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HomeMy WebLinkAbout01-12-09-R ~ ~HILLS Approved: April 13,2009 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 12, 2009 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 7:03 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; Finance Director Susan Iverson; Community Development Director James Lehnhoff; Public Works Director Gregory Hoag; Parks and Recreation Manager Michelle Olson; Civil Engineer Kristine Giga; Travis Winter of Bolton & Menk, Inc.; Marcus Thomas of Bolton & Menk, Inc.; and Recording Secretary, Tina Borg. PLEDGE OF ALLEGIANCE Mayor Harpstead swore in elected Councilmember Holden and Councilmember Grant. 1. APPROVAL OF AGENDA Councilmember Holden requested item 4C be pulled from the Consent Calendar. Councilmember Holmes requested item 4G be pulled from the Consent Calendar. MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the agenda as amended. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL - January 12, 2009 2 2. PUBLIC INQUIRIES/INFORMATIONAL Public Mayor Harpstead opened the public inquiries/informational at 7:06 p.m. Mayor Harpstead closed the public inquiries/information at 7:07 p.m. A. TCAAP Update City Administrator Ronald Moorse stated the City is continuing to work with Mn/DOT regarding State funding of a portion of the cost of the County Road H interchange project. The State funding is important, as it is the local funding share necessary to obtain the remainder of the funding from the Federal Government. City Administrator Moorse stated that he and Stacie Kvilvang had meetings with Senator Chaudhary and Representative Knuth regarding the tax increment financing special legislation. Councilmember Holmes asked what specifically was being worked on with Mn/DOT. City Administrator Moorse stated that the specific thing the City was working on was in relation to the County Road H interchange and how those design relates to the County Road I interchange. The City of Arden Hills is working with the City of Shoreview and Mn/DOT to resolve the design issues that have come up in these projects so that the City can move forward and have Mn/DOT's support for the funding for the County Road H interchange. Councilmember Holden asked what the status was with the renaming of the TCAAP property. City Administrator Moorse stated that this project was on hold at this time but it would be brought back to the Council. He stated that there had been additional work done on the proj ect. Mayor Harpstead clarified that there would be an update on the renaming project at a later date. Councilmember McClung asked if Senator Chaudhary had confirmed for the January 20 work session. ARDEN HILLS CITY COUNCIL - January 12,2009 3 City Administrator Moorse stated that Senator Chaudhary had not confirmed yet and he was checking his schedule and expected to get back to the City. B. Permit Software Work Plan Community Development Director James Lehnhoff stated as outlined in the memo approximately a year ago the City moved forward with purchasing an URSA update for the software PTWIN. The software was expected in 2008 but has not been delivered yet. The City can not wait indefinitely for the software. Staff would like to start researching other software options available and Staff is proposing to set an implementation deadline of June 30, 2009. By this date, Staff proposes to have one of the software options fully installed and operational. If URSA is not available in time to be fully implemented and operational by June 30, an alternate software package will be chosen that can be implemented by the deadline. Staff is recommending having an alternate software package identified no later than February 27, 2009. Staff is looking for a consensus from the Council to continue with the work plan that would allow Staff to look at other software packages as a backup or canceling the software purchase and moving forward with another package. Councilmember Grant stated that the memo indicates PTWIN is adequately serving the City but then states that the reporting functions are limited and has other reporting deficiencies. With these types of problems PTWIN is not meeting the needs of the City. He asked for clarification regarding the implementation deadline of June 30 and recommendation deadline of February 27 and how the URSA software will fit into this if it becomes available. Community Development Director Lehnhoff stated that the City would need to have the URSA software by the end of February in order to have it fully installed and implemented. If URSA is not available by the February deadline then Staff will have an alternate software package identified in order to meet the June 30 deadline for implementation. Councilmember Holden stated that because the software has had several delays and the company has not been straight forward with the City regarding those delays she would not support waiting longer for the software to be available but rather to move forward with an alternative software package. Councilmember McClung stated that he would agree with Councilmember Holden. ARDEN HILLS CITY COUNCIL - January 12, 2009 4 Mayor Harpstead stated that he had talked with Building Official Dave Scherbel regarding this matter and Mr. Scherbel had convinced him that the work plan was reasonable. He stated that he would support the work plan and let the process move forward. Councilmember Grant stated that he would second continuing with the work plan. Councilmember Holmes agreed with the work plan and moving through the process. It was the consensus of the Council to continue with the work plan as identified. Councilmember Holden asked what happens if the software is not implemented by June 30. Community Development Director Lehnhoff stated that with the work plan either URSA or an alternative software package would be implemented and operational by June 30. 3. APPROVAL OF MINUTES A. November 171t 2008 City Council Work Session Meetin2 Mayor Harpstead stated that on page 19, the second to the last paragraph, the name Sandy Kramer should be changed to Mr. Kramer. B. November 191t 2008 City Council Work Session Meetin2 C. November 241t 2008 Re2ular City Council Meetin2 D. December lit 2008 TNT Meetin2 E. December 81t 2008 Re2ular City Council Meetin2 Councilmember Holden stated that on page 9, the third paragraph from the bottom, should be changed to the Councils prior to 2004 instead of the 2004 Council. MOTION: Councilmember Holden moved and Mayor Harpstead seconded a motion to approve the November 17,2008 City Council Work Session Meeting as amended, the November 19, 2008 City Council Work Session Meeting, the November 24, 2008 Regular City Council Meeting, the December 1, 2008 TNT Meeting minutes as presented, and the December 8, 2008 Regular City Council Meeting minutes as amended. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL - January 12, 2009 5 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to Approve the Appointments to the Planning Commission; Parks, Trails and Recreation Commission; Economic Development Commission; and Financial Planning and Analysis Commission C. 1fotion to .L^:\....~lard the Tree Remo~/al and Related SenTices Contract to Precision Landscape and Tree for 2009 D. Lawn Mower Donations E. Motion to Accept the Resignation of Steve Zilmer from the Parks, Trails, and Recreation Committee (PTRC) F. Motion to Approve Resolution 2009-001, Relating to the Organization of the City of Arden Hills G. 1fotion to .L^:\.dopt an Ordinance Regarding 1fembership on \10lunteer Committees H. Motion to Approve 2009 Animal Control Service Contract I. Pick-Up Truck Purchase J. Motion to Approve Separation Agreement K. Motion to Approve an Ordinance Authorizing the Ramsey County Sheriff s Department to Conduct Background Checks L. Motion to Approve Temporary Working Foreman Pay MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to approve the Consent Calendar as amended and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0). 5. PULLED CONSENT ITEMS A. Motion to Award the Tree Removal and Related Services Contract to Precision Landscape and Tree for 2009 Councilmember Holden asked if the City was providing a 5% increase on the contract this year. Public Works Director Gregory Hoag stated that when the contract was originally written and bid out in 2006 for the years 2007, 2008, 2009, and 2010, it was written that the contract could be renewed for 2008 with no increase and renewed for 2009 and 2010 with a 5% increase provided the City had received good service. Precision Landscape and Tree is not going to increase the contract 5% for 2009. ARDEN HILLS CITY COUNCIL - January 12,2009 6 Councilmember Holmes asked if the City had looked into other options in order to get a better price. Public Works Director Hoag stated that Staff had not looked into alternative tree contractors. There have not been as many contractors contacting the City as there have been in years past. Precision Landscape is offering to keep their prices at the same level they were two years ago. He stated that if the City sent out a new bid there could be a chance that there are lower bids available but the City may also see an increase in the bid amount from Precision Landscape. Mayor Harpstead asked if price was the only criteria used in the decision to use Precision Landscape two years ago. Public Works Director Hoag stated that Staff also conducted background checks and reference checks with other Cities who had experience with Precision Landscape. Precision Landscape has also provided good service for the City over the last two years. Councilmember Holden stated that she would only support to renew the contract for 2009 and ask Staff to look into alternate sources over the coming months. Public Works Director Hoag stated that the contract was for 2009 and Staff would look into alternate companies. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a motion to Award the Tree Removal and Related Services Contract to Precision Landscape and Tree for 2009. The motion carried unanimously (5-0). B. Motion to Adopt an Ordinance Re2ardin2 Membership on Volunteer Committees Councilmember Holmes stated that in Subd. 2 the second sentence, regarding non resident membership, should include members of nonprofit organizations and community groups. Councilmember Holden agreed with this addition. Mayor Harpstead agreed with this addition. MOTION: Mayor Harpstead moved and Councilmember Holden seconded a ARDEN HILLS CITY COUNCIL - January 12, 2009 7 motion to Adopt an Ordinance Regarding Membership on Volunteer Committees as amended. The motion carried unanimously (5-0). 6. PUBLIC HEARINGS A. Public Improvement Hearin2 for 2009 Pavement Mana2ement Pro2ram Civil Engineer Kristine Giga stated that on December 8, 2008 the Council had received the feasibility report regarding the pavement management program and Bolton & Menk, Inc. would be doing a presentation recapping this information. Mr. Travis Winter, Bolton & Menk, Inc., presented a PowerPoint presentation outlining the area that was included in the Glenarden Neighborhood project, the major concerns brought forward during the December 2, 2008 neighborhood meeting, the proposed improvements. He also discussed the funding including the assessment policy, the tax exempt area, the potential assessment rate of $8,596.05 per unit, and the proposed schedule for the project. Councilmember Holden asked how much lower the costs were today versus a couple of years ago. She also stated that the bid for the costs should be expanded in order to assure the City is receiving the best possible costs that are reflective of today's market. Mr. Winter stated that he did not have exact figures regarding the costs and how they compare to couple of years ago but the costs reflect the lower costs that are reflective of to day's market. Councilmember Grant clarified that the costs associated with the water main, the sanitary sewer, and storm sewer were not included in the assessment rates. The rain gardens that were being proposed state resident participation but they will not be financially supported by the residents. Mr. Winter stated that this was correct. Councilmember Grant asked if the March 9 advertisement for bids was early enough in the season to potentially receive better pricing from contractors. Mr. Winter stated that the March 9 advertisement for bids and construction starting in May was an optimal time for receiving favorable bids. ARDEN HILLS CITY COUNCIL - January 12, 2009 8 Councilmember Holmes stated that the project included curbs and gutters. She asked if the cost would change significantly if these were not included in the costs. She also asked if adding curb and gutters was the City's standard. Councilmember Holden stated that the City had not set the addition of curbs and gutters as the City's standard but it had been discussed. Mayor Harpstead asked what the impacts are from an engineering stand point. Civil Engineer Giga stated that the addition of the curb and gutters assisted in keeping the road in place and was recommended from an engineering stand point. The type of material used for the curb and gutters had not been decided on and a ribbon curb could be utilized. The City of Roseville had calculated that the costs for curbs and gutters reflected about 8% of the roadway construction costs. Councilmember Grant stated that relative to the total costs involved the cost for the curb and gutters was not significant. Mayor Harpstead stated that the addition of the curb and gutters would increase the long term life of the road being installed. Mayor Harpstead opened the public hearing at 7:42 p.m. Daniel Connor, 1434 Arden Place, stated that the holding bins that have been used in other areas of the City were not effective or well maintained. Councilmember Holden clarified that Mr. Connor was talking about the proposed rain gardens. Mr. Connor stated that he was referring to the rain gardens. He also stated that he had concerns regarding the potential assessment amount of $8,596.02 and the resident's ability to pay this amount in the current poor economic times. He recommended that if the City was going to put in a new street they need to consider replacing the sewer and bury the utility lines as well so that they will not be tearing up the street again in a couple of years. He also stated concerns regarding the environmental sensitivity regarding the removal of trees in the area. Mr. Mike Stephens, 3484 Glenarden Road, thanked the Council and Staff for all the work that has been put into the project. He stated that the streets are still in good repair and has not heard any complaints regarding them. He also expressed concerns regarding the assessment amount. He asked that the Council consider putting off the project until better economic times. He also stated that other cities ARDEN HILLS CITY COUNCIL - January 12, 2009 9 such as Mounds View were not assessing such large amounts to its residents for similar projects. Councilmember Holden asked how many ~esidents were involved in the Mounds View project and what the math was. Mr. Stephens stated that he did not have the figures. Ms. Clarene Seeman, 3580 N. Snelling Avenue, asked for clarification regarding the Lindy's Park and if the City was paying for the improvements there. Civil Engineer Giga stated that the Lindy's Park was not included in the number of units used to determine the assessment amount. Mayor Harpstead clarified that the amount being assessed does not change but by not including Lindy's Park in the number of units being assessed the amount being assessed to the resident's raises slightly. He also clarified that Lindy's Park could not be included in the number of units being assessed because this area is in the Snelling right-of-way and is not assessable. Ms. Seeman asked if residents in other areas have paid for their parks. Mayor Harpstead clarified that because Lindy's Park is in the Snelling right-of- way and part of the highway system, it is not a buildable parcel of land that can be assessed by the City so the costs for this area will be divided among the other assessable units included in the project. He also stated that other parks had been assessed similarly in the past. Ms. Seeman stated that she is waiting to replace the driveway until this project is completed so that it will not have to be done twice. She will be replacing the current asphalt driveway with a concrete driveway. She asked if the City will replace the apron with concrete even though the current apron is asphalt. Mayor Harpstead stated that this level of specificity would be looked at later. Civil Engineer Giga stated that this would be worked on during the final design process. Councilmember Holden asked Staff what the process would be for determining the type of apron that was installed. ARDEN HILLS CITY COUNCIL - January 12, 2009 10 Civil Engineer Giga stated that if the project was approved then a follow up letter would be sent out that would include questions that Staff would like feedback on and the apron would be one of those items. Ms. Seeman clarified that she should wait to hear from the City. Mr. KeD Breheim, 1411 Arden Place, expressed concerns regarding the assessment costs. He also stated that assessments for Oakdale were not as excessive and recommended the City contact them to find out what contractors they are using for their proj ect. Mayor Harpstead stated that every city sets their own assessment policy and they could not be readily compared. Mr. Breheim stated that Arden Hills residents are being assessed double the amount that Oakdale residents are being assessed. Mayor Harpstead stated that City Staff would look into this. Ms. Helen Davidson, 1405 Arden Place, expressed concerns regarding the expected $8,596.02 in assessments and the 6% interest rate. She also expressed additional concerns that the sewer problems in the area would not be replaced. Mr. Richard Navratil, 1415 Skiles Lane, stated that the timing for costs may be optimal. He questioned the projected construction time of May to September and if the streets would be torn up in the entire area for this amount of time. Mr. Winters stated that May to September was a block of time that the whole neighborhood would progress through construction. Construction would progress from one street to the next so that the entire neighborhood would not be tom up at one time. The average time would be about a month per street. Councilmember Holden asked how on time the City was with the last street project they had done. Civil Engineer Giga stated that in 2006 the construction began in August and was completed in November. Mayor Harpstead stated that more data needed to be collected before they could get to in depth with the timeline. ARDEN HILLS CITY COUNCIL - January 12, 2009 11 Councilmember Grant clarified that the Council is not approving the project at this time but rather provident Staff approval to get plans and specifications so that the project could be bid. Even if the project is bid it does not mean that it has been approved by the Council and will be moving forward. Mr. Mark Bohnenstingel, 1394 Skiles Lane, asked when the Council would be voting on the proposed project construction. He also asked how cost overruns or costs for damages incurred during construction are built into the project or if this will be dealt with after the fact on an as needed basis. Mr. Mike Zoff, 3500 Glenarden Road, stated that with the economy and housing market as they are at this time it was not a good idea to put the additional burden on the residents at this time. He stated that it would be a better plan to group this project with any sewer repairs that needed to be done in the future. Mayor Harpstead closed the public hearing at 8:04 p.m. Mayor Harpstead asked how the cost overruns and damages would be handled with the project as it moves forward, specifically how it would be handled after the assessments have been established. Mr. Winters stated that the estimated costs do include a contingency amount to cover unforeseen items that may occur during construction. After the assessments have been adopted any additional costs would be covered by the contingency and the assessment amount would not change. Mayor Harpstead asked about damages to property. Mr. Winters stated that any property that was damaged would be restored to the before construction front yard state. They are trying to keep any damages that may be incurred within the public right-of-way and less than ten feet of the property would be affected by the construction. Mayor Harpstead asked what the schedule was and when the City would be voting on the proposed proj ect. Civil Engineer Giga stated that tonight's motion was to order the final plans and specifications. In March the City Council would be asked to approve the plans and specifications and order advertisement for bids. Once the bids are received they would be brought back to the Council for a motion to approve the project and award the bids for construction. This would be sometime in late April or early May and the award of bids may coincide with the assessment hearing. ARDEN HILLS CITY COUNCIL - January 12, 2009 12 Mayor Harpstead stated that the assessment hearing has not been established yet but would be in the same time line as the approval of the project. Civil Engineer Giga stated that this would be correct. Councilmember Holden asked if the City would replace grass with sod. Mr. Winter stated that sod would be used. Councilmember Grant asked Finance Director Susan Iverson to comment on the interest rate of 6%. The City recently established a policy regarding the interest rate on assessments for road projects. Finance Director Susan Iverson stated that the last assessment the City did used the City's rate of return on investment in the current investment portfolio and added 1 or 1 ~%. Currently the City's investment portfolio is earning about 3.6%-3.7%. If 1 % to 1 ~% were added to this it would be about 5.2% interest. This rate would be determined at the time of the assessment hearing. The assessment rate is not a variable rate and once it is established it is set for the duration of the assessment 6% was used in order for the City to have a basis for holding the meetings. Councilmember Holden asked what the PCI was for the streets involved in the project and what these ratings mean. Mr. Winters reviewed the PCI ratings for each of the roads involved in the project and where the ratings are according to the standards set. Civil Engineer Giga clarified that PCI stands for Pavement Condition Index. Councilmember Grant asked Civil Engineer Giga to comment on the deterioration of the streets. Civil Engineer Giga stated that the more cracks, potholes, and abnormalities in the streets the more costly it was to repair and maintain them. The newer the street the easier and less costly it is to maintain. Councilmember Grant clarified that once a road's PCI goes down the faster it deteri orates. Mayor Harpstead asked what the expected life would be for the new streets with the curb and gutter. ARDEN HILLS CITY COUNCIL - January 12, 2009 13 Mr. Winter stated that the roads should have about a 20 year pavement life plus an additional 15 with an overlay and additional 10 with a seal coat. Mayor Harpstead asked what the cost per foot of roadway was in the market. Mr. Marcus Thomas, Bolton & Menk, Inc., stated that he was unfamiliar with the extent of the Oakdale project and what the City's policies were regarding assessments so he could not comment on that. He also stated that the assessment cost of $85 per foot is typical and may be a little high but this would be a function of the asse~sment policy of the City. Councilmember Holden stated that Mr. Connor had stated that there were issues with the rain gardens in the Siems Court area. She asked Civil Engineer Giga if there were any issues with this area. Civil Engineer Giga stated that these gardens were still establishing. Establishment takes about two years and during this time there are times when plants may die but the City would be going to these areas to make sure that the plant life is sufficient and replacing plants that need replacement. Councilmember Holden stated that tree removal in Siems Court had been brought up. She asked to clarify the amount of trees that were actually removed in the area because most of those removed were buckthorn. Civil Engineer Giga stated that she did not recall the percentage of buckthorn that was removed but there were also dead trees that were removed that had been hidden among the live trees. She clarified that tree removal would be minimized and in some areas the streets were being narrowed in an effort to minimize tree removal. Councilmember Holden stated that another issue that was brought up was bury the utilities. She asked if this was beyond the scope of what the City could do. Civil Engineer Giga stated that the private utilities will relocate utilities that are in the way of the project but if they are overhead they remain overhead and the cost of bury these is assessable to the property owners. Public Works Director Hoag stated that typically Excel Energy will come in and replace and repair anything that they need to but will not do a full scale replacement. ARDEN HILLS CITY COUNCIL - January 12, 2009 14 Councilmember Grant stated that a comment was made about Mounds View replacing all of their streets in the next 10 years and that Arden Hills has a similar plan. He asked if there has been anything publicly expressed that Arden Hills is replacing all of their streets in 10 years. He clarified that it may seem to residents who leave south of County Road E that this is the intent of the City but most of the streets in that area are older and need of repair and replacement. Civil Engineer Giga stated that she was not aware of any type of plan for Arden Hills to replace their streets within the next 10 years. Councilmember Grant stated that there was a section of road along Skiles where the canopy opened where trees had been removed. The trees were right up to the edge of the road and the engineers had done everything that they could to minimize the removal of these trees. Councilmember Grant stated that there was a comment that Arden Hills costs would be more expensive than Mounds View. He asked for clarification regarding this statement. Mr. Stephens stated that the comparison that he had stated earlier was Arden Hills residents are being assessed $1 00 per month for 1 0 years and Moundsview residents are being assessed $100 per year for 10 years for similar road construction projects. Councilmember Holmes stated that according to the cost estimates the residents of Arden Hills will potentially be assessed $47.00 per month without interest for 15 years. The interest rate has not been established yet. Mayor Harpstead stated that each City has their own assessment policy and that Staff will look into the Mounds View policy and have this information available at the next community meeting. Councilmember Grant stated that during the presentation it was noted that most of the sewer pipes are made of clay and in relatively good condition with a couple of exceptions. Since the project proposal does not recommend replacing the pipes he asked if they would last the 35 years or more that the roads would. Mr. Winter stated that it is more popular now that instead of digging up utilities to do a trenchless operation that would insert a new liner without digging up the road. There are not structural deficiencies in this area that would make a lining project unfeasible. Mayor Harpstead asked how deep the sewer lines were. ARDEN HILLS CITY COUNCIL - January 12, 2009 15 Mr. Winter stated that the sewer lines are ten to twelve feet deep. Councilmember Holden stated that the City has had other sewer pipes lined. She stated that there have been several concerns raised about the sewer system and wanted to clarify that the City has gone in and video taped the sewers and looked at them in order to do a proper evaluation of there condition. Civil Engineer Giga stated that there are cracks and offset joints in the area but these issues would be solved by a lining project and would not restrict the capacity of the pipe. Mayor Harpstead clarified that there were areas that the pipe ~agged and this is affecting the flow. Civil Engineer Giga stated that these problems would be corrected before the new streets were put in place. Councilmember Grant asked if the PCI ratings for the road from a few years ago were available and would it be possible to project where these streets would be in the future. Mr. Winter stated that the PCI ratings from 2005 were available. Some of the streets have a similar rating to what they had in 2005, on a couple of the roads the rating had gone up due to recent maintenance that was done, but most of them had gone down since 2005. Civil Engineer Giga stated that the feasibility report was available on the website and this lists the PCI ratings for each street. 7. NEW BUSINESS A. Motion to Adopt Resolution 2009-002: Orderin2 Public Improvement and Preparation of Plans and Specifications for the 2009 Pavement Mana2ement Pro2ram-Glenarden N ei2hborhood Civil Engineer Giga stated that a 4/5 vote would be required to move forward with this project. She also restated the PCI ratings for the roads as: Arden Place - 31 Glenarden Court - 41 Forest Lane - 15 Skiles Lane - 40 ARDEN HILLS CITY COUNCIL - January 12, 2009 16 Snelling Frontage Road - 8 MOTION: Councilmember Holden moved and Mayor Harpstead seconded a motion to Adopt Resolution 2009-002: Ordering Public Improvement and Preparation of Plans and Specifications for the 2009 Pavement Management Program-Glenarden Neighborhood. Councilmember Holden stated that she had attended the December 2, 2008 community meeting and the economy is definitely a concern for the residents. The residents stated that the project was a good idea but the timing was not good. She stated that the project should be taken to bid and see if there will be additional cost savings available. If the cost savings are not there then she stated she would not support moving the project into the construction phase. Councilmember Grant stated he would recommend getting bids on the project. The Council could always decide not to move ahead with the project. Councilmember McClung stated that the Council needed to do their due diligence and put the project out to bid to see if the City could get better pricing for everyone involved. He stated that he had not decided how he would ultimately vote on the project but would support the project going out for bid. Councilmember Holmes stated that if the payment period was extended and the interest rate lowered the assessment could be more manageable for the residents. Councilmember Holden asked if the plans and specifications could be used at a later date if the Council decided to wait with construction. Civil Engineer Giga stated that this is correct. Councilmember Grant stated that in order for the Council to determine if the bids are reflecting good pricing they would need to have something to benchmark against. Mr. Thomas stated that the estimates provided were reflecting the markets favorable pricing and the Council should not expect to see bids significantly lower than the estimated amount. Councilmember Grant asked how much the estimate is factored down. ARDEN HILLS CITY COUNCIL - January 12, 2009 17 Mr. Thomas stated that the estimate was not factored down but rather based on current market trends and bid results. The current estimate is about 20% lower than it would have been a couple of years ago. Councilmember Grant asked how waiting with the construction phase of the project will affect the pricing of the bituminous. Mr. Thomas stated that prices for bituminous are volatile and the price does change. The price has peaked at $80.00 per ton and is currently estimated at $55.00 per ton. The estimated $55.00 per ton is conservative. Councilmember Grant asked how many tons were included in the budgeted amount. Mr. Thomas stated that 5000 tons were budgeted for. Councilmember Holden asked what the estimated assessment amount was that was provided to the residents at the first community meeting in 2007. Civil Engineer Giga stated that the estimated assessment amount was $9800. Mayor Harpstead stated that he would like to see the bids before any decisions are made about continuing with the project. The motion was called to a vote. The motion carried unanimously (5-0). 8. UNFINISHED BUSINESS None. 9. COUNCIL COMMENTS AND REQUESTS Councilmember Holden asked when the meeting with Harry Brull would be held. City Administrator Moorse stated that Mr. Brull had sent the City an evaluation form that needed some work and he would work on this and get back to the Council. Councilmember Holden asked that a date for the meeting be set. City Administrator Moorse stated that he would set up a date. ARDEN HILLS CITY COUNCIL - January 12, 2009 18 Councilmember Holden asked what the status is regarding the positions that the Ci ty had advertised for. City Administrator Moorse stated that 100 applications had been received for the Public Works Maintenance position and 75 applications for the Deputy Clerk position. Councilmember Holden asked where in the process the City is currently. Finance Director Iverson stated that the postings closed on Friday January 9 and that the submissions were being reviewed at this time. Councilmember Holden stated that there are sections of Hamline Avenue, from County Road F to Highway 51, that have huge potholes that need to be addressed. She asked who the City would contact in regard to this section of road. Civil Engineer Giga clarified that the section of road was south of County Road F. Public Works Director Hoag stated that he would follow up with the County and the State. Civil Engineer Giga stated that this section would be covered by Mn/DOT. Mayor Harpstead stated that there was a project for that section of road that was suppose to be done last fall. Civil Engineer Giga stated that the project is slated for this summer and there would be additional information available in the Admin Update regarding a neighborhood meeting and about the public process that Mn/DOT is about to undertake. Councilmember Holden stated that the potholes should be fixed right away. Councilmember Grant stated that item 4L on the agenda has a description of an increase for 2008 but it does not state what the original amount was for 2007. The numbers for 2008 and 2009 reflect a greater than 10% increase. He also asked if the manhole rehab project was completed. Public Works Director Hoag stated that the manhole rehab project has been completed. The final invoices have not been received regarding this project. ARDEN HILLS CITY COUNCIL - January 12, 2009 19 Councilmember Holmes stated that Mr. Derrick Hames would like to get involved with the gateway sign project. Community Development Director Lehnhoff stated that he would get in touch with Mr. Hames. ADJOURN MOTION: Councilmember Grant moved and Mayor Harpstead seconded a motion to adjourn to closed session pursuant to State Statute 13D.05 Subd.3(C) (3) to consider its offer and counter offers of the GSA for the purchase of a portion of the TCAAP property. The motion carried unanimously (5-0). Ronald J. Mo I se City Administrator