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HomeMy WebLinkAbout01-11-10-R ,---APsPEN HILLS Approved: January 25, 2010 CITY OF ARDEN HILLS, MINNESOTA REGULAR CITY COUNCIL MEETING JANUARY 11, 2010 7:00 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the regular City Council meeting at 7:00 p.m. Present: Mayor Stan Harpstead Council Member David Grant Council Member Brenda Holden Council Member Fran Holmes Council Member David McClung Absent: None. Also present: Acting City Administrator/Finance Director, Susan Iverson; Recreation Manager, Michelle Olson; Community Development Director James Lehnhoff, Public Works Director Greg Hoag; Civil Engineer, Kristine Giga; Diane Hankee, WSB & Associates; Mr. Mel Aanarud, Chair of the Ham Lake Park and Tree Commission; Mr. Marc Goess, North Area Engineer with Mn/DOT; Jenny Reed, North Area Engineer with Mn/DOT- Wayne Norris, North Area Manager with Mn/Dot; Richard Fursman, Owner of The Brimeyer Group, Inc; Recording Secretary, Tina Borg. PLEDGE OF ALLEGIANCE 1. APPROVAL OF AGENDA MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0)., ARDEN HILLS CITY COUNCIL—January 11, 2010 2 2. PUBLIC INQUIRIES/INFORMATIONAL A. Employee of the Year Presentation and Recognition for Years of Service Acting City Administrator/Finance Director Susan Iverson announced Pete Saxe as the 2009 Employee of the Year and presented him with the award. She also recognized the following employees and their years of service: Pete Saxe (20 years), Pam Sweeney (10 years, and Michelle Olson (10 years.) Mayor Harpstead thanked Mr. Saxe for his hard work and asked that he also thank his crew for their work. Be TCAAP Reuse and Public Sale Update Community Development Director James Lehnhoff stated there was a conference call with the GSA and Kevin Legare today. The invitation for bid was discussed and Mr. Legare is meeting with the Army on Tuesday to discuss several items pertaining to the remediation of the land. The next bidders' conference is potentially scheduled in April with a public auction tentatively scheduled for June. He also stated at the Council's December 21, 2009 special meeting, the City Council approved a resolution to support transferring land from the TCAAP property to Ramsey County for the Rice Creek South Regional Trail Corridor, the Arden Hills Army Training Site Trailhead, and the Wildlife Corridor. A copy of the resolution was sent to Greg Mack. A letter was also sent to the congressional and legislative delegations on Friday, January 8, 20 10. The primary purpose of the letter was to share the City's position on the Ramsey County trail corridor, trailhead, and wildlife corridor concepts. The next GSA conference call is tentatively scheduled for Monday, January 25. Public Mayor Harpstead opened the Public Inquiries/Informational at 7:09 p.m. Manor Harpstead closed the Public Inquiries/Informational at 7:10 p.m. 3. APPROVAL OF MINUTES A. November 30, 2009 TCAAP Worksession ARDEN HILLS CITY COiJNCIL—January 11, 2010 3 3. Approval of Minutes (continued) Councilmember Holmes stated that on page 9, the sixth paragraph, the word "conceited" should be replaced with "conceded". B. November 30, 2009 Regular City Council Meeting C. December 10, 2009 Special City Council Meeting Councilmember Holmes stated it should be noted she had an excused absence for this meeting. D. December 17, 2009 Closed City Council Meeting - E. December 21, 2009 City Council Worksession MOTION: Councilmember Holden moved and Councilmember McClung seconded a motion to approve the November 30, 2009 TCAAP Worksession minutes, and the December 10, 2009 Special City Council Meeting minutes as amended and the November 30, 2009 Regular City Council Meeting Minutes, the December 17, 2009 Closed City Council minutes, and the December 21, 2009 City Council Worksession minutes as presented. The motion carried unanimously (5-0). 4. CONSENT CALENDAR A. Claims and Payroll B. Motion to Adopt Resolution 2010-001; A Resolution Relating to the 20 10 Organization of the City of Arden Hills C. Motion to Approve Resolution 2010-001; A Resolution relating to the Commission and Committee Appointments D. Motion to Adopt the Recreation Fee Assistance Program E. Motion to Adopt the Park Bench Donation Program F. Motion to Accept the Resignation of Janet Stodola Resignation from the Planning Commission Mayor Harpstead stated under item 4B, the page of the Resolution, Councilmember Holden would be filling the Council Liaison position for Northwest Youth and Family Services at this time. MR—DEN HILLS CITY COiJNCIL—January 11, 2010 4 4. Consent Calendar (continued) MOTION: Councilmember Grant moved and Councilmember McClung seconded a motion to approve the Consent Calendar and to authorize execution of all necessary documents contained therein. The motion carried unanimously (5-0)., 5. PULLED CONSENT ITEMS None. 64, PUBLIC HEARINGS A. Public Hearing for 2010 Pavement Management Program Ms. Diane Hankee, WSB & Associates, Inc., reviewed the feasibility report, the background for the project being proposed and the proposed improvements to each area. The areas that are included in the reconstruction project include: Valentine Avenue, Valentine Court, and Valentine Crest Road. The roads included in the mill and overlay project include: Janet Court, Katie Lane, and Katie Court. The concerns of the residents were covered including road width, parking, the types of curbs, and problems with roots in sanitary sewer service lines. She also outlined the proposed utility improvements and storm water improvements. The estimated project costs were reviewed for two different options and the funding for these two options was also reviewed including assessment information. The two options were a State Aid option that is a wider road for Valentine Avenue and would include the use of State Aid funds, option 2 does not use State Aid funds and Valentine Road would be twenty-four feet wide. Councilmember Grant asked what properties would be considered more than one unit for assessment purposes. Mr. Hankee stated those properties that could be more than one residential unit are 1645 Valentine Avenue and 4093 Valentine Crest Road. Civil Engineer Kristine Giga stated that the property at 4093 Valentine Crest Road is a similar situation to one that occurred in the 2009 PMP Project where the home sits in the middle of the two properties and in order to divide the property the home would have to be moved. MR—DEN HILLS CITY COUNCIL—January 11, 2010 5 6.A. Public Hearing for 2010 Pavement Management Program (continued) Councilmember McClung clarified that the property at 1665 Valentine Avenue would not be considered as more than one unit because a new road would have to be constructed in order to subdivide the property. Civil Engineer Giga stated this was correct. Councilmember Holden asked where the water main breaks have been in the past. Ms. Hankee stated that the majority of the breaks have been at the intersection of Valentine Court and Valentine Avenue. Public Works Director Greg Hoag stated that the City has done repairs in this area three times in the last couple of years and there have also been repairs just east and just west of this intersection within the last five to seven years. Councilmember Grant asked if the sub-grade was inadequate in the Valentine neighborhood reconstruction areas. Ms. Hankee stated the sub-grade is inadequate according to the City's standards for roadways at this time. Mayor Harpstead stated letters had been received from Kim Gruetzmacher at 3312 Katie Lane, and Shirley Ferguson at 4082 Valentine Crest Road. Both letters were opposed to the projects proposed in their areas. He also stated Scott and Kathy Scheunemann, 4075 Valentine Crest Road, had contacted the City and were opposed to the reconstruction project. Civil Engineer Giga stated Donald Krieger, 4104 Valentine Crest Road, had also contacted the City and is opposed to the reconstruction project because it would be an economic hardship. Mayor Harpstead opened the public hearing at 7:32 p.m. Mr. Paras Shah, 1706 Valentine Avenue, Arden Hills, stated concerns with increasing the width of Valentine Avenue, adding parking bays on Valentine Avenue, the speed and amount of traffic currently on Valentine Avenue, and the use of State Aid funds to offset the City's costs and not the resident's portion of the ARDEN HILLS CITY COUNCIL—January 11, 2010 6 6.A. Public Hearing for 2010 Pavement Management Program (continued) cost. He asked that the Council not approve the Staff s recommendations without first modifying the plan to address the concerns of the residents. Councilmember Holden clarified that Mr. Shah had suggested placing a stop sign at Lake Valentine Road and Valentine Avenue in the past. Mr. Scott Scheunemann, 4075 Valentine Crest Road, Arden Hills, stated the traffic on Valentine Avenue needed to be slowed down. Students from Mounds View High School go through the neighborhood and do not stop at the stop signs. He asked why Valentine Court and Valentine Crest Road were being completely reconstructed rather than doing a mill and overlay similar to the one proposed for the Katie Court and Janet Court neighborhoods. These streets do not experience high volumes of traffic and are not in bad shape. He further stated that he does not have any drainage problems and has not heard his neighbors complaining of drainage problems. He asked who did the 2008 survey and if the standards were the same for these studies. Civil Engineer Giga stated the 2009 survey was done by Bolton & Menk, the small project in 2008 was done by the City of Roseville, and the 2007 survey was also completed by the City of Roseville. The standards applied to these studies were the same. Councilmember Holden stated that the City did have another "set of eyes" look at the PCI ratings because the last survey was a couple of years old. Civil Engineer Giga clarified that the PCI ratings had been done by Goodpointe Technologies and the project design was completed by the engineering firms that were previously mentioned. Goodpointe Technologies did the 2008 ratings and the 2010 ratings were projected from these. Prior to Goodpoint Technologies, URS had done the PCI ratings. Mr. John Albert, 4090 Valentine Crest Road, Arden Hills, stated he is against any improvements on Valentine Crest Road. He is against curbs and the road itself is in good shape and reconstructing this road at this time would be a waste of money. He stated the only practical drainage solution would be at the end of the cul-de-sac. Mr. Bob Kunze, 4073 Valentine Court, Arden Hills, stated that if the road did need to be reconstructed then he would support a 24-foot road width for Valentine ARDEN HILLS CITY COUNCIL—January 11, 2010 7 6.A. Public Hearing for 2010 Pavement Management Program (continued) Avenue instead of a 26-foot wide road. The narrower road helps to calm the traffic and keep the speeds slower. Ms. Kathy Scheunemann, 4075 Valentine Crest Road, Arden Hills, expressed her displeasure at the project being proposed at this time due to the economy. This is putting a financial burden on the residents of this neighborhood. The roads are not in bad shape and do not need to be done. She asked why the members of the Council were not having street repairs done. in their neighborhoods and having to deal with large assessments. Mayor Harpstead stated that his neighborhood was expected to be reviewed in 2011 with the potential for repairs. He clarified that there were financing options available to residents that were not able to pay the full assessment amount right away. Mr. Terrence McCleary, 1665 Valentine Avenue, Arden Hills, stated if the project is approved he would support Valentine Avenue being 24 feet wide and would not support widening the street. He clarified that wider streets would result in the removal of several trees along this street. Manor Harpstead closed the public hearing at 7:48 p�m• Councilmember Holden asked what was specifically being addressed with the proposed drainage improvements. Civil Engineer Giga stated that there have been drainage problems on Valentine Crest Road and the City has been working with a resident in the neighborhood for a few years regarding water flowing down the hill. The City would be working with the resident to ensure positive drainage in this area. There are also problems with standing water at the intersections of Valentine Avenue and Valentine Crest Road and Valentine Avenue and Valentine Court. Mayor Harpstead clarified that Janet Court, Katie Court and Katie Lane already had curbs and gutters. Civil Engineer Giga stated that this was correct and the project would repair any areas that needed it. MR—DEN HILLS CITY COUNCIL—January 11, 2010 8 6.A. Public Hearing for 2010 Pavement Management Program (continued) Councilmember Holden asked why a mill and overlay was not recommended for Valentine Avenue, Valentine Court, and Valentine Crest Road. Civil Engineer Giga stated the Valentine neighborhood roads were originally built in the 1960s and the base of this road, at this time, is not adequate to complete a mill and overlay. The road has not been reconstructed since it was built and has had a mill and overlay done on two of the three streets since it was constructed. The roads on Janet Court, Katie Court and Katie Lane were built twenty years ago and are in their first life cycle where a mill and overlay is needed to maintain the road. - 7. NEW BUSINESS A. Resolution 2010-002 Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program City Engineer Giga stated the next step in the Pavement Management Program would be for the Council to approve a resolution that would order the improvements and the preparation of plans and specification for final design for the proposed projects. The approval of the resolution would need afour-fifths vote and approval of this resolution does not guarantee that construction will be approved. Councilmember Grant clarified that Council approval would also be needed before construction began. Councilmember Holden questioned if the plans could be used at a future date if the plans and specifications were prepared and the Council decided not to go forward with this project at this time. Civil Engineer Giga stated that the plans could be still be used at a later date if the Council chooses not to proceed with this project at this time. Councilmember McClung clarified that if this project was not done at this time then it may be several years before the City returns to this area to assess the streets for any necessary repairs it may need. He asked what areas were on the five year PMP schedule. ARDEN HILLS CITY COUNCIL—January 11, 2010 9 7.A. Resolution 2010-002 Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program (continued) Civil Engineer Giga stated that in 2011 the Wyncrest, Nursery Hill, and Arden View Court neighborhoods were scheduled but she did not know for sure after that. Snelling, the Ridgewood/Asbury Avenue neighborhood, and the Venus and Crystal neighborhoods are included in 2012 — 2014. Mayor Harpstead asked if each of the projected projects were going to be around the same dollar amount or same size of project as the Katie Court and Valentine Avenue neighborhood projects. Civil Engineer Giga stated that the Venus, Glenview, and Dellview neighborhood project was expected to be larger but the other projects would be similar to the project being proposed at this time. Councilmember Holmes asked if the width of Valentine Avenue needed to be decided at this time since the City was ordering specifications at this time. Civil Engineer Giga stated Staff is looking for direction from the Council on the width of Valentine Avenue. The difference between the 24-foot width and the 26- foot width is the funding. With the 26-foot width State Aid dollars can be used. Councilmember Holmes stated a 24-foot road would be preferred because the wider road would require the removal of trees. If the road is 24 feet wide then there would be no parking along the side of the road and this would be better for emergency vehicles. The State Aid funds are funds that the City uses for roads and the City could use these funds for other roads if they are not used for this project. Councilmember Grant asked what roads in Arden Hills are State Aid roads. He asked if the City could look at reassigning the State Aid to another road and what the requirements would be for this. Civil Engineer Giga stated she did not have with her a list of the other roads that are either State Aid roads or could qualify for State Aid if the City chose to reassign the State Aid from Valentine Avenue and have a width of 24 feet on this road. The requirement for State Aid roads is that they be through streets that connect to higher volume roads and have a minimum width of 26 feet. ARDEN HILLS CITY COUNCIL—January 11, 2010 10 7.A. Resolution 2010-002 Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program (continued) Councilmember McClung stated he would like to know what the financial implications are if the State Aid could not be reassigned and that he would support a width of 24 feet on Valentine Avenue if the State Aid could be reassigned to another road. He would like to see this project bid in order to make a final determination about going forward with the project. If this project is not done at this time it may be several years before the City looks at these roads again. Councilmember Holden asked if parking was currently allowed on Valentine Avenue and Valentine Crest Road. Civil Engineer Giga stated currently Valentine Avenue has restricted parking during the day. Mr. Kunze clarified that the no parking stops at Valentine Crest Road and the rest of Valentine Avenue is not marked. Councilmember Holden asked if a road was designated as a Municipal State Aid road then there could not be parking on it. Civil Engineer Giga stated that was correct for a 26- foot wide road and once Valentine Avenue is improved, the City would need to pass a Resolution that designated there would be no parking on this street. Councilmember Holden stated that the City had reassigned a State Aid road a couple of years ago and at that time there were about four roads to pick from that met the requirements to be a State Aid road. She asked why the bid was not going out sooner than March. For the 2009 project the bids went out early in order to get a more favorable bid. Civil Engineer Giga stated the bids went out in March of last year as well. This is still early in the construction season when most contractors are just starting to look at schedules. Staff will need the time to put together the final plans and specifications. Final design usually takes four to six weeks to complete and if State Aid funds are used then the plans will need to be submitted and approved by the State. ARDEN HILLS CITY COUNCIL—January 11, 2010 11 7.A. Resolution 2010-002 Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program (continued) Mayor Harpstead asked if the estimate being provided was revised down from historical bids or if it reflected historical bids. Ms. Hankee stated that it was a combination and in order to remain conservative the estimates also include a 10% contingency. Mayor Harpstead stated the City has been accumulating State Aid funds. He asked if the City had reached the limit that was allowed. Civil Engineer Giga stated that there are two requirements before a penalty is imposed and these are exceeding a $1,000,000 balance and the other is three times the annual allotment. State Aid is looking into increasing the threshold to $1.5 million. The City is currently within these requirements and the City is looking at using some of these funds with the proposed projects this year. Mayor Harpstead asked if the funds were not used for this project if the City would reach the limits. Civil Engineer Giga stated that the City had other projects this year and next year that the funds could potentially be used for and this would keep the City from reaching the threshold. She clarified that within the next year the City will likely need to use some of its State Aid funds. Councilmember Grant stated that a narrower road does have a calming effect on traffic but this will not slow down high school students. There are other things the City can do for this including installing stop signs at Valentine Court and Valentine Avenue. Councilmember Holmes stated there is currently a stop sign at this location on Valentine Avenue but there is not one on Valentine Court. Councilmember Grant stated that stop signs could be installed at Valentine Avenue and Valentine Crest Road as well and this would slow the students down. Ms. Gail Weber, 4112 Valentine Crest Road, Arden Hills, pointed out that traffic signs are only good if someone is there enforcing them. More stop signs will not slow down the high school students. ARDEN HILLS CITY COUNCIL—January 11, 2010 12 ; 7.A. Resolution 2010-002 Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program (continued) Councilmember Grant stated that a stop sign would slow down the traffic more than a narrower street would. Councilmember Holden stated the City could have Ramsey County be on that particular road more often. Ms. Weber stated that there is a Ramsey County Sheriff directing traffic on this road everyday on Lake Valentine Road going to Snelling. She stated that there are more problems in the mornings with traffic than there is in the afternoons with - students coming through the neighborhood. Councilmember Grant stated that the driveways in this area are relatively long so there should not be a need for on-street parking. Councilmember Holmes asked if State Aid funds were being used for the underpass at the CP railroad bridge. Civil Engineer Giga stated this was one possible project identified for those funds. Councilmember Holmes stated the amount of the project and potential assessment is something that does need to be looked at but this may be a similar case to the 2009 PMP project where the estimates were much higher than the actual amounts. She stated she would like to see the bids in order to make a final determination for this project. MOTION: Manor Harpstead moved and Councilmember Holmes seconded a motion to approve Resolution 2010-002; a Resolution Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program, with a 24 Foot Street Width for Valentine Avenue. Councilmember McClung stated this was not a final decision to proceed with the project at this time so he would support this motion in order to see the bids. Councilmember Holden stated she would like to see the bids and would support this motion at this time. The water mains in this area do need to be repaired. ARDEN HILLS CITY COUNCIL—January 11, 2010 13 7.A. Resolution 2010-002 Ordering Public Improvement and Preparation of Plans and Specifications for the 2010 Pavement Management Program (continued) Councilmember Grant re-stated narrowing the street is not going to solve the traffic problems on this road. A behavioral change needs to take place and the City could look at other options for this. He would like to see the bids but cannot support this motion because of the narrow street width. The Council has not determined if there are other options for reassigning the State Aid. Mayor Harpstead stated there are other uses for State Aid funds and the residents have made a reasonable argument for having a narrower road. Mayor Harpstead directed Staff would need to follow up with Council with potential roads that could be assigned as State Aid roads and the annuity impact of losing Valentine Avenue as a State Aid road. Councilmember Holden stated page 6 of the Feasibility Report points out that curb and gutter will "also" provide a traffic calming feeling. The previous paragraph is referencing a 24-foot wide road. She asked if the narrower road would provide a calming effect as well as the curb and gutters. Ms. Hankee stated that a narrower road will provide some traffic calming effect but not as much as adding curbs and gutters. Councilmember Holden asked what the curbs and gutters were doing for the City besides providing a calming effect. Ms. Hankee stated that the curbs and gutters provided a barrier that helped to define the road and keep the black top in place. The curbs and gutters will also provide the proper drainage from the street and help meet the current requirements for storm water for the Rice Creek Watershed District. The motion was called to a vote. The motion carried (4-1). Ayes —Mayor Harpstead, Councilmembers McClung, Holden, Holmes Nays — Councilmember Grant ARDEN HILLS CITY COiJNCIL—January 11, 2010 14 B. Resolution 2010-004 Supporting and Endorsing Legislation that Provides Additional Financing of Parks, Trails, and Recreational Facilities for Local Units of Government by Special Assessments Parks and Recreation Manager Michelle Olson stated Mr. Aanarud attended a PTRC meeting to discuss park funding legislation that has been introduced. The legislation being proposed gives cities, counties, and regional park groups an additional method of funding park development through coding for a new law in Minnesota Statutes, Chapter 448. The proposed legislation allows a city to develop a plan for whatever length of time they choose. Each year would have a certain amount to be expended. The city can pass the plan by public hearing and ordinance or like a bond, go to a vote of the residents. Once passed the city would ask the County to add an assessment on to each homeowner for their share of the cost of the plan. Unlike a bond, there would be no interest or bonding agent costs. Mr. Mel Aanarud, Chair of the Ham Lake Park and Tree Commission, stated that the proposed legislation is being carried by Senator Foley and Representative Newton and will get a hearing sometime early in 20 10. Currently cities have three ways to fund for park projects: park land dedication, levy increase, and bonding. Some of the negative things with these options are: park land dedication cannot be used for maintenance, a levy increase would only produce approximately $25,000 for every 1% increase, and Bonding can be costly. This legislation is just another option for cities to utilize. Several cities like that this is something that can be voted on by the residents and it works like an assessment similar to school assessments. Councilmember Holden stated under subdivision 2 it talks about maintaining but under subdivision 3 maintaining is not included. She asked how maintaining would fit. Mr. Aanarud stated that specific language changes have been requested and one of these includes adding maintenance. Councilmember Holmes stated the PTRC had discussed this and felt that this was a good option for the City and it is something that did not have to be used. Councilmember Grant stated that this item should have come to the Council at a work session first. He stated he would not be able to support this type of legislation at this time. There are other ways that the City can put money into their parks such as levy and setting money aside for parks. ARDEN HILLS CITY COUNCIL—January 11, 2010 15 7.B. Resolution 2010-004 Supporting and Endorsing Legislation that Provides Additional Financing of Parks, Trails, and Recreational Facilities for Local Units of Government by Special Assessments (continued) Councilmember Holmes stated this does not have interest like bonding does and it would be something that the City could use for a large project. Councilmember Holden stated this would be just another option for the City and would not necessarily be used. This legislation may not pass and she would support this resolution at this time. Councilmember McClung expressed concerns with the potential for incremental increases in taxes. If everything has special assessments then it is too easy for a raise in taxes. Councilmember Holden stated she liked that this would be something that could be put on the ballot and the residents could vote for. Councilmember McClung stated concerns that if things get too segregated then it would be too easy to loose track of these special funds. Mayor Harpstead stated it has not been the City's process to weigh in on special legislation that does not directly pertain to the City. He further explained that Staff will need to look into putting together a process for these types of requests to come to a Council work session. He stated he would be voting against this at this particular time. He is in favor of a unified budget. He would consider tabling this for further discussions. MOTION: Manor Harpstead moved and Councilmember Holden seconded a motion to Table Resolution 2010-004 Supporting and Endorsing Legislation that Provides Additional Financing of Parks, Trails, and Recreational Facilities for Local Units of Government by Special Assessments to a Work Session. The motion carried unanimously (5-0)., C. Withdraw the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bridge Improvement Project at County Road E/TH 51 that Includes Pedestrian Accommodations ARDEN HILLS CITY COUNCIL—January 11, 2010 16 7.C. Withdraw the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bridge Improvement Project at County Road E/TH Sl that Includes Pedestrian Accommodations (continued) Civil Engineer Giga stated at the August 31, 2009 Regular City Council Meeting, Staff received direction from the Council to prepare an application through Mn/DOT's 2009 Municipal Agreement Program for modifications to the existing County Road E bridge over Snelling Avenue. This bridge had not been programmed or identified for replacement in the next five to ten years. However, the City's continued efforts in seeking assistance to improve the existing conditions of the bridge have highlighted the existing bridges deficiencies, causing the - Mn/DOT bridge maintenance office to move up improvements to this bridge to 2015. The comments received from Mn/DOT bridge maintenance staff indicated that the scope of the City's project would need to be modified due to the condition of the existing concrete. These modifications anticipate the need for additional deck repairs once the bridge overlay is removed. Since the potential redeck of the bridge could trigger other necessary repairs, the City could be liable for additional repair costs that are not included in the municipal agreement funding. Mn/DOT representatives indicated that the City's proposed improvements to the existing bridge would delay any upcoming bridge improvement projects to an undetermined date in the future. Parks and Recreation Manager Olson stated Staff has identified four options for the City Council's consideration about future improvements to the County Road E bridge over Snelling Avenue. Staff is requesting action on Option 1 only. She outlined the four options and defined the pros and cons for each. Option 1: Continue to pursue the Municipal Agreement by adjusting the scope of the project in response to the comments provided by Mn/DOT. Option 2: Pursue the stand alone bridge option if the STP Federal Application is successful. Met Council will be meeting February 17 to determine which projects will receive funding. Option 3: Mn/DOT rebuilds the bridge in fiscal year 2015. Option 4: City/County could work cooperatively to advance construct the bridge as early as 2012 or 2013. Councilmember Holden asked what the costs were for each option presented. Civil Engineer Giga stated the cost for Option 1 is the $390,000 estimated previously plus an additional $100,000 for the additional deck work that will be needed, for a total project estimated cost of$490,000. ARDEN HILLS CITY COUNCIL—January 11, 2010 17 7.C. Withdraw the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bridge Improvement Project at County Road E/TH SI that Includes Pedestrian Accommodations (continued) Parks and Recreation Manager Olson stated the Met Council will be meeting February 17 to determine which projects will receive funding for Option 2. Civil Engineer Giga stated the total was about $1,000,000 and 20% is the City's match. Councilmember Holmes stated in Option 4 the City and County would front the funds for the project. She asked if the County is interested in this option. Parks and Recreation Manager Olson stated the County has not been asked at this time if they would be interested in this option. Councilmember Grant stated under Option 4 the City could apply the STP money, if this allowed, to the bridge and this would $850,000. Councilmember Holmes asked if the City knew that the Met Council would approve this use of the funds. Civil Engineer Giga stated if the intent of the application is met then the Met Council would likely be open to modifications. Councilmember Holmes asked why the County would be interested in assisting the City in building this bridge. Mr. Marc Goess, North Area Engineer with Mn/DOT, stated the County would be open to this option because they currently maintain this bridge and anything to potentially reduce those costs would interest them. If the City brought money to the project they would be interested. The money that the City could get through the STP process is Federal dollars so State dollars could be used as the local match for those federal dollars. Councilmember Holmes asked for clarification on what Mr. Goess was referring to as State dollars. ARDEN HILLS CITY COUNCIL—January 11, 2010 18 7.C. Withdraw the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bridge Improvement Project at County Road E/TH SI that Includes Pedestrian Accommodations (continued) Mr. Goess stated if the bridge was advance built it would need to be Arden Hills and Ramsey County dollars that would be used for the local match. If the City chose to use the STP dollars and wait to construct the bridge then State dollars could be used as the local match. Councilmember Holden clarified that there was no guarantee that the City would get State dollars for the project. She stated Option 4 was a good option. She asked what was meant by wait for state reimbursement and how this would work. Mr. Goess stated if the bridge was replaced in 2012 by the City and County then Mn/DOT would pay the City and County back in 2015 when they are expecting to replace the bridge. Councilmember Holden clarified that if the City received $850,000 in grants and the City paid $200,000 then in 2015 the State would pay the City back its local match of$200,000. Mr. Goess stated this would not be the situation if the STP application is approved as it is written because it is for a separate stand alone bridge. If the City is agreeable to having this bridge put into the program for 2015 the application would need to be changed from putting in a stand alone bridge to having it attached to the existing bridge and then advance construct the bridge in 2012. Mn/DOT would then reimburse what their costs would be in 2015. He stated a rough estimate for the replacement of the bridge would be $3,000,000. This bridge would meet the traffic and pedestrian needs of the future. Mayor Harpstead stated there have been discussions regarding Interstate 694, specifically the access at Hamline Avenue and its impacts. He has concerns that when the traffic is shifted on these roads there will be impacts on County Road F and County Road E. He asked if the discussions regarding the reconstruction of the bridge were relative to the I694 project. Mr. Goess stated it was outside of the construction limits of the I694 project. ARDEN HILLS CITY COUNCIL—January 11, 2010 19 7.C. Withdraw the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bridge Improvement Project at County Road E/TH Sl that Includes Pedestrian Accommodations (continued) Councilmember Holmes asked if this project was definitely going to happen in 2015 with Mn/DOT. Mr. Goess stated at this time it is not 100% guaranteed. The process to put this bridge on the schedule has just been started. Councilmember McClung asked who would make the decision about including this project. Mr. Goess stated Metro will make the decision because the money is allocated to Metro through their bridge replacement program. Councilmember Grant stated this bridge is important to the City and its residents. He asked why the City did not move forward with Option 4 at this time and use Option 3 as a fall back option. Councilmember Holden asked if MSA money could be used for this bridge. Civil Engineer Giga stated this was a project that had been identified where the City could use State Aid money. Mayor Harpstead asked if State Aid was used if these funds would be reimbursed back to the City. Councilmember Holmes asked Mr. Goess if he is not recommending to continue with Option 1 at this time. Mr. Goess stated his thoughts only, not those of Mn/DOT, would be to withdraw the municipal application at this time. MOTION: Councilmember Holden moved and Major Harustead seconded a motion to approve the Withdrawal of the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bride Improvement Project at County Road E/TH 51 that Includes Pedestrian Accommodations ARDEN HILLS CITY COUNCIL—January 11, 2010 20 7.C. Withdraw the City's Application from the Municipal Agreement Program and Direct Staff to Continue to Work with Mn/DOT to Pursue a Bridge Improvement Project at County Road E/TH 51 that Includes Pedestrian Accommodations (continued) Councilmember McClung clarified that Council will want to follow up with Mr. Goess regarding the Interstate 694 project. Mr. Goess stated he would be retiring in September and introduced Jenny Reed as his replacement and Wayne Norris as the North Area Manager. He also stated that Chris Roy has moved on as well. Civil Engineer Giga stated she had talked to Mark Lindeberg at Mn/DOT to set up a meeting to discuss the I694 project and she will scheduled an update for the Council for an upcoming work session or Council Meeting. Councilmember Grant clarified that Mn/DOT is requesting the City advance fund a portion and the County to advance fund the other portion of the bridge and then be paid back by Mn/DOT in 2015. He asked why it was being recommended that the STP application be withdrawn. Mr. Goess clarified that this request would only be withdrawing the municipal agreement application, not the application with Met Council. The Motion was called to a vote. The motion carried unanimously (5-0). D. City Administrator Transition Process Acting City Administrator Iverson stated the City has hired The Brimeyer Group to conduct a search for a new City Administrator. There will be updates regarding this process at the upcoming Regular City Council meetings. Mr. Richard Frusman, owner of The Brimeyer Group Inc., reviewed the profile for the City Administrator position with the Council. He asked for Council direction regarding the description of the position and the City. If the profile is approved then recruitment will start by Tuesday. He presented the Council with a time table for receiving applications, reviewing these applications, interviews and final selection of candidate. The deadline for applications will be February 8 with ARDEN HILLS CITY COUNCIL—January 11, 2010 21 7.D. City Administrator Transition Process (continued) a report to the Council by February 22 detailing the top ten candidates. He suggested the Council look at scheduling the interviews for March 12 and March 13. Mayor Harpstead stated the position profile was good in concept. There were some corrections that could be made in the wording. He questioned if Mr. Fursman was asking Council to prioritize the specific duties. Mr. Frusman stated the Council could choose to prioritize these but he was looking to verify that these were the specific duties, qualifications, or skills sets for this position the Council felt should be included. He asked the Council to also review the job announcement that would be used and make any corrections they felt were needed. Mayor Harpstead stated in the announcement the number of full time positions is not correct. He also asked if the City's salary rage of $90,0004113,000 was appropriate. Mr. Fursman stated he would suggest increasing the top end of the range to $115,000 and add depending on qualifications (DOQ). Mayor Harpstead stated he had a couple of other word changes and he would hand those to Acting City Administrator Iverson so she could coordinate these changes and forward them to Mr. Fursman. Councilmember McClung suggested Community Development Director Lehnhoff also look at the profile documents. He also stated there was a need for a concluding sentence for the TCAAP portion of the profile. Community Development Director Lehnhoff confirmed he would review this document and respond to Mr. Fursman. Councilmember Holden asked if Arden Hills had a population of 10,000 if they would qualify for more opportunities. Acting City Administrator Iverson stated this would be applicable for MSA and some things having to do with the roads. AR- DEN HILLS CITY COUNCIL—January 11, 2010 22 7.D. City Administrator Transition Process (continued) Councilmember Holden asked if Arden Hills is currently in the 10,000 and over category. Community Development Director Lehnhoff stated the last number he had seen for population was under 10,000 and this was from the Met Council and the State of Minnesota. Acting City Administrator Iverson stated currently Arden Hills is not a City of 10,000 or more. Mayor Harpstead stated the use of the Holiday Inn by Northwestern College should be captured in these numbers. He asked if this was the case. Community Development Director Lehnhoff stated he did not know but this had been brought up to the census officials to be sure they were aware of this. Councilmember Holden stated it should be clear in the announcement that the City does not have their own police and fire and these are contract services. She also stated the announcement should include something about the City being financially sound. Mr. Fursman stated this could be added to the description and could be added to the profile as well. The Council was asked if there had been a consensus reached. Councilmember McClung stated he agreed. Councilmember Grant stated he agreed. Councilmember Holden stated it should be explicitly stated that the candidate must be able to work with Mn/DOT. Mayor Harpstead restated the items that the Council would like to see added to the announcement. These items were: adding financial stable or fiscally stable, changing the salary range, the number of full time employees, the date for accepting applications as ending on February 8, and the City contracts police and fire services. ARDEN HILLS CITY COUNCIL—January 11, 2010 23 7.D. City Administrator Transition Process (continued) Mayor Harpstead clarified a change in the salary range would require Council action. Councilmember Holden stated she would not be interested in changing the wage range at this time. Arden Hills is within the same range as the surrounding communities. Mayor Harpstead asked if an outstanding candidate would exclude themselves from applying for the position based on the wage. Mr. Fursman stated he would exclude them from the search because once the range is set then candidates will not be expecting more or asking for more. Increasing the range would provide more candidates that are qualified for the position. Councilmember Holden asked if the contract for a City Administrator was an automatic six months severance pay. Mr. Fursman stated that this was not automatic. The severance can range from as little as nothing to the maximum under law of six months. H stated that he would like to balance the severance to an individual situation and base it on what the candidate had to go through to take this particular job. An example of this would be if they left a very well established job and relocated their family, then a greater assurance could be established. Councilmember McClung stated he would be willing to increase the upper limit to $115,000 in order to ensure the City is able to find a good candidate and this should be dependant on the candidate's qualifications. Councilmember Holden stated she does not agree that a $2,000 increase in the upper limit will give them better candidates. Councilmember Grant asked why there was a sample range provided for the surrounding communities when they only had one City Administrator. Mr. Fursman explained that the low end of the range was their base salary and the high end of the range included their merit review and deferred compensation plans. ARDEN HILLS CITY COUNCIL—January 11, 2010 24 7.D. City Administrator Transition Process (continued) Councilmember Grant stated he would be comfortable moving the upper limit of this position to $115,000 and even possibly $120,000. MOTION: Mayor Harpstead moved and Councilmember Holmes seconded a motion to Change the Salary Range for the City Administrator Position to $90,000 to $115,000. The motion carried (4-1),, Ayes —Mayor Harpstead, Councilmembers McClung, Grant, Holmes Nays— Councilmember Holden Mr. Fursman stated he would look for Council and Staff comments and changes over the next couple of days and will get back to the Council Wednesday evening. He asked that the Council agree with setting up interviews for March 12-13. Mayor Harpstead stated Acting City Administrator Iverson would look into these dates. Mr. Fursman outlined the interview process for March 12 and 13. Councilmember Holden clarified that the comments and changes should be sent to Acting City Administrator Iverson and she would coordinate these changes with Mr. Fursman. MOTION: Councilmember McClung moved and Councilmember Grant seconded a motion to Extend the Meeting an Additional Thirty Minutes. The motion carried (4-1),, Ayes —Mayor Harpstead, Councilmembers McClung, Grant, Holden Nays — Councilmember Holmes E. Personnel Committee Discussion MOTION: Councilmember Holmes moved and Councilmember McClung seconded a motion to Table the Personnel Committee Discussion to a Work Session. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL—January 11, 2010 25 F. Select a TCAAP Worksession Schedule for 2010 Community Development Director Lehnhoff stated in 2009 the City Council had set aside two timeslots each month for potential work sessions to discuss TCAAP related issues. The first timeslot was generally from 5 p.m. to 7 p.m. prior to the first regular meeting each month. The second timeslot was from 6 p.m. to 8 p.m. during the fourth Wednesday of each month. With the public auction for TCAAP tentatively scheduled for the summer of 2010, additional work sessions will be needed to continue discussions on land use planning, the public auction process, and other related issues. The Council may choose to stay with the same schedule that they used in 2009 or they may modify it. One option would be to schedule the TCAAP work session prior to both regular meetings from 5:30 p.m. to 7 p.m. Councilmember McClung stated he would be in favor of scheduling the work sessions before both regular City Council meetings. This would eliminate the Wednesday meetings. Mayor Harpstead clarified that the meetings would be on an as needed basis only. Councilmember Grant stated he liked the 5:30 start time. Councilmember Holden stated this schedule would require the Council to meet three Mondays in a row every month. She stated that she has problems with Mondays because this is the busiest day of the week at her job. Councilmember Holmes stated that the Mondays would be preferable over the Wednesday. Mayor Harpstead stated the time could be changed from 5:30 p.m. start to a 6 p.m. start with the understanding that if more time is needed it could be moved up to 5:30. He asked if this would be more manageable for Councilmember Holden's schedule. Councilmember Holden stated this would work better. Councilmember McClung stated he would prefer the 5:30 p.m. start time. Mayor Harpstead stated that he would prefer to add to his Monday schedule. The consensus of the Council was to hold the meetings on Mondays. MR—DEN HILLS CITY COITNCII.—January 11, 2010 26 7.F. Select a TCAAP Worksession Schedulefor 2010 (continued) MOTION: Mayor Harpstead moved and Councilmember Holmes seconded a motion to Approve The TCAAP Work Session Meetings to be Held Prior to The Regular City Council Meetings from 5.30 to 7:00 p.m. on an as needed basis. Councilmember Grant emphasized that the meetings would be on an as needed basis only. Councilmember McClung asked if moving the regular Council meetings to Tuesday would work better for the Council. A change like this would require a change in the City's By-Laws. Councilmember Holden stated Tuesdays would work better for her. Mayor Harpstead stated this was a legitimate request that could be looked into after a City Administrator is hired. Councilmember Grant asked if 6:00 start time would work better. Councilmember Holden stated 6:00 would be a better start time. MOTION: Manor Harpstead and Councilmember Holmes accepted a friendly amendment to the motion to change the time of the TCAAP work session meetings to start at 6:00 p.m. The motion carried (4-1). Ayes — Mayor Harpstead, Councilmembers McClung, Grant, Holmes Nays — Councilmember Holden Mayor Harpstead directed Staff to explore changing the City Council meetings to Tuesday and bring this back to the Council at a future date. 8. UNFINISHED BUSINESS A. Approve a Payment in the Amount of $55,975.00 to the Lake Johanna Fire Department which is the City's Share of the Second of Three Annual Payments for the Demonstrator Ladder Truck Purchased in 2008 with the Funds to Come from the 2010 Budget ARDEN HILLS CITY COITNCIL—January 11, 2010 27 8.A. Unfinished Business (continued) Approve a Payment in the Amount of $25,774.65 to the Lake Johanna Fire Department, which is the City's Share of the Cost of Replacing Car I, Plus the Cost of the Capital Reimbursement to the City of Shoreview from the 2009 Budget Finance Director Iverson stated the City has received two invoices from the Lake Johanna Fire Department for capital expenditures in 2009 and 2010. One is related to the purchase of a demonstrator ladder truck with financing over three years. The other is related to the replacement of Car I, which is used by the full-time Fire Department staff, and the reimbursement of the City of Shoreview for their payment of more than their share of past capital expenditures. MOTION: Councilmember Grant moved and Councilmember Holmes seconded a motion to approve a Payment in the Amount of $55,975.00 to the Lake Johanna Fire Department which is the City's Share of the Second of Three Annual Payments for the Demonstrator Ladder Truck Purchased in 2008 with the Funds to Come from the 2010 Budget and to Approve a Payment in the Amount of $25,774.65 to the Lake Johanna Fire Department which is the City's Share of the Cost of Replacing Car I, Plus the Cost of the Capital Reimbursement to the City of Shoreview from the 2009 Budget. Mayor Harpstead clarified that one of the payments comes from the 2009 budget and the other payment comes from the 20 10 budget. Councilmember Holden also pointed out that the Lake Johanna Fire Department is not a volunteer fire department. The motion was called to a vote. The motion carried unanimously (5-0). 9. COUNCIL COMMENTS AND REQUESTS Mayor Harpstead would like to encourage anyone who was interested in serving on one of the City's Committees and Commissions they should contact the City. ARDEN HILLS CITY COUNCIL—January 11, 2010 28 9. Council Comments and Requests (continued) The City currently has several openings including an opening on the Planning Commission. Mayor Harpstead stated Northwest Youth and Family Services had requested the Mayor sign a letter of support to Representative McCollum's office. He pointed out that these types of requests would need to be brought to the Council for review. Northwest Youth and Family Services removed the Mayor name from the document and sent it in. He stated that the process of bringing these types of requests forward should be discussed in a work session. Councilmember Grant stated the Planning Commission had unanimously decided to uphold Staffs decision regarding a fence. This case will be appealed and be coming before the Council and this should not be included on the Consent Calendar. ADJOURN MOTION: Councilmember Holmes moved and Councilmember Grant seconded a motion to adiourn. The motion carried unanimously (5-0)0 Mayor Harpstead adjourned the Regular City Council Meeting at 10:12 p.m. a Harp ad <usan K. Iverson Mayor Acting City Administrator