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HomeMy WebLinkAbout10-12-09-R N HILLS Approved: November 16, 2009 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING OCTOBER 12, 2009 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro Tem Grant called to order the regular City Council meeting at 7:00 p.m. Present: Mayor Pro Tem David Grant Council Member Brenda Holden Council Member Fran Holmes Absent: Mayor Stan Harpstead (excused) Council Member Dave McClung (excused) City Attorney Jerry Filla (excused) Also present: City Administrator Ronald Moorse Finance Director Sue Iverson Public Works Director Gregory Hoag Parks and Recreation Manager Michelle Olson Chris Chromy of Bolton & Menk Inc. Recording Secretary, Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA Councilmember Holden requested items 4C and 4E be pulled from the Consent Calendar. Councilmember Holmes requested items 4D and 4G be pulled from the Consent Calendar. ARDEN HILLS CITY COUNCIL—October l 2, 2009 2 I. Approval of Agenda (continued) MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the agenda as amended. The motion carried unanimously (3-0). 2. PUBLIC INQUIRIES/INFORMATIONAL Public Mayor Pro Tem Grant opened the public inquiries/informational at 7:03 p.m. Mayor Pro Tem Grant closed the public inquiries/information at 7:04 p.m. A. TCAAP Update City Administrator Ronald Moorse stated there is a conference call with Kevin Legare of the GSA scheduled for Thursday, October 15. The call will be an opportunity to obtain an update regarding the status and timing of the elements of the GSA's planned public sale process, and to follow up on the discussion from the September 28 conference call. 3. APPROVAL OF MINUTES A. July 22, 2009 TCAAP Worksession Meeting Councilmember Holden stated that on page 6, the first paragraph, the word "unethical" should be changed to "difficult". B. August 26, 2009 TCAAP Worksession Meeting C. September 14, 2009 TCAAP Worksession Meeting D. September 14, 2009 Regular City Council Meeting Councilmember Holden stated that on page 17, the last paragraph, "I I" should be changed to "Industrial I". Councilmember Holden stated that on page 20, the first paragraph after the motion, the words "zone code" should be changed to "zoning". Councilmember Holmes stated that on page 22, the second paragraph under Council Comments, it should state that the library is funded through 2010. ARDEN HILLS CITY COUNCIL—October 12, 2009 3 3. Approval of Minutes (continued) MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the July 22, 2009 TCAAP Worksession Meeting Minutes as amended, the August 26, 2009 TCAAP Worksession Meeting Minutes, and the September 14, 2009 TCAAP Worksession Meeting Minutes as presented and the September 14, 2009 Regular City Council Meeting Minutes as amended. The motion carried unanimously (3-0). 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to Approve Payment #8 to Frattalone Companies, Inc., of Little Canada, Minnesota, in the Amount of $145,425.06 for the 2009 Pavement Management Program �`Y�i �c�i �tGC�7+i: a .��� t., E,�+o,- ,-,tr,III L%j C41 I- -�@i���li-vv-r�Yi�d�ttC tho T' o Dor�v �'���-i2n�ri�nri�'���z7L11(1 A wn" t TAT + +� �v�voa ez nnn Tl Adc%4i"r + A 41-1�.-. o Dn��mor�4 i .�r� A�����t T�T�+ t �.' nvorl Q`1 2 1 04 (.4 L. 1Y1V 11 V11 l,V I i� � fnr tl���r�e-A�-�����ir��{"�rr�-ri-�,a�rr�szvi�2�i��� A, a�i�v� P� � i * � �mz niri i� 7"'YdQT�I11�217"TC1TxCV�CV-TJ'���CC GG�1�SI���GTVP�+���CBTt[Cll7rt �'�C1"e„ *ZIZVTSCCCIIe'���f-T�`�2'�+' C�� � � 4rn n4� VT12'B'�A7Z�ITCIZCri Chi D,rz v�a �vi�-1-S@�@a�`H�l����E�--r�'�i-r^v�c'�-��b'�9i i�6i�--�}{� F. Motion to Authorize Staff to Proceed with the Sewer Lining Project - Change Order with Visu-Sewer, Inc. for $38,029.00 to Complete an Additional 902 Feet of Lining. ---��e�-�e- �e��-�4k -nviivrr--��T�i�n.ni-ui� A.z-rmviiir�-Crt-�� �ttrJ-�f,��PP�}���i-�v���a+r�tttG old !`'A �r� H. Motion to Authorize Staff to Contract with WSB and Associates, Inc. to Provide Engineering Services for the 2010 Pavement Management Program in an Amount Not to Exceed $84,782.00 and to Approve Resolution 2009-027: Ordering the Preparation of Feasibility Reports for the 2010 Pavement Management Program. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the Consent Calendar as amended ARDEN HILLS CITY COUNCIL—October 12, 2009 4 4. Consent Calendar (continued) and to authorize execution of all necessary documents contained therein. The motion carried unanimously (3-0). 5. PULLED CONSENT ITEMS A. Motion to Authorize Staff to Enter into an Agreement with Safe Assure Services Inc. for Safety Consultant and Training Services for the Time Period of October 2009 to December 2010 in an Amount Not to Exceed $3,000. Public Works Director Hoag stated that City Staff has been exploring options for OSHA related training. The cities of Little Canada, Vadnais Heights, and Falcon Heights have been using Safe Assure Services Inc. for the past several years. The three cities have formed a group and rotate host facilities for the bi-monthly training. Arden Hills has inquired about joining the group and Safe Assure believes that allowing Arden Hills to join the group will allow them to continue to offer the same level of service to all and possibly add a second training session of the same topic to help with overall scheduling. The cost to join the group will be $1,700 for the year 2010. In addition, to keep Staff in compliance for 2009, the City will need to complete some additional training and review of our existing policy manual. The cost of this additional training and policy manual review will be $1,300. This is a budgeted item in the general fund and enterprise accounts. Councilmember Holden asked what the City was paying Integrated Loss Control Inc. (ILC) for services. Public Works Director Hoag stated that the City was paying about $3,200. - Councilmember Holden asked if this works into the 2010 budget. Finance Director Sue Iverson stated that since the item was budgeted for in the 2009 budget it would be budgeted for in the 2010 budget. Councilmember Holden asked if the training provided was for all City Staff. Public Works Director Hoag clarified that the training was for all City Staff but primarily for the Public Works Department. Councilmember Holden asked for clarification regarding the difference in the Budgeted amount of$12,167 and the actual amount of$3,000. ARDEN HILLS CITY COUNCIL—October 12, 2009 5 SA. Motion to Enter Agreement with Safe Assure Services Inc. (continued) Public Works Director Hoag stated that the budgeted amount of$12,167 includes several other items as part of the training budget. Councilmember Holmes asked why the City was changing from ILC. Public Works Director Hoag stated that Safe Assure provides the training component at a more reasonable cost. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to Authorize Staff to Enter into an Agreement with Safe Assure Services Inc. for Safety Consultant and Training Services for the Time Period of October 2009 to December 2010 in an Amount Not to Exceed $1,000. The motion carried unanimously (3-0). B. Motion to Authorize Staff to Have the City's Tree Removal Contractor Proceed with Diseased and Hazard Tree Removal work on City Property for a Cost Not to Exceed $28,611.51 Public Works Director Hoag stated that the City operates a program for Shade Tree Disease Control. The City tree inspector has identified diseased and hazardous trees on City property which need removal to prevent further spread of disease. Also identified are stumps in several parks which remain from past tree removals completed by City Staff. The 2009 approved budget includes $37,590 for tree removal and to date the City has spent $7,596.40. If approved, this work will be complete within the 2009 budgeted amount for tree removal Councilmember Holden asked what the necessity was for the removal of the tree stumps. Public Works Director Hoag explained that they were obstacles for lawn mowers and could be hazardous. Councilmember Holden stated that she had asked previously about the number of diseased trees within the City and had been told that there were not that many. She asked why the number was so high now. Public Works Director Hoag explained that the inspector had just recently finished with his inspection and provided the complete list to him. ARDEN HILLS CITY COUNCIL—October 12, 2009 6 SB. Approval of Tree Removal on City Property (continued) MOTION: Councilmember Holmes moved and Mayor Pro Tem Grant seconded a Motion to Authorize Staff to Have the Ci!y's Tree Removal Contractor Proceed with Diseased and Hazard Tree Removal work on City Property for a Cost Not to Exceed $28,611,51 Councilmember Holden asked if the tree stump removal could be removed from the contract. Councilmember Holmes stated that the City did save money by cutting down the trees themselves so they should be able to spend some money to have the stumps removed. Public Works Director Hoag explained that the stumps were an accumulation over several years. Councilmember Holmes clarified that the City Staff does not have the capability to remove the tree stumps. MOTION: Councilmember Holden moved and Mayor Pro Tem Grant seconded a motion to Remove the Tree Stump Removal from the Contract and Amend the Amount of the Contract to an Amount not to Exceed $23,673.42. The motion carried unanimously (3-0). The amended motion was called to a vote. The amended motion carried unanimously (3-0). - C. Motion to Authorize Payment in an Amount Not to Exceed $13,198.68 for the Purchase of Wetland Banking Credits for the Elmer L. Anderson Memorial Trail Connection Project and Authorize the City Administrator to Sign the Purchase Agreement Between Restoration Development LLC and the City of Arden Hills. Parks and Recreation Manager Michelle Olson stated that the City of Arden Hills contracted with Kimley-Horn for engineering services related to the Safe Routes to School Project on August 25, 2008. The City was officially awarded ARRA grant funding on June 10, 2009. Kimley-Horn has been working on the environmental aspects of this project, including wetlands, modeling, and permitting. ARDEN HILLS CITY COUNCIL—October 12, 2009 7 SC. Purchase of Wetland Banking Credit (continued) At the June 15, 2009 Council Work Session, Staff presented the wetland mitigation requirements that would be necessary in order to receive final approval through the DNR and Rice Creek Watershed District. Two wetlands, identified as DNR protected waters, have been identified directly adjacent to or partially within the existing right of way of the pathway planned for the south side of County Road E2. It is estimated that 4,000 square feet of impact is not avoidable to the eastern wetland, while impact to the western wetland can be avoided through construction of a 375 foot long retaining wall. Mitigation for the wetland impacts is required and can be accommodated via purchasing credits from a wetland bank. In addition to the estimated 4,000 square foot of impacts identified in June, Staff also identified 400 square feet of impacts as a result of the construction of the culvert crossing. The final purchase price for the wetland credits needed to mitigate these impacts is $13,198.68. There is also a permit fee of $857.91 due to the Minnesota Board of Water and Soil Resources (BWSR). The City Attorney has reviewed the documents. The deadline for all environmental documentation to be submitted for the ARRA Elmer L. Anderson Memorial Trail Connection Project is November 13, 2009. The purchase agreement for wetland banking credits must be submitted before the City can receive a final permit from Rice Creek Watershed District. Councilmember Homes asked for clarification on what the wetland banking credits were for. Parks and Recreation Manager Olson stated that there would be impacts that could not be avoided for 4000 square feet on the south side of County Road E and - 400 square feet of impacts as a result of construction of the culvert crossing on the north side of County Road E and the wetland credits would allow the City to move forward with the project. - Mayor Pro Tem Grant stated that banking credits were something that the City paid for impacting wetlands. He asked if Arden Hills has any existing banking credits. Parks and Recreation Manager Olson stated that the City does not. Councilmember Holden asked how high the retaining wall is. Parks and Recreation Manger Olson stated that she did not have this information with her and was not prepared to answer. The wall is tall enough to require a fence/guardrail. ARDEN HILLS CITY COUNCIL—October 12, 2009 8 SC. Purchase of Wetland Banking Credit (continued) Councilmember Holmes asked if the City could purchase wetland credits versus building the retaining wall and could that be less expensive. Parks and Recreation Manager Olson stated that the goal is to avoid wetland impacts and the wall does accomplish that. The engineers have determined that a retaining wall is the best approach for this particular location. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion Authorize Payment in an Amount Not to Exceed $13398.68 for the Purchase of Wetland Banking Credits for the Elmer L. Anderson Memorial Trail Connection Project and Authorize the City Administrator to Sign the Purchase Agreement Between Restoration Development LLC and the City of Arden Hills. Councilmember Holden asked if there were plans to do a better job identifying impacts for trail projects in the future, in particular when applying for grant funding. Parks and Recreation Manager stated that this would need to be a discussion of the Council. One option would be to set a policy that before applying for funding a feasibility study should be done. The motion carried unanimously (3-0). D. Motion to Approve an Addendum with Bolton & Menk Inc. in an Amount of$3,800 for Engineering Services Related to the Old City - Hall Trail Erosion Project Public Works Director Hoag stated at the July 13, 2009 City Council meeting an engineering services agreement was approved with Bolton & Menk Inc. for work related to a trail erosion issue. To date survey work and preliminary cost estimates have been completed for three different solutions to the erosion issue. At the September 20, 2009 City Council work session Staff, Bolton & Menk Inc., and resident Mr. Ron Nelson discussed the three possible solutions with the Council. The consensus of the Council was to continue forward with the option of building a retaining wall to correct the erosion issue. Under the original scope of services agreement, Bolton & Menk Inc. viewed this as a trail re-design project. With the Council's direction to move forward with the retaining wall option, Bolton & Menk ARDEN HILLS CITY COITNCIL—October 12, 2009 9 SD. Addendum with Bolton &Menk, Inc. (continued) is requesting an addendum to the original scope of services in the amount of$3,800. Their request is primarily based on adding the design of the retaining wall and additional meetings to the original scope of services. Councilmember Holmes stated that she had concerns because in the previous discussion regarding this issue a retaining wall was always an option that the Council was considering and Bolton & Menk was aware of this and they should have included this in the scope of services. Councilmember Holden asked if the original contract was available. Mayor Pro Tem Grant asked if the scope of services in the original contract included design. Public Works Director Hoag stated that he did not have the original contract and scope of services at this time.. Councilmember Holden asked why the City Engineer could not do this project. Public Works Director Hoag stated that the City Engineer is currently working on several projects in Roseville and Arden Hills and she may not be able to finish this project in a timely manner. MOTION: Councilmember Holmes moved and Councilmember Holden seconded a motion to table further discussion to item 8A so that Public Works Director Hoag can provide the requested documents to the Council forreview. The motion carried unanimously (3-0). - 6. PUBLIC HEARINGS None. 7, NEW BUSINESS A. Informational Presentation. Receive Information and Provide Staff with Feedback and Direction. Mr. Chris Chromy, Bolton & Menk, Inc., presented a PowerPoint presentation on the Briarknoll Neighborhood Highway Noise Study. He reviewed the previous studies that were done in July 2007 and March 2008 and the Federal noise ARDEN HILLS CITY COUNCIL—October 12, 2009 10 7A. Presentation on Briarknoll Neighborhood Highway Noise Study (continued) abatement consideration criteria. He also provided maps that showed where the noise receptors were located that was used in the modeling for the studies. He covered the lower cost mitigation strategy which included lowering the height of the wall, building a berm, reducing the length of the wall, and combinations of these options. He outlined the next steps that the City could take including working with Mn/DOT as part of the I-694 project, developing a cost sharing agreement, and completing a feasibility study. Councilmember Holden clarified that the Federal noise abatement consideration criteria were used to determine of Federal money could be used for the noise mitigation. Mr. Chromy stated that this was used for both State and Federal trunk highway dollars. Councilmember Holden asked how the noise levels were determined. Mr. Chromy stated that point N3 on the map is a noise receptor. At this particular receptor there were actual readings taken. These readings were used to calibrate the model. There is a set criteria on how the noise measurements are taken and how often they are taken. Mayor Pro Tem Grant clarified that N3 was an objective measurement and the rest of the measurements are computer modeled. He asked why the other measurements are not actual readings as well. Mr. Chromy stated that N3 was an actual measurement and the other points were - computer modeled. This is the process that the State uses when assessing the need for noise mitigation. Councilmember Holden stated that the landscaping at the N3 point is different than the landscaping in the other locations. She asked if this was taken into consideration in the model. Mr. Chromy stated that elevation and landscaping were taken into consideration. Councilmember Hoiden asked how many residents were included in the study that resulted in a cost of$9498 per decibel per residence. ARDEN HILLS CITY COUNCIL—October 12, 2049 11 7A. Presentation on Brimknoll Neighborhood Highway Noise Study (continued) Mr. Chromy stated that each receptor covers three to five homes that would receive the benefit from noise mitigation. This would be nine to eleven homes that would receive a five decibel or more benefit from the twenty foot noise wall. The remaining homes in the area would receive a benefit of less than five decibels. Councilmember Holden asked how long the wall would be if it were shortened. Mr. Chromy stated that it would be approximately 1700 feet long. Councilmember Holden asked what the reduction in noise would be if the wall were only 10 feet high. Mr. Chromy stated that this would achieve about 75% of the noise reduction of a 20 foot wall and there would be no change in the noise at the R15 and R16 receptors. Councilmember Holden asked if all the gees would be removed if a berm were built. Mr. Chromy stated that all the trees in the grading area would be removed. They would possibly replant some of these or plant new trees in this area as part of the project. He stated that he had received three e-mail responses to the berm from residents of the neighborhood. These responses were: one in favor but wants to know the cost and effectiveness, one opposed to the use of City funds, and one in favor but wanted more done in the area between the berm and the noise wall. Councilmember Holmes stated that construction crews generally get the dirt that is - hauled away in highway projects. She asked if Bolton & Menk had talked with Ramsey County about having the dirt hauled to a site within the City to help build a berm. Mr. Chromy stated that they had talked with the County in general terms. There is no contract for this project it could be written in that "X" amount of materials are to be dumped at this site. Jim Tolaas has stated that he would be willing to have this done at no cost to the City. Councilmember Holden stated that a dirt berm at receptor R15 would benefit about 4-6 residents. She asked if the residents across the street in Colleen Circle would get a benefit from the berm. ARDEN HILLS CITY COUNCIL—October 12, 2009 12 7A. Presentation on BriaYknoll Neighborhood Highway Noise Study (continued) Mr. Chromy stated that the reduction in this area would be minimal and unlikely to be perceived by the human ear. He stated that there may be other homes in the area that may have a perceived reduction in noise but it would not be over five decibels. Councilmember Holden asked if having the actual noise levels taken at the N3 receptor sight was a logical choice for the modeling. Mr. Chromy stated that receptor site N3 was a logical location for the sound testing. Councilmember Holden stated that one of the residents have taken actual readings in his area and was consistently over 70 decibels, She asked if the modeling used an average noise level or noise levels at peak travel times. Mr. Chromy stated that at receptor N3 actual noise levels were obtained during peak travel times and this was used in the modeling. Councilmember Holmes asked if there would be more noise studies done if the City moved forward with this project. She stated that the residents are concerned that the current studies are modeled and not based on actual readings taken at several locations. She asked what the cost would be to have actual noise levels taken at ten receptor sites. Mr. Chromy stated that he did not have the actual costs but it would be approximately $2000 per receptor site. There would also be a cost involved in compiling that much data. Councilmember Holden stated that Mn/DOT would not use this type of study and they would not get State or Federal funding based on this study. The $5200 per decibel per resident is about as low as the cost will get. Councilmember Holmes stated that having this done may satisfy the residents. Mayor Pro Tem. Grant stated that it may be worth the cost even though Mn/DOT would not use the readings. Mayor Pro Tem Grant stated that when Mn/DOT did the "unweave the weave" project actual noise levels were obtained at the R15 receptor site. ARDEN HILLS CITY COUNCIL—October 12,2009 13 7f1. Presentation on Braarknoll Neighborhood Highway Noise Study (continued) Mr. Chromy stated that these readings were not included but he would check into this and report back to the Council. Mayor Pro Tem Grant asked if the model could be recalibrated if these numbers were available. Mr. Chromy stated that this would be possible. Councilmember Holden asked what the next step would be. Mayor Pro Tem Grant stated that the Council could choose to authorize preliminary work on the berm or accept the report and bring further discussions to a work session. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to Accept the Report from Bolton & Menk, Inc. and bringfurther di scussions to a November City Council Worksession, Mayor Pro Tem Grant stated that this would provide an opportunity for the entire Council to be present and discuss the options. Motion carried unanimously (3-0) Councilmember Holmes requested that the presentation done by Mr. Chromy be put on the City's website for residents to view. Councilmember Holden requested that Mr. Chromy forward the e-mails and responses from the residents who have contacted him. Mr. Chromy stated that he would provide this information to the Council. City Administrator Moorse stated that the November work sessions already included the CIP and City Budget. Mayor Pro Tem Grant stated that the Council could choose to move this discussion to a different work session. ARDEN HILLS CITY COUNCIL—October 12, 2009 14 7A. Presentation on BYiarknotl Neighborhood Highway Noise Study (continued) CounciImember Holmes stated that with the weather changing there would not be any construction this year so the discussion could be postponed until a December work session. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to Amend the Motion and Move Discussion on the Briarknoll Neighborhood Noise Mitigation to a December City Council Worksession. The motion carried unanimously (3-0). B. Motion to Authorize Staff to Amend the Contract with Bolton & Menk, Inc. for Additional Regional Transportation Assistance to Increase the Authorized Amount from $45,000 to an Amount Not to Exceed $83,500.00. Public Works Director Gregory Hoag stated that at the March 31, 2008, regular meeting, the City Council authorized Staff to contract with Bolton & Menk, Inc. to provide technical support for various transportation projects in the City. The support has included review of technical documents, proposed concepts, and responses to the Interstate 694, Highway 10, and County Road 96 Preliminary Design Issues and Position Paper that have 'been provided by Ramsey County and/or Mn/DOT, as well as other information pertaining to the transportation projects. At the September 29, 2008, regular meeting, the City Council amended the contract amount. The Local Access Interchange and I-35W/CR H Interchange projects are not currently scheduled projects; therefore additional technical support is not needed at this time. However, Ramsey County is progressing with the US 10/CSAH 96 project, and Arden Hills residents near the project area have expressed concerns about noise and requested noise mitigation. Staff recommends that the - City continue to utilize the technical expertise of Bolton & Menk to continue to provide assistance with Ramsey County's project during preliminary and final design. Staff recommends that Chris Chromy participates in the project management team meetings, which typically occur monthly, as well as upcoming public hearings, and completing 60% and 95% plan reviews. Staff also recommends utilizing Bolton & Menk Inc., to continue investigating possible noise mitigation, if the City Council chooses to complete a feasibility report. This technical support is currently being funded using the Permanent Improvement Revolving (PIR) Fund. It is recommended that the additional services be funded in the same manner. Bolton & Menk will be reimbursed for actual hours spent. Mayor Pro Tem Grant asked what the total additional amount requested was. ARDEN HILLS CITY COUNCIL—October 12,2009 15 7B. Amend Contract with Bolton &Menk Inc. (continued) City Administrator Moorse stated that the additional amount being requested is $38,500 and the breakdown of these funds is provided to the Council for review. Councilmember Holmes stated that the $15,000 for the Briarknoll Highway Noise Feasibility Study is on hold at this time. She asked what the original contract amount was. City Administrator Moorse stated that the original contract was for $30,000 and this was amended to $451000. Councilmember Holmes stated that if the contract is being amended then the Council should know what the original contract was. Mayor Pro Tem Grant asked if this was something that the City wanted to approve at this time. Councilmember Holden stated that if the City is going to spend this type of money then they should have their own engineer. Councilmember Holmes asked how long the contract lasts. City Administrator Moorse stated that the Highway 10 and County Road 96 project is moving forward and Bolton & Menk is continuing to participate in this process to be sure that the City's issues are being addressed. Bolton & Menk attends the meeting because they have expertise in these areas that the City Engineer does not. Mayor Pro Tem Grant asked what the benefits are to the City. City Administrator Moorse stated that Bolton & Menk has the expertise -to work with Mn/DOT, the State, and the County regarding design issues, impact issues, and noise issues with highways and bridges. They have been making sure that the requests of the City are being addressed. Councilmember Holden stated that the Council does not hear anything regarding meetings attended by Bolton & Menk and what they have done for the City at these meetings. ARDEN HILLS CITY COUNCIL—October 12, 2009 16 7B. Amend Contract with Bolton &Menk Inc. (continued) City Administrator Moorse stated that City Engineer Giga would have to address this for the Council. As the County moves their project into final design the City will want someone to review the plans to make sure they are what the City wants. Mayor pro Tem Grant stated that he would not be in favor of this at this time. He stated that the Council could choose to table this at this time until a full Council body is present. MOTION: Mayor Pro Tem Grant moved and Councilmember Holden moved to Table the Motion to Authorize Staff to Amend the Contract with Bolton & Menk, Inc. for Additional Regional Transportation Assistance to Increase the Authorized Amount from $45,000 to an Amount Not to Exceed $83,500.00, CounciImember Holmes stated that when these types of requests are received the Council would like to see the original contract in order to evaluate the request better. Councilmember Holden asked if the $45,000 previously approved was spent. Mr. Chromy stated that after tonight the amount will exceed $45,000. The motion carried unanimously (3-0). C. Motion to Adopt Resolution 2009-028; A Resolution Calling for a Public Hearing By the City Council on the Proposed Adoption of a Modification to the Development Program for Development - District No. 1 and the Proposed Adoption of a Modification to the Tax Increment Financing Plan for Tax Increment Financing District No. 3. Finance Director Sue Iverson stated that the Cottage Village TIF district is set to expire on December 31, 2009. State Statute allows the City to extend the district until December 31, 2019. There have been some discussions with the City Council about expanding the district and possible using the remaining fiends for other housing projects in the City such as the Arden Village, the Old City Hall Property, or the 132 District. Staff has contacted out financial advisors and they have identified possible options as presented in the memo from Shelly Eldridge. The City may extend the district with the intent of using these funds on future projects. If none of the projects materialize, the City may decertify the district at any time ARDEN HILLS CITY COiTNCIL—October 12, 2009 17 7C. Resolution 2009-028 (continued) and return the increment to the County for redistribution to the taxing authorities. Extending the district allows the City the most flexibility for future projects that might require assistance. A schedule of-events has been provided that outlines the timeline in order to extend the district. Staff recommends a motion to adopt Resolution 2009-028, a resolution calling for a public hearing by the City Council on the proposed adoption of a modification to the development program for Development District No. 1 and the proposed adoption of a modification to the Tax Increment Financing Plan for Tax Increment Financing District No. 3. Mayor Pro Tem Grant asked how specific the City needed to be regarding potential projects. Finance Director Iverson stated that the List of potential projects was sufficient. The City did not have to have a specific project at this time. Councilmember Holmes clarified that the resolution tonight was just to call for a public hearing. Finance Director Iverson stated that this was correct. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to Adopt Resolution 2009-028; A Resolution Calling for a Public Hearing By the City Council on the Proposed Adoption of a Modification to the Development Program for - Development District No. 1 and the Proposed Adoption of a Modification to the Tax Increment Financing Plan for Tax Increment Financing District No. 3. The motion carried - unanimously (3-0). 8. UNFINISHED BUSINESS A. Motion to Approve an Addendum with Bolton & Menk Inc. in an Amount of$3,800 for Engineering Services Related to the Old City Hall Trail Erosion Project Public Works Director Hoag provided the Council with the original letter of proposal from Bolton & Menk Inc. which included the scope of work. ARDEN HILLS CITY COUNCIL—October 12, 2009 18 8A. Addendum with Bolton &Menk, Inc. (continued) Mayor Pro Tem Grant stated that the resident had already contacted a contractor who designed a retaining wall for this location. He asked why the City would spend $3,800 to design something that was already designed. Public Works Director Hoag stated that there were no assurances that it was engineered correctly and the City would want to be sure that what the City builds is engineered correctly. Councilmember Holmes stated that the contract should have taken into consideration the fact that a wall would have been.an option. She requested details regarding how much time Bolton & Menk planned to spend on this project. Mayor Pro Tem Grant asked if there were plans and specs available from Mr. Nelson's contractor that the City Engineer could review. Public Works Director Hoag stated that this was possible. Councilmember Holden stated concerns that the City's consultants were representing the City when they in fact work for the City. She asked where the City's responsibility was. Mayor Pro Tem Grant stated that he had similar concerns. City Administrator Moorse stated that it would be a good idea for the City to obtain a copy of the contractors design and have the City Engineer review this, Councilmember Holden stated that this was being designed by the City and it was not up to the resident. Public Works Director Hoag stated that another option would be to negotiate a cash settlement with Mr. Nelson and let him have the wall constructed. MOTION: Manor Pro Tem Grant moved and Councilmember Holmes seconded a motion to Deny the Approval an Addendum with Bolton & Menk Inc. in an Amount of $3,800 for Engineering Services Related to the Old City Hall Trail Erosion Project. The motion carried unanimously (3-0). 9. COUNCIL COMMENTS AND REQUESTS ARDEN HILLS CITY COUNCIL—October 12, 2009 19 9. Council Comment and Requests (continued) Councilmember Holden asked where the City was with the I&I spending. Public Works Director Hoag stated that the City was just over the $100,100 target with the approval of the additional sewer lining. Councilmember Holden asked when the RFP would be available for the demolition of the Old City Hall building. City Administrator Moorse stated that he did not have an exact date but it will be soon. Mayor Pro Tem Grant asked if the I&I data was available from the summer. Public Works Director Hoag stated that he did not have the overall data from the Met Council but he did have some charts available that showed how each meter was doing and he would forward these to the Council. Councilmember Holden asked if the examining of the manholes had been completed. Public Works Director Hoag stated that all the manholes had been inspected. Currently the department is re-inspecting manholes while they are doing televising and other projects in an effort to keep the records current. Councilmember Holden stated that all the manhole inspections have been completed, the manholes with ratings of 1 and 2 have been repaired and smoke testing has been done but the numbers have not dropped much for I&I. - Public Works Director Hoag stated that the only project that has been completed citywide is the manhole repair and rehabilitation. Councilmember Holden asked when the next letter was going out for the sump pump inspections. Public Works Director Hoag stated that the seasonal inspectors were no longer on staff. Unless the Council approved having these people return the full time staff may not have enough time to do a full inspection project during the winter months. Mayor Pro Tem Grant stated that there have been some sump pump inspections outside of meter shed 59 and these had been done when it was convenient for Staff. ARDEN HILLS CITY COt7NCIL—October 12, 2409 20 9. Council Comment and Requests (continued) Public Works Director Hoag stated that there were about 100 inspections completed outside of meter shed 59 and about 1000 total inspections completed. The sump pump inspections are about a third done. Mayor Pro Tem Grant asked what meter shed would be next. Public Works Director Hoag stated that the next target area would be zone 2 or meter shed 5 1. Mayor Pro Tem Grant stated that Council should take another in depth look at the I&I progress during a work session. He stated that New Brighton did not meet the targets for I&I set by the Met Council but they have spent the amount that was required over five years in less time and they are done now. He asked what the Met Council will do at the end of five years if the problems have not been corrected. Public Works Director Hoag stated that at this time it is unclear. There has been a committee formed to look into this. The committee had its first meeting last month. ADJOURN MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to adiourn. The motion carried unanimously (3-0)0 Mayor Pro Tem Gra Mourned the egular City Council e i g at 9:16 p.m. SiadHarips d Ronald J Moorse Mayor City Administrator