HomeMy WebLinkAbout02-16-10-WS I Tt
EN HILLS
Approved: May 24, 2010
CITY OF ARDEN HILLS, MINNESOTA
CITY COUNCIL WORK SESSION MEETING
FEBRUARY 16, 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 (arrived at 5:16
p.m.), Brenda Holden, Fran Holmes, and David McClung (arrived at 5:44
P.M.).
Absent: None.
Also present: Acting City Administrator/Finance Director, Susan Iverson; Public Works
Director, Greg Hoag, Community Development Director, James Lehnhoff• City Planner,
Meagan Beekman; and Park and Recreation Manager, Michelle Olson.
APPROVAL OF AGENDA
Mayor Harpstead requested one item be added to the agenda, Item F, to discuss the need for an _
emergency booster pump repair.
MOTION: Councilmember Holden moved and Councilmember Holmes seconded a
motion to approve the meetin aLyenda as amended. The motion carried
unanimously (3-0).
1. AGENDA ITEMS
F. Emergency Booster Pump Repair
Public Works Director Hoag explained that in June of 2008 staff approached Council regarding
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a motor starter failure on a booster station pump. Over the past weekend, the City had another
failure of the starter on the other pump. Staff has been in contact with the vendor and was
working with them to find options for the system. He reported the expense could run upwards of
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$5,000 for a new replacement component or $3,500 for a refurbished model. Another option
would be to remove the broken component, send it in to the manufacturer, have it refurbished and
have it sent back to the City. This work would cost $2,500 but would have the Cityworking
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without a secondary pump for 30 days.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 2
LF Emergency Booster Pump Repair (continued)
Mayor Harpstead suggested the City proceed with the refurbished option to save on time and
money.
Councilmember Holden questioned what the life expectancy was on the pumps.
Public Works Director Hoag indicated the pumps at the booster station were relatively new, 7-
10 years old and are expected to last 25-30 years.
Councilmember Holden asked if the vendor offered warranty on the refurbished components.
She explained it may be in the City's best interests to spend the additional money to provide the
City with a longer warranty on the component.
Mayor Harpstead agreed that if there was a warranty difference, the City should pursue the new
piece of equipment.
It was the consensus of the City Council to direct staff to gather additional information on the
warranty available on the refurbished piece of equipment and if a warranty was not available
purchase the new component for the booster pump.
A. Planning Case#09-003, Zoning Code Amendment, Shoreland Regulation
City Planner Beekman presented the City Council with a brief presentation on the Shoreland
Regulation as the City is proposing amendments. The regulations would apply to all properties
within 1,000 feet of protected water. The City has held several public hearings and a community
meeting to gather input from the residents.
City Planner Beekman reviewed the existing DNR regulations with regard to minimum structure
setbacks. These setbacks are measured from the ordinary high water level, an elevation set by the
DNR for each lake. The City regulates all land uses above the ordinary high water level and the
DNR regulates all uses below the ordinary high water level.
City Planner Beekman described the most notable amendments to the Shoreland Regulation
with the Council. The adjacent lot language was reviewed in detail. All new construction would
have to meet the average setback of the two adjacent homes, minus 10 feet. This would eliminate
the ability of homeowners from building additions towards the lake.
Councilmember Holmes felt the language used within the adjacent lot section was too vague and
would need to be rewritten to address add-ons or undeveloped lots.
Community Development Director Lehnhoff stated it would not stop people from adding on
towards the lake if the adjacent homes are closer to the lake. Provided the minimum setback is
met.
Mayor Harpstead explained that the City could issue variances all the way up to the 50 foot level
if the applicant could show a hardship on the lot.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 3
].A Planning Case #09-003, Zoning Code Amendment, Shoreland Regulation (continued)
Mayor Harpstead questioned the need for the "minus 10 feet" clause if a variance would allow
the addition.
City Planner Beekman stated the 10 feet clause was added because the City was removing
property rights that were currently available. It was added to minimize the impact on the
homeowners. The 10 foot addition would, in most cases, be a porch or deck.
Community Development Director Lehnhoff stated variances were not an automatic and the 10
foot clause would address the regulation impact for shoreland homeowners.
Councilmember Holden asked where the 10 feet was derived from, versus 5 feet or 20 feet.
City Planner Beekman explained this number was specifically taken out of Shoreview's
regulations and has worked well for that City.
Councilmember Grant questioned how the clause has served the City of Shoreview.
City Planner Beekman indicated Shoreview has had a number of occasions that the 10 foot
clause has come into effect and this has not received complaints. It has not caused a massive
intrusion into the lakeshore or obstructed lake views.
Mayor Harpstead asked if the Council remembers why the City changed the shoreland setback to
50 feet and questioned if the setback could be changed back to 75 feet.
Community Development Director Lehnhoff stated staff has reviewed minutes on this issue and
the reason is unclear. He explained that if Council were to change the setback to 75 feet many of
the homes on Lake Johanna would not become non-conforming.
Councilmember Holden asked how the ordinary high water level would be determined.
Community Development Director Lehnhoff indicated the DNR determines the elevation of the
ordinary high water mark and a surveyor would be hired to find this elevation on a lot. This
would be required on any new development on a lake.
Mayor Harpstead expressed concern about the 10 feet clause as he didn't want to see buildings
continually creep closer to the waterfront. He stated he would prefer to see buildings drift away
from the public waters and remove the 10 feet clause from the Shoreland Regulation. The homes
not meeting the specified requirements could apply for a variance.
Councilmember Holmes explained she was not comfortable with this suggestion and did not
want the City to take on additional variances. The 10 feet would allow homeowners to upgrade
the front of their homes with a deck or porch. She added that leaving the code as stated would
allow new homes to build on the site more easily.
A—R-DEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 4
LA Planning Case #09-003, Zoning Code Amendment, Shoreland Regulation (continued)
Mayor Harpstead questioned if this language could read, minus ten feet but no closer than the
adjacent home.
Discussion ensued regarding the shoreland setback.
Councilmember Holden asked why staff recommended the 10 feet clause.
City Planner Beekman indicated this regulation could be followed by the majority with some
flexibility. She explained that the City did not want to pass a code that created a great deal of
variances. Topography was a concern on lakeshore lots and many are already non-conforming.
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She stated the Council needed to address these non-conforming lots while still allowing the
lakeshore properties to be improved.
Mayor Harpstead stated he would have a hard time supporting the Ordinance with the minus 10
foot clause unless it included other restrictions. He requested that any new structures not be closer
to the lake than the adjacent lots.
Councilmember Grant felt there was little threat of homes creeping towards the lake and none
would be closer than 50 feet. -
Councilmember Holmes agreed with this comment and noted she was in favor of the Ordinance
as proposed by staff.
Councilmember McClung agreed with Councilmember Grant as well and explained he was in
favor of the lakeshore property owner's rights.
Councilmember Holmes asked if the issues surrounding the Northwestern College maintenance
building would be addressed within the new ordinance.
City Planner Beekman stated this would be covered under the Maintenance of the Shoreland
section of the ordinance, requiring that all inoperable items could not be stored outdoors.
Mayor Harpstead asked for clarification between the ordinary high water mark and the shore
impact zone.
City Planner Beekman explained the shore impact zone was a new definition in the ordinance,
meaning 50% of the minimum structure setback to the lake. The ordinary high water mark is an
elevation established by the DNR. She further reviewed equipment and structures that were
allowed within the shore impact zone. One accessory storage structure would be allowed within
the shore impact zone.
Mayor Harpstead questioned if tree topping was restricted within the shore impact zone.
City Planner Beekman stated pruning and trimming was allowed, provided it doesn't kill the
tree. Permits are not required for trimming.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 5
LA Planning Case #09-003, Zoning Code Amendment, shoreland Regulation (continued)
Councilmember Holden asked if natural and unsightly shorelines would be controlled through
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the shoreland ordinance, and how this could effect natural vegetation.
City Planner Beekman explained the shoreland regulation was written as a statement of intent
rather than a regulation.
Community Development Director Lehnhoff stated natural vegetation may be unsightly but
could be the best for the shoreline.
Councilmember Grant questioned how the leasing of dock space would be enforced by y the City.
City Planner Beekman indicated this would be similar to the RV storage concerns and that all
boats were licensed to an address and that this would be complaint driven.
Mayor Harpstead suggested that marina type rental activities be prohibited within the shoreland
ordinance.
Councilmember Holden requested the dock rental language be stricken from the ordinance
altogether as it would be difficult for staff to enforce. --
Councilmember Holden asked for the definition of clear cutting.
City Planner Beekman informed the Council this would mean the removal of an entire stand of
trees.
City Planner Beekman provided handouts to the Council with all resident comments given to
staff thus far on the shoreland regulation.
It was the consensus of the City Council to direct staff to proceed with the Shoreland Regulation
as presented by staff with homes being no closer than the average of the two adjacent homes
minus ten feet.
B. Noise Mitigation Discussion
Civil Engineer Giga stated Chris Chromy would be present the Council with information on the
noise mitigation summary.
Chris Chromy presented information on the noise mitigation analysis for the Briarknoll
neighborhood. The City was looking at low cost noise mitigation alternatives and one of these
options was a berm south of Royal Hills Park. A neighborhood meeting was held in September of
2009 to provide the residents information and receive input.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 6
LB Noise Mitigation Discussion (continued)
Mr. Chromy explained that response to the construction of a berm south of Royal Hills Park was
met with both favorable and concerned citizens. Since this time, MnDOT has moved forward on
I-694 with a bridge replacement project and will be completing additional noise analysis for their
project.
Councilmember McClung questioned how the MnDOT analysis would assist the City with noise
mitigation in this area of the City.
Mr. Chromy indicated the work done for the City was to seek low cost options for noise
mitigation. A PowerPoint presentation was given to MnDOT for consideration with their
analysis. He felt the City would be on hold until after receiving information from MnDOT.
Councilmember Grant asked if the dirt for the berm would be coming from the 694
reconstruction.
Mayor Harpstead indicated he heard this as well and felt it would be worth confirming with
MnDOT. He encouraged staff to gather additional information on this issue.
Mayor Harpstead questioned if the Council had any further direction for staff at this time. He =-
recalled that the wall was not an option at this time, and the berm would only affect roughly five
to six houses.
Mr. Chromy noted the berm was the preferred action, due to the availability of material and the
relatively low cost to place the berm.
Mayor Harpstead asked if staff was aware of the potential cost for the berm and what the next
steps would be.
Mr. Chromy estimated the initial expense to be $50,000 for the berm at Royal Hills Park, which
was a very preliminary estimate. He noted a feasibility study would have to be completed for the
total project costs.
Mayor Harpstead suggested the Council give direction to Bolton & Menk to prepare a proposal
for the Council to vote on, which includes a feasibility study for a berm at Royal Hills Park.
Councilmember Holden questioned how the City could better work in conjunction with MnDOT
on this issue.
Mayor Harpstead stated he would like to show the Council was in favor of fixing the City and
ask MnDOT to contribute.
City Engineer Giga provided information to the Council from the Noise Advisory Committee
(NAC). MnDOT was still in the process of hiring a noise consultant and should have this
completed within the next two weeks. The City would need to find volunteers to work with
MnDOT on this issue.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 7
LB Noise Mitigation Discussion (continued)
Mayor Harpstead suggested a postcard be sent out to the homeowners in the affected area to
seek volunteers. The Council agreed to seek one volunteer from Norma and two from Briarknoll.
Councilmember Holden requested the postcards not be sent out as Council may have enough
contacts at this time to assist with this project.
The Council agreed to put a posting on the City's website and speak with resident Pat Haik asking
him to send an email to his entire neighborhood about the volunteer opportunities. The Council
suggested an application be drafted for the volunteers to gather their contact information and
availability for future meetings.
Councilmember McClung indicated he would be willing to serve on NAC for the City of Arden
Hills.
Councilmember Holmes asked that Chris Chromy be present at these meetings as well. This
would provide additional understanding and information to the City.
Civil Engineer Giga noted she would draft a letter to MnDOT requesting they review Chris
Chromy's information and use it for future noise mitigation analysis purposes. The Council was
in favor with this suggestion. She added that information on the Highway 10 study should be
reviewed as well.
Councilmember McClung felt this was a great suggestion and wanted to gain further information
from MnDOT.
Councilmember Grant suggested staff speak with the County about the availability of dirt for the
potential berm(s).
It was the consensus of the City Council to direct staff send a letter to MnDOT, speak with the
County about dirt availability, and to hold off on the berm until additional information was
available from MnDOT.
C. Recreation Budget Discussion
Park and Recreation Manager Olson presented the City Council with detailed information on
the recreation budget. Staff included an update in the January administrative update where
discussion was tabled to this meeting.
Councilmember Grant stated he tabled this for further discussion. He noted the current budget
was not self-sufficient and did not cover the Park and Recreation Manager or the Recreation
Programmer's salaries. He was not suggesting the recreation budget be altered in any way, but
wanted the Council to be aware that this department needs additional funding in order to continue.
Councilmember Holmes questioned if the revenues gained for adult softball covered the expense
of mowing and chalking the fields.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 8
1.C Recreation Budget Discussion (continued)
Park and Recreation Manager Olson stated the adult softball leagues were a revenue generator.
The direct expense was umpires along with field maintenance. She explained she would have to
sit down with the Public Works Department to gain further information on the cost of field
maintenance.
Councilmember Holden indicated the City could be smarter in this area to properly monitor the
expenses the City should charge fees accordingly to necessary associations. She stated she did not
want to see any programs cut within the City.
Park and Recreation Manager Olson explained the City was working jointly with neighboring
communities to keep revenue coming in on sponsored programs while cutting costs. She noted
the focus within the City has changed in the last two years due to a shift in demographics.
Councilmember Grant encouraged staff to continue coordination with neighboring communities.
He suggested that the programs offered within the City be reviewed as well to properly align with
the current demographics.
Mayor Harpstead questioned when the ice rinks would be closing for the season.
Park and Recreation Manager Olson stated the rinks were scheduled to close on Sunday, but
that staff would be available if Council was in favor of keeping them open longer (weather
permitting).
Councilmember Holden noted she was in favor of keeping the rinks open as weather permits.
Mayor Harpstead stated he was in favor of staff making this decision.
Councilmember McClung requested staff to be aware of the tightening budget conditions and
how this could cause reevaluation of the parks department.
Parks and Recreation Manager Olson stated she would strive to cut costs while maintaining the
quality of the parks. If programs were not doing well within the City, she would have no problem
cutting them in the future.
D. TCAAP Planning Process
Community Development Director Lehnhoff gave the City Council a presentation on the
TCAAP planning process. He noted staff has planned a multi jurisdictional meeting to discuss
TCAAP.
Community Development Director Lehnhoff explained he would like the Council to consider
the goals of the City both before and after the public auction. He stated the current comprehensive
plan does allow for a mix of uses on the TCAAP site but that the zoning code does not support
these plans.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 9
LD TCAAP Planning Process (continued)
Community Development Director Lehnhoff indicated staff was recommending that prior to
the public auction that the Council update the zoning code to put the City in the best possible legal
position, while also providing information to potential buyers. After the auction was complete,
and the City has created a detailed zoning map, staff sees the need for additional public input.
Community Development Director Lehnhoff stated tonight he was looking to gain feedback
from Council and if this was the proper direction for staff.
Mayor Harpstead asked for further information on the process that would be followed to
approve the proper zoning districts for the TCAAP site. He questioned when staff would like to
have the zoning code completed.
Community Development Director Lehnhoff explained the zoning district process would have
to be created and defined in detail. The approval process would go before the Planning
Commission with a public hearing. This would then proceed to Council, where another public
hearing could be held before approved and published to the zoning code. Ideally, the zoning code
would be approved and in place before the public auction. He explained the established zoning
code would assist the City in working with the developer to design the site.
Community Development Director Lehnhoff indicated the zoning within TCAAP may be
limited if County Road H was not upgraded. He stated the capacity was unknown at this time. He
indicated a traffic study would have to be completed by the developer.
Councilmember Holden stated she was would like to see the City complete the zoning
regulations to best suit the City's development goals for the site whether County Road H was
upgraded or not.
Mayor Harpstead questioned how the desired character of the zoning districts would be worked
into the zoning regulations. He asked if the Council's view of the design standards had changed
since working with RLLD.
Community Development Director Lehnhoff stated this would need to be worked out by
Council with character being determined by the walkability, the design standards (such as within
the B2 district) along with the need for a nice mixed use development.
Councilmember Holden stated her views on the TCAAP design standards for the development
had not changed. Councilmember Grant agreed.
Councilmember McClung indicated there was a perception by the public that the Council's view
on the TCAAP development had changed since working with RLLD. He encouraged the Council
to convey to the public that this was untrue. He suggested a general informational meeting be
held with the public to begin the zoning regulation process. This would also provide an
opportunity to explain how Council has worked with the County to create two trailhead corridors.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 10
LD TCAAP Planning Process (continued)
Councilmember Grant stated the zoning process was not changing direction of the development,
but it may be perceived by the residents as such.
Councilmember Holden felt the residents would be confused by the new zoning regulations.
Further discussion ensued on the previous design standards and vision for the TCAAP site.
Community Development Director Lehnhoff indicated the Council never took formal action on
the vision for the site.
Councilmember Holden questioned how the density would be controlled through the zoning
regulations.
Mayor Harpstead noted the zoning district would have guidelines on concentration and density.
Community Development Director Lehnhoff stated the Council would need to discuss this
specifically to provide direction on the location of housing, commercial, business, etc. He
reviewed with Council the current zoning of the TCAAP site.
Community Development Director Lehnhoff asked for permission from Council to put out an
RFP for consulting to assist with the land use planning for the TCAAP site.
Councilmember Holden questioned how the City would handle a request for additional
commercial development.
City Planner Beekman indicated this would require a zoning code amendment and
comprehensive plan amendment. The City would expect to receive amendment requests with the
future development of the site.
Community Development Director Lehnhoff stated the comprehensive plan allowed for
residential housing on one side with commercial on the other.
Mayor Harpstead asked the Council how they would like to proceed with the zoning code. The
Council was in favor of proceeding in the direction staff presented with the zoning code.
Community Development Director Lehnhoff asked if the Council was in favor of staff putting
out an RFP to speak with another planner regarding land use.
Mayor Harpstead was in favor of staff proceeding with the RFP. The Council was in agreement.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 11
LD TCAAP Planning Process (continued)
Mayor Harpstead asked if the Council would like to hold a public meeting before the bidding
process. He stated he would be in favor of this suggestion.
Councilmember Holden stated she would like to see the meeting structured with staff providing
a presentation on TCAAP site updates.
Councilmember Grant questioned if the multi jurisdictional meeting would be held separate
from the informational public meeting.
Community Development Director Lehnhoff indicated he felt the meetings should be held
separately.
Councilmember Grant suggested the multi jurisdictional meeting should be held prior to the
community informational meeting.
Councilmember McClung was in agreement with the need for a public meeting, liked the idea of
a presentation but wanted to allow for public input as well.
Mayor Harpstead agreed there should be public input to allow the public to speak as the
environment has changed since TCAAP was last discussed. He was also in favor of holding the
multi jurisdictional meeting prior to the informational public meeting.
It was the consensus of the City Council to direct staff to schedule, create content and plan the
multi jurisdictional meeting that is to be followed by a public informational meeting.
MOTION: Councilmember Holmes moved and Mayor Harpstead seconded a motion to
extend the meeting 15 minutes. The motion carried unanimously(5-0).
E. Personnel Committee
Acting City Administrator/Finance Director Iverson presented the City Council with
information gathered on a potential personnel committee. Staff received responses from a number
of communities noting each had a similar structure, most with two Councilmembers, the City
Administrator/Manager and other staff members. The committee addresses personnel policies and
procedures, ranges for cost of living, benefit increases, new positions, classifications of positions,
union negotiation parameters. The committee meets on an as needed basis to discuss and review
personnel issues. Staff would like further direction from Council on the committee.
Councilmember Holden indicated she was in favor of forming a Personnel Committee. This
would allow the Council to better establish public policies.
Mayor Harpstead agreed stating several issues come up that are personnel related that would be
better handled in a small group. This would allow the Council to revisit job descriptions as well.
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Councilmember McClung was in favor of the Personnel Committee.
- RDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 12
LE Personnel Committee (continued)
Mayor Harpstead questioned who else should be a part of the Personnel Committee. He
requested the positions be flexible to allow for changes on the committee.
Mayor Harpstead asked if the public should be brought in on the Personnel Committee. The
Council did not feel the need to have the public involved in the Personnel Committee.
Councilmember McClung felt the City Administrator should be on this committee along with a
staff member to be designed by the City Administrator, having HR responsibilities, or otherwise
designated by Council.
2. COUNCIL COMMENTS AND REQUESTS
Councilmember Holden questioned how many applicants the City received thus far.
Acting City Administrator/Finance Director Iverson stated she would check with Richard
tomorrow and provide this information to Council in the next administrative update.
Councilmember Grant questioned the status of the Elmer L. Andersen trail.
Park and Recreation Manager Olson stated the Elmer L. Andersen trail would be coming
forward on February 22 for a bid award. There was a delay in the STP/County Road E Bridge.
She further reviewed the progress of additional trail projects in the City.
Councilmember Grant asked how many property owners were still paying I&I expenses.
Public Works Director Hoag stated there were six properties paying the $100/month fee. He
has spoken with the property owners and they are aware of the expense.
Councilmember McClung reported Senator Chaudray held a Town Hall meeting at the City last
Wednesday. There was interest expressed in working with the City on Highway 10 in terms of
reduced speed limits. He encouraged the Council to pursue this further.
Mayor Harpstead suggested the Council adopt a Resolution and have this forwarded to the
Senator.
Acting City Administrator/Finance Director Iverson questioned what the Council would like
the speed limit reduced too.
Mayor Harpstead requested the limit be brought down to 50 miles per hour, which was the limit
in Roseville and Mounds View.
Councilmember Holden suggested two resolutions be drafted, one for each of the City's
representatives.
ARDEN HILLS CITY COUNCIL WORK SESSION—FEBRUARY 16, 2010 13
2. COUNCIL COMMENTS AND REQUESTS(continued)
MOTION: Councilmember Holmes moved and Councilmember Grant seconded a motion
to extend the meeting to 8:30 p.m. The motion carried unanimously (5-0).
Councilmember Holmes questioned if the Mayor received feedback from all of the
Councilmembers on Sue Iverson's performance review. She asked how Council would proceed
with this issue.
Mayor Harpstead stated he did receive all of the feedback but that he had not finished pulling
the information together. He suggested the Council chose two Councilmembers to meet with Sue.
Councilmember Grant and Mayor Harpstead agreed to work with Sue.
Councilmember Holmes asked if the Celebrate Arden Hills position was a liaison function.
Councilmember Holden indicated she thought it was.
Park and Recreation Manager Olson suggested a Councilmember attend every other meeting,
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as this was a PTRC subcommittee.
Mayor Harpstead suggested that the Celebrate Arden Hills meetings be posted to allow the
Council to attend.
ADJOURN
Mayor Harpstead adjourned the City Council Work Session meeting at -p.
m.
Susan K. Iverson AnHajiste d
Acting City Administrator Mayor