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HomeMy WebLinkAboutWK - May 22, 2012ANL66W^� 0 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV City Council Workshop Tuesday, May 22, 2012 Conference Rooms A & B 1. Call to Order — 6:00 p.m. 2. WDE Site Presentation— Jean Hanson, MPCA -Planning 3. Alexandra House Presentation— Susan Redmond -Administration 4. Award Bid/I I -10 /South Coon Creek Drive NW Reconstruction -Engineering 5. Discuss Interim Use Permits - Planning 6. 2012 -2013 Council Goals Discussion - Administration 7. 2013 -2017 CIP Project Discussion - Administration 8. 2013 Budget Development Discussion - Administration 9. 2012 General Fund Budget Progress Report -Administration 10. April 2012 City Investment Report - Administration 11. Other Topics 12. Adjournment XF • DOVER'01 ANDOVER CITY COUNCIL WORKSHOP MEETING — MAY 22, 2012 MINUTES The Workshop Meeting of the Andover City Council was called to order by Acting Mayor Julie Trude, May 22, 2012, 6:06 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Sheri Bukkila, Mike Knight, Tony Howard and Mayor Mike Gamache (6:09 p.m.) Councilmember absent: None Also present: City Administrator, Jim Dickinson Public Works Director /City Engineer, Dave Berkowitz Community Development Director, Dave Carlberg Fire Chief, Dan Winkel Others '4 WDE SITE PRESENTATION Ms. Jean Hanson, Land Manager at the Minnesota Pollution Control Agency, Closed Landfill Unit, Remediation Division, provided a PowerPoint presentation on the WDE Landfill Site including the Minnesota Landfill Cleanup Act of 1994, the business model of the WDE landfill facility, the MPCE costs incurred through 2012, the operation and maintenance of the facility, landfill methane gas system actions, and the active gas extraction systems on the site. Mayor Gamache arrived at 6:09 p.m. Councilmember Trude asked if the residential wells near the site have been monitored for contamination. Ms. Hanson explained the wells have been monitored in the areas where contamination has occurred including the creek. She explained the methane gas area of concern and provided a map depicting the area. She explained there are 54 acres the State owns which would be considered the waste area. WDE is currently working to purchase the property. She reviewed the ground water system actions. There are currently 350 chemicals WDE tests for on the site and these are known contaminates. She provided the Council with maps showing the ground water area of concern for the Upper Sand Aquifer, the treatment pond, and the Lower Sand Aquifer. She reviewed the hazardous waste pit and explained PCBs had been found in this area in 2009. There had been a ground water breach and WDE worked to clean this up. Currently WDE is working on a pilot program to assist in cleaning up the hazardous waste pit called C3, which is a system for extracting the gasses. WDE is also using GAC (Granulated Active Carbon) for treatment of the PCBs. The land management actions under Superfund and under CLP were covered. She Andover City Council Workshop Meeting Minutes — May 22 2012 Page 2 explained the current remedial actions taking place and potential future excavation and removal of the hazardous waste pit. Councilmember Trude asked if the land would be considered off limits in perpetuity. Ms. Hanson explained if the hazardous pit could be removed there is a possibility the land could be used in a few generations. Councilmember Knight asked if it would be possible to have solar panels on the landfill surface. Ms. Hanson explained there is too much activity at this location and they would not recommend having anything anchored in the ground at this location. She stated additional information and a fact sheet could be obtained on their website. Councilmember Knight asked if there had been any infiltration into Coon Creek. Ms. Hanson explained there had been infiltration into Coon Creek and she would not recommend anyone go into this creek or surrounding ponds without boots and gloves. Councilmember Trude expressed concerns about safety for children that did school or organizational projects, such as clean up, at the creek. Councilmember Trude stated a common complaint she received by area residents is the need for screening the fence and barbed wire. Ms. Hanson explained there will be new "No Trespassing" signs installed. Ms. Hanson indicated bushes, such as lilacs, would be acceptable to put along the fence. She would not recommend trees along the fence because this makes it easier for people to gain access to the site. ALEXANDRA HOUSE PRESENTATION City Administrator Dickinson stated as part of the City of Andover annual budget process, the City reviews requests from various organizations for funding. One such organization is the Alexandra House and contained in the 2012 Budget is a $10,000 contribution to Alexandra House. Ms. Connie Moore, Executive Director from Alexandra House, reviewed the funding request of $16,904 for 2013 by Alexandra House. These funds are used to support services provided to Andover residents who are victims of domestic and sexual violence. These services not only If help victims work through their immediate crisis and safety needs, but also assist them in moving beyond the abuse to achieve long -term safety. Community Program services include safety planning, assistance in filing protection orders, legal representation during protection order proceedings, crime victim advocacy immediately following a domestic or sexual assault and throughout the criminal court proceedings, advocacy and support provided to patients at Mercy © Andover City Council Workshop Meeting Minutes — May 22 2012 Page 3 and Unity Hospitals and clinics, support groups, legal clinics, information and referral services and follow -up /outreach services. Ms. Susan Redmond, Community Program Director from Alexandra House, explained how the programs are run in cooperation with the schools, including the new Truth Respect program for middle school aged children. She explained each school has customized the program to meet their needs. Councilmember Bukkila asked if all services are offered in all cities. Ms. Redmond explained not all services are offered in every community because Alexandra House does not have the staff or support to expand to all these areas. Councilmember Bukkila asked for additional information regarding the funding sources Alexandra House currently has. Ms. Moore stated United Way and unrestricted donations fund youth services. 62% of the organizations funding comes from government funding including local, state and federal grants Qand funds. She explained Alexandra House is a non - profit organization and the only one of its kind in Anoka County. They serve residents from all over the state but their primary area is Anoka, Ramsey, and Hennepin counties. Referrals for services come from law enforcement, hospitals, churches, schools, family members, and therapists. Alexandra House does not provide therapists or counseling but does provide support and referrals to those in need. Councilmember Trude asked how education is provided for the children in the program. Ms. Moore explained by law schools have to provide bussing but Alexandra House also has teachers on site to work with students. Next year Alexandra House will be able to offer full time school and part-time year round preschool off site and Alexandra House will provide bussing. She also explained their new "Lethality Assessment Program ". This program is designed to help not only victims but also offenders and get them the help they need. This program has been successful and is being looked at by other communities. Councilmember Knight requested a review of the Andover portion of Alexandra House's budget. Ms. Moore explained the budget figures compiled include only time intensive services and in 2011 Alexandra House provided advocacy and support 2,094 times for Andover residents. This is not the total amount of time or hours provided but the number of time intensive contacts Alexandra House had with Andover residents. She explained the 2013 amount budgeted for © Andover residents is based on a three (3) year average would be $48,298. Outside funding sources would pay $31,393 of these total services leaving an unpaid balance of $16,904 and this is the amount Alexandra House is requesting the City provide as a contribution. Councilmember Bukkila asked if Alexandra House worked with volunteers. © Andover City Council Workshop Meeting Minutes — May 22 2012 Page 4 Ms. Moore explained it is difficult to find volunteers who are available during the day and the legal process intimidates many people. The volunteers Alexandra House does have are well trained. Councilmember Trude stated Alexandra House provides an important service to the Andover community. Councilmember Bukkila recommended Alexandra House host another open house because this had been helpful for her to understand the services provided. Ms. Moore provided brochures for the Council to review and explained additional information is available on their website and Facebook page. She explained there would be a fund raiser golf tournament on June 11'' at the TPC and the Annual Walk for Hope at Bunker Park would be held in September. AWARD BID /11 -10 /SOUTH COON CREEK DRIVE NW RECONSTRUCTION City Engineer Berkowitz stated the City Council is requested to accept bids and award the © contract for South Coon Creek Drive NW Reconstruction. Due to State Aid approval, the bid opening for this project had been rescheduled for Monday, May 21". The lowest bid was received from Douglas -Kerr Underground, LLC for $2,143,787.75. The project costs will be funded through the City's Road and Bridge Fund, Trunk Water Fund, Trunk Sewer Fund, and special assessments to properties fronting along the improvements. The street portion of the project is lower than engineering estimates and this will reduce the projected assessment from $7,900 for a rural lot to $7,000 and from $2,700 to $2,500 for an urban lot. Staff did check references for Douglas -Kerr Underground, they were positive. Councilmember Trude asked if the lower prices were reflected in the costs for materials or labor and equipment. City Engineer Berkowitz explained the lower costs were a result of both lower material costs and lower labor and equipment costs. Councilmember Trude pointed out at the last meeting the Council had stated this item would be considered for approval at a workshop in order to keep the project on schedule. Motion by Councilmember Howard, Seconded by Councilmember Trude to approve a resolution Accepting Bids and Awarding the Contract for South Coon Creek Drive NW Reconstruction, Project 11 -10, to Douglas -Kerr Underground, LLC for $2,143,787.75. The motion carried © unanimously. (See Resolution R053 -12) © Andover City Council Workshop Meeting Minutes — May 22 2012 Page 5 DISCUSS INTERIM USE PERMITS Community Development Director Carlberg stated the City Council is requested to discuss the implementation of Interim Use Permit (NP) regulations in the City Code. The Planning and Zoning Commission held an additional workshop to discuss IUP regulations on May 8, 2012. He reviewed the modifications requested by the Planning Commission. The Planning Commission is supportive of the implementation of IUP regulations. Councilmember Trude asked if this would be the only Planning and Zoning request that would require a 4/5 Council vote for approval. She also asked if the Council would have the opportunity to review the IUP every time it is renewed. Community Development Director Carlberg stated this is the only Planning request that would require a 4/5 Council vote for approval and the Council would have the opportunity to review the lUP upon renewal. There would not be a 4/5 vote required to revoke the IUP. Councilmember Trude stated she would not agree with a 415 Council approval for a short-term use. A majority vote should be sufficient. Community Development Director Carlberg explained a 4/5 vote would limit the Council's ability to approve items that are not strongly supported by the Council. The Planning Commission is supportive of this requirement. Councilmember Trude asked if a financial surety requirement is common in NPs for other communities. Community Development Director Carlberg stated this could be found in about 1/3 of the IUPs for communities staff reviewed. The City does have other options available such as an abatement process or assess charges back to the property, if a financial surety is not obtained. The IUP is an agreement between the applicant and the City and does not stay with the property. Councilmember Bukkila stated she agreed with the principle of an IUP but expressed concerns about things that do not qualify for a CUP will be granted an NP. She asked if the City would be open to liability if requests were not approved. Community Development Director Carlberg explained there have been no legal challenges to an NP. He provided the Council with an opinion from a lawyer that an 1UP is ideal for cities who want to issue a CUP but want to set a time frame. The IUP is for short-term use and a CUP should not contain a sunset clause. If there is a use the City is not sure they would like in an area Q then an 1UP could be used and if the use works then the City's zoning could be changed to allow that use as a conditional use. There may be a liability issue if the City approves one request and an identical request from another applicant is denied but this has not been seen. Staff must provide the Council with their findings either in support or denial of the request. The Council also has the option to add additional conditions for approval. The Planning Commission will be © Andover City Council Workshop Meeting Minutes — May 22 2012 Page 6 reviewing the City's zoning charts and recommend making appropriate changes to identify interim uses that could be permitted in each area. He explained staff would work with applicants to determine if a CUP or ]UP would be the most appropriate way to proceed. Councilmember Bukkila asked if the NP process is intended for residential or commercial areas. Community Development Director Carlberg explained the IUP process is intended to be used for commercial locations. Councilmember Howard asked about the five (5) year maximum. Community Development Director Carlberg stated the NP is intended for short-term uses. If a use went beyond the five (5) years then the City could look at changing the codes that could allow this use under a CUP. Councilmember Trude stated the CUP process looks at the impacts on property values and scenic views for surrounding locations. She requested this language be incorporated into the NP process as well. She stated she would like to have the word "injurious" replaced in Section D, © Item 2. It was identified that a majority of the Council agree to maintain the 4/5 Council vote for approval requirement in the NP language. Councilmember Trude disagreed. 2012 -2013 COUNCIL GOALS DISCUSSION City Administrator Dickinson reviewed the updated City of Andover 2011 -2012 Goals and Values and the updated progress report segments. He reviewed how the March 271' discussion was integrated into the Goals and Values document and/or into the other processes that are taking place, such as the 2013 -2017 CIP Development and 2013 Budget Development processes. Council was asked to review and discuss the progress being made and provide additional direction to staff. Councilmember Trude requested additional areas of discussion with the County be identified in the goals such as the intersection at Nightingale Street and Crosstown Boulevard, Hanson Boulevard going to only 2 -lanes and the bottle neck this creates and the City's continued interest in the Martin Street access. She stated she had invited Commissioner Matt Look to attend the June 27th City Council Workshop. She asked if Commissioner Andy Westerberg should also be present. City Administrator Dickinson explained there are more specific items identified in the CIP and the detailed information for these would be brought forward with that process. He stated staff would continue to work with the County regarding the City's concerns. He stated the City had been invited to participate in a project with the County Library, which may include a locker library or a media surfer location. The media surfer is an opportunity for participants to check © Andover City Council Workshop Meeting Minutes — May 22 2012 Page 7 out an IPad with a book loaded on it. The Mad cannot leave the location and a credit card must be provided in order to check out the Mad. The Community Center would be a good location for this type of program. Councilmember Trude stated she would like to see some sort of mobile library in the community. 2013 -2017 CIP PROJECT DISCUSSION City Administrator Dickinson stated Administration/Finance had been working with Department Heads to prepare a draft 2013 -2017 CIP. He reviewed with the Council the current submissions to the 2013 -2017 CIP. At this time the Council is asked to review the project submissions and determine if the submissions meet the Council's priorities and warrant staff to provide the analysis necessary to have the project considered for inclusion in the 2013 -2017 CIP that will ultimately be adopted by the Council in October. He reviewed the line items and the projected year for these expenses to be incurred. Councilmember Bukkila asked why the expansion for the Community Center is scheduled for 2014. City Administrator Dickinson explained this item is a placeholder at this time. The Community Center Advisory Board is reviewing the expansion requirements and will bring a report to the Council for additional consideration. The expansion could be pushed into future years. Councilmember Bukkila asked if there is a need for an addition to the storage and vehicle maintenance shop. City Administrator Dickinson explained if the City continues to experience growth there will be a need for this expansion. Councilmember Bukkila stated she would like to see the pedestrian bridge under Crosstown Boulevard pushed into the future. She does not want to see the City build this structure. Mayor Gamache stated this would be something that would not be considered until there is a need and currently there are no needs in this area. Councilmember Knight agreed with Councilmember Bukkila and this type of structure would not be something he would support. Fire Chief Winkel explained the replacement of turnout gear has not been in the budget on an © annual basis for the past three (3) years. Currently the Fire Department is looking at a lease program for turnout gear. This program would cost $25,000 to $30,000 per year and would equate to replacing about 10 sets of gear every five (5) years. This program would also allow the Fire Department to obtain replacement gear or different size gear at no additional charge during the lease period. Andover City Council Workshop Meeting Minutes — May 22 2012 Page 8 City Administrator Dickinson stated this program would provide the City with a set budget amount annually and provide the proper gear for the Fire Department. Councilmember Trude asked what the Parks and Recreation Commission did with the remaining park improvement funds from 2011. City Engineer Berkowitz stated some of the funds were used for improvements at Hickory Meadows Park and the remaining funds were rolled into next years budget to allow for a larger redevelopment project. Councilmember Trude asked if additional staff requirements were considered when looking at adding or replacing equipment. City Administrator Dickinson stated there would be requests for additional staff in the public works department as part of the budget process. The City has added parks that need to be maintained and is considering more additions to the number of fields in the City. Councilmember Trude suggested the Rural Reserve Trunk Sanitary Sewer project be pushed into a future year. She stated the Council had been told the crack seal projects would be on hold until a new product could be identified. City Engineer Berkowitz explained staff is still reviewing crack seal products but would like to have this item as a placeholder so the funds are available once a specific product has been identified. City Administrator Dickinson explained the WTP generator upgrade might be pushed into a future year or taken out of the CIP. This will be determined this year. Councilmember Trude suggested a line be added reflecting the potential purchase and /or development of fields in the City. 2013 BUDGERT DEVELOPMENT DISCUSSION City Administrator Dickinson stated staff is starting to focus on the 2013 Annual Operating Budget Development process. He stated as part of the budget process, pay steps for eligible employees would be included in the 2013 budget proposal. A cost of living adjustment (COLA) is currently being explored and is a topic of union negotiations. If City employees are granted a COLA, the legal service contract would be treated the same. He stated staff had initial discussions with the Anoka County Sheriff on the 2013 contract with discussions stressing maintaining the status quo for 2013. Current negotiations for a status quo contract are at a 1.74% increase. Staff is requesting direction on how to budget donations for 2013. Councilmember Trude stated the City may need to issue an additional bond for a ladder truck purchase. Andover City Council Workshop Meeting Minutes — May 22 2012 Page 9 City Administrator Dickinson stated the City set the self imposed limit to ensure the amount of debt the City carried was not too high. Councilmember Knight asked if a ladder truck is something the City needed to purchase. Mayor Gamache stated the ladder truck is something that could be used to get above fires and with the larger buildings in Andover this would be an asset. Councilmember Howard stated the bucket on the ladder truck would also provide additional safety. City Administrator Dickinson stated he would have Fire Chief Winkel provide additional information to the Council regarding the ladder truck. Councilmember Trude clarified the staff retirements would be occurring in the next two (2) to three (3) years. City Administrator Dickinson clarified next year the City's Building Official may be retiring. It is important for the City to make an appropriate succession plan. Staff will make recommendations as needed. Councilmember Trude suggested the City's donation for Alexandra House be increased to meet their request. It was the consensus of the Council to increase the donation to Alexandra House to the requested amount. City Administrator Dickinson stated staffing will be reviewed moving forward and staff is encouraging departments to get back into training programs. 2012 GENERAL FUND BUDGET PROGRESS REPORT City Administrator Dickinson stated monthly review of the City Budget progress to the Governing body is a recommended financial practice and often viewed positively by rating agencies. He noted all percentages are indicating that we are on track. APRIL 2012 CITYINVESTMENT REPORT City Administrator Dickinson provided a summary of the City's Investment portfolio. He stated © the City of Andover Investment Policy recommends the Finance Director present to the City Council quarterly the detail listing of investments held by the City. He also presented to the Council the debt payment schedule and stressed the importance of matching cash flow to debt maturity dates. Andover City Council Workshop Meeting Minutes — May 22 2012 Page 10 OTHER TOPICS City Administrator Dickinson stated anyone interested in attending the Local Government Officials Meeting should let him know by Wednesday, May 23`a. Mayor Gamache and Councilmember Knight would be attending. City Administrator Dickinson stated as part of internal controls each councilmember is asked to change their online passwords. Mayor Gamache stated he had attended a meeting with residents in opposition to the Wal -Mart proposal. There were seven (7) people in attendance. The bottom line is people do not like Wal- Mart and this is mostly due to the Coon Rapids location. The union issue did not come up as being a problem but there are concerns about lighting, traffic and the impacts to the environment. Wal -Mart will be providing storm water ponds on the property in accordance with all environmental regulations. The residents felt the money Wal -Mart would generate for the City would be offset by the need for additional police and road improvements. The residents also believe the Coon Rapids location will be closed forcing those patrons to come to Andover. He also explained the City of Andover business ordinance does not allow for 24 -hour continuous ® operations so a 24 -hour Wal -Mart may not happen. City Administrator Dickinson explained based on feedback from Wal -Mart representatives, Wal- Mart does not intend to close the Coon Rapids location. Mayor Gamache stated he is not in favor of a liquor license for Wal -Mart. The City has been distributing liquor licenses evenly throughout the City and the number available is based on population. City Attorney Baumgartner has stated the City does have discretion in this and it can be based on how the City has approved these in the past. Councilmember Trude stated based on population the City would need to grow an additional 5,000 residents before another liquor license could be issued. City Administrator Dickinson stated residential development has had a significant increase and this is in part due to the City's pilot program for collecting fees from residential developers. This program is set to expire at the end of the year and the Council maybe asked to consider extending it. This will be brought forward at a future workshop. Councilmember Trude requested City Administrator Dickinson look into the City's ordinances regarding chickens on residential property in order to provide a response to a resident. © Councilmember Howard stated the baseball dugouts are being proposed to have asphalt shingles and the Council had approved metal roofing. The problem with the asphalt shingles is they break when they are hit by baseballs, are susceptible to vandalism and require more maintenance. Councilmember Trude asked who decides when a game is called due to weather. Andover City Council Workshop Meeting '' Minutes — May 22 2012 Page 11 Councilmember Knight stated it is up to the umpire to call a game and the rules are specific. If lightning can be seen on the horizon then the game is to be called. ADJOURNMENT Motion by Councilmember Bukkila, Seconded by Councilmember Howard, to adjourn the May 22, 2012 City Council Workshop. The motion carried unanimously. The meeting adjourned at 9:11 p.m. Respectfully submitted, Tina Borg, Recording Secretary u H