HomeMy WebLinkAbout10-19-09 WS EN HILLS
Approved: November 30, 2009
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION MEETING
OCTOBER 19, 2009
5:15 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 5:54 p.m.
Present: Mayor Stan Harpstead
Council Member David Grant
Council Member Brenda Holden
Council Member Fran Holmes
Absent: Council Member Dave McClung (excused)
City Attorney Jerry Filla
Also present: City Administrator Ron Moorse
Community Development Director James Lehnhoff
City Planner Meagan Beekman
Parks and Recreation Manager Michelle Olson
Public Works Director Greg Hoag
Civil Engineer Kristine Giga
Matt Jensen, Kimley-Horn
Travis Winter, Bolton & Menk
Marcus Thomas, Bolton & Menk
1. AGENDA ITEMS
A. CP Rail and County Road E Update
Park and Recreation Manager Olson presented the City Council with
information on CP Rail and County Road E pedestrian trail project. She explained
Bolton & Menk was present to provide an update of information on the topic, after
which time the Council could ask questions.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19, 2009 2
IA. CP Rail and County Road E Update (cont.)
Marcus Thomas, Bolton & Menk introduced himself and provided a brief update
on the CP Rail Bridge. He noted that Travis would further review the current
design plans. Mr. Thomas indicated a feasibility study was completed on the trail
alignment along Old Snelling/Old Highway 10 corridor from County Road 96 to
Snelling Avenue. The conclusion of the report was the west side would be the
most appropriate side to align the trail.
Mr. Thomas explained this was a large project and would not proceed immediately
and that there was a safety concern under the CP Rail bridge, with the loss of the
shoulder in this area. He indicated the City authorized Bolton & Menk to complete
a topographic survey of the site along with final design for construction of a trail
crossing between the piers and abutments of the bridge.
Mr. Thomas indicated that completion of the survey found a couple of other
project constraints. First, the wetland on the north side of the bridge and secondly,
the shallow depth of the bridge abutments underneath the span which creates a
need for additional retaining wall construction along the trail.
Mr. Thomas noted an updated cost estimate was provided to the City based on this
information, with the current estimate being $340,000 for the construction and
administration of the project. CP Rail has voiced no objections to date and would
provide further comment once they receive completed construction plans.
Travis Winter, Bolton & Menk reviewed the current trail design in detail with the
Council. As the trail proceeded under the bridge, between the piers and the
abutment, the trail would cut through existing soils and would undercut the
abutment, requiring a retaining wall.
Councilmember Holden asked if the pedestrian trail could be reduced in width
under the bridge from eight feet to six feet.
Mr. Thomas stated the width of the trail wasn't a huge influence on the retaining
wall and that the elevation or profile of the trail was affecting the retaining walls.
Councilmember Holden questioned what the previous estimate was for the trail
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19 2009
IA. CP Rail and County Road E Update (cont.)
Park and Recreation Manager Olson explained that the trail expense went up
from $184,000 to $340,000.
Councilmember Holden questioned if there would be any additional expenses for
right of way, etc.
Mr. Thomas stated the wetland delineation would be avoided and that there would
be little to no encroachment on the wetland. He did not foresee any need to
purchase any right-of-way. Mr. Thomas noted the only wild card left for this
project would be the railroad and what they would allow.
Mayor Harpstead questioned if Bolton & Menk would have final plans to bring to
the railroad yet this year.
Mr. Thomas stated they would have the plans complete.
Mr. Jensen then provided an overview on County Road E discussing the project in
detail. He explained that the current bridge provided poor pedestrian access and
that the City had applied for grants in 2004 to assist with this concern. However,
while working with MnDOT it was determined that the bridge does not meet the
funding requirements for replacement.
Mr. Jensen indicated the City has since reviewed alternatives for a separate
pedestrian bridge on the north side of the existing bridge or for modifications to the
existing structure to allow for a larger sidewalk. He reviewed the first alternative,
modifying the bridge, to allow for two lanes of traffic and afive-foot sidewalk on
the north side of the bridge. The second concept would provide a new pedestrian
bridge on the north side of the existing bridge with no modifications made to the
current structure.
Mr. Jensen noted the sidewalks that approach the existing bridge are not included
in the funding applications, which should be considered. He further reviewed the
financials of the project and how it would coincide with MnDOT regulations. Mr.
Jensen explained that Option 1 would run $400,000 and Option 2 would cost over
$1 million.
Discussion ensued regarding the right-of-way surrounding the pedestrian bridge.
ARDEN HILLS CITY COUNCIL WORK SESSION-O TOBER 19 2009 4
IA. CP Rail and County Road E Update (cont.)
Councilmember Holden questioned when the funds would be realized if the grant
were to be approved in January or February of 20 10.
Mr. Jensen stated the funding would be available for the new bridge in FY 2013
(July 2012). He noted the municipal funds could be available July of 2010, which
would provide the City options if the pedestrian bridge grant were not approved.
Mayor Harpstead questioned when the decision should be made based upon the
municipal funding.
Park and Recreation Manager Olson explained that the City would know about
both grants by January of 20 10.
Mayor Harpstead asked what the minimum approach was to the County Road E
bridge and if the expense for the sidewalks was known.
Mr. Jensen explained that based on his information the sidewalk cost would be
$400,000-500,000, which included the necessary retaining walls. This estimate is
for the entire north sidewalk from Connelly to Old Highway 10. The cost for the
entry ramps to the bridge (Hamline to Connelly) will not be known until surveying
takes place.
Discussion ensued regarding the life expectancy of the bridge and the predicted
replacement timeframe.
Park and Recreation Manager Olson thanked the Council for their comments
and questions on this item and noted she would report back further to the Council
when more information was available.
B. Administrative Fines
City Administrator Moorse suggested this item be moved to the end of the
meeting and if time allowed could be discussed or postponed to a future meeting.
Mayor Harpstead questioned what the Council would like to do with this item.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19, 2009 5
IB. Administrative Fees (cont.)
Councilmember Holmes stated she felt this item could be moved to the end of the
agenda.
C. Goal Setting Retreat
City Administrator Moorse presented the City Council with information on the
goal setting retreat and the facilitator that would assist in the planning. He noted
that the facilitator would again be spending some time interviewing each of the
Councilmember's prior to the retreat to gather background information before
setting goals for 2010. The expense for the facilitator would be increased due to
the twofold approach that was being taken. He questioned if the Council was in
favor with this suggestion and increased expense.
Councilmember Holmes stated she was in favor of the plan.
Councilmember Holden agreed but asked if the retreat could be held in early
January versus November or December.
City Administrator Moorse indicated the facilitator would be available in early
January if the Council was in favor of this suggestion.
Councilmember Grant noted he would be in favor of meeting in January as well.
Mayor Harpstead also agreed and stated he felt the facilitator was a benefit to the
goal setting retreat. He explained the facilitator helped the Council and staff come
together while creating attainable goals for 2009.
Mayor Harpstead suggested that Councilmember McClung be contacted about
this issue to provide input on the timing as well.
It was the consensus of the Council to direct staff to schedule the goal setting
retreat for some time in January of 2010 with the facilitator contacting the
Councilmember's for background information in November or December.
ARDEN HILLS CITY COUNCIL WORK SESSION-O TOBER 19 2009 6
D. Public Works Supervision and Staffing
City Administrator Moorse presented the City Council with information on the
public works supervision and staffing model. He noted staff would like to bring
forward to Council a recommendation regarding the public works supervisory
structure.
Discussion ensued regarding a public works superintendent position versus a
working foreman, and continuing with a working foreman position to provide the
necessary supervision in the public works department.
Public Works Director Hoag added that he has been reluctant to consider the
working foreman position and felt the superintendent was necessary. However, the
foreman provides more options that wouldn't be available with a superintendent.
Mayor Harpstead questioned the cost differences between the two positions.
Public Works Director Hoag noted the base salary on the foreman was less but
stated they were eligible for overtime. The superintendent position was not eligible
for overtime.
Mayor Harpstead indicated that he would like the public works department to
continue advancing storm water pond maintenance. He felt there was an
opportunity in this area.
Public Works Director Hoag agreed stating at this time there was not the
resources but understood the needs in this area.
Discussion ensued regarding the storm water pond maintenance.
Councilmember Holden questioned if temporary help could be hired each spring
through October to reduce the need for overtime.
Public Works Director Hoag explained this was an option but that some
specialized work would still need to be completed by our union staff.
Mayor Harpstead suggested the public works department consider ways to reduce
overtime and create management scorecards to review the performance of the
department.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19,2009 7
ID. Public Woks Supervision and Staffing (coot.)
Further discussion ensued regarding the superintendent position versus the working
foreman.
Mayor Harpstead noted he liked the working foreman position and would support
staff s recommendation.
Councilmember Grant reviewed the staffing levels from 2004. He indicated
economies of scale were expected when the parks and public works staff were
combined and questioned why the City has not yet seen this.
Mayor Harpstead questioned how many hours of overtime were currently being
worked and suggested this information be provided to Council with the final
proposal.
City Administrator Moorse explained that the City does not work overtime
because there is extra work, it is only used when there is a watermain break
afterhours, or it starts to snow in the middle of the night.
Public Works Director Hoag stated there are many work tasks that go undone
because there are not enough hours in the day or week to complete the needed
tasks.
Councilmember Grant indicated the City may benefit from specialized seasonal
help when addressing the tasks going undone.
Mayor Harpstead suggested staff provide the Council with concrete evidence that
this position will fill unmet needs.
E. Alcohol Ordinance
City Planner Beekman presented the City Council with information about the
Alcohol Ordinance. She noted this was discussed at a previous Council meeting
and there were a number of changes requested. The Council further reviewed the
changes to the document-and provided further comment.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19, 2009 8
1 E: Alcohol Ordinance (cont.)
City Planner Beekman explained how an informational class could be offered to
servers to prevent underage liquor sales. She noted this training could also be done
online. At this time, it would be left up to the business to decide which option was
the best, though the City would review programs to determine if they are
acceptable. She explained that she did run this by the Ramsey County Sheriff as
well.
Mayor Harpstead suggested this training be left up to the judgment of the City to
see if the establishment and its employees meet the standard of certification. He
noted that he was pleased with the changes made to the document.
Further discussion ensued regarding the alcohol ordinance regulations and license
revocation process.
Councilmember Holden indicated her only concern at this time was if the
documentation could be falsified or misdated to show compliance.
City Planner Beekman indicated establishments would be checked randomly
twice a year. If the proper documentation was not already on file at the City, they
would be subject to the higher fines.
Councilmember Holmes stated she was in favor of going with the Linde's
suggestion, of five violations in three years.
Mayor Harpstead suggested the fine schedule included $1,500 fee and be subject
to license revocation. He noted the purpose of the fee schedule was to get the
attention of the business owner, to take action with their staff, and reduce risks to
the community.
Councilmember Holden suggested the revocation information be removed as this
was a fee schedule and that an asterisk be put in its place with a comment down
below explaining how the matter will be addressed.
It was the consensus of the Council to direct staff to bring the Alcohol Ordinance
back to Council at their next meeting with the above-mentioned changes.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19, 2009 9
F. Forestry Discussion
Public Works Director Hoag presented the City Council with information on how
forestry related items are handled throughout the City. He provided Council with
background information and asked for comments or questions.
Mayor Harpstead stated trees were an asset to the City and needed to be managed
and maintained. He questioned how Falcon Heights budgeted their City's forestry
items.
Public Works Director Hoag reviewed their budget and explained how it was
broken down.
Discussion ensued regarding Emerald Ash Borer and how the County was handling
this epidemic.
Mayor Harpstead questioned if the trees along the County Road E area could be
improved as well as the trees along County Road 96.
Public Works Director Hoag noted the trees along County Road 96 are hit with
salt spray during the winter, which affects their growth.
Councilmember Grant suggested the volunteer fire department be allowed to
water the trees during times of drought to reduce the number of trees lost to the
City.
Councilmember Holden requested that all new tree plantings be planted with a
bag to provide for additional water. She suggested the Council break down the
forestry needs for the City, such as the removal, proper tree trimming, new
plantings, watering, etc.
Mayor Harpstead suggested the City budget $35,000-40,000 per year for removal,
$10,000-15,000 for tree trimming and $10,000-15,000 for replacement trees.
City Administrator Moorse indicated it would benefit the City to establish some
sort of budget in this area to meet the forestry needs in the City.
Discussion ensued regarding the future forestry needs of the City.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19, 2009 10
IF. Forestry Discussion (cont.)
Councilmember Holden agreed that some funds should be set aside in future
budgets to assist in reforestation.
Mayor Harpstead suggested the 2010 budget remain as is with funds allotted for
tree removal. He stated however, that the 2011 budget should consider funds for
trimming and tree replacement.
Councilmember Holmes suggested that $5,000 be set aside from the $37,000 in
20 10 for tree planting.
Public Works Director Hoag indicated the removal budget has been used for tree
plantings in the past and did not need a special allocation.
Councilmember Holden encouraged the City to take advantage of the tree sale
each spring put on by "Friends of the Parks" if funds are available within the
budget.
B. Administrative Fines
The Council agreed to discuss this item at a future meeting.
2. COUNCIL COMMENTS AND REQUESTS
Councilmember Grant noted the water tower on Red Fox/Gray Fox was rusting
through the paint. He questioned City Administrator Moorse regarding the second
amendment to the PDA and if he found if this item was tabled or denied.
Councilmember Grant indicated this was a crucial item as it was now in dispute
with RLLD.
City Administrator Moorse stated the item was tabled and his staff was still
reviewing meeting minutes and actions to determine final action.
Councilmember Grant questioned if staff could draft a response to the IMEDC
article. He indicated this would give the Council a way to respond uniformly
when racetrack questions or comments arise from the public.
Councilmember Grant asked if the Bocce golf was going to be replaced.
ARDEN HILLS CITY COUNCIL WORK SESSION-OCTOBER 19, 2009 11
2. COUNCIL COMMENTS AND REQUESTS (con t.)
Parks and Recreation Manager Olson stated this was removed due to the newly
installed rain gardens. She indicated she could bring this up to the PTRC to gain
their input. Discussion ensued and the Council was not in,favor of replacing the
Bocce golf at this time.
Councilmember Holden noted she attended the Northwestern College Commons
building ground breaking. She encouraged the City to have a member present at
these events.
Mayor Harpstead thanked Councilmember Holden for attending the event and
stated it was important for the City to have visibility at community events. He
encouraged the Council to make this a priority, and that staff be proactive in
learning of these events.
Mayor Harpstead noted he received an email about break-ins in the area west of
Hamline Avenue. He suggested this be brought to the attention of the Sheriff and
that patrols be increased in this area. The City must be proactive about this
information due to the nature of the crimes.
Councilmember Holden suggested a note be sent to all neighborhood watches as
well to alert them of these crimes.
Mayor Harpstead &6'Gity Council Work Session meetin at .52 p.m.
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