HomeMy WebLinkAbout03-15-10-WS HILLS
Approved: May 24, 2010
CITY OF ARDEN HILLS,MINNESOTA
CITY COUNCIL WORK SESSION MEETING
MARCH 15, 2010
5:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS
CALL TO ORDER/ROLL CALL
Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the City
Council Work Session meeting at 5:04 p.m.
Present: Mayor Stan Harpstead; Council Members David Grant, Brenda Holden,
and David McClung.
Absent: Council Member Fran Holmes (excused).
Also present: Acting City Administrator/Finance Director, Susan Iverson; Community
Development Director, James Lehnhoff; City Clerk, Becky Brazys; Recreation Manager,
Michelle Olson; City Engineer, Deb Bloom; and Civil Engineer, Kristine Giga.
APPROVAL OF AGENDA
MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion
to approve the meeting agenda as presented. The motion carried
unanimously(4-0).
1. AGENDA ITEMS
A. 2010 Engineering Work Plan
City Engineer Bloom reviewed the 2010 engineering proposed work plan with the Council. She
reviewed the number of hours estimated for 2010 stating Roseville does not have the capacity to
meet the estimated hours within the 2010 work plan and provided several options to assist the
cities in reaching an agreement for the engineering services. Option 1 would provide a consultant
to complete several items included in the 2010 work plan. Roseville has identified some projects
that are pending and need to be addressed this year that could be completed by consultants. This
would reduce the work plan hours to 1,653.25 engineering hours and 1,001.75 technician hours.
Additional reductions would still have to be made to the work plan in order to meet the overall
work plan goals.
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ARDEN HILLS CITY COUNCIL WORK SESSION —MARCH 15, 2010 2
1.A 2010 Engineering Work Plan
City Engineer Bloom stated Option 2 would be to expand the Joint Powers Agreement to include
additional hours to enable Roseville to hire a staff person to complete the work on the 2010 work
plan. However, it would not be possible for the City of Roseville to hire on a shared full-time
employee until 2011. This would address the long term needs for Arden Hills, but does not
address the engineering needs for 2010. She explained that a part-time employee could be hired
by Roseville to address the extra 1,397 hours needed within the 2010 work plan. However, this
would require an amendment to the Joint Powers Agreement and must be approved by both cities.
Even if a part-time employee were hired Roseville would require that some of the tasks in the
2010 work plan be pushed back to 2011.
City Engineer Bloom explained Option 3 would require six tasks be shifted to 2011 which would
reduce the 2010 work plan to 1,621.25 engineering hours and 982.75 technician hours. If
Roseville has the capacity at the end of the year, it may be possible to start working on the items
on the 2010 work plan that were shifted to 2011.
City Engineer Bloom stated at this time, Staff recommends that both Option 1 and Option 3 be
implemented. This would reduce the overall 2010 work plan to 1,425.25 engineering hours and
950.75 technician hours.
Mayor Harpstead questioned if any of the engineering hours could be shifted back to Arden
Hills' staff. He indicated this issue would be directly linked to the public works maintenance
staffing needs for the City.
City Engineer Bloom indicated this was discussed and 54 hours of were shifted to staff for
assistance with Infiltration and Inflow, the Lexington Avenue Trail Construction, MnDOT/1-35
meetings, SWPPP, and Crack Seal and Sealcoat projects.
Mayor Harpstead asked if all items in yellow could be completed in 2010.
City Engineer Bloom stated she felt pretty confident the City of Roseville could complete the
items in yellow, unless something unforeseen was to happen.
Discussion ensued regarding engineering items within the work plan.
Couneilmember Holden asked how the City could transfer items within the work plan away from
Ms. Giga to another engineer or staff member, as with the continual needs for the rain gardens.
She suggested these issues be handled by administrative staff personnel instead. Mayor
Harpstead agreed.
City Engineer Bloom indicated Ms. Giga was the project designer and the project manager for
the rain gardens. She indicated the technicians do not have the necessary skill sets to handle this
project.
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ARDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15,2010 3
1.A 2010 Engineering Work Pan
Mayor Harpstead encouraged staff to work with the engineers to work on shifting some of this
work away from the engineers to an administrative support position or to public works going into
the future. He stated the City should also be building a relationship with a plant supplier to assist
in this area.
Public Works Director Hoag indicated one of the maintenance employees did have a
horticultural background and could assist with the rain gardens.
Mayor Harpstead stated Councilmember Holmes would be disappointed that Valentine Lake -
Subwatershed Drainage Study/Improvements would be shifted to 2011.
Councilmember McClung expressed concern in that the 2010 work plan had a capacity issue and-
should be discussed, while the public works department had a structural concern. The City would
need to find additional capacity or reduce the number of items on the 2010 work plan. He
suggested the City address the capacity issues and possibly hire staff internally.
Councilmember Grant indicated in the past, the City did not used to complete PMP projects in
consecutive years, which has created a need for increased engineering staff.
Mayor Harpstead agreed,but the items were approved by the Council for the 2010 work plan.
Councilmember Holden added that the I&I requirements have added additional hours as well
and was state mandated, along with other maintenance issues in the City.
Councilmember McClung explained that the pedestrian overpass, CP Rail Bridge and Safe
Routes to School projects all required a vast amount of engineering time even though grants were
tied to the projects.
City Engineer Bloom stated the proposed 2010 work plan took into account the need for
specialized technicians and engineers that would be difficult to complete with the hiring of a
single City Engineer.
Councilmember McClung indicated the City could hire on a Public Works Director/City
Engineer and continue the joint powers agreement with the City of Roseville to assist Arden Hills
with additional technician capacity. He explained the City spent $463,924 for engineering in
2009, which was a large amount of money.
Councilmember Holden stated she didn't see the need for a Public Works Director/City
Engineer. She would rather have the public works department completing the workload for the
City and not managing the projects. She recommended the joint powers agreement be amended to
allow Roseville to hire a part time engineer to better serve the needs of the community.
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ARDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 4
].A 2010 Engineering Work Plan
Councilmember McClung felt it would benefit the City to bring the engineering work in-house
to reduce the funds allotted to engineering expenses. The joint powers agreement would still be
used to assist in the technical capacity needed for future projects. He reviewed the current Public
Works Director language with the Council.
Mayor Harpstead questioned if the Public Works Department had the capacity to take on
additional engineering work.
Public Works Director Hoag stated there would need to be a middle level management position, -
whether a superintendent or foreman. He recommended that the engineering capacity be brought
on as a management superintendent level versus the management foreman level.
Mayor Harpstead questioned the I&I progress in the City. He stated it would be difficult for the
City to resolve this issue without proper guidelines from Met Council.
City Engineer Bloom stated the City has completed manhole and sump pump inspections. One
of the largest issues is that there has not been a storm large enough to show increased flow. The
City has made progress in the sewer lining as well. She indicated the Roseville Public Works
Director was working with Met Council on the guidelines.
Councilmember Holden suggested the City send another letter to Met Council requesting a
response on the issue.
Mayor Harpstead questioned how the Council would like to proceed with the engineering
capacity issues.
Councilmember Holden felt it would be in the City's best interests to expand the joint powers
agreement. This would offer the City be highest level of qualified engineers without having to
worry about laying off personnel in several years if the workload were to decline.
Councilmember McClung indicated another option would be for the City to send out an RFP to
complete all engineering services for the City of Arden Hills.
Mayor Harpstead stated he has heard complaints on how several projects were managed by
outside consultants for the City.
Councilmember Grant suggested the Council choose a route to take before reviewing each
engineering item in detail and proposing potential shifts. He indicated the City could choose to
hire a City Engineer or begin shifting engineering projects to 2011.
Councilmember Holden questioned if a full-time engineer would want to move to the City.
City Engineer Bloom stated an engineer would come to the City but it would cost over $90,000
plus benefits. Arden Hills may have a difficult time holding onto an engineer long term as there
was not room for promotion.
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A.RDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 5
1.A 2010 Engineering Work.Flan
Mayor Harpstead indicated he would be in favor of the City hiring a P.E. consultant for the next
12 months or for a determined amount of hours to assist the City with engineering projects while
still maintaining the joint powers agreement with Roseville. This would allow the City to
complete the 2010 projects while reducing the outsourced engineering expenses.
City Engineer Bloom explained this would be an option and the only concern would be if the
hired consultant would be reporting to Ms. Giga or to the Public Works Director.
Councilmember Holden suggested the P.E. consultant be hired for 18 months to get the City -
through the 2010 and 2011 work plans.
Mayor Harpstead requested the City increase the engineering capacity to enable the City to
complete the items on the work plan. He questioned if the Council was in favor of this
recommendation.
Councilmember Grant was in favor of hiring a consultant as well, while still maintaining the
joint powers agreement.
Councilmember McClung indicated the hiring of a consultant would be a short term band-aid.
The issue would be to restructure the design projects. He felt the City should go in a new
direction or make a decision to renegotiate a new joint powers agreement for the future.
Councilmember Holden questioned if the City would have a large engineering capacity need
once the major projects were dealt with in 2010-2011.
Mayor Harpstead stated this was a valid point. He reiterated that the joint powers agreement
with Roseville was ideal as it allowed for access to skill sets that were not afforded within the City
of Arden Hills. The long term big picture for the City would have a Public Works Director that
has an engineering background to allow for joint capabilities. However, in the short term, the City
should hire a consultant to meet the engineering capacity needs for the City.
Councilmember McClung stated he would be in favor of clearing up the engineering capacity
concerns sooner than later. The City has been dealing with these issues through outsourcing and
if the capacity were taken on in-house it would enable the City to better maintain future projects
while reducing overall expenses.
Councilmember Holden agreed to hire a consultant to assist the City in completing the 2010
work plan. She added there was a need to change the staffing within the public works department
as well.
Councilmember Grant indicated that in order to complete the 2010 work plan, the City needed
an increased engineering capacity, and did not have a preference on where this capacity came
from. He was in favor of the public works department assuming engineering capabilities.
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ARDEN HILLS CITY COUNCIL WORK SESSION —MARCH 15, 2010 6
1.A 2010 Engineering Work Plan
It was the consensus of the City Council to direct staff to move forward with a request for
proposal to allow the City to hire an individual engineer to provide approximately 800 hours
towards the 2010 work plan. Staff would work with the City Attorney and the City of Roseville
on this issue to provide the proper level of structure.
City Engineer Bloom thanked the Council for the input provided at tonight's meeting.
B. Public Works Maintenance Staffing and Workload
Mayor Harpstead explained the structure and capacity of the engineering staff was somewhat
intertwined with the staffing of the public works department. Staff recommends discussing the
working foreman versus the public works superintendent while also addressing the capacity
issues.
Public Works Director Hoag stated the public works department staffing has been an ongoing
concern since May of 2008. Staff would like to gather Council comments and give the
department a final decision on the supervisory responsibilities.
Councilmember Grant questioned if the current acting foreman was being supported by Staff.
Public Works Director Hoag stated he was supporting and honoring the acting foreman but that
the position was still in flux. The department needed a final decision for the department.
Councilmember Holden suggested the current acting foreman follow through with his specified
responsibilities despite the flux within the department.
Public Works Director Hoag indicated that the acting foreman was making policy
recommendations to staff. However, these suggestions could be handled by a superintendent.
Councilmember Holden questioned how many of the 500 hours of overtime were from a
shortage of staff.
Public Works Director Hoag explained the overtime, for the most part, was due to an emergency
needs, like snow plowing, or watermain breaks. He noted there would still be overtime hours in
the public works department even with an increase in staff.
Mayor Harpstead suggested the contract with the union be modified to allow for full time staff
on the weekends to avoid paying overtime wages.
Public Works Director Hoag stated this could be accomplished with the union.
Councilmember Holden asked how many hours and staff members were required to clear the ice
rinks.
ARDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 7
LB Public Works Maintenance Staffing and Workload
Public Works Director Hoag explained this varied depending on the condition of the rink.
Typically it took five hours per day, per person, sometimes up to three people, to sweep the rink
and push the snow over the boards.
Councilmember Holden questioned if the SCADA system would reduce the staffing needs for
the public works department.
Public Works Director Hoag indicated the SCADA system would provide the department with a
greater amount of information but that staff would still need to drive around and check on the lift -
stations.
Further discussion ensued regarding the seasonal employees.
Councilmember Holden questioned the number of seasonal employees from 2001 to the present.
Public Works Director Hoag stated capacity grew in 2009 to six seasonal employees, which was
up one employee to assist with I&I and sump pump inspections.
Mayor Harpstead asked that staff further elaborate on the benefits of added staff to the public
works department.
Public Works Director Hoag indicated added staff would allow the City to regain its
certification or insurance for I&I. He noted the City would also need capacity to begin
undertaking the storm water requirements within the City would require additional staffing.
Councilmember Holden questioned if the City parks were being fertilized and aerated on a
yearly basis. She felt the overall condition of the green space within the City parks has
deteriorated over the past several years.
Public Works Director Hoag stated only the high traffic areas were fertilized, like City Hall,
Linde's, and the ballfields. He explained Staff did not find it effective to fertilize entire parks
once a year without proper follow up care throughout the season. The ballfields were aerated and
fertilized on a continually basis to maintain the integrity of the fields. He noted the expectations
on the ballfields were higher each year.
Mayor Harpstead suggested the Council discuss the management role in the public works
department.
Councilmember Holden questioned how the position would be filled whether a foreman or
superintendent.
Public Works Director Hoag noted the hiring policy states the City could hire internal or
external employees for the superintendent position. The foreman position would have to be
published and posted within the union.
ARDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 8
l.B Public Works Maintenance Staffing and Workload
Acting City Administrator/Finance Director Iverson reviewed the current pay steps for the
current acting foreman and for the potential superintendent position. She noted the 2010 budget
did include funding for the superintendent and maintenance worker. Staff further spoke with the
League of Minnesota Cities to review pay scales for a working foreman based on the size of
Arden Hills.
Councilmember Holden questioned if the foreman or superintendent were paid overtime.
Acting City Administrator/Finance Director Iverson stated the superintendent would not be
paid overtime but the foreman would for on-call, snowplowing and standby duties.
Mayor Harpstead indicated the potential superintendent position could cost the City less money
in the long run with the reduction in overtime paid to staff. He asked for a recommendation from
staff as to which type of management style would be preferred for the public works department.
Public Works Director Hoag stated the superintendent would be preferred and create a
separation from the management position and the union positions.
Councilmember Holden questioned if the superintendent could operate equipment for the
department.
Public Works Director Hoag explained the superintendent would not be part of the labor pool.
In an emergency situation, assistance could be provided by the superintendent if help was declined
by union members.
Mayor Harpstead asked how much time would be spent in the office versus in the field for a
superintendent. He suggested the skill set of the person hired include the ability to assist the City
with rain gardens and correspondence.
Public Works Director Hoag estimates the workload to be 70% in the field and 30% in the
off ce.
Councilmember Holden suggested the superintendent provide the Council with writing samples
to assure they could complete the necessary tasks for the City.
Mayor Harpstead felt this wasn't an unreasonable request.
Councilmember Grant expressed concern with the current performance of the acting foreman
and his ability to create and pass along policies. He questioned how this would be resolved with
the hiring of a superintendent. However, if a superintendent were hired, he suggested the City
hire from outside the current department and create a very specific list of required skills and
objectives.
Public Works Director Hoag cautioned the Council in the hiring process as he wanted to be
assured the candidate had the correct skill sets to work in all areas of the public works department.
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ARDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 9
1.B Public Works Maintenance Staffing and Workload
Councilmember Holden suggested this come before the Council for a vote for either a
superintendent or foreman.
Councilmember McClung was not interested in a band-aid approach. He wanted to see the City
address the structural concerns and not have to revisit the public works department concerns in the
near future.
Mayor Harpstead suggested the Personnel Committee review this issue further and bring the
item back to Council for a vote. The Personnel Committee could address the structural concerns of the public works department along with creating a desired skill set for the superintendent
position.
The Council directed the Personnel Committee to review the structural concerns of the public
works department and provide the Council with additional information on the superintendent
position at the next work session meeting.
D. Planning Case#10-004—Roberts Development PUD Concept Review
City Planner Beekman presented the City Council with a concept review plan for Roberts
Development to convert a single story office building at 3920 Northwoods Drive into a four-story
senior housing apartment building. She indicated the process would require a rezoning of the
property from B-3 to B-2, or amend the B-3 zoning district to allow residential. A comprehensive
plan amendment would also be required to bring the zoning code into compliance with the future
land use. City Planner Beekman stated the PUD would be a negotiated process similar to the
Arden Village application requiring a public hearing before the City Council.
Community Development Director Lehnhoff explained the overall project was not seeking any
business subsidy and would be a private development. The project was non-binding and staff was
seeking comments or concerns from the Council before the plans and specs were to proceed.
Nicholas Roberts, Vice President of Roberts Development thanked the Council for their time.
Mr. Roberts reviewed the PUD concept stating the proposed building would be geared towards
55 and.older independent living. He stated the site was a great location with freeway access and a
lot of nearby amenities.
Mayor Harpstead questioned if a market study was completed on the demand for senior housing.
Mr. Roberts stated he did not have a market study but was not aware of any other senior housing
in the area. He felt the proposed location was prime with good exposure. Many members living
in the community would like to stay in the area and possibly downsize from a house.
Mayor Harpstead asked for the proposed size of the apartment units. He referred the developers
to the Maxfield Study information available on the City's website.
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ARISEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 10
I.D Planning Case#1 0-004—Roberts Development PUD Concept Review
Mike Haggler, Haggler Architects explained the units were oversized with a mixture of one and
two bedroom units. There would be a generous amount of indoor parking proposed for the first
level with a total of 51 units on three floors.
Mayor Harpstead noted the senior housing complex on County Road D and Lexington Avenue
took quite some time to fill. He then questioned how the design of this building would address
the noise concerns.
Mr. Haggler stated a noise study would be proposed to address the acoustics. -
Councilmember Holden questioned if there was a bus stop at this intersection. She indicated
that access to the freeway at this intersection was somewhat congested and would need to be
addressed through the planning process.
Mr. Roberts noted he was aware of the traffic in this area and was pretty certain there was a bus
stop.
Councilmember Holden stated she would like the applicants to review their proposal with all
neighboring properties to gain additional feedback on the proposed development. She suggested
the developers propose a large row of screening between the senior housing and Super 8.
Mayor Harpstead questioned if the glass on the first level of the building would be replaced if
used for a parking ramp.
Mr® Roberts stated this would be reviewed and that a smoky glass may be used to replace the
current windows or that a storage area may be placed on this side of the building.
Councilmember Grant asked if the 30 proposed parking stalls would be enough for the 51
apartment units. He questioned what other amenities would be offered within the building.
Mr® Roberts stated there would be indoor and outdoor parking stalls. The indoor parking would
have an additional fee associated with the use. He added that there would be an exercise room, a
gathering room complete with kitchen and a home theater room as well.
Councilmember Holden questioned if the site was lacking greenspace.
City Planner Beekman explained the lot did have an excessive amount of parking and staff
would suggest removing some of the parking lot for an outdoor gathering space or a shared
garden. This could be discussed further with the applicant.
Mayor Harpstead requested the Council provide their final thoughts on the proposed project.
Councilmember McClung felt this would be a great project for the B-2 zoning district. He said
it felt out of place for the B-3 zoning district.
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ARDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15,2010 11
J.D Planning Vase#10-004—Roberts Development PUD Concept Review
Councilmember Grant noted the location and surrounding amenities would greatly benefit the
proposed senior housing development.
Councilmember Holden stated this location was ideal for a residential development with the
surrounding shops and bus line. She requested that additional landscaping be added to the plans
with some of the blacktop removed as well.
Mayor Harpstead explained he didn't see the senior housing fitting in this location. He
understood the commercial real estate market was not good at this time and the proposed use was -
a better option for the property. However, as Grey Fox/Red Fox redeveloped the proposed use
may fit nicely into the community.
Mayor Harpstead felt the landscaping, accessibility and sidewalks would be extremely important
to provide visibility and connectivity to the surrounding amenities. He stated he would need
further information before being convinced this could work at the proposed location.
Mr. Roberts thanked the Council for their input and stated he would be leaving the additional
information with the Council for their review.
MOTION: Mayor Harpstead moved and Councilmember Holden seconded a motion to
extend the meeting 30 minutes for discussion of Item C, to table Item E and
allow for 10 minutes to be reserved in each meeting for Council Comments.
The motion carried unanimously (4-0).
C. Planning Case #09-023 — US Bank (Michael O'Rourke) on behalf of the George J.
Reding Estate Condition Use Permit (CUP) Amendment and Zoning Code
Amendment— 1296 County Road F
City Planner Beekman reviewed the application submitted by US Bank on behalf of the Reiling
Estate for a conditional use permit amendment and zoning code amendment at 1296 County Road
F. This request involves additional antennas beyond the original seven allowed on the tower. The
tower was a legal non-conforming use and would need an amendment to the zoning code to bring
the property into conformance. She reviewed alternative language to the zoning code with the
Council and asked for concerns or comments.
Mayor Harpstead indicated he was comfortable with the new language.
Councilmember Holden was in agreement stating the language would protect the City's best
interests in handling the antenna situation.
E. TCAAP Planning Process
This item would be discussed at the next work session meeting on March 29, 2010.
- RDEN HILLS CITY COUNCIL WORK SESSION—MARCH 15, 2010 12
This item would be discussed at the next work session meeting on March 29, 2010.
2. COUNCIL COMMENTS AND REQUESTS
Councilmember Grant asked if the Safe Routes to School project could be portrayed to be
completed by the City of Arden Hills and not by the Roseville engineers. He requested a link be
placed on the City's website to provide further clarification.
ADJOURN --
Mayor Harpstead adjourned the City Council Work Session meeting at 8:08 p.m.
41 NA V-
Susan K. Iverson Stan Harpstead
Acting City Administrator Mayor