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HomeMy WebLinkAboutWK - June 27, 2012LMDOVE^ T Y O F © 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV City Council Workshop Wednesday, June 27, 2012 Conference Rooms A & B 1. Call to Order— 6:00 p.m. 2. Review Artificial Turf Task Force Recommendation A. Task Force Approval of Meeting Minutes (June 7, 2012) B. Discuss Recommendation of Task Force 3. Consider Request from Andover Baseball Association/Renaming of Ball Field at ASN — Engineering Q4. Discuss Andover Water Rates — Engineering 5. Discuss County Roads & Intersections— Engineering 6. Discuss Community Center Concessions - Administration 7. 2013 -2017 CIP Development Discussion — Administration 8. 2012 — 2013 CIP Projects Update/Discussion — Administration 9. 2013 Budget Development Discussion - Administration 10. 2012 General Fund Budget Progress Report - Administration 11. City Investments- May 2012 Review - Administration 12. Other Topics 13. Adjournment C U ANDOVER CITY COUNCIL WORKSHOP MEETING —JUNE 27, 2012 MINUTES The Workshop Meeting of the Andover City Council was called to order by Mayor Mike Gamache, June 27, 2012, 6:04 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Sheri Bukkila, Mike Knight, Julie Trude, and Tony Howard Councilmember absent: None Also present: City Administrator, Jim Dickinson Public Works Director /City Engineer, Dave Berkowitz Assistant Public Works Director, Todd Haas Recreational Facility Manager, Erick Sutherland Fire Chief, Dan Winkel Others REVIEW ARTIFICL4L TURF TASK FORCE RECOMMENDATIONS A. TASK FORCE APPROVAL OF MEETING MINUTES (JUNE 7, 2012) Task Force Chair Butler commented that they have not met from their June 7t' meeting and need to have an approval from task force members here. He noted that Task Force Members Knight, Bukkila, Schotzko, Johnson, Kowalewski and Beggin are present from their Board. Motion by Task Force Member Knight, Seconded by Task Force Member Bukkila to approve the June 7, 2012, Task Force Meeting minutes as presented. The motion carried unanimously. B. DISCUSS RECOMMENDATION OF TASK FORCE Task Force Chair Butler reviewed the conversation that has been ongoing from the Sports Facilities Task Force. He reviewed a power point presentation. He explained they reviewed the challenges and options for dealing with the sports facilities. He commented they met eight (8) times between January and June. They discussed field use and the limitations of facilities currently. He noted that there has been extensive overuse at Prairie Knoll and Sunshine Parks for outdoor soccer, football and lacrosse. He reviewed that the soccer /football /lacrosse fields have been used extensively, to the point that they have been shut down for weeks at a time to recover. He commented that the demand © for sports facility space exceeds what is available currently. He reviewed that they looked at facility types, existing facilities, additional grass surface fields, artificial turf fields, and additional indoor structures. He stated that they are prepared to move forward with findings. He commented on demographics for Andover sports associations. He noted that some numbers from other associations Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 2 were not available to them. He reviewed that the participation figures represent 2009, 2010 and 2011 in Andover. He noted that with the weak economy, and a limited amount of housing growth at the time of the studies, there continues to be growth in sports association participation. He noted that the six (6) through eight (8) and nine (9) through ten (10) year olds are heavy users of the fields which is anticipated to continue in the coming years. He reviewed that outdoor and indoor facilities were discussed. He explained that the task force determined that the potential demand for indoor facilities and existing outdoor facilities issues are two separate issues. He acknowledged that it was determined the most pressing need is the use of available outdoor game facilities. He noted that they have many quality facilities outdoor for the sports associations to use. He added that the number of regulation sized fields is not adequate for soccer, football and lacrosse use. He noted that game fields require lights, quality playing surface of either artificial turf or irrigated grass fields, and adequate parking for participants, family and fans. Field goal posts are also needed for football games. He commented that the Task Force feels outdoor fields are a current need and will only be more prominent in years to come. He reviewed surface material facts. He commented that surface grass has rest time taken into account for use. He commented that a natural grass facility with a full - size lacrosse, soccer and football field with lights would cost $350,000 without the cost of land. He commented that maintenance annually is $9,000 a year. He commented there would be 620 hours of © use a year for a natural grass facility at a cost of $57 per hour to use. He commented that artificial turf surface has 1,200 hours of use a year which is almost double the grass. He explained that it can be used for a slightly longer season, from mid -April until October. He noted that it can be used as much as people schedule it as it does not require a rest time. He noted that for a facility with a full - sized artificial turf game field would cost almost one million dollars. He explained this would include the additional base surface for the field and lights. He explained there is no rest time needed for artificial turf. He reviewed the hourly cost to use artificial turf is $82 per hour over a ten (10) year period. Councilmember Howard asked if fencing costs are included. Task Force Chair Butler stated that fencing costs are included as they do not want people driving on the field. Councilmember Knight asked about turf replacement costs over the life of the field. Task Force Chair Butler commented that after 10 -15 years the replacement cost is $300,000 to $400,000. He added the drainage base does not need to be replaced but just the turf itself will need replacing. He reported some cities have used their fields for 13 -15 years without replacing them but there is no guarantee this would happen. Task Force Chair Butler commented on the additional advantages for turf. He noted other facilities charge $30 an hour for a local sports association and up to $120 an hour for others. He noted that for locations, the Task Force reviewed several options and found few that are working because of the size and parking lot space needed. He commented that new to this discussion is a pending land © Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 3 purchase agreement to be used for recreation. He noted alternate locations would be to develop on the City Hall or Community Center campus. He noted it was agreed to do something at Fox Meadows Park in the future. He commented only one regulation sized field would work there. This site also has nearby neighbors and the field would need to be lighted. Councilmember Trude asked whether water is available at the sites discussed. Task Force Chair Butler noted that a well would need to be drilled at Fox Meadows Park. He asked additional Task Force members to comment on the field needs that they are aware of He commented the sports associations came to the city to request more playing fields out of need. Sean Beggin from North Metro Soccer Association has a membership of 2,300 kids in the area, 52 percent of these kids live in Andover. He commented that they utilize seven (7) full -sized game fields; four (4) fields in St. Francis, two (2) in Andover at Sunshine Park and one (1) in Ham Lake. He commented that the St. Francis soccer fields are school district fields which they pay to use. Councilmember Bukkila asked about Hawk Ridge Park and full -sized field use there. Mr. Beggin stated they do not have enough full -sized fields. He explained Hawk Ridge Park is still having issues with the roots growing and is not ready for full -sized field play. Councilmember Trude asked why kids are playing at Hawk Ridge Park, but the fields are not referred to as game fields for their age group. Mr. Beggin replied the younger players use mini -fields for their games which are not considered game fields. Councilmember Trude asked for the total number of fields used to play games by all ages. She commented that a lot of the kids are grade school age. Mr. Beggin commented by adding a full -sized field at Hawk Ridge Park they would have one (1) additional field. He replied the largest age group is in elementary school and each year they move up an age group. They are anticipating a 10 percent increase in the overall number of players. Mayor Gamache asked what age players use the full -sized field. Mr. Beggin commented that age 12 and 13 play on full -sized fields. He commented their largest numbers are just younger than this age bracket. Councilmember Trude asked why the smaller fields cannot be called game fields. Mr. Beggin commented that they have enough fields for the younger students. © Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 4 Councilmember Bukkila asked about rotating field uses for age groups each year. Mr. Beggin commented this would be a good idea. Assistant Public Works Director Haas commented at Hawk Ridge Park there are two (2) medium sized fields with one (1) large one on the west end. He reported that the full -sized field has been divided up to use as smaller fields for the younger kids at this time. Councilmember Trade noted that for softball and baseball all fields are counted unless it is oversized. Task Force Chair Butler commented that younger kids play in the outfields or side areas of fields. He stated they are looking for the high school sized fields for soccer, football and lacrosse. Councilmember Trade confirmed that kids under age 10 have their needs met so it is not actually 52 percent of 2,300 kids who are underserved. © Mr. Beggin commented this year they are using four (4) fields at Andover High School that will not be available to them next year. The school will use them for lacrosse. He reported they use Oak View Middle School as a practice site. He added that a practice field does not have to be full- sized. Mike Johnson, Andover Football Association, commented they are limited in space. He commented they have 690 players and of those, 400 play on 100 yard fields. He commented for practicing purposes they play at Sunshine Park and use Prairie Knoll Park east and west fields for games only so they do not tear up the field in- between games. He commented for grades six (6), seven (7), and eight (8) they only have four (4) fields to use. He commented second and third graders play in the outfields. He stated their current arrangement eliminates traveling to cities further away. Mayor Gamache asked when lights are used. Mr. Johnson commented they are used in the evenings and occasionally on a Friday or Saturday night. He noted there are few games or practices on Friday nights. He added they tend to stay off the fields on rain days. Task Force Chair Butler noted the Andover Area Lacrosse Association is not present. Councilmember Howard stated lacrosse is the fastest growing sport. He stated the high school field © is filled nightly with lacrosse players. Task Force Chair Butler commented that an Andover Area Lacrosse Association member participates in the Task Force. He added they are requesting more fields to use. © Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 5 Mayor Gamache asked what time of year the lacrosse team plays. Mr. Beggin stated they play in the spring. Councilmember Trude asked whether lacrosse shares the Prairie Knoll Park fields they use in spring and summer with other sports. Mr. Beggin reported they move a lot to Sunshine Park and lacrosse uses Prairie Knoll Park. He commented there are issues with the field lines as they are different for each sport. He noted the lines are sometimes color coordinated to the sport to allow play by various teams on a field. Task Force Chair Butler reviewed the Task Force recommendations. He commented they recommended game quality fields at the new land site. This includes seeding the fields, sodding the fields or installing artificial turf. He commented alternate bids will be sought for these. He commented for seeded grass fields it will take 2 years at a minimum to have these fields usable. He commented for sod it takes 6 months to use the field and artificial turf can be used right away. He suggested when the site is purchased it will not be usable as a field until the following spring as they Q will need to grade it. He commented that the base bid and alternate bid should include combinations of playing surfaces. He noted if the land purchase is not finalized then the Task Force recommends using the Community Center campus for a future field. He noted this would have been the decision if the land purchase would have been put on the table. He commented the Task Force recommends the Park and Recreation Commission add another multipurpose sports facility to the Comprehensive Plan. Councilmember Trude asked if the property adjacent to Public Works would fit this need. City Administrator Dickinson commented there was a recommendation to have one (1) facility and now the recommendation is to have two (2) facilities. Mayor Gamache asked whether a third facility is needed in addition to the land to be bought nearby and the other one (1) purchased. Task Force Chair Butler commented there is one (1) additional facility in the Comprehensive Plan and in addition there is a pending purchase agreement. He noted the pending purchase addresses the current problem but does not address future problems. He noted the Task Force supports this. He noted it was agreed that two (2) more facilities are needed for the long term. Task Force Chair Butler asked if the land to be purchased, which is 39 acres, is similar to Sunshine © Park in size. Assistant Public Works Director Haas commented they are hoping to get three (3) fields from the newly purchased site but they need to take parking space into consideration. He asked that the Park ® Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 6 Commission discuss whether the park in the Comprehensive Plan is considered a substitute for the land purchase. He questioned whether another facility should be left in the plan for future growth. Mayor Gamache asked if there are other questions. Councilmember Howard asked when looking at Fox Meadows Park, if that park is taken into consideration and what size field can be intended there. Assistant Public Works Director Haas thought the field would be a full size field. Councilmember Trude commented the new purchased land seems like it would fit more than three (3) fields. City Administrator Dickinson commented the number of fields is based on the layout. Fields are typically north/south and the width and depth of the property needs to be considered. Councilmember Bukkila commented that a recommendation is to look at the National Sports Center © (NSC) to see how the fields are laid out. She commented they use a ditch system. Mr. Beggin commented the ditches at NCS were already in because it was a peat field. He commented he worked there for six (6) years when they opened. He stated it was a previous sod farm and it drained adequately. Task Force Chair Butler reported he brought the proposal before the Park Commission at their last meeting where they endorsed the Task Force recommendations. He commented the Park Capital Improvement Fund has a recommended amount of $100,000 for next year's budget to go to the new purchase site. He asked for Council's thoughts. Mayor Gamache stated the proposal makes sense. He supported being able to use the fields in a year or two. He asked to consider whether the artificial turf should be used at one (1) million dollars for one field. He commented that three fields can be done for this amount if artificial turf is not used. Task Force Chair Butler stated the type of turf does not need to be decided on tonight. City Administrator Dickinson commented any project will need future Council approval, whatever the option of surface. Councilmember Trude stated there are gravel roads leading to areas and storm water is managed along with ditches at the NSC. She suggested maximizing the use of their property. She suggested gaining the use of more fields than three (3). She asked that practice areas be established. Task Force Chair Butler commented the sports associations are good at working together regarding © Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 7 the field use. City Administrator Dickinson stated they are paying the price that comes with being a young city. He noted there are a lot of road projects that will happen next year. He noted budgets will be impacted by adding these fields due to added maintenance costs. He noted the costs could go up, particularly if they have to work outside of the city to complete the project. Task Force Chair Butler suggested moving on the project sooner than later. He recommended that consideration be given to involving an outside party to do the design of the new facility. City Administrator Dickinson noted previously city staff was able to do projects internally but they have reached a time where they need to start using outside organizations. Task Force Chair Butler reviewed the second recommendation is a contingency that the land purchase should be to add additional fields. He noted the third recommendation will be to send the recommendation back to the Park and Recreation Commission. Mayor Gamache noted he is hopeful the land purchase will go through. © Commissioner Knight asked if there is a way to get started on the property this year. Assistant Public Works Director Haas suggested meeting first with the neighbors and moving on from there. Councilmember Trude commented a lease needs to be drawn up with the farmer who has crops in the field. City Administrator Dickinson commented it is a rye crop which will be harvested in July or August. Assistant Public Works Director Haas noted the park dedication fee may go up when the report comes back. Councilmember Trude suggested they anticipate this. Mayor Gamache thanked the associations, Task Force, Councilmembers and Park Commission for their work on this. CONSIDER REQUEST FROM ANDOVER BASEBALL ASSOCLATION / RENAMING OF BALL FIELD AT ASN Assistant Public Works Director Haas presented the request from the Andover Baseball Association (ABA) to rename the middle ballfield at the Andover Station North Ball Field Facility to be called Anders Field on behalf of Anders Flaa who passed away at the age of 14. He explained that Council © Andover City Council Workshop Meeting Minutes — June 27, 2012 Page 8 needs to review the request and the next step would be it would then go to the Park Commission. Mayor Gamache confirmed that fields five (5) and (6) at Sunshine Park are named for people who were young and passed away. He supported the request to rename the field. Councilmember Trude confirmed this had been talked through by staff. She suggested it be named Memorial Field with a monument and names could be added to it. Sheila Schueller of Andover Baseball Association stated this family helped purchase the score boards for ASN. She explained this is why they selected the middle field. Commissioner Knight commented that in St. Cloud they have a memorial field and a veteran's field. He noted there are three (3) fields and a centralized memorial plaque that is quite attractive. Councilmember Trude supported using a memorial field and a veteran's field where names could be added to over time. She confirmed that Anders Flaa had been a baseball player. QMs. Schueller supported the use of ASN field for a veteran's field. It was the consensus of the Council to forward the request of the Andover Baseball Association to rename the middle ball field at Andover Station North Ball Field Facility to be called Anders Field to the Park and Recreation Commission. DISCUSS ANDOVER WATER RATES City Engineer Berkowitz presented the current 7 -tier rate structure system for municipal water rates and staffs recommendation for a 4 -tier system. He explained they met with the Public Works Committee a few weeks ago. He commented they put in a comparison from third quarter 2011. He commented they used this to decide on what the impact of a 4 -tier system would be to the system. He commented when a water main breaks it costs $25,000 to repair and as the water system ages more of these breaks will likely happen. He reviewed a chart of rates, users per quarter and the volume of use. He commented the DNR Appropriation Permit allows them to take water from the aquifers. He commented they pay for this to be available. He stated that peak demand is what the system design is based on. Commissioner Knight asked about the commercial users. Water /Sewer Supervisor Kraabel commented the commercial use is minimal as compared to the © residential areas. Councilmember Howard asked who is using the largest volume of water. Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 9 City Engineer Berkowitz commented that town home associations are the largest users of water because they use an every other day irrigation system. He also commented that rain gauges are now required. Councilmember Trude suggested giving a free rain gauge to the town home associations. Water /Sewer Supervisor Kraabel suggested educating people through the city newsletter as to how much water is needed for a lawn and would encourage conservation as people often overwater. City Engineer Berkowitz commented they have a display of water use by city blocks. He reviewed that a city lot is a quarter to a third acre. Councilmember Bukkila asked if there is a notification system to let people know that they are consuming high amounts of water. Councilmember Trude suggested they notify the high water use residents to promote conservation. QCity Administrator Dickinson commented that neighbors tend to feel offended when this type of thing is pointed out. He stated there have been studies indicating that people do not like this called to their attention. Councilmember Bukkila suggested utilizing the newsletter to educate people. Water /Sewer Supervisor Kraabel stated this has been put in the newsletter. He commented they recommend an inch of water per week for the lawn. City Engineer Berkowitz explained they would like to add the new 4 -tier system figures into the CIP and begin planning to implement with the fee schedule in 2013. Mayor Gamache pointed out people with higher water bills do so on a consistent basis so they are aware of their higher use. City Engineer Berkowitz commented that the 100,000 gallon users account for 26 percent of the water used. Councilmember Trude commented she is troubled that they are planning a system for over consumers. 0 City Administrator Dickinson supported reducing the number of tiers from a city finance perspective. Councilmember Howard suggested informing the town home residents they are the highest water users. He recommended using rain gauges. He asked if this can be legally required. ® Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 10 Councilmember Bukkila stated after 2006 it is required to have rain gauges put in with a new irrigation system but this was not retroactive. Councilmember Trude commented she looks forward to discussing this on camera. Mayor Gamache thanked Mr. Berkowitz and Mr. Kraabel for their efforts to address the water main break problem. He was impressed with the quick response. DISCUSS COUNTYROADS & INTERSECTIONS City Engineer Berkowitz described the traffic congestion on Crosstown Boulevard and Andover Boulevard. He stated this has been discussed for some months and he has been in communication with the County regarding it. He reported the County suggested several options. One option would be to widen the bridge on Crosstown Boulevard. He commented this would be very expensive. He noted that expanding the south bound right turn lane would be a possible improvement although there may still be backups. He reported it has helped that they do not allow parking at the Sunshine parking lot anymore. © Councilmember Knight stated the Nightingale /Crosstown Boulevard intersection is the worst intersection in the city. City Engineer Berkowitz reviewed the Andover Boulevard extension. He reviewed that this would make a good connection through the city. He recommended meeting with the school and also discussing expansion of the Crosstown Boulevard right turn lane. He suggested discussing the school's internal circulation. He asked if changing the school schedule would result in an improvement. Councilmember Trude commented that traveling Hanson Boulevard going north through Coon Rapids is often congested making it necessary to wait through several lights to clear the intersection. City Engineer Berkowitz noted there was a Federal grant request to make Hanson Boulevard four (4) lanes north from Jay Street but it did not score well. Councilmember Trude commented that from 4:00 p.m. to 6:00 p.m. heading north on Hanson Boulevard is a challenge. Mayor Gamache commented when there was a 2 -way stop at Andover Boulevard it was not an issue. He commented that Crosstown Boulevard is a better option. Councilmember Trude commented that the County is requesting money for the Bunker Lake Boulevard area. She commented she does not hear people complain about Bunker. She explained they complain about Hanson Boulevard. She asked why there should be concern with getting people © Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 11 to the cabin when residents are having issues getting around the community. She commented the worst area on Bunker is not being addressed near the wave pool in the County grant applications. She added that the park access is near the train tracks. She noted this creates a dangerous area. She noted people pay for a park sticker to cut through Bunker Park to avoid Hanson Boulevard. City Administrator Dickinson stated the County is working on their roads in Andover. He commented that Andover Boulevard was recently overlaid. He noted that portions of Hanson Boulevard were reconstructed. He noted that some white coating was done on Crosstown Boulevard. He reviewed that in 2014 there will be a signal added at 16151 Avenue and Hanson Boulevard. City Engineer Berkowitz reviewed projects to anticipate next year by the County. Mayor Gamache asked about the 2011 -2015 plan. He asked about the note about HIP- 2011. City Engineer Berkowitz noted that many times the County plans are noted but when you read further it is found that there is no funding for it. He stated they keep it in the plans and continually © work on obtaining money for the project. He explained that doing a study on the project means they are attempting to find money for the project. City Administrator Dickinson asked what the project priorities are. He added that there are no County plans to widen Andover Boulevard. Mayor Gamache commented that expanding the road by the school is a project. He asked if the timing at the signal could be expanded. He asked how far traffic is allowed to back up onto Andover Boulevard. City Engineer Berkowitz noted that the light timing is being looked at. Mayor Gamache suggesting working with the school district. He asked how many parking permits are being issued by the school. He confirmed that they do not have a full parking lot. Councilmember Howard suggested lengthening the turn lane on Crosstown Boulevard to Andover Boulevard. He stated that it backs up and the Nightingale and Crosstown intersection is unbearable. Councilmember Trude reviewed that the school has money for improvements and parking lots. She explained that safety issues can be levied for. Mayor Gamache asked what time the high school starts. QCity Engineer Berkowitz commented that school starts around 7:40 a.m. City Administrator Dickinson reviewed that priorities are to focus on the Crosstown Boulevard right Andover City Council Workshop Meeting Minutes — June 27, 2012 Page 12 turn lane that goes south and to talk with the County to increase their awareness of issues on Hanson Boulevard going all the way through the city. Councilmember Trade recommended focusing on improving the safety going into Bunker Park. She commented the park road should be addressed. She commented that the trains block Bunker traffic. She commented the only entrance from Andover to Bunker Park Wave Pool is by the rail tracks. This is the entrance for the picnic area, the golf course, and the wave pool. She commented that a lot of people make left turns from the park after 5:00 p.m. as they cut through the park. Councilmember Knight commented that many people are taking alternative routes to the north access since the south connection has the Main Street construction to contend with. He commented that there are many large trucks now seen coming through. Mayor Gamache asked about a long term plan to move Highway 47 to another area. Councilmember Trade recommended meeting with the County to see how to improve their plan. She sees people who are avoiding Highway 10, making left turns after cutting through the park. She © commented she sees people taking chances crossing intersections. Councilmember Bukkila commented they can talk to the County but if there is no funding to work on the proj ect it will not happen any sooner. She commented there are many other road projects that are causing diverted traffic into their area. City Administrator Dickinson suggested making a comment on the grant application before plans are finalized to see if the current plan design is the best plan for the Bunker Park north access intersection. He summarized that Council had a discussion about the following areas to work on: right turn lane at Andover Boulevard and Crosstown Boulevard by the school, Hanson Boulevard, and the Sycamore Street intersection off Bunker Lake Boulevard. He noted that the Nightingale/ Crosstown intersection have been in their discussions too. He asked if this intersection should be included. City Engineer Berkowitz stated the County would like to turn Crosstown Boulevard back to the city. He reviewed that they would not like to take the road back at this point. Mayor Gamache suggested taking the curve out at Nightingale Street so it goes straight into Crosstown Boulevard. He suggested another option would be to put in a round -a -bout. Councilmember Bukkila stated that it would make a perfect round -a -bout location. QCity Engineer Berkowitz suggested moving the area considered for the round -a -bout intersection closer to the field area so that it can be larger. Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 13 DISCUSS COMMUNITY CENTER CONCESSIONS Mayor Gamache commented the local Andover Subway would like to take over the concession operations at the Andover Community Center. The consensus of the Council was to support offering Subway at the Andover Community Center. City Administrator Dickinson noted that Community Center staff can be moved around to accommodate this change. He commented there will be a monthly lease amount or a percent of gross sales depending on which is larger. He explained Subway is in the community center at Maplewood and is going in to New Brighton's. He commented they will have some additional typical concession items like hot dogs. He noted that the YMCA supports having Subway available as a healthy option. He commented they have asked for basic items for larger events and to also add a coffee component to the plans. He commented that much of the equipment is owned by the product suppliers. He reviewed that any bread baking would be done at the Andover Subway location so no ovens will be installed. He added the vending machines will still be available. Councilmember Howard asked if there are existing contracts with vendors such as the pop vender. City Administrator Dickinson stated the Community Center has a contract and Subway buys the same product. 2013 — 2017 CIP DEVELOPMENT DISCUSSION City Administrator Dickinson requested the draft 2013 -2017 Capital Improvement Plan (CIP) be reviewed so it can be adopted by October. He asked the Council if something is missing that it be called to his attention now. He commented on page four (4), the $30,000 total station time is important for engineering. He commented that under facility management is a Veterans Memorial. He noted this was added to the CIP as a $10,000 item. He commented there has been talk about having a memorial at City Hall or possibly by Andover Station. He suggested that perhaps they want to remove the word `Boulevard" and list it as a "Veteran's Memorial ". Mayor Gamache suggested changing the name of Sunshine Park to Veterans Memorial Park and putting the flag in there. City Administrator Dickinson stated that they would leave it in the report but would not identify it as "Veterans Memorial ". 0 2012 — 2013 CIP PROJECTS UPDATE /DISCUSSION City Administrator Dickinson presented the 2012 Capital Improvement Plan (CIP) projects and equipment purchases as well as the 2013 planned equipment purchase that had been discussed during Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 14 the spring bond sale process. Mayor Gamache commented there is a large population of people with dogs in the community and the dog park should be moved forward. City Administrator Dickinson summarized the Council requests the Park Commission to discuss the dog park item again. He noted that 173`d Lane/Heather Street item on page five (5) was to pave a gravel road. Councilmember Howard stated there is a placeholder for an expansion on the community center. He stated if they wait too long the YMCA will be overcrowded. He commented that if they wait the Y may be past their curve. He noted it is the second largest YMCA in the metro area. He asked that part of the expansion project be moved up so there is movement on it. Councilmember Knight stated they are looking for a community center for all age groups. He commented that they are looking to have a modified student center. aFire Chief Winkel stated that originally expansion was planned for the south side of the YMCA. Councilmember Knight commented there is also an area to expand off of the north. City Administrator Dickinson suggested adding money for a study of $300,000 for 2013 and $2.7 million for the following year. He commented that another topic to discuss is to add security lighting at Prairie Knoll Park. City Engineer Berkowitz noted that a resident has requested additional lighting at Prairie Knoll Park. He stated costs for this are being reviewed. He stated the Park Commission has requested that staff put a j ersey barrier in the access to the gravel parking lot. He commented that cars are doing donuts in the parking lot. Councilmember Trade requested staff look at this park at night to see if the lighting is adequate already. She commented that the park is lit considerably already which draws people to the park. Councilmember Bukkila asked to look at expanding security or technology or working with the Sheriffs Office regarding issues at the Community Center and the YMCA. City Administrator Dickinson suggested improving this would cost around $10,000 to $20,000. He suggested adding $20,000 to the CIP for 2013. He offered to review some solutions. He reported the Sheriff's Department has determined that items are left visible in cars which encourages thefts. Councilmember Trade suggested putting up more signs about securing valuables. Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 15 City Engineer Berkowitz stated the grant request was rejected for the way finding signs which were to be installed along the trails. He asked whether Council would like to pursue this in the future. He also suggested equipment stations be explored. The Council agreed to add this request for the signs in 2014 as a placeholder. Councilmember Howard suggested having more signs for the Open Space properties. City Engineer Berkowitz commented that there are a lot of these signs already. He talked about doing street overlays to the roads that are 15 -20 years old so they extend their life. He warned that people will question a road overlay instead of reconstructing it and the decision process the city is taking. He explained the process of deciding when to repair versus overlay the street is based on the overall condition index. He suggested the Legacy site be surveyed for construction and schematics be put together for it. He added that a major project cannot be added as staff constructed, as staff is maxed out on current projects. Fire Chief Winkel talked about the fire truck. He commented that it is very expensive, and it does need to be replaced. It was bought in 1990 and 1991 with equipment bonds. He stated the value of the older truck goes down each year and the new truck increases in cost by about ten (10) percent each year. He commented that ISO would have an issue if they do not have the truck. He stated there are many other buildings in town now since the purchase of the original truck. He stated there are homes and buildings that they could not reach with the current equipment so this is a safety issue. He commented that they could be reached by ladders which are unsafe for the firefighters. He noted the current truck has a 75 foot ladder. He reviewed features of a new truck which include a platform on the end where they can stand which is much safer. He commented there are spray nozzles underneath to keep it safer and there is oxygen available to the firefighter. He commented that some homes are set back and a 100 foot ladder is needed to reach them. He added that currently only two (2) or three (3) people can be rescued at a time as they would need to climb down the ladder and it is a slower process. He commented that a new truck will allow for more people to board it. He stated they are looking at an articulating ladder which will go up, over and to the back side of a building. He noted that its estimated cost is $1.2 million. He noted there are ways to work to improve the pricing and he has purchased a demonstration truck before to save money. He noted that training will be included with the purchase cost. Mayor Gamache suggested leaving this item in, no change to the CIP. Fire Chief Winkel commented that it takes 10 -12 months to get delivery of this truck. City Administrator Dickinson stated he would not bond for this purchase until 2014 as some debt items will come off the books by then. He stated that they would use a reimbursement resolution and plan to bond for this in the future. He stated that they will leave this in the CIP. Fire Chief Winkel commented that a 100 foot ladder is the new standard. The maximum ladder Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 16 available is 110 feet and they will look at the comparative pricing on this. He commented the cost of steel has increased greatly in the last five years. He stated they will begin looking at some specs to prepare for a decision. City Administrator Dickinson reported that they have not used the New Development Projects fund of $85,000 for two years but this year they will make use of them. He commented that the equipment bonds for the one ton trucks for 2013 may be impacted by changes in the vehicle year pricing. He suggested getting in the market to purchase and asked for Councils approval. It was the consensus of the Council to move on the one ton trucks if pricing is favorable. 2013 BUDGET DEVELOPMENT DISCUSSION City Administrator Dickinson provided a summary of the 2013 Budget Development Discussion. He commented that the debt service levy would be impacted in 2014. He commented this would be to purchase the ladder truck. © City Administrator Dickinson described the budget process as outlined on the 2013 Budget Development Calendar. He commented that taxable values had a decreasing value of 3.9 percent. He commented that the Andover Station area is the TIF district that is decertifying in 2012. He commented there are some offsetting items in the tax base as they lose some on the fiscal disparities component. He commented that the tax rate issue should not pose a problem this year as they will have some flexibility. City Administrator Dickinson commented that for the Open Space Commission they are working on a soil boring to determine access to two potential purchases. He commented that for working cash flow they need 45 percent. He reviewed the general fund balance analysis shows they need 4.1 million for cash flow. He stated that there is capital equipment reserve dollars set aside. He added that if they come in at 97 percent on the 2012 expenses the number could grow. He commented that they budgeted building permits at 35 but they are at 40 already. Councilmember Trude commented that this is a growth of the tax base. City Administrator Dickinson commented that the Debt Service Levy would be impacted in 2014. He commented that money will likely be available at one (1) to two (2) percent to purchase the fire truck. He noted that for staffing there is a deadline of July 1 for new staffing requests. He has received one (1) request so far from Public Works. He reported that Public Works had experienced a layoff. He commented that they have added infrastructure. He commented they anticipate no furloughs and no hour reductions. He commented that there are retirements that will take place in the next budget year. He stated they need to plan for that. He commented that the salary package is being reviewed and steps are included in the budget. He noted that they are budgeting for steps and exploring cost of living increases and negotiating this with the union. He noted that they have a Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 17 health insurance plan increase of ten (10) percent in the budget at this point. Councilmember Bukkila left the meeting at 9:06 p.m. City Administrator Dickinson stated when they market for health insurance they look at a variety of insurance carriers to compare around ten (10) options. He commented that Preferred One seems to continue to be the best option. He reviewed the city attorney contract and noted that this position will likely continue to be used at an increasing level with the development of the city. Councilmember Knight asked about the costs for the attorney. City Administrator Dickinson commented that the cost is close to $200,000 with the attorney staff. He commented that at least 75 percent of his work is in prosecutions. City Administrator Dickinson commented that the Anoka County Sheriff contract currently has a 1.74 percent increase. He stated there are maintenance charges to vehicles which may change the cost a bit. He stated that records, staffing and supervisory staffing are included in that budget. ® Councilmember Trude commented that a large amount is going toward administrative costs. She commented that this is the cost of 2 (two) officers and 2 (two) liaisons. City Administrator Dickinson commented that the school reimburses them close to $100,000 for the liaisons which is close to 80 percent of the total cost. Fire Chief Winkel stated that in 2014 there will be a cost for a new records system. He commented there is a Law Enforcement sub - committee looking at this. City Administrator Dickinson stated the costs for Sheriff service is increasing as there are a lot of domestic incidents. He commented the largest number for maintenance is for gas which is budgeted at $3.45 a gallon. He noted that 4 (four) main squads are replaced each year. They have had around 100,000 in miles a year per car. He stated that the investigators use about 30,000 miles a year. He commented that the liaison uses around 24,000 miles. CSO cars use about 41,000 miles a year. The crime watch coordinator uses around 6,000 miles a year. He commented that a police cruiser gets nine miles to the gallon with all of the electronics. He reviewed other Council memberships, donations and contributions. 2012 GENERAL FUND BUDGET PROGRESS REPORT City Administrator Dickinson presented a summary of the 2012 General Fund Budget progress report. He noted changes to the budget such as for Licenses and Permits, Charges for Services and Miscellaneous. He noted that they are behind on some lease revenue which is from cell tower rental and other rentals. He commented that the billing is behind. He commented that the Mayor and Andover City Council Workshop Meeting Minutes —June 27, 2012 Page 18 Council look to be over budget but the League of Minnesota Cities contribution was moved over and included under risk management. Councilmember Trude suggested an increase of five (5) percent for Councilmembers. She commented that the last increase was in 2000. She commented that Blaine matched their increases to the staff cost of living adjustment so that it was automatic and did not stand out. Mayor Gamache suggested checking to see what other cities are doing on the topic of increases. Mr. Dickinson offered to check on this. Councilmember Trude commented that they should look at increasing their EDA pay. She suggested increasing this to $40 per meeting so it is consistent with the commissions. It was the consensus of the Council to increase the EDA to a $40 per meeting amount. City Administrator Dickinson commented that the police protection payment is at 50 percent and the total expenditures are 40 percent. CITY INVESTMENTS — MAY 2012 REVIEW City Administrator Dickinson presented a summary of the May 2012 Investment Report, Credit Ratings Report, Money Market Funds Report, and commented on the investment report. He reviewed the money market funds which are readily available for items that present themselves and what is available for next month. He noted that the larger amounts of deposits are insured by the FDIC and reviewed that there are Fannie Mae Bonds which are mortgage backed, and he is letting the bonds mature out, noting some are up to ten (10) years out. He commented that the average life is three (3) years. He commented the portfolio has a lot of taxable municipals that has brought a lot of yield to the portfolio. He commented that they do not have any commercial paper and reviewed the ratings. OTHER TOPICS None. ADJOURNMENT Motion by Councilmember Knight, Seconded by Councilmember Howard, to adjourn. Motion carried unanimously. The meeting adjourned at 9:35 p.m. aRespectfully submitted, Beth Bostrom, Recording Secretary