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HomeMy WebLinkAbout07-20-09-WS � ENHILLS Approved: September 28, 2009 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING JULY 209 2009 5:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Councilmember McClung called to order the City Council Work Session meeting at 5:00 p.m. Present: Mayor Stan Harpstead (arrived at 5:35 p.m.); Council Members David Grant (arrived at 5:02 p.m.), 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 Kris Giga; Park and Recreation Manager Michelle Olson; and Community Development Director James Lehnhoff. 1. AGENDA ITEMS B. Emergency Management Presentation— Judd Freed Judd Freed, Ramsey County presented the City Council with information on the current Emergency Management Plan. Mr. Freed explained it was important for him to be able to take the time to explain the emergency management program. He reviewed how emergency planning has changed over the past ten years. Mr. Freed indicated there were viable threats to the area but that the County wants to address the risks prior to any major occurrences. He stated the County was now working to leverage resources and personnel county-wide to deal with hazards when they occur. Mr. Freed explained he had four people working in his department at this time, but would continue to partner with the City's across the County when facing an AR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 2012009 2 emergency. He indicated that he will coordinate with the appropriate agencies to assist with emergency planning through the knowledge he has of local programs. Mr. Freed stated it was his goal to create a common emergency operations plan. This would allow for all cities to operate under the same language to respond quickly and efficiently to emergencies. He noted all emergencies are first dealt with locally but that the County could come in to offer coordination. Mr. Freed indicated the goal would be to mitigate the need for emergency services, or to reduce the effects on the community as much as possible. Mr. Freed reviewed the partnerships involved in the emergency management program such as the Ramsey County Sheriff's office, public health, the fire department, his office, neighboring community public services, along with the various departments within the City of Arden Hills. He indicated that the collaboration between the various offices was vital to assisting the public with the services needed in an emergency situation. Mr. Freed explained how his office assisted in the coordination of the recent H1N1 outbreak while passing along valuable information to all communities within the County. Councilmember Holden questioned if the County had an inventory of the emergency generators available. Mr. Freed stated there was nothing at this time but that he was working on gathering this information to create a database. He indicated this would prove - invaluable in an emergency situation. Mr. Freed reported that emergency staff representing the entire County met on a monthly basis to gather and share information. Mr. Freed then described the capabilities of a new homeland security site available to the City to deal with future emergency situations. He noted that the information can be shared with neighboring communities or can be kept confidential. Mr. Freed then reviewed the emergency vehicles available to the City in an emergency situation. He indicated these vehicles offered a mobile emergency operations center. Mr. Freed encouraged the City to prepare for the upcoming flu season. He reported that the upcoming flu season was expected to affect roughly 30% of the population, including key employees within the City. Mr. Freed noted that City operations and information would need to still continue even with these employees out of the office. He stated the City should be prepared before the effects are felt, ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 2052009 3 and encouraged the City to consider the Command, Finance, Logistics, Operations and Planning (CFLOP) method of planning. Mr. Freed suggested the City discuss how they will handle critical decisions in a crisis situation. He indicated that the City would work much more efficiently if these items were discussed with important decisions made prior to an actual situation. Mr. Freed stated ready.gov was a valuable resource with a wealth of information available to the public on how to handle crisis situations. Mr. Freed encouraged the Council, as leaders of the community, to address these concerns and think through these processes now so the City would be prepared in any type of situation. He thanked the Council for their time. A. Arden Hills Library Funding City Administrator Moorse stated he met with Bev Aplikowski to talk about possible impacts on Arden Hills libraries related to potential funding issues at the County level. He indicated they had a good discussion and felt this would be valuable information to pass along to the Council. Bev Aplikowski stated she had no magical solution or promises for the City. She indicated the stimulus package was supposed to trickle down to the counties, but that the timeline was uncertain. Ms. Aplikowski noted the library directors were preparing for budget cuts. She explained that the Arden Hills library was currently - open 35 hours a week, with an increase in visits due to the closing at Roseville. Ms. Aplikowski noted the library has taken several steps to reduce labor intensive tasks. She indicated the Library Board does not want to reduce hours, but would rather close a library than reduce hours. Ms. Aplikowski explained that the Arden Hills library was the oldest in the system and that there was great concern about the boiler. She stated there was limited space for collections and not adequate storage space. Ms. Aplikowski understood that Arden Hills does not want to lose the library, but at this time did not know how to make this happen. She indicated New Brighton was seeking a library space in connection with their community center, which was currently not favorable as they were requesting it be on the third floor. Ms. Aplikowski explained that the Arden Hills library may become a portal library meaning it would be connected to the system but would be a smaller library with a ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 205 2009 4 narrower focus. She noted the push of the library board is to have bigger and better libraries and not necessarily a larger number of small libraries. Discussion ensued regarding neighboring community libraries and the affects they have on Arden Hills' library. Mayor Harpstead questioned the status and volume of visits to the Mounds View library. Ms. Aplikowski reported that the Mounds View library was not in danger at this time, but it may eventually close. She noted this library did have fewer visits than Arden Hills. Councilmember Holmes stated she believed the library should remain a destination and should not have to be surrounded by retail to survive. Councilmember Holden agreed stating it was much easier to get in and out of the Arden Hills library than the Roseville library. Ms. Aplikowski stated this was her opinion as well, but stated the library board was leaning towards retail and coffee shops to increase the traffic within the libraries. She questioned what suggestions the Council may have to increase the visits at the Arden Hills library. Councilmember Holmes suggested more services be provided at the library or that the City assist with utilities. She noted a joint venture could serve the interests of all parties. Ms. Aplikowski agreed this would better serve all parties involved but stated the age of the building was a concern. Councilmember McClung indicated he was surprised by the library board's assessment of this library. He explained the traffic at this library was constant. Ms. Aplikowski noted the projected use of the library going into the future was questionable. Mayor Harpstead questioned if there was a minimum amount of traffic needed to justify the staffing of a library. AR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 2012009 5 Ms. Aplikowski explained the library board has not broken down the figures to that point. She stated they were looking at space, staff and computer services. This library was depending on the "Friends of the Library" volunteers. Mayor Harpstead asked if the boiler were to be replaced or if additional storage were added to the building, if it had to be brought up to ADA codes. Community Development Director Lehnhoff stated he wasn't certain of this information and that he could report back with this information. Councilmember Grant questioned if the location of the library was a concern. Ms. Aplikowski stated the library had great access off of 35W and that a differing location, especially along Highway 96 was not necessary. She indicated the post office building along Fifth and E2 was empty, which could serve the community as a library. Ms. Aplikowski reported that Sue Nemitz was driving through the City looking for possible options and that the library may become a portal. Councilmember McClung questioned the size and scope of services provided by a portal library. Ms. Aplikowski indicated the North St. Paul library was roughly 2,000 square feet which was smaller than the current Arden Hills library. Councilmember Holmes stated the County Commissioners do not want to close libraries as this has become extremely unpopular. She suggested the focus move away from the library board and that the Council interact with the County Commissioners on this issue, as they were the elected officials in charge of the final decision. Ms. Aplikowski indicated this would be a route to try. She explained that more people are frequenting the libraries which should be brought to the County Commissioner's attention. Councilmember Holmes questioned if the City was safe until the Roseville library was complete. Ms. Aplikowski stated this was a fair assessment. She explained the Roseville library was set to be completed in 2011. ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 2012009 6 Councilmember Holden asked what would happen if the boiler went out this winter at the library. Ms. Aplikowski responded the library would be closed. She indicated this would be something she could discuss further with the Board. Ms. Aplikowski explained that if the City were willing to contribute funding for the replacement of the boiler it may assist in saving the library long term. She added however, that the storage at this library would remain an issue. Councilmember Holmes explained that the Council was very interested in keeping the library in Arden Hills. She asked if a library were to be built on the library property, where the funds would come from. Councilmember McClung stated this would be an attractive site but that there would need to be additional development surrounding this site. Mayor Harpstead indicated he has heard that it will not save the County that much money to close the library. He noted that most of the staff volunteers their time. Ms. Aplikowski stated that the library board would rather close the library altogether than begin cutting hours. Mayor Harpstead asked if the County libraries could merge with St. Paul for - better economies of scale. Ms. Aplikowski explained that the librarians in the metro area would rather merge with Anoka or Washington Counties. St. Paul has not put a whole lot of money back into their libraries, which would make this a huge cost factor for them. Councilmember Grant questioned if the Council should be sending a message to the County Commissioners or library board. Ms. Aplikowski stated this was a great suggestion along with any financial support that the City could provide to show the library was a priority for the City. She indicated the Lindberg's were strong supporters of the library along with Barb Crasweller. Ms. Aplikowski noted visible support from the Council at library functions would raise awareness to the library board and County Commissioners. She added that if the City were to assist with the boiler expense, this would be a goodwill gesture as well. ARDEN HILLS CITY COUNCIL WORK SESSION-NLY 20, 2009 7 Councilmember Grant asked what other concerns there were with the library beyond the boiler. Ms. Aplikowski indicated the bathrooms were a concern due to the fact they were not ADA accessible, and that the library did not offer additional storage which was needed. She indicated the citizens could write letters of support to the library board sharing the need for the Arden Hills library in the community. Councilmember Grant suggested that staff investigate the cost associated with a new boiler for the library before moving forward with additional communications with the library board. Ms. Aplikowski stated that once the Roseville library construction was complete the Arden Hills library hours of operation may change. She explained that the change in hours was projected to be roughly four years out. Ms. Aplikowski noted that the library board was projecting the need for meeting rooms, coffee shops and kids crafts for all future libraries. Further discussion ensued regarding the Roseville library and how it will affect the City of Arden Hills. It was noted that the Roseville library was the most used library in the State of Minnesota. Mayor Harpstead indicated that the citizens of Arden Hills expect more than a - portal library. Ms. Aplikowski stated the Arden Hills library currently has 100,000 annual visits. Councilmember Grant stated that this was a large number of visits based on the size of the City. He felt the operating costs considering the number of visits was reasonable as well. Mayor Harpstead indicated it would be beneficial to know what criteria the library board was assessing the library against, if it was dollars per visit or numbers of visitors. Councilmember Grant stated the definition of a portal library would benefit the City as well, along with the library board's timeline. MR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 205 2009 8 Ms. Aplikowski stated she would forward these comments to the board and encouraged a member of the community to begin thinking about taking her seat on the library board, as she would be stepping down in a year and a half. She felt it was crucial for the City of Arden Hills to have representation on this board. Ms. Aplikowski suggested the City print an article in the next newsletter regarding the library asking for additional support and volunteers. Councilmember McClung added that the Safe Routes to School bike route would be completed along E2. He indicated this would make the Arden Hills library more easily accessed in the future. The Council thanked Ms. Aplikowski for her service on the library Board, for working so diligently.for its citizens and for her report this evening. It was the consensus of the City Council to direct staff to forward their comments to the library board along with investigating the costs associated with replacing the boiler at the library. C. Fire Budget—Fire Chief Tim Boehlke, Deputy Chief Ralph Adair City Administrator Moorse presented the City Council with a brief overview on the fire department budget. He noted the allocation percentages have been updated on the most current handout. City Administrator Moorse indicated the Cityi's cost-share changed from 28.4% to 28.1%. - City Administrator Moorse noted there were several related items to discuss tonight, one being the fire staffing proposal and the other being the 2010 fire budget. He explained the Fire Chief had a brief presentation for the Council and would be willing to answer any questions the Council may have. Fire Chief Boehlke reviewed several staffing models for the fire department indicating the suggested safety changes improve service and response times to the community. He explained there were currently 66 fire fighters, operating four fire stations covering 32 square miles of area. Fire Chief Boehlke noted the department was looking to staff two stations with three fire fighters each. He stated this would be implemented over a course of six years. AR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 9 Mayor Harpstead asked if additional personnel would be brought in for a structure fire. Fire Chief Boehlke noted that fire fighters could be called in for any structure fires, however, the on call or shift fire fighters would be able to handle 95% of the calls. Mayor Harpstead requested clarification on assured responses. Fire Chief Boehlke stated the duty crew would make for an assured response to each call with additional fire fighters responding when enough are ready for service to a call. He explained that this would create a faster response time for life threatening calls. Fire Chief Boehlke indicated that this was crucial when responding to fires as they are now doubling in size faster; because they are burning hotter and faster than in the past. Councilmember Holmes asked whether the full time staff were dedicated employees or if they were being pulled from the volunteer staff. Fire Chief Adair explained they were part time employees, from the 60-65 volunteers that carry pagers. He indicated that during the weekdays people sign up to work a part time job where they standby at the station for which they are paid an hourly wage to respond to calls, do fire education, work on the trucks, etc. Fire Chief Adair stated that over the next six years all fire fighters will be required to work a certain number of shifts each month. He indicated this was seen as a step in the right direction for all those who are currently responding to fires as it allowed the fire fighters to have greater control over their schedule. Fire Chief Adair explained that the fire department currently has four fire stations but could operate with two if placed in ideal locations throughout the City. He indicated that the department will continue to pursue better locations, with respect to affordable housing, to attract future volunteers, but understands that this would require City approval Councilmember Holden questioned if the fire fighters would require benefits and sick leave in the future, based on the new staffing model. Fire Chief Adair indicated that the fire fighters would continue as part time employees and would not require any sick leave or benefits. They would maintain ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 209 2009 10 the same level of service for the City and would be responsible for responding to X amount of working shifts each month. He explained that only the full time staff working Monday through Friday would require benefits. Fire Chief Adair noted that this staffing model was becoming a trend nation wide to forego the need for 24 hour full time staffing. He explained this model enabled great cost savings, assured responses, and improved recruitment. It would greatly improve the service provided to the City and would be viable into the future. Mayor Harpstead reported that the fire department discussed running only two fire stations with the duty crews if located in ideal locations throughout the City. He noted this would allow the City to avoid replacing Station #1 if the duty crew were faster on the response. Fire Chief Adair stated the fire department would look at reducing the fleet if Fire Station #1 were not rebuilt. He indicated that this would be reevaluated as time goes on. Fire Chief Adair explained that this would benefit all cities involved by reducing the fleet, along with roughly $30,000 in utilities and maintenance to Station #1 each year. - Councilmember McClung thanked the fire department for their efforts in pulling all this information together and questioned when they would be before the Council with a detailed proposal. He asked for additional information on how the services would be maximized to the citizens of Arden Hills. - Fire Chief Adair stated this was the proposal and that they were seeking buy in from all the cities before additional steps would be taken. Councilmember McClung questioned if the stations were set up for 24/7 occupancy and if this was within the budget. He ran through a number of other concerns stating he would need these addressed before he would be ready to consider the change in staffing along with the 20 10 budget. Fire Chief Adair stated the occupancy change was written into the budget. He explained that the fire department would not begin transporting serious medical patients and that the local sheriff and Allina medical services would maintain current services. Mayor Harpstead reviewed the budget numbers with Council for greater clarification, noting the rolling stock would be reduced over the next several years. ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 ll Councilmember Holden questioned how the fire board was able to make decisions that greatly affected one community more than others, such as the fire department responding to all car accidents. She stated this placed a greater burden on the City of Arden Hills due to the major freeways within the City and drove up the costs. Fire Chief Adair explained this decision was not taken lightly and that accidents with injuries added about $2,500 to the operational costs. He indicated that the formula for responses shifted by less than 1/2 of a percent. Councilmember McClung questioned what would happen to Fire Station #1 if there was no longer a need for this site. Fire Chief Adair stated the land would be sold and that these proceeds could assist with paying for the implementation schedule as the Lake Johanna Fire Department owns the property. He indicated that he would be speaking with the City further to see how the property could be subdivided and what the land was zoned for before proceeding. Councilmember Grant felt that the increase in public safety was well worth the suggested changes to the Lake Johanna Volunteer Fire Department. However, he asked for more information on the impact it will have in costs to the cities involved. Councilmember McClung agreed stating the numbers were just not clear enough for the City to understand the context and narrative of this staffing concept. Fire Chief Adair noted that there would not be any cost savings to the cities until 2015 when the duty crew would be 24/7 and Fire Station #1 was closed down. Savings prior to that would not be seen unless the plan was accelerated. Discussion ensued regarding the fire budget with the proposed changes and the total costs over the next several years. Councilmember McClung noted the current numbers were hard to review without additional information. He stated that he was not ready to make policy decisions based on the information provided. It was suggested that the information be pulled together into a saleable package that everyone understands to assist in weighing the options. ARDEN HILLS CITY COUNCIL WORK SESSION-NLY 20, 2009 12 That Council was in agreement with this suggestion and stated this would assist in the upcoming policy making decisions. Councilmember Grant suggested that the plans be implemented sooner, such as 2013 to allow for greater cost savings for the cities. The Council was in agreement with this suggestion, noting it would provide more options. Fire Chief Adair stated he could rerun the numbers for this but that each city would have to be in agreement in order to implement the plan sooner. He indicated the levy limits would have to be taken into consideration if this plan were to proceed. Mayor Harpstead asked for general comments from the Council on the proposed staffing model and budget for 20 10. Councilmember Holden indicated she was in favor of the new staffing model. She expressed some concern with the budget numbers and the $15,000 budgeted for the firefighter "special events". Fire Chief Adair felt these were perks to thank the volunteers for their dedication and service to the community, with a Christmas breakfast, the steak fry and to honor retirees. He explained that these events made up for the wage paid to the volunteers. Councilmember Holmes explained that she was in favor of the new staffing model but agreed with the special events being excessive based on the current state of the economy. Fire Chief Adair felt it would be a public relations nightmare to eliminate these events. He asked that the events be respected due to the dedication and service provided by the volunteer staff. Councilmember McClung indicated he felt the events were a benefit to the volunteers and well deserved. He questioned if the new staffing model would deter people from applying as they would be receiving a pay cut. Fire Chief Adair explained that the new staffing model would allow for greater flexibility for the recruits in selecting their schedule which made it more attractive, even though the pay was reduced. He indicated the new staffing model would make the responses easier for the volunteers in the long run. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 20, 2009 13 Councilmember Holden encouraged the department to recognize that the financial times were tight. Fire Chief Adair stated he was aware of these concerns and that the department did continue to look at cost savings for the public. He further reviewed the budget numbers in detail with the Council. Fire Chief Adair explained that the funds earmarked for the new roof for Fire Station #1 would only be spent if needed. Councilmember McClung indicated he would be more comfortable with this item out of the budget with the understanding the Council would need to replace the roof if it fails. Fire Chief Adair indicated he could make this adjustment but would like something in writing with the City understanding that they would be responsible for the expense if needed. Mayor Harpstead indicated that after tonight's discussion, the Council was in favor of the new proposed staffing of the fire department. The Council asked for additional narrative within the budget to define the benefits to the community. It was also the consensus of the Council to omit the roof replacement line item from the 2010 budget with the understanding the City would be responsible for the expenses if needed. D. CIP — 2010-2014 Finance Director Iverson presented the City Council with the draft copy of the current CIP. She indicated it included years 20 10 through 2014 which allowed for greater analysis. Finance Director Iverson noted all items were brought to the Council except for utility infrastructure, the County Road E improvements and the office equipment/technology. Mayor Harpstead questioned what staff was looking for from the Council at this time. Finance Director Iverson stated staff was looking for direction for the budget as this will come back to the Council with the operating budget. She explained this was one of the first steps in the budget process. Finance Director Iverson indicated that she would make the necessary changes to the public safety budget as requested by the Council at tonight's meeting. ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 209 2009 14 Councilmember Holden questioned the gateway sign expense. Community Development Director Lehnhoff stated the current estimate was $10 200 based on the revised design from the EDC, which included installation but not lighting. Councilmember Holden asked if the City trail signage was budgeted for 2010 and if there was a plan for the trails. Park and Recreation Manager Olson indicated there was $15,000 budgeted for 2009 and $10,000 for 20 10. She noted that the PTRC was working on a plan at this time. Park and Recreation Manager Olson explained that the PTRC was looking at a simple plexi-glass sign system to be located throughout the City. Councilmember Holmes suggested that these funds be set aside for benches instead of trail signage. She indicated that she has had numerous requests for benches along City trails and has not heard a request for trail signage. Councilmember McClung asked if the City needed trail signage at this time. Park and Recreation Manager Olson indicated the trail signage was a goal for the PTRC in years past and was budgeted for 2009-2010. She noted there were several trails in the City that could be greater defined to the residents. Park and Recreation Manager Olson explained that the Elmer L. Andersen Memorial Trail was another reason for the suggested trail signage. Councilmember McClung noted he was only in favor of the Memorial trail signage at this time. Councilmember Holmes stated she felt the PTRC should be directed to pursue benches in the City and not the trail signs. Councilmember Grant agreed that the trail system did not require maps at this time. He suggested that $7,500 be allocated for trail signage and $7,500 for benches. Park and Recreation Manager Olson stated the PTRC could continue with an implementation plan that the Council could review. At that time, if the Council did not wish to move forward the item could be dropped. MR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 15 Councilmember Grant reiterated the fact that the Council was not in favor of trail signage at this time and that the $15,000 budgeted for 2009 did not have to be expensed. He suggested that the PTRC focus on bench implementation. Councilmember Holmes agreed with this assessment. Mayor Harpstead summarized that based on the Council's discussion that the trail signage be reduced to $5,000 for trail signs to be located at needed locations. Councilmember Holden suggested that the City-wide trail system be posted on the City website for the citizens to view. She felt that plexi-glass signs would need continued maintenance by the City. Mayor Harpstead asked if the Council was in favor of purchasing additional benches for the trail system. Councilmember Holden stated she would be in favor of additional benches as she had numerous requests from residents for benches. Councilmember Grant added that this would be a great Eagle Scout project. Councilmember Holmes noted the entire Elmer L. Andersen Memorial Trail from E2 to Lake Johanna Boulevard did not have one bench. - Park and Recreation Manager Olson noted the PTRC will be reviewing the current park benches in the City in September to suggest new locations. She indicated the PTRC was going to look into a memorial bench giving program. It was the consensus of the City Council to direct staff to come forward with a park bench plan for review at a future meeting. Councilmember Holden questioned if the funds set aside for the CP Rail Bridge was for one or both sides of the trail. Park and Recreation Manager Olson noted this was for one side of the trail and that the idea of expanding the project to include both sides was tabled until official costs for County Road E could be discussed at the same time. AR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 205 2009 16 Councilmember Holden noted she was against the Lexington Avenue trail expense totaling $62,000. She indicated she was in favor of maintaining the current trails and not adding additional ones at this time, or that this trail be pushed back until the B2 zoning district were developed. Park and Recreation Manager Olson reviewed the location of the Lexington Avenue trail and stated that staff would be seeking 50% of the expense from neighboring businesses. She explained that this would be further pursued in 2010. Mayor Harpstead indicated that Cub was interested in seeing this trail connection. Councilmember Holmes questioned if the trail could run up to Caribou and not all the way to Grey Fox Road. Park and Recreation Manager Olson stated this would be an option, which would reduce the expense. Public Works Director Hoag suggested that the trail continue as is but that it be reviewed by the Council in the future after staff seeks donations and is able to fine tune the expense. Councilmember McClung noted that he would be in favor of resurfacing the Lexington Avenue trail in 20 10 and moving the new trail connection along Lexington Avenue to 2012. - Councilmember Holden questioned if the trail would be needed after the residence hall went away in two years. Mayor Harpstead indicated that he did not see this trail only for the residence hall, but as an addition to the infrastructure for the City of Arden Hills. He did feel the Lexington Avenue did need resurfacing prior to the new trail connection. After further discussion, it was the consensus of the Council to move the Lexington Avenue resurfacing to 2010. There also was Council consensus to keep the new Lexington Avenue trail connection from the railroad to Grey Fox Road in 2010. Councilmember Holden requested line item expenses for I&L Public Works Director Hoag noted that he could provide this information to the Council. AR-DEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 17 Mayor Harpstead asked if the sewer lining projects within the CIP were necessary and not just age related. He questioned how far the $125,000 would go. Public Works Director Hoag indicated the projects were necessary, that the sewer lining would need to continue and noted the expense would vary depending on the easement or street work that was completed. The Council agreed to leave the budget item as listed but requested additional information from public works. Councilmember Grant questioned why lift stations #1 1 and #13 were in need of reconstruction. Public Works Director Hoag stated the lift stations have been in the budget since he started and noted one required service. He indicated that they could continue to be monitored but that they would need reconstruction. Mayor Harpstead questioned if there was an economy of scales for doing both lift stations at the same time. Public Works Director Hoag indicated there was a cost savings to the City if both were done at the same time. He noted both would be replaced with submersible pumps. - Councilmember Holden explained that she was not in favor of adding SCADA monitoring prior to the reconstruction. Public Works Director Hoag noted this would be an integrated process and be tied into Roseville's system. He indicated it could be done piece by piece. Mayor Harpstead questioned if the remote access portion of the SCADA system could be installed first to reduce the expenditure to the City. He asked that the expenses of this system be broken down for the Council to review. Councilmember Holden asked what the cost savings were projected to be with the new system in place. She questioned why the system was being installed into old lift stations, like #1 and #12. Councilmember Holden felt the City should rebuild these lift stations before the system was installed. ARDEN HILLS CITY COUNCIL WORK SESSION-NLY 2012009 18 Public Works Director Hoag indicated the cost savings would be instantaneous when the City was having problems, as several problems could be fixed remotely. He noted he could speak with the City of Roseville to gain additional information. Mayor Harpstead questioned if the Council was in favor of keeping the reconstruction of lift stations #I I and #13 in the 20 10 CIP. The Council was in favor of keeping this item in the CIP. Further discussion ensued regarding the lift station operation and outages. Councilmember Holden questioned why one lift station was going to be provided with a permanent backup generator and other neighborhoods were not. Public Works Director Hoag stated this was based on prioritizing in the City. He indicated that long term it would be great to have permanent backup power for all the lift stations. Public Works Director Hoag indicated the suggested generator was for the lift station that is most vulnerable. Mayor Harpstead asked what the cost estimate would be if a permanent generator were added to the lift station. Public Works Director Hoag indicated a new permanent mount generator would be $55,000-60,000 plus the building to house the generator. The Council asked for additional information on lift stations #1 and #12 explaining why these stations were problematic without suggested reconstruction, along with - their outage information. Mayor Harpstead suggested $50,000 be placed within the budget for a permanently established generator at that location. He noted this would buy the City capacity as the other generators could be used elsewhere. Councilmember Holden indicated that she was not in favor of this suggestion as it was a permanent solution to a problem that happened once a year. Public Works Director Hoag indicated if the $50,000 were allotted, he asked that it not be tied to the permanent generator. He stated he understands the generators are an issue and asked that the generator could possibly be portable. AR-DEN HILLS CITY COUNCIL WORK SESSION-NLY 205 2009 19 Mayor Harpstead indicated that he was not in favor of erecting a building to house the permanent generator. He stated he was in favor of the added flexibility the City would gain by keeping this generator portable. The Council was in agreement with this suggestion. Discussion ensued regarding the Valentine Avenue Neighborhood PMP. Councilmember Grant felt that this project should not be pursued as enough funds were spent in 2009. He suggested the City spend $1 million a year on PMP projects and would like to see the future projects leveled off to these amounts. Mayor Harpstead indicated there was $6.7 million in the capital plan which was set aside for City pavement projects. He noted he was in favor of addressing the street improvements before they became a major concern. Finance Director Iverson reviewed the funds available for street improvements stating that there was also State Aid funds to assist with future projects. Councilmember Grant questioned if the Council would be in support of pushing - back the 2012 PMP projects to 2013. The Council was in favor of this suggestion. Councilmember Holden suggested that the Venus/Glenview area be completed before Snelling, due to all the watermain breaks. Mayor Harpstead agreed with this assessment and asked why Snelling Avenue continued to be placed on the PMP when there were other neighborhoods in poorer disrepair. Public Words Director Hoag indicated he receives the most calls on Snelling Avenue and there have been many repairs made to that section of roadway. He explained that the road may not need an entire reconstruct and that it could just be an overlay. Councilmember McClung questioned the funds being spent on Snelling Avenue in 2010 totaling $80,000 and $133,000 in 2011. He suggested an overlay to Snelling Avenue to push the full reconstruction back another 15-20 years. Public Works Director Hoag indicated the $80,000 was for a feasibility study of the roadway to see if an overlay would solve the concerns of the street. He ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 20 explained that preliminary engineering was needed to best determine what route the City should take for Snelling Avenue. Mayor Harpstead indicated that he was not opposed to expensing the engineering costs to allow the City to make better decisions on Snelling Avenue, but stated he was not yet convinced the roadway needed a full reconstruction. Councilmember Grant suggested the $2 million allotted for the Snelling Avenue reconstruction be omitted from the budget. Mayor Harpstead explained that he was not sure this item should be taken out and that the engineering should be completed in 2010 to inform the Council if the reconstruction was warranted. Councilmember Holden agreed with the Mayor stating the feasibility report should be completed in 2010 for $80,000 to see if the overlay would suffice. She asked that the $133,000 for Snelling Avenue be omitted from the 2011 budget. The Council was in support of this suggestion. Mayor Harpstead added that an asterisk should be added to the budget near the Snelling Avenue items stating these are not likely to be expensed. Discussion ensued regarding the need to keep the Snelling Avenue numbers within the budget for future capital expenditures. - Public Works Director Hoag suggested the $133,000 be kept in the budget for 2011 to cover the engineering expenses, whether a reconstruction or overlay. The Council was in agreement with this suggestion. The Council further reviewed the PMP plans for Valentine Avenue and Katie Lane. The Council also reviewed the funds spent on overlays in 2009 with those being budgeted for the next five years. Councilmember Grant felt there was not enough time to fully discuss the CIP at this meeting and that it should be brought back for further discussion. Councilmember McClung agreed that the Council needed more time to run through the CIP and for questions to be fully answered by staff. ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 21 Mayor Harpstead suggested a Saturday morning work session to discuss the CIP in greater depth and detail. Finance Director Iverson stated the CIP could be discussed in conjunction with the budget at the next work session meeting. Mayor Harpstead asked for any final questions from the Council to have staff address before the next work session. Councilmember McClung questioned what the regulatory street sign replacement expense was for. Councilmember Holden stated she would like to have the 2008-2009 budget and expenses printed off for the Council to review at the next work session. She also suggested that Valentine Park have a placeholder in the budget. Finance Director Iverson stated she would provide this information and that she would have the funding reports up to date. She questioned if the Council wanted her to make the suggested changes tonight to the CIP and rerun the books. The Council indicated they would be comfortable using the current CIP book but that a summary of changes should be provided for informational purposes. Mayor Harpstead suggested that any further questions or comments be forwarded to staff for consideration before the next work session. Councilmember Holden requested a PMP map showing all the projects budgeted for each year within the CIP. E. TCAAP Reimbursable Expenses City Administrator Moorse indicated the City was currently holding the earnest money for TCAAP and that these funds could be placed in an escrow account until the City reached a resolution with RLLD. He explained that this was not a burning issue but that the Council would need to make a decision in the near future once RLLD completes the necessary paperwork. Councilmember McClung questioned if the amount that was being disputed was the $500,414.68. ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 22 Finance Director Iverson stated this was the initial amount but that the City needs to subtract $777.00 from that amount as a mistake was made on one bill. She indicated the final amount being disputed would be $499,644.68. The Council was in agreement that the money should not be placed in an escrow account. They felt that was not a superior solution to this situation. Mayor Harpstead suggested the disputed amount be placed in an escrow account with the remainder kept by the City. City Administrator Moorse noted the RLLD was stating the City was over budget on a number of these items, which would affect the amount disputed. Councilmember McClung showed $136,546.59 over budget from Spencer Fane Britt & Brown, along with $9,255 from Ehlers for project management, $16,317.91 for engineering services and $110,705.61 from Ehlers for financial services. Councilmember Grant stated that the City would stand in a better position if the funds were accessible by the City, where it can earn interest and be treated as an escrow account while negotiations continue with RLLD. He indicated that if the City gave up possession of the money, the City would lose a strong negotiating position as well Mayor Harpstead agreed stating he would like the City's attorney advise the Council on this issue as well. Councilmember Holmes stated she would not like the funds placed in an escrow account unless advised by the City Attorney. She felt the City needed to dispute or justify these numbers and that it should not be left up to lawyers. Mayor Harpstead explained that he would be more comfortable with a lawyer being involved in this issue due to the fact the differences were sizeable. He indicated that completely ignoring legal advice would not be wise for the City. Councilmember Holmes indicated that the City should be able to provide the level of detail requested on the billing statements without needing to involve legal representatives. She added that if lawyers were going to be involved, the City use its own attorney. ARDEN HILLS CITY COUNCIL WORK SESSION-JULY 20, 2009 23 Councilmember Holden was in agreement with these suggestions stating that the City .should begin negotiations without an attorney until the parties can no longer reach a resolution. City Administrator Moorse explained that this has been the manner of the negotiations thus far. Councilmember Grant indicated that it would be wise of staff to keep counsel informed on this matter, perhaps daily. Discussion ensued regarding the agreement held with RLLD and US Bank, with respect to the fiduciary duty of the City in this matter. Councilmember McClung suggested that additional information be gathered from the past agreements to keep the City from being caught in the middle of this dispute. F. Update Guiding Plan for B2 Community Development Director Lehnhoff explained that this item could be rescheduled for further discussion to gain direction from the Council. He noted it was merely an update item. It was the consensus of the City Council to direct staff to place the B2 area Guiding - Plan on the next available work session agenda. I COUNCIL COMMENTS AND REQUESTS There were no comments or requests at this time. Mayor Harpstead adjourne ity Council Work Session mee ' g 9:37 p.m. r 000, Stan HaTstead Ronald J. worse Mayor City Administrator