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HomeMy WebLinkAbout05-17-10-WS E N HILL S Approved: June 14, 2010 CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION MEETING MAY 179 2010 5:00 P.M. -ARDEN HILLS PUBLIC WORKS FACILITY 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 5:28 p.m. Present: Mayor Stan Harpstead; Council Members David Grant, Brenda Holden, Fran Holmes, and David McClung. Absent: None. Also present: City Administrator, Patrick Klaers; Finance Director, Susan Iverson; and Recreation Manager, Michelle Olson. APPROVAL OF AGENDA MOTION: Councilmember Grant moved and Councilmember Holmes seconded a motion to approve the meeting agenda as presented. The motion carried unanimously (5-0). 1. COUNCIL COMMENTS AND REQUESTS Councilmember Grant asked if the Council had seen the condition of Perry Park near the ball fields and the trail behind the ball fields. He indicated dandelions have invaded the park and was looking forward to discussing the parks maintenance management plan in detail as the fields were in need of increased maintenance. Park and Recreation Manager Olson stated staff was somewhat behind on mowing due to the large amount of rain last week. She indicated typically Perry Park is mowed two times a week. Councilmember Holmes noted the trail was being greatly used by residents since it has been paved. Councilmember Grant asked if the trail near the lift station could be raised, as the area was extremely low and wet. -ARDEN HILLS CITY COUNCIL WORK SESSION-MAY 179 2010 2 1. Council Comments (continued) Park and Recreation Manager Olson explained a culvert near this area would be replaced and that she would check with Civil Engineer Giga further to follow up on this issue. - Councilmember McClung stated he would be out of town for the next Noise Advisory Meeting for the Briarknoll and Highway 10 neighborhood. He indicated the meeting would be on June 3rd at City Hall at 6:00-7:30 p.m. and asked if someone would be willing to sit in on the meeting. Councilmember Holmes indicated she would be willing to attend the meeting. Mayor Harpstead asked staff to invite the young women who will receive a Gold Award to the next Council meeting. Mayor Harpstead announced that he will not be running for Mayor this fall. Councilmember Holmes stated she would not be able to attend the Council meeting on May 24th. 2. AGENDA ITEMS A. Public Works Facility our Park and Recreation Manager Olson gave the Council a tour of the Public Works Facility. B. Ramsey County Public Works Facility Discussion Finance Director Iverson presented the City Council with information on the amount being charged to the City by Ramsey County for the Public Works Facility. She explained Ramsey County has continued to charge the City per the original documents and the City has been annually charged $82,000 over the past 10 years. Staff has been seeking additional documentation and none can be found at this time. Councilmember Holden remembered paying $2 million up front for use of the building. Finance Director Iverson stated this was correct, but that there was no other signed documentation as to the site agreement. Mayor Harpstead indicated the City was to pay 7.7% of the building and that ownership would follow; or that the City would establish a prepaid lease for an unlimited amount of time. Councilmember Holmes asked if the Operations Committee should be contacted regarding this matter. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 179 2010 3 LB Ramsey County Public Works Facility Discussion (continued) Councilmember Holden questioned if the City wanted to remain in the facility if the square footage was adequate. City Administrator Klaers explained the agreement included 19,000 square feet. Finance Director Iverson stated this was in the agreement, but the as-built was to be completed to let the City know the exact square footage. This was not done by the County. She added that the original documents were written when the Mounds View School District, Arden Hills and the County shared the facility. However, towards the end, the County was going to take ownership and the other parties were to lease. There were no written records of this. Councilmember Holden didn't feel this was the intent of the original agreement. Councilmember Holmes agreed. City Administrator Klaers reviewed the square footage as of July 2003 and how this number was reflected within the Resolution. Mayor Harpstead indicated the City was comfortable with joint power agreements with entities like the Mounds View School District, to share equipment and space. This provided cost savings in the end for both groups. Councilmember Holden asked what the City was paying per square foot for the space at this time. Mayor Harpstead completed the calculations and indicated the City was paying $4.18 per square foot for the year for the maintenance and utilities of the site. City Administrator Klaers stated the relationship with the County may not be perfect but very workable and the Public Works staff was pleased with the facility. Councilmember Holmes indicated the space then should not be challenged as the County has not raised the utility and maintenance expense over the past six years. Mayor Harpstead explained the City should receive the as-built final documentation and figure out what the City really uses. Councilmember Grant agreed and asked that the Public Works Department review the equipment list to see how often pieces are used or if they could be shared between the City and school district. Mayor Harpstead encouraged staff to communicate with neighboring communities to create a list of available equipment that could be used in an emergency situation. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 4 LB Ramsey County Public Works Facility Discussion (continued) City Administrator Klaers indicated the next County Emergency Preparedness meeting was June 9' . He would represent the City at this meeting. - P y g Mayor Harpstead requested the as-built information be presented to the Council in the Admin Update when received. Councilmember Holden asked for further information on the space needs versus wants. She questioned if it was necessary to heat the cold storage area. Finance Director Iverson indicated the cold storage has no floor drains and in the winter this becomes a safety hazard when ice and snow accumulates on the floor. This was the reasoning behind the heat request. Councilmember Holden questioned if Ramsey County could ask the City to move out of the Public Works Facility. Park and Recreation Manager Olson read through the documentation and stated the City may move out with written notice but the County could not ask the City to leave. She understood the City to be an occupant of the facility and not an owner. Further discussion ensued regarding the contract language with Ramsey County. Mayor Harpstead stated the $2.2 million the City paid for the site bought a permanent paid up lease for the City's portion of the site. The City had the right to leave the space but not to sell its square footage. Park and Recreation Manager Olson explained the City's equipment has been moved and shifted over the span of the agreement,but the amount of space has remained consistent. C. Parks Maintenance Management Plan Park and Recreation Manager Olson presented the City Council with information on the Parks Maintenance Management Plan. She explained she would like to establish park maintenance standards based on the recommended National Standards. This would be fitted to the City's parks but not all parks need to be maintained at the same rate. Staff reviewed this information and tailored it to the City of Arden Hills. Four varying levels of maintenance were created to guide staff in the upkeep and maintenance of each park. This would be a goal for the City to achieve over time. Safety would be the first and foremost concern. Park and Recreation Manager Olson reviewed the list of items that would be done this summer, including fertilizing and spraying to improve the turf conditions throughout the City. The City has deferred the turf maintenance over the past several years and the parks were showing this. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 5 LC Parks Maintenance Management Plan (continued) Mayor Harpstead requested none of the chemicals be allowed to run off into the neighboring lakes. - Councilmember Holden asked if professionals were being used for the fertilizing and spraying. Park and Recreation Manager Olson explained that the Public Works staff was applying the chemicals and had knowledge in this area. She stated the department was complying with the recommended guidelines for the products being used. Additional discussion ensued regarding the maintenance of park gardens. Councilmember Holden was in favor of hiring an additional seasonal staff person to assist with weeding this summer. Mayor Harpstead thanked staff for creating the maintenance plan and asked what was learned through the process. Park and Recreation Manager Olson stated the next step was to find out the hours involved in maintaining the parks at the suggested and proper levels. Staff has to utilize the seasonal employees as best as possible to achieve the goals within the plan. Mayor Harpstead requested the cost impacts associated with the maintenance plan be provided to the Council. Park and Recreation Manager Olson felt the goals could be reached with the current staff within reason. There would need to be some reorganization to work on improving the turf while being efficient with the seasonal employees. She stated her next step would be to put real hours to the plan and see if some areas need to be scaled back. Councilmember Holden suggested the new trees along the trails be bagged to assure they receive enough water this summer. Councilmember Grant was in favor of the maintenance plan and stated the City should have already been doing this to showcase the City parks. His only concern was to move Samson Park down one level due to the low level of use and location. Councilmember McClung recommended the park remain as suggested as the playground structure does draw children to the park. Councilmember Holden was not in favor of spending additional funds on Lindey's Park when the turf was ripped up by the rugby players. Park and Recreation Manager Olson stated she has been working with the Bethel Clubs and that the City could post a sign stating "Use of Field by Permit Only." However, this was a public y park and staff is uncomfortable posting "No Rugby" or "No Lacrosse." She has spoken with the team captains to request the use other parks within the City. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 6 LC Parks Maintenance Management Plan (continued) Mayor Harpstead stated the City could not allow cleats in certain areas if this was the main concern. Councilmember Holden suggested Bethel be contacted as well to hold them accountable. Park and Recreation Manager Olson thanked the Council for their input and stated she would continue to work through the hours involved with completing these goals. She reviewed an updated color trail map with Council. Councilmember Holden requested the trail map be placed on the City's website to allow residents to review the trail mileage. Mayor Harpstead suggested the City easements also be added to the trail map as these areas would allow public walking access. D. Lake Johanna Fire Department Contract Budget Discussion Finance Director Iverson reviewed the Lake Johanna Fire Department contract with the Council. Her intent was not to discuss the budget in detail, but rather to explain further how the Board works, how decisions were being made, who was responsible, etc. This would provide the Council with further information on how to address issues in the future. Discussion ensued regarding the Fire Board and how it was currently represented. Finance Director Iverson stated the representative from Council needs to know the concerns of Council to represent and vote appropriately at meetings. Mayor Harpstead indicated the JPA Advisory Board remains in place unless terminated by one or more of the Councils. The City of Arden Hills has not agreed to terminate this Board and requested that Staff see if one of the other entities has terminated this Board. Councilmember McClung requested Staff find out why the Joint Powers Board stopped meeting and how the Fire Department Board of Directors became the only Board that meets. Mayor Harpstead stated he would like to see the Lake Johanna Fire Department's policy on how they handle budget surpluses, also on disposable capital assets which deals directly with Fire Station 1. He would also like to understand how the proceeds on capital are handled and would like to see the funds stay within the capital side of the organization and not flow through to the operating side of the department. Mayor Harpstead requested information on the minimum certification standards for the department. This would give the City a baseline to hold the department accountable in the future. City Administrator Klaers questioned how the City should respond if no formal policies were in place. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 7 LD Lake Johanna Fire Department Contract Budget Discussion (continued) Mayor Harpstead suggested that policies be put in place as the department was becoming a full- time operation. Councilmember Holden agreed the department needed to function as a real organization. Finance Director Iverson reviewed the audit report and stated the department does not have pledged collateral on their funds. The funds for the department were only FDIC insured up to $25000. Mayor Harpstead stated the department clearly exceeds the $250,000 amount. Finance Director Iverson stated according to state statute this was not a correct policy. The other cities did not realize this discrepancy and some concern was expressed at the last meeting. Mayor Harpstead indicated the fire department does not want to feel like they need to hire someone to address the financial concerns,but would benefit from assistance from the City. Councilmember McClung explained the plan at this time was to have a six year transition period within the department to roll out of six 24-hour fireman and the closing of Station 1. Additional personnel will be called in if necessary. He asked if the Council was in favor of this plan. Councilmember Holmes was not in favor of the plan. She questioned how units would respond to all of Arden Hills with the railroad tracks. The department would need to prove to the City that all areas of the City could be responded to in a timely manner. Additional concerns were raised if it was necessary to have the fire department respond to all medical calls when Allina was also present. Councilmember Holden felt that Fire Station 1 has already been closed. There was only one truck at this site and a limited number of runs are being sent from this site. She was concerned that all of the equipment would be sent to the Station on Lexington Avenue, which has the fewest number of calls. Councilmember Grant felt the coverage would be sufficient in comparison to volunteers that have to respond. He did express concern about the train and railroad tracks and how this would affect response times. Mayor Harpstead indicated the duty crews appear to be a better, more cost effective, way for the department to respond to the needs in Arden Hills in the event of a fire. He was not convinced that a volunteer fire department will work long term. With that, the newer stations would be more appropriate. Councilmember Holden stated the department itself did no maintenance on Fire Station 1, which has created the problem. Shoreview has the majority of the votes at this time and they have moved the department in the direction they chose. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 179 2010 8 LD Lake Johanna Fire Department Contract Budget Discussion (continued) Councilmember Holmes stated she would like the department to explore having a full time duty crew in the City of Arden Hills. Mayor Harpstead indicated this would be too costly for the department and the City to maintain. Councilmember Holden requested the joint powers agreement be explored to see how the City could get out of the agreement. Mayor Harpstead noted this could be explored but at an expense, as other fire options would have to be found. The residents would need to be addressed before such a decision was made. Councilmember Holmes stated the City could seek a joint powers agreement with New Brighton or Roseville. Councilmember McClung reviewed the expense of the full time duty crew within the proposed budget. The budget would go from $1.2 million in 2010 to $1.924 million in five years. The percentage Arden Hills would be responsible for would be 28% of this or $546,000. He indicated the Little Canada Fire Department will pay$450,000 this year. Councilmember McClung explained he has requested proof from the fire department that the shift in staffing and stations would not impact the City's ISO insurance rates. Mayor Harpstead stated the City would need to assure that reasonable certification standards are going to be maintained. If these standards are not maintained the Board would have to be made aware. Councilmember McClung stated he was just made aware that one of the trucks has been moved from Fire Station 1. However, at a past meeting, the Chief made it clear that he needed two trucks at each station for proper water pumping, and used this justification to purchase an additional truck. This statement was completely false as Fire Station 1 only had one truck. He questioned why the department's assets were being shifted when Fire Station 1 was not yet closed. Councilmember McClung questioned why Fire Station 1 went from being the first to have a truck roll out to the last. He asked why the station would remain open for the next five years when a shift was already being made to discontinue service in this area. Mayor Harpstead indicated a duty crew could respond quicker than volunteers. City Administrator Klaers asked if the Council would be in favor of accelerating the full time duty crew program. Mayor Harpstead stated the City cares mostly about response time to residents in the case of a fire emergency. He wanted to assure that the fire department was still able to perform. He did not want the department distracted by medical emergencies until such time as the fire y emer enc plan g and process was completely clear. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 1792010 9 LD Lake Johanna Fire Department Contract Budget Discussion (continued) Councilmember Holmes agreed as the fire and medical situations were two completely separate issues. She felt it would be important for the City to understand what the policy was for Allina, — Ramsey County Sheriff, fire department, etc. on responding to medical calls. She didn't feel it was necessary to have three or four different agencies at the same medical call. Mayor Harpstead asked if the Council was in agreement that fire calls should be the first priority and not medical emergencies. Councilmember Holmes agreed with this statement stating five different agencies do not need to respond. Councilmember McClung explained the Lake Johanna firemen are medical trained as EMT's and could assist in an emergency medical situation, even more so than a Sheriff. Mayor Harpstead requested the fire department be made aware that Arden Hill's number one priority from the department is fire emergencies. This mission is not to change and should be clear and measured for the safety of the City's residents. Councilmember McClung questioned if the Council was in favor of the roll out of the six year plan moving towards a full time crew while closing Fire Station 1. Councilmember Holmes stated she did not fully support the plan and asked why Fire Station 1 did not have the correct amount of staff or the right amount of equipment. In addition, levy limits should not be used as an argument at this time as they do not apply to public safety. Mayor Harpstead indicated he would like further clarification on how the department would handle disposable income on the sale of assets, with respect to Fire Station 1. He questioned if this asset belonged to the department, the City or the joint powers. Councilmember Holden explained her main concern was the best fire protection for the residents of Arden Hills. Councilmember McClung again requested a consensus from Council on whether or not they would support the six year plan and closing of Fire Station 1. Mayor Harpstead indicated the Council did vote on this a while back and supported the plan, and would consider accelerating if the department found a means. Councilmember Holden stated that while the Council supported the plan the department was requested to provide ISO numbers and response time information. This information has not been provided to the City. Councilmember Grant stated that he felt that the City has previously indicated its support for the duty crew program. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 10 LD Lake Johanna Fire Department Contract Budget Discussion (continued) Councilmember McClung did not remember this issue ever coming before the Council for a formal vote and was only discussed informally at a work session meeting. He requested staff look back into the minutes to see if formal action was taken. Finance Director Iverson stated she would look into the minutes and report back to Council. Mayer Harpstead indicated the major concern with the fire department at this time was proof from them that they can provide the service needed to Arden Hills based on their new crew model. This information has not been provided to the City and the performance has not been demonstrated. The final approval with the duty crews was an April 1 St decision. PP y p Councilmember Holden questioned how often the formula was reconfigured by the department. Finance Director Iverson explained this was rolling based on the numbers every five years. Action would need to be taken by the Board to review the formula. Councilmember McClung felt the Council needed to either commit to the six year plan or find another option for fire protection. The Board would want to know the intent of the City. Mayor Harpstead stated if the expansion of medical calls becomes part of the allocation mechanism for the fire department costs, the community would have the City's portion grow due to Presbyterian Homes. Councilmember McClung agreed. Mayor Harpstead reiterated that at this time, the fire department's focus should be on fire emergencies. Mayor Harpstead asked for a motion to extend the meeting as it was over the three hour limit. MOTION: Councilmember Holden moved and Councilmember Grant seconded a motion to extend the meeting to 9:00 p.m. The motion carried unanimously(5-0). E. Ramsey County Sheriff's Contracting Community Budget Discussion Finance Director Iverson reviewed the Ramsey County Sheriff's contract with the Council. She stated she met with George Altendorfer to go over the budget to better understand how the budget came about and what the rationale was behind it. There was a seven person board with each member receiving one vote. Councilmember McClung indicated the City has a year-to-year contract with the Sheriffs Department that Arden Hills has not approved the contract for 2010. He was fine with this arrangement until after the elections were complete. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 11 LE Ramsey County Sheriff's Contracting Community Budget Discussion (continued) Councilmember Holmes stated she was fine with the current services agreement as it allowed the City an option to cancel with a year's notice. She questioned why the City of Arden Hills required — five Deputies if Shoreview required 10. She requested this number be looked into as Shoreview was having less coverage than the City of Arden Hills based on square miles and population in the City. Mayor Harpstead indicated the five Sheriffs was the minimum to provide coverage 24 hours a day seven days a week. Councilmember Holmes asked if the City needed 24 hour coverage or if this could be reduced. Mayor Harpstead stated this was the discretion of the Council. Councilmember Holmes recommended the City pay the same per capita as Shoreview. She did not feel the City of Arden Hills needed 5.4 Sheriff"s when Shoreview needs only 10 when the size of the two cities is substantially different. The per capita rate should be investigated further. Councilmember Holden stated the City could look at utilizing the public safety officer more to reduce expenses. She explained the City has requested data on how much time is actually spent in Arden Hills, but this information has not been made available. This information would be valuable to the Council to see how much time the City truly needs. Councilmember Grant indicated the response times to incidents would lead him to think there was not a car in the City of Arden Hills 24 hours a day, in most cases. Councilmember McClung agreed with this assessment. Mayor Harpstead suggested staff explore the option of 4.8 Deputies in the crew which would reduce the public safety expenses. Part of the lost time would be covered by the power crew vehicle and would not in any way reduce the coverage of the City. Mayor Harpstead questioned how the overall budget would be impacted if Arden Hills were to reduce its patrol needs. He explained that Vadnais Heights or Shoreview may pick up the hours dropped by the City. Councilmember McClung suggested the City pay for the 5.4 Deputies but not pay for the power shift or traffic deputy. He stated he was more in favor of using a Sheriff Deputy versus a community service officer. Mayor Harpstead asked how the Council would like staff to proceed with the Sheriff Department's budget. Councilmember Holmes stated she was fine with reducing the cost by lowering the Deputies from 5.4. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 17, 2010 12 LE Ramsey County Sheriff's Contracting Community Budget Discussion (continued) Mayor Harpstead indicated if Vadnais Heights and Little Canada were looking for an opportunity to increase their coverage, this was a perfect fit. Councilmember Holden asked if the City had to increase the contributions to PERA for fire and police. Finance Director Iverson stated the police had a PERA contribution,but the fire department was different. She indicated the Council will need to consider these contributions as it will increase the budget for 2011. Councilmember Holmes suggested the Council proceed with Deputy coverage at the same rate per capita as the City of Shoreview. This would reduce the overall expense even further than the 4.8 Deputies. Mayor Harpstead stated that by going with this rate, the City would not have coverage even close to full time. Councilmember Holden indicated again, there have been many incidents within Arden Hills where the City's car has been out of the area. She questioned if the Council was willing to go to the per capita rate of 3.9 Deputies to be in alignment with Shoreview. Councilmember McClung explained he was willing to go to 4.8 Deputies as a start. This could be evaluated after a year and then further decisions could be made. City Administrator Klaers stated the 4.8 Deputies would reduce coverage and the budget by 10% and that was how he would present the request to the Sheriff's Department on Thursday. MOTION: Councilmember Holmes moved and Mayor Harpstead seconded a motion to extend the meeting to 9:15 p.m. The motion carried unanimously (5-0). F. Update on 2010 Celebrating.Arden Hills Fall Festival Park and Recreation Manager Olson presented the Council with information on the 2010 Celebrating Arden Hills Fall Festival. She indicated the date is set for September 18th from 3:00 p.m. to dusk. The two venues selected for the event are Presbyterian Homes and Tony Schmidt Regional Park. Park and Recreation Manager Olson asked how sponsorships and the budget should be handled. At this time the City had only $3,150 in donations. The total estimated expense for the event would be $20,000-25,000. She explained staffing would need to be addressed as well. Mayor Harpstead asked if the event would come in under$20,000. ARDEN HILLS CITY COUNCIL WORK SESSION—MAY 175 2010 13 F. Update on 2010 Celebrating Arden Hills Fall Festival(continued) Park and Recreation Manager Olson stated she was doing her best to keep the expenses down and would make every effort to come in around $205000. The group's goal has been to avoid high cost equipment and activities. Councilmember Holmes indicated the committee has discussed charging nominal fees for some of the events to assist with the event's overall expense. Councilmember Holden asked how the committee was seeking donations. Park and Recreation Manager Olson stated the committee was not seeking donations at this time. Councilmember Holden suggested the Council assist by making phone calls to local businesses and corporations. Mayor Harpstead requested the list of businesses be sent to Council and allow the members to choose contacts they may know and after that, the contacts could be assigned. The Council was in favor of this suggestion. Mayor Harpstead indicated he would be in favor of the City providing $2,000-5,000 more for the event. He asked for other comments from the Council. Councilmember McClung stated he would like to see how this year's event turns out before committing to it for 2011. Councilmember Holmes felt the event should be done yearly. ADJOURN Mayor Harpstead adjourned the City Council Work Session meeting at 9:17 p.m. ' r Ile f Patrick Klaers eta Harps d City Administrator Mayor