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HomeMy WebLinkAbout05-18-09-WS EN HILLS Approved: July 13, 2009 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING MAY 189 2009 5:00 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 City Council Work Session meeting at 5:12 p.m. Present: Mayor Stan Harpstead; Council Members David Grant, Brenda Holden, Fran Holmes, and Dave McClung. Absent: None. Also present: City Administrator Ron Moorse; Public Works Director Gregory Hoag; Finance Director Susan Iverson; Civil Engineer Kristine Giga; Community Development Director James Lehnhoff; City Planner Meagan Beakman; and Park and Recreation Manager Michelle Olson. 1. AGENDA ITEMS A. County Road E Bridge Update Civil Engineer Giga presented the City Council with updated information on the County Road E Bridge. She explained Mn/DOT would not support the cantilever option over Trunk Highway 5 1, based on the fact the current bridge was functionally obsolete, and that any updates would require a complete expansion. Civil Engineer Giga indicated MnDOT would complete a structural analysis on a recognized cross section of the existing bridge. She handed out an as-built of the bridge and reviewed the plans with the Council in detail. ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 189 2009 2 Civil Engineer Giga explained the cost estimates were not complete at this time, but were anticipated to be less than $400,000. She noted the planning on this project would be completed in coordination with MnDOT and would not begin until 2010. Civil Engineer Giga stated this project would not qualify for state aid funds unless a variance is granted. Civil Engineer Giga indicated that if no improvements are allowed on the existing bridge after the structural analysis was completed, the Council could look at pursuing a stand-alone pedestrian bridge. She stated a stand-alone project would be eligible for federal transportation funding. Civil Engineer Giga explained that there was a solicitation for a federal grant offering 80% of funding with a 20% _ local match. She noted this would not cover any engineering, predesign or final design expenses. Civil Engineer Giga estimated the expense for a stand-alone pedestrian bridge to be roughly $1 million. She indicated she would continue to work with the consultants to revise the original proposal to comply with the federal grant requirements. Civil Engineer Giga questioned if the Council was in favor of a five foot sidewalk, which does not meet State Aid requirements. She also asked if staff could pursue the federal grant and hire a consultant to complete the application, which would be done only if the existing bridge could not be modified. Mayor I3arpstead asked if there would be a railing between the five foot sidewalk and the 12 foot roadway. Civil Engineer Giga explained there would not be a railing but a two foot clear zone. Councilmember Holmes questioned if the bridge would require a new entrance and exit. Civil Engineer Giga responded that the approach would be modified on either side as the center line would shift by a foot or two if the sidewalk were added. Discussion ensued regarding the proposed County Road E bridge plans. Councilmember Grant asked what needed to structurally be done to the bridge and how the sidewalk would be connected. ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 18, 2009 3 Civil Engineer Giga stated she was not certain of the structural changes but that the 2 1/2 foot sidewalk would be removed and replaced with a five foot section of concrete. Mayor Harpstead questioned when the federal grants were being approved. Civil Engineer Giga explained the Met Council website indicated that this would be a lengthy review process and that the City would not hear until late 2009 or early 20 10, but it would be based on the number of applications that needed review. Councilmember Holden questioned the expense of the maintenance on the bridge if left in its current state. Civil Engineer Giga stated she would have to further investigate this and report back with further information. Mayor Harpstead suggested that the grant be pursued for the stand alone bridge and submitted by the 15th of June. If not successful, the City could then pursue a retrofit of the bridge with the sidewalk. Civil Engineer Giga explained that she would bring the application forward for the Council's approval. Councilmember McClung indicated he was in favor of submitting a grant application but it would be his preference to use the existing bridge for pedestrian traffic. Councilmember Grant stated his preference would be to submit the grant application and proceed from there. He questioned when the bridgewas set for replacement. Civil Engineer Giga explained that the County Road E Bridge was a MnDOT bridge and that she wasn't certain of the replacement schedule. She noted she would ask the question; see when it was due for replacement and if a walkway would be added at that time. Councilmember Holmes stated she recommended the federal grant be pursued as well. ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 18, 2009 4 It was the consensus of the City Council to direct staff to proceed with the federal grant submission and bring forward the documentation for their approval. B. TCAAP Vision City Administrator Moorse requested the City Council further describe and elaborate on the City's vision for TCAAP. He stated he would like feedback on the various elements within this development, which would greatly assist in future — meetings held with the Army and GSA. Councilmember Holmes indicated her vision would be to provide for a public benefit conveyance, to keep the sale from becoming a public auction. She explained the 585 acres would be devoted to some sort of public use, such as parks, libraries, etc. Councilmember Grant stated his vision for the TCAAP property includes a cleanup of the site, which would then be turned into public property. He stated a public auction could create a problem and he would rather work this out through a public conveyance with congressional assistance providing parks, ball fields, band shells, nature preserves, etc. Councilmember Grant did not see a public auction serving anyone's interests at this time. Councilmember Holden explained there could be many complications with a public sale. She felt if the land were to be sold at a public auction it may not be cleaned properly before being developed. Councilmember Holden stated the public conveyance could be used for parks and recreation, education, wildlife preservation, along with a long list of opportunities for non-profits. She indicated the only viable option was public conveyance. Councilmember McClung stated he would not support a public conveyance. He explained that the residents would be stuck paying for the services on this public land. He indicated he was in favor of a mix of public and private uses on the TCAAP site. Councilmember McClung explained that the City would not benefit by taking this property off the tax rolls. Mayor Harpstead indicated this site would need to be designed around the contamination. He stated the location of the residential sites could be revisited. ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 18, 2009 5 Mayor Harpstead explained he would be interested in reducing the scale of the development to eliminate the need for access to TH10. He suggested some commercial developments be explored along the west side of the property through the use of TIF, which would reduce the stress placed on the residents near TH 10. Mayor Harpstead stated he would still like to see some residential lots on this site in an area that is clean enough to afford apartments, senior housing, and mixed single family housing. He indicated the area that makes up the bulk of the reduction of density should be set aside for parks and open spaces adding value to the City. Councilmember Holden questioned how the sale of this property could be negotiated. Mayor Harpstead explained the TCAAP parcel would have to be split into various uses utilizing a lowest cost option for the developer and for the City, it might make sense. He stated the previous options were the highest cost options. Councilmember Holden reported that the overwhelming majority of the original subcommittee felt this land should become park land. She explained that at that time, the City did not have the funds to clean the land. Since that time, the Army has set aside funds for this cleanup. Councilmember Holden stated that she had a hard time proceeding with a negotiated sale or public auction as this did not meet the original needs of the community. Councilmember McClung stated the community wants clean and clear parkland, which was not the condition of the TCAAP site at this time. Councilmember Grant explained that he would be in favor of potentially developing the area adjacent to 35W with the funds from this land sale funneled back into cleanup. He stated this could be a potential funding source to increase the cleanup on the parkland available to the residents. Councilmember Holden indicated she would be in favor of creating a plan for a public conveyance due to the state of the current economic market. Councilmember Holmes stated the parkland may become state or county land based on the funds used to assist in the cleanup. She explained that Ramsey County would have $1.7 million from increased sales tax available for projects. AR-DEN HILLS CITY COUNCIL WORK SESSION MAY 18, 2009 6 Mayor Harpstead questioned how the City could find out how much money would be available from various sources to facilitate a public conveyance, which would then need to be matched up with the potential costs to get the TCAAP site to the level of use needed. Councilmember Holmes stated that once the TCAAP site was recognized as a State or County project, additional funding sources would be available. She indicated the State may be interested in funding an urban park as all state parks are roughly two to five hours from the metro area. Mayor Harpstead explained that given the economic condition of the State, they may be in favor of additional economic development over parkland. He indicated that this was not certain and could be explored further. Councilmember Holmes suggested the land also be used for wind energy, which would bring in additional revenue. She agreed that she did not want this site to become a burden to the current residents of Arden Hills. Mayor Harpstead stated the National Guard was looking at a wind survey to see if the site was acceptable for wind turbans. Councilmember Holden stated if the land were to go public auction, the City would not be able to demand cleanup certifications. She indicated this would only further complicate the liabilities to the City of Arden Hills. Mayor Harpstead questioned if the Council was in favor of pursuing a partnership with the State and County for the TCAAP site. Councilmember Holden was in favor of this partnership. Councilmember Holmes agreed stating she would like to see an urban park and amenities that go along with this park. Mayor Harpstead indicated the City could make a formal request to the State and County but asked what the next step would be if the City were turned down at the State or County level. Councilmember Holmes stated she would like to see the Council work further with the elected officials on this issue before bringing this to the State and that the land not be sold at public auction. ARDEN HILLS CITY COUNCIL WORK SESSION MAY 185 2009 7 Mayor Harpstead questioned how City staff should proceed at this time. Councilmember Holden suggested the congressional delegates be contacted as this was not City land to begin with. She stated the liabilities on this property far outweigh the advantages that the City could gain. Councilmember Grant agreed that the staff would need to work with the federal and state officials. Mayor Harpstead indicated the State and County have already passed on this parcel of property, which then brought it to the City. Councilmember Holden indicated this took place over 10 years ago and that circumstances may have changed. Mayor Harpstead questioned how the Council would like to see the TCAAP item proceed. Councilmember Holmes suggested a special work session be held to pursue State and County partnerships in creating an urban park on the TCAAP site. She explained that Betty McCollum was in support of an urban park. Councilmember Grant questioned if the City of Arden Hills was able to stop the public auction of the TCAAP land. He noted the City would have to pass a resolution that pursues a public conveyance. Councilmember Holden asked where the resources were going to come from to negotiate a public auction or a public conveyance. Mayor Harpstead indicated this would be a concern. He stated the City would need to speak with the DNR or the State Parks and Trails for assistance in funding an urban park. Mayor Harpstead suggested Councilmember Holmes idea be discussed further to push an urban park and seek funding sources. Councilmember Holmes agreed and stated she would like to see a meeting held between the Council and Betty McCollum. Councilmember Holden indicated this meeting would create a plan to push for a public conveyance for the TCAAP site. ARDEN HILLS CITY COUNCIL WORK SESSION MAY 18, 2009 8 Mayor Harpstead noted this could be an open meeting teleconference with Betty McCollum and questioned if it was the consensus of the Council to proceed in this direction. Councilmember Holden stated she didn't see any other way of proceeding and that she was in favor of creating a public use on this site. Councilmember Grant stated he would like to see the City give public conveyance a try and avoid a public auction. Mayor Harpstead indicated he felt this was not a favorable use of staff or Council time and that he would move onto something different. Councilmember McClung explained he felt this was not a productive use of resources either and was not supportive. Mayor Harpstead questioned how the Council would like to proceed at this time. Councilmember Holmes proposed the Council discuss at next week's meeting whether or not the Council would support a public auction for the TCAAP site. Mayor Harpstead indicated he would be in support of having a resolution on the agenda. Councilmember McClung stated he would like a special meeting called this week to vote on this item as he would be out of town next week. He explained that he was not in favor of a public auction and would leave these comments with City staff prior to the meeting. Councilmember Grant noted that he would be in favor of adding this item to the agenda. Councilmember Holmes questioned if the resolution should include a time limit for the public auction. Mayor Harpstead suggested this be written in to the resolution and suggested the City Administrator begin drafting up a public conveyance work plan for the Council to review. AR-DEN HILLS CITY COUNCII,WORK SESSION MAY 18, 2009 9 City Administrator Moorse stated he would begin the work plan and stated he would contact Betty McCollum. He suggested this message be passed along to the Army and GSA as well. City Administrator Moorse noted the funding sources would need to be evaluated. Councilmember Holden encouraged the City to not take ownership of this land but rather to find partners that were willing to assist in the development of this site. Councilmember Grant agreed-stating he wanted the City to reduce the impact on the Arden Hills residents and that the Army cleans the site. Mayor Harpstead suggested that staff speak with Betty McCollum to see if she was willing to spearhead discussions and bring stakeholders together to pursue a public conveyance of the TCAAP site. There was a consensus to proceed with this suggestion, along with directing staff to develop a work plan. City Administrator Moorse stated he would report back to the Council at next week's meeting. He questioned when the Council would be available to meet with the Army. After discussion it was determined to hold this meeting in July to allow the Council time to gather information and funding sources for the public conveyance. C. Review 20 10 Budget Calendar Finance Director Iverson presented the City Council with the 2010 budget calendar. She noted it would be brought to the Council for formal approval but at this time was for the Council to review. Finance Director Iverson explained that the Council would hold their first preliminary budget session on August 17, 2009. D. Eureka Contract Payment Terms Discussion Community Development Director Lehnhoff reviewed a memo with the City Council regarding the contract with Eureka Recycling. He recapped that Eureka believed that the City owed them additional processing fees totaling roughly $6)600. ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 18, 2009 10 Community Development Director Lehnhoff indicated that Council discussed this item in March where Eureka presented an offer to waive future processing fees but that the City had to waive the right to future revenues. Community Development Director Lehnhoff explained it was the staff s opinion that the City did not owe Eureka the processing fees, which the Council agreed with in March. Council directed staff to offer a counter proposal keeping a smaller portion of the revenue share and eliminating the gap in processing fees. He indicated that paper was to remain in the recycling mix as well. Community Development Director Lehnhoff stated he met with Eureka several weeks ago and they did not accept the counter proposal and have withdrawn the original proposal. He reported the discussion with them was positive but they indicated it is a difficult economy for recycling. - Community Development Director Lehnhoff explained that he spoke with Chris Goodwin last week before writing up this memo. He advised the Council authorize staff to continue with negotiations on the processing fees with the idea that under new provisions perhaps a smaller processing fee could be reached. Community Development Director Lehnhoff stated that if these negotiations were reached the City would be paying more fees than anticipated within the original contract. Eureka indicated they would discontinue paper pick up if an agreement were not reached as they were not able to sustain the losses each month. Councilmember Grant questioned how long the contract was with Eureka. Community Development Director Lehnhoff stated this was a three year contract and that the first year was just completed at the end of February. Mayor Harpstead asked if the other cities holding contracts with Eureka have revenue share. Community Development Director Lehnhoff stated that all their contracts have revenue share, but all the contracts are different. Councilmember Grant indicated the City may have a difficult time negotiating a recycling contract in two years if terms were not reached with Eureka at this time. ARDEN HILLS CITY COUNCIL WORK SESSION MAY 189 2009 11 Community Development Director Lehnhoff agreed and stated that he would like to see this resolved amicably for all parties involved. Mayor Harpstead suggested staff proceed with the negotiations, setting a $50 per ton processing fee and that this be in place until the three month average for paper costs per ton on the revenue side exceeds the $75 fee; at which time, the original contract will go into effect. Community Development Director Lehnhoff indicated this was similar to the City of Roseville's contract language. Councilmember Grant suggested the fees be adjusted, with the City taking the shortfall this year and have it be corrected for 20 10. It was the consensus of the City Council to direct staff to negotiate the recycling contract further with Eureka Recycling addressing the processing fees. E. Draft Rental Registration Ordinance Community Development Director Lehnhoff presented the City Council with a draft rental registration ordinance. He indicated this started out of a discussion the Council had last October in a work session meeting for a community enhancement program. Community Development Director Lehnhoff stated the primary reason this proceeded was to track and rental properties within the City, provide educational information to the renters on the City's expectations and to maintain current contact information. Community Development Director Lehnhoff indicated that this ordinance does not include inspections at this time. He explained that there are currently 220 single family non-homesteaded properties, with an additional 60-70 homes relative homestead. We estimate about 250 — 300 rental properties. Community Development Director Lehnhoff stated the preliminary registration fee would be $35 to cover the fees within the program. He further reviewed the Ordinance with the Council and stated it would be ready for the Council to approve at their June 8th meeting. AR-DEN HILLS CITY COUNCIL WORK SESSION-MAY 189 2009 12 Community Development Director Lehnhoff indicated he would like to see this program in place before the students arrived this fall. He then asked for any comments or questions from the Council. Councilmember Grant questioned how a nanny or distant relative living within a single family home would fall into this Ordinance. Discussion ensued regarding the definition of renters versus member's cohabitating with or related to the homeowner. Community Development Director Lehnhoff explained the exemption to the rule was defined on the second page of the Ordinance. Mayor Harpstead questioned how the non-profit group homes would be handled - within the Ordinance. Community Development Director Lehnhoff stated these homes would be exempt, as they are allowed under State law. Councilmember Holden stated she would be in favor of the registration process but questioned if it was necessary to record the names of the tenants. Councilmember Holmes indicated she felt this was necessary to track who was living in the home and to allow for only four renters per unit. She explained this would eliminate the eight to ten cars parking in driveways as well. Councilmember Holden suggested the names only be recorded if the property were to have a problem or complaint. She questioned if the number of bedrooms was necessary information on the application at this time and if it would be verified. Community Development Director Lehnhoff stated this could be eliminated from the application as the City was not completing inspections at this time. He added that he would be comfortable requesting the tenant names after a complaint was received on a property. Councilmember Holmes suggested that inspections be completed on an as needed - basis. She explained that this would allow the City to complete an inspection if the City were to receive complaints. ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 185 2009 13 Community Development Director Lehnhoff indicated this was written into the current Ordinance and that a fee would be passed along to the homeowner for the inspection. Councilmember Holmes questioned if the language stating no more than four unrelated people shall live within a single family home should be repeated within this Ordinance. Community Development Director Lehnhoff indicated that this was already required by City Ordinance and would be referred to within the application. Councilmember Holmes questioned if the words "dwelling units" should be used instead of"units" at the top of the application in the first line. She indicated this created more clarification. Community Development Director Lehnhoff indicated he had no objection to this changed and thanked Councilmember Holmes for pointing this out and explained he would make sure the language was consistent through the Ordinance. Mayor Harpstead asked that the owner occupied units be made clear within the definitions. He also questioned if the homes off the Presbyterian Homes property would be considered rental property. Community Development Director Lehnhoff stated these homes would need to be registered as rental properties unless they were being used as group homes. It was the consensus of the City Council to direct staff to proceed with the Rental Registration Ordinance. 2. COUNCIL COMMENTS AND REQUESTS Councilmember McClung stated he would be out of town next Monday. Community Development Director Lehnhoff reminded the Council there was a Shoreland Ordinance meeting on Thursday at 6:30 p.m. Mayor Harpstead 'ourne�`the City Council Work Session meeti 7:25 p.m. E ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 189 2009 14 Stan Harpstead Ronald J. Moorse Mayor City Administrator