilmember Grant stated that the "things to work on over the winter list" for the maintenance department should include maintenance on the City park signs and the soccer net at Hazelnut Park is rusted and needs to be repaired. He also requested a copy of the list. Public Works Director Hoag stated that he would forward a list to the Council. Mayor Harpstead stated that residents can also let the City know if they are aware of items that need to be addressed or repaired by the City. Councilmember McClung stated that the Arden Hills Notes will be a little late this month but it should be available this week. He also reminded everyone that November 4 was Election Day and that the polling location for precinct 4 had moved to the Marsden Room at the Ramsey County Maintenance Facility. ADJOURN MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to adjourn. The motion carried unanimously (5-0).