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HomeMy WebLinkAbout04-19-10-R H EN ILLS Approved: May 24, 2010 CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION MEETING APRIL 19, 2010 6:00 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 6:05 p.m. Present: Mayor Stan Harpstead; Council Members David Grant, Brenda Holden, Fran Holmes, and David McClung. Absent: None. Also present: Acting City Administrator/Finance Director, Susan Iverson; Public Works Director, Greg Hoag; Recreation Manager, Michelle Olson; and City Engineer, Deb Bloom. APPROVAL OF AGENDA Mayor Harpstead requested Item B be discussed before Item A. MOTION: Councilmember Grant moved and Councilmember Holden seconded a motion to approve the meeting agenda as changed above. The motion carried unanimously(5-0). 1. AGENDA ITEMS B. 2010 Engineering Work Plan—Hiring an Additional Civil Engineer Acting City Administrator/Finance Director Iverson presented the City Council with 'information on the 2010 engineering work plan. She noted that at the February 8, 2010 the Roseville Engineering staff presented a summary of the work completed in 2009 as a part of the joint powers agreement. This initiated a discussion about the 2010 work plan as Roseville does not have enough staff on hand to cover the hours needed by the City's current work plan. Acting City Administrator/Finance Director Iverson indicated the City was looking to expand the joint powers agreement to allow Roseville to hire a staff person to complete the 2010 work plan. The City has met with Roseville to discuss this in further detail. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 2 LB 2010 Engineering Work Plan—Hiring an Additional Civil Engineer (continued) City Engineer Bloom explained the City of Roseville would be able to expand the joint powers agreement and hire another civil engineer to meet the needs of the 2010 work plan. She is proposing an 18 month contract for an estimated 1800 hours for a part-time employee. Roseville estimates that it would take about two months to advertise and hire a new employee. City Engineer Bloom recommended the Council authorize the Roseville staff move ahead with the search for a part-time Civil Engineer to assist with the completion of the 2010 work plan. Mayor Harpstead asked if there would be any budget changes over 2010 in order to meet the _ 2010 work plan. Acting City Administrator/Finance Director Iverson stated the items within the 2010 work plan were covered under the CIP. Councilmember Grant questioned if the study on Old Snelling would be completed by the new personnel. City Engineer Bloom stated the feasibility report would be completed with soil borings. Councilmember Holden asked how the estimated hours of the new Engineer would fit into the work plan. City Engineer Bloom explained Roseville could provide 1,425 engineering hours and 950 technician hours with current staffing levels. The additional personnel would allow Roseville to meet the needs within the current work plan. Further discussion ensued regarding the necessary engineering hours for 2010. Councilmember Holmes requested further clarification on the hours and how it would be met by staff. City Engineer Bloom reviewed that Roseville estimated the 2010 work plan to require 2,050 hours. After further discussions at the March worksession, the Council shifted several items around. She reiterated that Roseville could provide 1,425 engineering hours and 950 technician hours which lead to the extra 800 for the newly hired Civil Engineer. Councilmember Holmes asked why Roseville was only hiring someone for 18 months. Acting City Administrator/Finance Director Iverson stated this was the direction from Council and would allow for the joint powers agreement to be revised in the meantime. Councilmember Grant stated that the engineering needs of the City may change significantly if and when the TCAAP site sells and begins to redevelop. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 3 LB 2010 Engineering Work Plan—Hiring an Additional Civil Engineer(continued) Mayor Harpstead indicated he was in favor of the suggestion as this would greatly assist the City in reaching the 2010 work plan goals. Councilmember Holden and Councilmember Holmes were in favor of the additional staff member. Councilmember McClung stated he was not supportive of the additional staffing. He indicated this would not address the long term engineering needs of the City. It was time to bring the engineering consulting staff into the City. -- Councilmember Grant explained that he would support the engineer hire. The Council directed staff to bring this item back to the Council for a vote. A. Public Works Staffing Acting City Administrator/Finance Director Iverson indicated that at the March 15, 2010 worksession the Council discussed the Public Works maintenance staffing and workload. Part of that discussion focused on the Superintendent position versus a working foreman and the eighth maintenance position. After further discussion, there was a consensus of Council that the City should proceed with a Superintendent position. However, the Council referred the matter to the Personnel Committee for further review and requested that a recommendation be brought back to the Council for a final discussion before making a decision at the April 26th .meetin p g Acting City Administrator/Finance Director Iverson stated the Personnel Committee discussed the Public Works staffing in detail. The Committee reviewed job descriptions and determined that the best structure for Arden Hills would be a Superintendent and an eighth maintenance worker as it evaluated the specific duties that were needed. She reported the current organizational structure had a Superintendent and an eighth maintenance person within the 2010 budget. Mayor Harpstead stated he spoke with Public Works Director Hoag regarding the job description. He found that all information included within the description was necessary. Public Works Director Hoag agreed stating the Superintendent would have a wide variety of responsibilities. Councilmember Holmes questioned what job tasks were added to the description that the previous superintendent did not complete. She noted that she was in favor of adding more responsibility to this position. Acting City Administrator/Finance Director Iverson stated the engineering technician pieces were not previously the responsibility of the Superintendent. -ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 4 LA Public Works Staffing(continued) Mayor Harpstead asked if there was anything missing from the job description that should be added at this time. Public Works Director Hoag did not feel there was any information missing, stating the description broadly covered the needs for this position. Councilmember McClung questioned what the next step would be for Council. Acting City Administrator/Finance Director Iverson explained the Personnel Committee - would like to look at the Public Works Director position next and the necessary duties. If the Council was in favor with the Superintendent recommendation, it would be put on the next Council agenda to approve the job description and authorize advertising of the position. Councilmember Holden stated this position could alleviate the need for future consultants. The City Council directed staff to bring this item to the Council for a vote. C. Council Comments and Requests Discussion Acting City Administrator/Finance Director Iverson stated one Councilmember requested the placement of Council Comments and Requests be discussed. One Councilmember wished to move it from the end of the agenda to the beginning. She provided information on the Civil discourse procedures that were agreed upon by Council at the 2006 Council retreat. Acting City Administrator/Finance Director Iverson explained that staff would also like direction on what Council would like to see in the administrator's update. Staff is getting additional requests for information from Councilmembers which is increasing the staff workload. At times, these requests have turned into projects with the time needed to research and answer Council questions. Mayor Harpstead suggested the Council informational statements to the community be discussed at the informational section of the agenda. This allowed for the community to hear the statements at the beginning of the meeting. He felt the Council Comments and Requests could remain at the end of the agenda as it allowed for summarization and follow-up of issues. Councilmember Grant indicated it would be nice to have the Council Comments and Requests be discussed first at worksession meetings and at the end of the meeting for regular Council meetings. Councilmember McClung expressed concern about being rushed for time and that was the reason behind moving the Council Comments and Requests to the beginning of the agenda. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 5 1.C Council Comments and Requests Discussion (continued) Mayor Harpstead suggested adding public information at the beginning with Council Comments and Requests remaining at the end of the agenda for Council meetings. It would then be up to the individual Councilmembers if an important comment should to be shared with the public. Councilmember McClung requested that Council remain patient with one another as items are brought out at Council Comments and Requests, if meetings are running late, as some items will need discussion. Councilmember Holden stated she wanted to be assured that time would allow for comments when necessary at worksesslon meetings. Mayor Harpstead indicated he would obi ect to Council Comments and Requests being moved to the beginning of the agenda for worksession meetings. Acting City Administrator/Finance Director Iverson stated it did make sense to discuss these items up front to allow staff to leave after discussion of their item. Mayor Harpstead asked how the Council would like to proceed with the Administrator Updates. Councilmember Grant requested further detail on the Administrators Update to keep the Council apprised of the happenings from staff. Councilmember Holden agreed as this information kept the Council aware of controversial items that may come to their attention from concerned citizens. It provided perspective to the Council as to what staff has completed around the City. Councilmember Grant suggested each item be more specific to provide greater perspective to the Council. Mayor Harpstead stated he did not want a longer Administrator Update, but instead a more concise or precise report on the information or happenings of the week. Councilmember McClung was comfortable with the Administrators Update as is noting the general summary was sufficient. He stated the quarterly update completed by Community Development Director Lehnhoff was a useful document that other departments could complete to provide the Council with information on tasks being completed around the City. Mayor Harpstead suggested staff pick an admin update style to be reviewed by Council at a future meeting. Acting City Administrator/Finance Director Iverson stated that she would just like to get everyone on the same page and create a clearer understanding of what information staff should be presenting to the Council. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 6 D. TCAAP Zoning Project Acting City Administrator/Finance Director Iverson presented the City Council with information on the TCAAP zoning regulations. She requested further comments or questions from Council and that all issues would be passed along to Community Development Director Lehnhoff. At next week's meeting the Council would discuss the land use chart and rental housing. Acting City Administrator/Finance Director Iverson stated the City will not have an issue if the zoning regulations are not fully approved prior to the public auction. Councilmember Holden suggested language be included in the zoning regulations to address Parcel D,the County's trail requesting that the developer donate .75 acre to complete the trail. Mayor Harpstead indicated he wasn't sure how this could be written into the zoning code. Councilmember Holden asked if the City could require higher design standards on commercial properties off of County Road H and Highway 96, versus other areas. She expressed concern as to what the City can do to ensure ownership of the land not transferred before the cleanup. Councilmember Holden did not want to see any subdivisions of the land prior to cleanup. She suggested that County Road H have higher design standards as well. Councilmember Holmes reviewed the current language within the zoning regulations regarding County Road H. Councilmember Holden requested the Council consider placing a historical monument within the TCAAP site, and if so, where that would be most appropriate. She asked if the City would have standards for interconnected streets. Councilmember Holden questioned how the City could control a top-fill cleanup and how this would affect future reuse. She suggested the language regarding the variety of housing be changed to "varying" ages and incomes instead of"all" ages and incomes. Councilmember Holden asked if the City would be willing to accept half of a master plan for the site given the current state of the economy. Mayor Harpstead agreed with this suggestion stating it would allow a future Council to make that consideration. He felt the Council needed to further discuss the phasing and staging process. Councilmember Holden stated an annual report would be a valuable piece of information to have presented to Council from the developer and felt that it should be required. Councilmember Holden indicated she did not want to see a significant amount of warehouses placed on the TCAAP site and suggested this be limited within the zoning code through square footage requirements. Mayor Harpstead was in agreement with this suggestion. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 7 1.D TCAAP Zoning Project(continued) Councilmember Holden felt the number of showrooms within the TCAAP site should be limited. Councilmember Grant requested that dirt mining not be allowed on the TCAAP site. Councilmember Holden suggested the storm water standards be further addressed within the TCAAP site. She then questioned if 40 acres would be allowed to be used for a Vikings Stadium and asked if the Council was in favor of this use. Mayor Harpstead suggested the PUD be amended to allow for such a use if the City was approached. Councilmember Grant felt the City should be permissive enough to allow for the development if brought to the City. Councilmember McClung noted that the current comprehensive plan does not allow for a stadium. Councilmember Holden stated she just wanted to see the City maintain a certain level of flexibility. Mayor Harpstead suggested staff review the warehouse and showroom area to allow for an athletic venue. Councilmember Grant encouraged the Council to work through this document and have it in place prior to the public auction. This would allow the City to establish proper zoning codes prior to being approached by a future developer. Councilmember McClung was in agreement. He noted the auction may be delayed as the lease procedures had not been approved to date. Councilmember Holden stated by September 29, 2010 the auction would have to take place. If the auction were to be delayed it would not be delayed beyond that point. 2. COUNCIL COMMENTS AND REQUESTS Councilmember Holmes asked if trees were going to be planted along the Safe Routes to School trail. Park and Recreation Manager Olson explained the City would like to plant additional trees with park preservation trees. However, there were no funds within the Safe Routes to School budget. She added that Friends of the Park tree sale may be a source for tree replacement. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 8 2. COUNCIL COMMENTS AND REQUESTS(continued) Mayor Harpstead felt the park preservation tree fund should not be allowed to accumulate. Each year this fund should be spent down to zero with trees planted back into the City. Councilmember Holden suggested the PTA be approached to assist with tree plantings along the trail. Councilmember Grant noted the culvert from Lake Valentine to Valentine Park has partially collapsed. He questioned who was responsible for this culvert. Public Works Director Hoag indicated that he thought the County was responsible for the culvert. He stated he would look into this further. Councilmember Grant asked that the large oak tree along the Safe Routes to School be looked at by staff as several roots were cut by a chainsaw in the past week. He also requested the drainage near Perry Park be reviewed so as not to create a pond or sink hole near the trail. Councilmember Grant questioned why Flaherty's received a reimbursement from the City. Public Works Director Hoag noted this was for a sump pump reimbursement and would not exceed $300. Councilmember Grant asked for a better understanding of how staff completed the water meter readings. Public Works Director Hoag explained staff drives around town with a hand held meter and if a reading is not taken correctly while driving by a home, staff may have to get out of the vehicle and walk up to a meter. The entire process takes several days to complete each month, which was a significant savings from the previous process. Staff has experienced a high number of battery failures in recent months and will investigate this further. Councilmember Grant encouraged staff to take advantage of watering trees this summer with the City water truck. Councilmember Holden questioned what was happening on New Brighton Road. Public Works Director Hoag stated an emergency locate came in for an emergency repair of a Qwest telephone line. Councilmember Holden suggested the security lighting at Hazelnut be looked into since it may not need to remain on late into the night through the summer months. Park and Recreation Manager Olson stated this was a solar sensor issue and noted she would look into it further. ARDEN HILLS CITY COUNCIL WORK SESSION—APRIL 19, 2010 9 2. COUNCIL COMMENTS AND REQUESTS(continued) Councilmember Holmes stated there was a Ramsey County Library meeting on Wednesday. She stated she wanted to address several questions with the Board, one being if the County could legally sell the land when it was donated to them by the City. Councilmember Holmes asked if staff was aware of the new election guidelines. Acting City Administrator/Finance Director Iverson indicated Becky, Pam and Sherri would be attending election training on Wednesday and would have all of the new information from Ramsey County. Councilmember McClung stated he and the Mayor met with Senator Chaudrey regarding the bills that will be introduced on T.H. 51, Highway 10 speed limit, and the Jake Break Even Bill. Kate Knuth introduced two of the bills today and the text was available online. Mayor Harpstead indicated he would be writing a letter to the editor thanking Senator Chaudrey for his efforts on these issues and encouraged the entire Council to do the same. The Council requested further information from the City Engineer on the Snelling Avenue MSA payback schedule. Councilmember Holmes asked that the library be discussed at the May worksession. She noted she would report back on the information gathered this Wednesday to the Council. Councilmember Holden questioned what the zoning was for the library property and if this would affect the sale. ADJOURN Mayor Harpstead adjourned the City Council Work Session meeting at 8:13 p.m. Susan K. Iverson Stdn Harpst ad Acting City Administrator Mayor