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HomeMy WebLinkAbout07-19-10-WS EN HILLS Approved: September 13, 2010 CITY OF ARDEN HILLS,MINNESOTA CITY COUNCIL WORK SESSION MEETING JULY 199 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 5:10 p.m. Present: Mayor Stan Harpstead; Council Members David Grant (arrived at 5:16 p.m.), Brenda Holden, Fran Holmes, and David McClung. Absent: None. Also present: City Administrator, Patrick Klaers; Finance Director, Susan Iverson; Community Development Director, James Lehnhoff; City Planner, Meagan Beekman; Parks and Recreation Manager, Michelle Olson; Deputy Clerk, Becky Brazys; and Civil Engineer, Kristine Giga. APPROVAL OF AGENDA Councilmember Grant requested prior to the meeting that item D be discussed first this evening. MOTION: Councilmember Holden moved and Councilmember Holmes seconded a motion to approve the meeting agenda as amended. The motion carried unanimously (4-0). L COUNCIL COMMENTS AND REQUESTS Councilmember Holden requested further information from Staff on the status of Valentine Park and the surrounding roadways. 2. AGENDA ITEMS D. Arden Hills Library Update City Planner Beekman presented the City Council with a report on the Arden Hills Library. She noted she spoke with Presbyterian Homes representatives today and they were revising their site ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 1% 2010 2 plans which would be submitted to the City shortly. Conversations have been held between Presbyterian Homes and County Library Director Susan Nemitz and the Library Board was open to this partnership option. The Library Board will meet July 21, 2010, when they will discuss the New Brighton Community Center feasibility report. Information from this Library Board meeting will be passed along to Council at their next meeting. At their August meeting, the Library Board will discuss the Presbyterian Homes option. Councilmember Holden questioned if the on-going operating costs of the new library will keep it from relocating in Presbyterian Homes. City Planner Beekman stated she understood from the Library task force meeting that the up front costs to pay for the renovations or build out were not a concern. However, the estimated ongoing operating expenses may determine the future success of the library at one location or the other. Mayor Harpstead requested further information from staff as to what might be reasonable operating costs for the Library. Councilmember Grant stated it would be nice to have a range of expected costs for a year of operation. City Administrator Klaers indicated he has not gotten this level of detail from the Library Director. Overall project finances are her main concern to date. Councilmember McClung felt the Library Board was creating moving targets and was concerned that the Council would not be able to meet their needs in order to keep the Library in Arden Hills. He questioned what the next issue on the table would be. City Planner Beekman stated it was her understanding that the Library Board wants to move the Library and not close it all together. She stated she would further update the Council after the next Library Board meeting. A. Mn/DOT I-694 Project Chris Chromy, Bolton & Menk presented the City Council with information on the upcoming improvements scheduled for I-694. He explained Mn/DOT is proposing an improvement project for the interchange of I-694, Highway 10, Snelling Avenue and Hamlin Avenue in Arden Hills. The Council has ordered a public hearing on August 9th for the project to gain additional public comment. Civil Engineer Giga handed out a resolution to Council from Ramsey County. Mayor Harpstead asked for comments from Council. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 199 2010 3 2.A Mn/DOT I-694 Project Update (continued) Councilmember McClung expressed concerns with the plans near County Road F. He requested a larger scale map for that intersection. The City was providing local access, pushing access through this area but no traffic light was proposed. He stated he would not support this project unless a light was added to this intersection. Mayor Harpstead agreed as traffic would increase on County Road F and Lexington within Arden Hills. Mr. Chromy stated he would request more detailed information from Mn/DOT with regard to County Road F along with traffic counts. Councilmember Grant asked for further information on the pedestrian access. Mr. Chromy reviewed the pedestrian details further with the Council. There was no pedestrian access or future accommodation on the bridge being renovated. Councilmember Holden questioned if the noise committee results were being reviewed. Mr. Chromy stated Mn/DOT held three advisory committee meetings. Mn/DOT was responsive to the comments made and was completing additional analysis. However, some areas would be adversely affected and no additional noise walls were going to be constructed at this time, due to cost constraints. Now would be the time to present further information on the need for noise walls,providing options on what the City was willing to contribute. Councilmember McClung noted the City has spoken with local legislators to reduce the speed limit along Highway 51 and Highway 10 to 50 miles per hour. This information should also be presented to Mn/DOT. Councilmember Holmes felt it was not necessary to drop the speed limit. Mayor Harpstead disagreed stating the only portion of the highway above 50 mph is within the Arden Hills city limits. He wanted to see this addressed with the upcoming project improvements. He asked if Land O'Lakes or Boston Scientific have been contacted regarding the Interstate improvements. Community Development Director Lehnhoff stated both companies would be informed of the August 9th meeting. Mayor Harpstead did not see any clear benefit to the people of Arden Hills and stated it would be difficult to grant consent when there was not benefit to the City's residents. The City was losing access, incurring the impact of additional noise and no community connection was included. At this point in time, he was not in favor of the plan as submitted. ARDEN HILLS CITY COUNCIL WORK SESSION--JULY 199 2010 4 2.A Mn/DOT I-694 Project Update (continued) - Councilmember Holden questioned if further information could be provided to the City on the number of accident calls and the location of each accident throughout the City along this Interstate. Councilmember Holmes stated the Hamlin exit was not used, and the stated objections at this time were not provided to Mn/DOT previously. Councilmember McClung was alarmed by the proposed changes as one-third of the population would be affected by these improvements, along with two of the largest employers within the City. He felt the changes would be a greater benefit to the region than the City of Arden Hills and questioned what benefit there was to the City. Further discussion ensued regarding the Interstate improvements. The Council was in agreement that further information on the County Road F intersection was needed. Councilmember Grant indicated the proposed improvements were long term and he wanted to be assured that the plans were well designed to assure there aren't future bottlenecks. Councilmember McClung agreed and wished that Mn/DOT would come to the table with the local government to address the concerns with the proposed improvements. Mayor Harpstead explained Mn/DOT may have completed the necessary analysis and can provide the City with the appropriate answers, but at this time, the City does not have detailed information. He requested that Staff look into cost sharing of the sound wall and that the financials be investigated further. The Council would wait to hear further on this project at the August 9, 2010 public hearing. C. National Guard Training.& Community Center Proposal for the Arden Hills Army Training Site Community Development Director Lehnhoff indicated he invited Colonel Jenson and Mike Ramfeld who work with the National Guard. Each was familiar with the project and would be able to assist in answering questions. He explained AHATS does have a master plan to the north and west of the Public Works facility. One of the proposed buildings in the cantonment is the Training and Community Center (TALC), which is an armory that could be modified to include a community center. Community Development Director Lehnhoff noted that the plans for the TACC building were not specific at this time, except for the armory space. In August, the National Guard would host a Planning Programming Document Charrette (PPDC) workshop to prepare the general design and layout requirements for the project. The National Guard would hope to have the design plans 3 5% complete by June of 2011, 100% complete by October of 2012 with construction beginning in March of 2013. The estimated cost for the armory is $18.8 million. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 1% 2010 5 2.C National Guard Training& Community Center Proposal for the Arden Hills Army Training Site (continued) Community Development Director Lehnhoff stated that while the National Guard has expressed interest in participating with Arden Hills to construct the TACO, the situation in Arden Hills is somewhat unique because the National Guard has access to Federal funds for 100% of the project. Therefore, the building has to be built to their specifications, which does not include a community center component or a local partner at the start of the project. However, there are options for the City and National Guard to partner to create a TACC after initial construction is completed. Community Development Director Lehnhoff stated if the project were funded jointly before construction started, the City would be responsible for 12.5%, the State would pay 12.5% and the Federal government would pay the remaining 75%. The City's portion would be $2.35 million. Staff was seeking direction from Council on how to proceed with this project. Councilmember Holden questioned if the State of Minnesota would be held to pay for their 12.5%portion of the project. Mike Ramfeld indicated the MSABC would go through and has bonding authority up to $60 million. Mayor Harpstead stated if the joint effort proceeded, the total project cost would be higher than $2.35 million. He questioned what the expense might be. Mr. Ramfeld stated this was correct as the $2.35 million covered the expense of the armory alone and an additional million may be needed for extra space, gymnasiums, ball fields, etc. He reviewed with the Council projects that were completed jointly in Cambridge and Faribault and the amenities included. Councilmember Holmes expressed concern about the City proceeding with a community center jointly as neighboring communities already have these amenities available as well as a nearby YMCA. She recommended the County partner with the National Guard to complete this initiative. Mr. Ramfeld explained the community center would not include the same amenities as the New Brighton or Shoreview Community Centers. He stated the community center would not be a fitness club, but instead a gathering place for the community,with park and recreation activities. Councilmember Holmes recommended a pool for the community center as this was something lacking in the district. She suggested the school district and County be asked to partner and assist with the City's financial portion for the community center as this space would be available to them. Community Development Director Lehnhoff stated that a regulation with State financing would not allow the school district to partner on this initiative. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 1% 2010 6 2.C National Guard Training& Community Center Proposal for for the Arden Hills Army Training Site (continued) Councilmember Holden questioned what other amenities the school district would be interested in. Park and Recreation Manager Olson stated outdoor soccer fields and indoor gym space were high priorities. The district completed an assessment report explaining their needs. Councilmember McClung asked what the estimated operations and maintenance expenses would be for the City going into the future. Mr. Ramfeld stated office space was approximately $6.00 per square foot. He was uncertain of pool maintenance expenses at this time. Councilmember Grant asked how the National Guard saw the space built out and staffed. Mr. Ramfeld explained the armory would have 20 personnel on a daily basis, with 220-230 people drilling at this location once a month. During the week it would be unused space, strictly administrative use. The training would entail classroom skills along with the 1,200 acres surrounding the site. A calendar would be available with the drill schedules as the site would not be available one weekend a month when drills were taking place. Councilmember Holden questioned how many office spaces would be included in the armory. Mr. Ramfeld indicated the site would be 60,000 square feet over and above the classroom space. The classroom space would be approximately 35,000 square feet. He explained the National Guard would be flexible and consider the requested needs or amenities of the City. Councilmember Holden asked how the site would be accessed. Mr. Ramfeld stated the site would be accessed from the end of the Ramsey County access point, from the south. The National Guard did not anticipate another curb cut from Highway 96. Councilmember Holmes questioned what the Park and Recreation department would like to see on this site. Park and Recreation Manager Olson stated she saw the site being used jointly as the City did not have a great need for indoor space. Outdoor sports fields would be the City's highest need and could be utilized. She felt a partnership would be the best way to proceed with this initiative. Councilmember Holmes felt a pool would be a great option for this site as it was a need for the community. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 19, 2010 7 Z.0 National Guard Training& Community Center Proposal for the Arden Hills Army Training Site (continued) Councilmember McClung indicated much of the City's input for this project will be for after construction add-ons. The Council generally agreed with this statement. B. Trinity Lutheran&Hazelnut Park City Administrator Klaers explained he received a voice message from Pat Nygaard indicating she was sick this evening and would not be able to attend. She requested this issue be continued to another meeting, or the Council could discuss the issue and invite the members again in September. Councilmember Holden questioned what the value of the property was at this time, as the FPAC was concerned with the price of the land. City Administrator HIaers noted the County has valued the property at $4.00 per square foot as the assessed value, and was zoned R-2. Councilmember Holden asked what the church could build on this site and how would it be accessed. City Planner Beekman indicated the property was zoned R-2 and according to the Zoning Code three single family homes could be built on the site. Anything more dense would require special approval. She explained the lots could be accessed if the parking lot were rearranged, making curb cuts off New Brighton Road. However, she stated that she did not believe the church could reduce their current parking without a variance. Councilmember Holmes questioned how Parcel B could be used to build a home. City Planner Beekman stated she did not see this as a feasible option. In conversations with the church,this was not their desire. Councilmember Holmes felt the parcel should not be valued or assessed as residential property if the site could not be developed as such. Mayor Harpstead agreed stating this would come into play through price negotiations with the church. Councilmember Holden explained the City would have to spend additional funds to install sprinklers and fertilize this parcel to make it useable as a soccer field. Park and Recreation Manager Olson agreed the site would require maintenance and a sprinkler system. Councilmember Holmes questioned if the City should be completing their own property value assessment if there isn't agreement on the$4.00 per square foot amount. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 199 2010 8 2.B Trinity Lutheran &Hazelnut Park(continued) City Administrator Klaers indicated the City would only be purchasing parcels A and B. Parcel C would be used as shared parking and an easement would be required between both parties. Councilmember Holden felt Parcel A was absolutely necessary. The Council agreed. City Planner Beekman indicated Parcel B was critical to the church maintaining their green space requirements. The City would need to work through these issues if the site were to sell. She noted the church was also very close to the impervious surface limits as well. Councilmember McClung questioned if the City could own the property with the church receiving credit for the green space. City Planner Beekman explained the City had two options; one would be to grant them a green space easement over that property. The downside would be the City would lose some property rights as the owners. However, this would lower the value of the property and could lower the price. The second option would be to do a minor subdivision with a variance application. The City would grant the variance and the church would be a legal non-conforming use. Mayor Harpstead suggested the City continue conversations with the church expressing the limitations of the site. City Planner Beekman stated that the church had indicated it was not interested in subdividing and developing the site for housing. The offer to the City was for park land alone. Councilmember Holmes stated the property had an asking price of$280,000, but the City felt it was worth even less. She questioned how the church would respond to an asking price of$3.00 per square foot. City Planner Beekman was uncertain as to how they would respond, but the City has explained there were limited development options for these parcels. Mayor Harpstead requested Staff run the numbers, present an offer closer to $174,000 including unlimited access to the parking lot and that the City speak with the church further in September. He did not want to see the City negotiate back and forth as the site was not able to be developed. If the church did not allow the City to continue to use the parking, an easement could be suggested. Councilmember McClung agreed with the $174,000 property value. Councilmember Holmes indicated she felt$174,000 was too low. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 199 2010 9 E. Engineering Workspace City Administrator Klaers presented the City Council with plans for an engineering workspace. He stated staff was interviewing for an engineering position and a workspace would need to be created. The immediate option would be to create a cubicle upstairs. This would be somewhat disjointed however for the engineering department. Another option would be to move the two interns near the Deputy Clerk office to allow the new engineer to work out of this space. Long term plans would be to create walls upstairs, but would be more costly. Councilmember Grant indicated the upstairs area was built for expansion space for the staff needed to assist with TCAAP. It was intended to be a large open area for cubicles and to remain efficient. He preferred placing cubicles upstairs to meet the needs of the City staff at this time. Councilmember Holmes stated she would prefer walls to be built upstairs to keep the space professional and tidy. Councilmember McClung was in favor of the cubicles as the City's staffing options may continue to change. Mayor Harpstead agreed that cubicles were the better option at this time. He requested staff review the facilities available and how they match up with the current staffing. The cubicles would allow for greater flexibility and create an open feeling. He encouraged the cubes to be organized with plenty of storage, to assure that the employees are productive. F. Community Survey City Administrator Klaers indicated the last information located in the computer archives for the community survey dates back to October 15, 2007 City Council meeting. He referred to these minutes stating the survey was discussed but never moved forward. The survey questions would need to be revised as several were dated but many were still relevant. Staff was looking to Council for direction on how they would like to proceed with this unfinished business. Mayor Harpstead explained this survey was opinion driven and the City would need to evaluate what information could be gained. He felt the information gathered could be beneficial for the questions surrounding community interests. However, as a whole, he did not see the benefit of completing the survey. Councilmember Grant disagreed and felt the information gathered would be valuable to the Council and to City staff. He requested the survey be 50 questions or less. City Administrator Klaers stated that additional information in the public safety sector, police and fire, and in the area of Parks and Recreation would be beneficial. Finance Director Iverson stated the survey would provide benchmarks on the current services being provided by the City and how the residents perceive these services. Councilmember Holden questioned if the budget had funds to cover the expense of the survey. ARDEN HILLS CITY COUNCIL WORK SESSION--JULY 1% 2010 10 2.F Community Survey (continued) Finance Director Iverson stated she would have this information through second quarter for the Council to review at the next meeting. She noted that no invoices have been paid to Decision Resources. Councilmember McClung indicated a brief survey would be appropriate but felt it could wait until 2011. Councilmember Holden agreed to budget the survey for 2011. Mayor Harpstead estimated that the survey could not be completed until next March, April or May given the fact it should hold off until after elections and Christmas. He suggested that the new Council be advised on this issue as well. G. Community Development Director City Administrator Klaers stated a Personnel Committee meeting was held this afternoon. Councilmember Holmes was in attendance as the Mayor was not available. As the Council was well aware, Community Development Director Lehnhoff will be leaving the City. At this time, staff will be updating the job description and have this on the agenda for approval next Monday. He explained an ad will be placed with the League's website and with several professional associations. The same process will be followed that was used for the Public Works Director. Staff hopes to fill the position and make a recommendation to Council within three months. The application deadline will be August 9, 2010. Mayor Har stead suggested the application deadline be extended beyond August 9tn. Finance Director Iverson stated the date could easily be extended. City Administrator Klaers indicated the hiring process for the Public Works Director did go smoothly and quickly. He explained the timeline could be extended an additional week. 1. COUNCIL COMMENTS AND REQUESTS (CONTINUED) Councilmember McClung commented he may be asked to vote on the 2011 fire department budget at an upcoming meeting. He stated it may be delayed to September. The 2011 staffing plan adds people Monday through Thursday night from 5:00 p.m. to 9:00 p.m. Four different options and four different budgets were provided for review. Plan A, would be 6 additional fire fighters Monday through Thursday from 5:00-10:00 p.m. for 12 months would cost an additional $76,000. This was a 9.12% increase over the 2010 budget. Plan B, would be 6 additional fire fighters Monday through Thursday from 5:00-9:00 p.m. for 12 months would cost an additional $60,800, which was a 7.92%budget increase. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 199 2010 11 1. COUNCIL COMMENTS AND REQUESTS(CONTINUED) Councilmember McClung explained that Plan C was Monday through Thursday; S:00-10:00 p.m. startingApril 1st would cost an additional $57,009, which is a 7.62% increase. Plan D, p was Monday through Thursday, S:00-9:00 p.m. starting on April 1st would cost an additional $45 ,,608, which was a 6.72% increase. He indicated additional options would be brought to the meeting as well and be broken down by each City's share, Arden Hill's being 28%. Councilmember McClung stated he would support Plan D as it provided a decent increase in coverage and minimizes the cost to the City. Councilmember Holmes questioned if the City could oppose any increase. Councilmember McClung indicated the Council could authorize him to vote in this manner, but he would be soundly outvoted by the surrounding communities. He indicated the increase in staffing was another phase in moving towards a full time duty crew. Mayor Harpstead suggested the City support Plan D as well. Councilmember Grant stated he would support Plan B or Plan D. Councilmember Holmes noted she would be in favor of Plan D. Councilmember Holden agreed. Councilmember Holden questioned if the services provided to the City would be increased through a duty crew. She suggested that all freebies be eliminated once the department goes to duty crews as these were perks for the volunteers. Councilmember McClung noted there was some division within the fire department on the duty crew plan. He thanked the Council for their input and stated he would vote accordingly at the upcoming Fire Board meeting. Councilmember Holden suggested the City further evaluate the need to have ambulance, fire and police services for each 911 call. This appeared to be an abundance of expenses the City was incurring when having each department at the scene was not necessary. Mayor Harpstead suggested the Emergency Preparedness Director be discussed at a future meeting. Councilmember Grant questioned if the City's emergency response manual was up to date. He requested staff look into this issue further. City Administrator Klaers indicated the last revisions were made in July of 2009. ARDEN HILLS CITY COUNCIL WORK SESSION—JULY 199 2010 12 ADJOURN Mayor Harpstead adjourned the City Council Work Session meeting at 8:18 p.m. X.,zelz Patrick Klaers Harp ad vv City Administrator Mayor