Loading...
HomeMy WebLinkAboutCC - March 6, 2012A C I T Y O F ND 06v © 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GOV Regular City Council Meeting — Tuesday, March 6, 2012 Call to Order — 7:00 p.m. Pledge of Allegiance Special Presentation — Fire Fighter Badge Presentation Resident Forum Agenda Approval 1. Approval of Minutes (2/21/12 Regular) Consent Items 2. Approve Payment of Claims — Finance 3. Approve Plans & Specs /Order Advertisement for Bids /12- 2a/2012 Street Reconstruction (Ivywood Estates) - Engineering 4. Approve Plans & Specs /Order Advertisement for Bids /12 -13 /Sunshine Park Parking Lot Expansion West Side Phase 3 — Engineering 5. Approve Plans & Specs /Order Advertisement for Bids /12- 8/2012 Curb, Sidewalk & Pedestrian Ramp . Repairs — Engineering 6. Approve Resolution Calling for a Public Hearing for the Proposed Adoption of the Modification to the © Development Program for Development District No. 1, and the Proposed Establishment of Tax Increment Financing District No. 1 -5 and the Proposed Adoption of a Tax Increment Financing Plan - Arbor Oaks Senior Housing Project - Planning Discussion Items 7. Approve Bond Sale - Administration 8. Hold Public Hearing/Order Plans & Specs /I 1- 40/133`d Avenue NW Reconstruction — Engineering 9. Hold Public Hearing/Order Plans & Specs /11 -10 /South Coon Creek Drive NW Reconstruction — Engineering 10. Consider Approving Plans & Specs /Order Advertisement for Bids /12 -2b (Johnson's Oakmount Terrace) & 12 -2c (147d' Avenue NW) /2012 Street Reconstruction — Engineering 11. Discuss /Approve Pleasant Oaks Park Improvements — Engineering 12. Discuss /Approve Woodland Meadows Park Improvements - Engineering Staff Items 13. Update of Grand Opening/Hawkridge Park/09 -18 -- Engineering 14. Administrator's Report — Administration Mayor /Council Input Adjournment l_J C AIM MM:Z J REGULAR ANDOVER CITY COUNCIL MEETING —MARCH 6, 2012 MINUTES The Regular Bi- Monthly Meeting of the Andover City Council was called to order by Mayor Mike Gamache, March 6, 2012, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Mike Knight, Sheri Bukkila, Julie Trude, and Tony Howard Councilmember absent: None. Also present: City Administrator, Jim Dickinson City Engineer /Public Works Director, David Berkowitz City Attorney, Scott Baumgartner Others 00 PLEDGE OFALLEG1ANCE SPECIAL PRESENTATION— FIRE FIGHTER BADGE PRESENTATION Fire Chief Dan Winkel introduced two new fire fighters who have successfully completed their one -year probationary period. Both of the new firefighters have performed above expectations. These are the first new firefighters that the fire department has added since 2009. Mayor Gamache presented badges to the newest firefighters, Musarraf Hussain and Kevin Koschak. Fire Chief Winkel stated the fire stations are fully staffed at this time. They are anticipating a couple of retirements and will need to fill those. Councilmember Trude thanked all of the firefighters and their families for the sacrifices they have made to provide safety for the community. Councilmember Knight also thanked everyone for their hard work. He stated Andover has one of the best fire departments. Councilmember Howard stated the community is safer because of the firefighters. He asked what the process would be if someone were interested in joining the Fire Department. Fire Chief Winkel stated anyone interested in joining the Fire Department is asked to fill out an application at one of the fire stations or at City Hall. When there are openings the Fire © Regular Andover City Council Meeting Minutes —March 6, 2012 Page 2 Department will contact applicants. They will be looking for people that would be available during the day, from 5:00 a.m. to 5:00 p.m. RESIDENT FORUM Ms. Kathy Heltemes, 1432 140th Lane NW, Andover, stated concerns about the rumors that Wal- Mart will be building in Andover across the street from Target. She stated she is opposed to this business coming to Andover because this is a nice community. She stated the residents of Andover should be asked if they want this business in the City. Mayor Gamache stated the Council has heard from residents regarding these rumors but at this time the City has not officially received an application from Wal -Mart. He stated the property is private property and the City does not have any rights to tell the owner who they can sell the property to. The Council can only make sure the property is zoned correctly for what the property is used for. The property is currently zoned General Business. He stated the City would inform the community when there is something to report. Councilmember Trude stated in rezoning matters the City would post a sign on the property informing residents but if a business purchases the property and meets all the zoning requirements and the City's Ordinances then the City would not post any notification on the property. Ms. Heltemes asked how residents would find out what is going on with this property so that an opposition could be organized. Mayor Gamache stated when the City knows something officially then there will be information available on the City's website and in the newsletter. City Administrator Dickinson stated the Anoka County Union, Star Tribune, and Pioneer Press would also be sources for information. AGENDA APPROVAL Mayor Gamache stated there is supplemental information provided for Item 9: Hold Public Hearing/Order Plans and Specs /South Coon Creek Drive NW Reconstruction. Mayor Gamache added Item 6a: Approve 2012 City of Andover Board of Appeal and Equalization Board under Consent Items. Motion by Councilmember Bukkila, Seconded by Councilmember Knight, to approve the Agenda as amended. Motion carried unanimously. © Regular Andover City Council Meeting Minutes —March 6, 2012 Page 3 APPROVAL OF MINUTES February 21, 2012 Regular City Council Meeting Motion by Councilmember Trude, Seconded by Councilmember Howard to approve the February 21, 2012 Regular City Council Meeting minutes as presented. The motion carried unanimously. CONSENT ITEMS Item 2 Approve Payment of Claims. Item 3 Approve Plans and Specs /Order Advertisement for Bids /12- 2a/2012 Street Reconstruction (Ivywood Estates). (See Resolution R021 -12) Item 4 Approve Plans and Specs /Order Advertisement for Bids /12 -13 Sunshine Park Parking Lot Expansion West Side Phase 3. (See Resolution R022 -12) Item 5 Approve Plans and Specs /Order Advertisement for Bids /12- 8/2012 Curb, Sidewalk and Pedestrian Ramp Repairs. (See Resolution R023 -12) Item 6 Approve Resolution Calling for a Public Hearing for the Proposed Adoption of the Modification to the Development Program for Development District No. 1, and the Proposed Establishment of Tax Increment Financing District No. 1 -5 and the Proposed Adoption of a Tax Increment Financing Plan — Arbor Oaks Senior Housing Project. (See Resolution R024 -12) Item 6a Approve 2012 City of Andover Board of Appeal and Equalization Board. (See Resolution R030 -12) Motion by Councilmember Trude, Seconded by Councilmember Bukkila, for approval of the Consent Agenda as amended. Motion carried unanimously. APPROVE BOND SALE City Administrator Dickinson stated at the February 6, 2012 Council Meeting the City Council authorized the sale of the General Obligation Equipment Certificates, Series 2012A and the Taxable General Obligation Capital Improvement Refunding Bonds, Series 2012B. He reviewed with the Council the bids received on each issuance from the February 23`d sale and the Standard and Poor's bond rating. Councilmember Trude pointed out the rates the City had obtained and the significant savings as a result of the City's high rating. City Administrator Dickinson stated these were rates for short-term bonds and not reflective of the long term market. Motion by Councilmember Trude, Seconded by Councilmember Knight to Approve the resolution accepting proposal on sale on $585,000 General Obligation Equipment Certificates, Series 2012A © Regular Andover City Council Meeting Minutes — March 6, 2012 Page 4 and $1,570,000 Taxable General Obligation Capital Improvement Refunding Bonds, Series 2012B and providing for their issuance and levying a tax for the payment thereof. The motion carried unanimously. (See Resolutions R025 -12 & R026 -12) HOLD PUBLIC HEARING /ORDER PLANS AND SPECS111- 401133RD AVENUE NW RESONSTRUCTION City Engineer Berkowitz stated 133rd Avenue NW between Hanson Boulevard and Crosstown Drive is included in the Capital Improvement Plan for reconstruction in 2012. The proposed project includes reclaiming the existing bituminous and repaving the roadway. The majority of the existing concrete curb and gutter will remain in place. Deteriorated storm and sewer structures will be replaced. This is a joint project with the City of Coon Rapids and all project related costs will be split evenly. Two (2) properties within Andover and three (3) properties in Coon Rapids that front 133rd Avenue, are proposed to be assessed. Andover typically assesses 25% of the total project costs for street improvements projects but based on the limited number of properties and the length of the proposed improvement this would not be feasible. Staff is recommending to assess the two (2) parcels in Andover a flat rate of $1,500.00 per lot for the © improvements as identified in the feasibility report. This rate is similar to other urban assessments on high traffic streets. He explained the options residents have for paying the assessment once the final assessment hearing has been held. Mayor Gamache stated this particular situation is unique in Andover because there are only two (2) properties that front this section of 133rd Avenue in Andover. The City's assessment policy states that properties that front the road project will be assessed. Motion by Councilmember Knight, seconded by Councilmember Howard to open the Public Hearing. The motion carried unanimously. Mayor Gamache opened the public hearing at 7:25 p.m. No one wished to address the Council. Motion by Councilmember Knight, Seconded by Councilmember Trude to close the Public Hearing. The motion carried unanimously. Mayor Gamache closed the public hearing at 7:26 p.m. Motion by Councilmember Trude, Seconded by Councilmember Knight, to Approve the © resolution ordering the improvement of Project 11 -40, 133rd Avenue NW reconstruction and directing preparation of final plans and specifications. The motion carried unanimously. (See Resolution R027 -12) © Regular Andover City Council Meeting Minutes —March 6, 2012 Page 5 HOLD PUBLIC HEARING /ORDER PLANS AND SPECS 111 -10 1SOUTH COON CREEK DRIVE NW RECONSTRUCTION City Engineer Berkowitz stated South Coon Creek Drive between Crosstown Boulevard and Round Lake Boulevard is included in the Capital Improvement Plan for reconstruction in 2012. As part of this project, a 12" water main would be constructed from Crosstown Boulevard to 143`d Avenue. The roadway will be widened so that a 5 -foot shoulder is available on each side of the road for pedestrian use. The widening will be on average 2.5 -feet on each side. A right turn lane will be added going eastbound at Crosstown Boulevard. The estimated assessment per unit is $2,770.00 per urban lot or $367.49 annually and $7,830.00 per rural lot or $1,038.79 annually. The urban lots are identified as those lots that have City sewer and water and rural lots are not hooked up to the City's sewer system. He reviewed the options residents had for paying the assessment once the assessment hearing has been held. City Administrator Dickinson pointed out the City would be paying 100% of the extra road thickness and additional road width. Councilmember Trude stated rural lots are typically larger that urban lots and because of this it ® requires more road length to get through the neighborhood and the increased length increases the cost of the road. Urban lots are 1/4 to 1/3 -acre and rural lots are based on the requirements that were in place at the time they were platted, which at this time is 2.5- acres. City Engineer Berkowitz outlined the schedule for the project including the timeline for construction and the assessment hearing. The plans would come to the Council for final approval in early April. The City works to get projects out forbid as early in the season as possible to try and get better prices for the project. The City has gotten good bids over the last couple of years and this has resulted in prices being lower than the estimated project costs and a lower assessment for residents. Councilmember Trude stated the lots in this particular project area are not typical in that they are not similar in size and designation. While considering this project the City had looked into several different assessment options. The City decided to follow the assessment policy that was established in 2000. All the residents in the project area will benefit from the project and will be assessed according to this policy. The City is paying for 75% of the road costs and 100% of the extra road width and extra road thickness through the taxes paid by all residents. The City has followed a program that evaluates the City's roads and recommends the worst roads in the City for reconstruction. This ensures the City maintains the infrastructure and does not fall behind in making the necessary repairs. If the City does not maintain repairs on an annual basis it would be unable to make all the necessary repairs at one time. She pointed out that Ramsey is currently in a situation where the roads need to be repaired but the City is unable to pay its portion of the repairs. The Ramsey residents may be required to pay an added charge to their utility bills on top of their assessments. The Andover assessment policy is a way for the City to be consistent and as fair as possible in the repairs of the infrastructure. © Regular Andover City Council Meeting Minutes —March 6, 2012 Page 6 City Administrator Dickinson clarified the assessment payments provided at this time are estimated on an annual interest rate of 5.5% but the City may be able to look at a lower rate. The City bases the interest on what a typical 10 -year note would be for the City and it may be closer to a 4% interest rate. Councilmember Bukkila asked if staff had done a survey of surrounding communities and their assessment policies and where Andover stands with their assessment policy. City Engineer Berkowitz stated assessments range from 0 -100% of improvement costs. Some communities do improvements strictly out of the levy such as Apple Valley, New Hope and Minnetonka. Shoreview has a street renewal fund as part of their levy. Based on the information the average assessment is approximately 40% of improvement costs. Edina assesses 100% of road improvements. Andover ranks the lowest in terms of interest rate charged for assessments and also on the low end for percentage of improvements assessed. Councilmember Howard clarified the City had looked at installing an off - street path but opted for the pedestrian shoulder to reduce impacts on the trees and neighborhood. © City Engineer Berkowitz stated the City follows the Bikeway Facility Design Manual when designing trails and paths in the City. The pedestrian shoulder provides the least amount of impact to the properties along the corridor. The total road width will be increased an average of 2.5 -feet on both sides to accommodate the new 5 -foot pedestrian shoulder on each side. If an off - street shared trail were constructed then it would need to be 5 -feet from the curb of the roadway and the trail itself would be 8 -feet wide for a total impact of 13 -feet on one side of the road. If the pedestrian shoulder is on one side it would be considered two -way traffic and there would need to be a barrier along this section and the impact would be greater than what is being proposed. Councilmember Trude stated the Park Commission preferred an off - street trail due to safety concerns but the number of trees that would be removed was much greater. The City understands residents concerns for the appearance of their neighborhoods and decided to minimize the impact on the number of trees that would need to be removed. There does need to be some type of trail in the area to provide a safe space for pedestrians. As part of the Transportation Plan the City will add safe pedestrian routes as roads are improved. Motion by Councilmember Bukkila, Seconded by Councilmember Knight to open the Public Hearing. The motion carried unanimously. Mayor Gamache opened the public hearing at 7:44 p.m. © Councilmember Trude stated the Council has received letters and e -mails from residents regarding this project. Regular Andover City Council Meeting Minutes —March 6, 2012 Page 7 Ms. Sue Doll, 2424 South Coon Creek Drive, Andover, stated she is not opposed to the widening of the roadway to accommodate the pedestrian shoulder and the City's consideration for the impact on the trees is appreciated. She does not agree that rural lots should be assessed a higher amount than urban lots. Rural lots are not hooked up to the City's sewer systems and are therefore less costly to the City. She stated more than just residents of the neighborhood use the road and a more favorable assessment could be reached if everyone who uses the road was assessed. Her property is not going to get three (3) times the benefit as an urban property for the same improvements so she would not agree to being assessed three (3) times the amount as an urban lot. She asked why her assessment is estimated to be $8,000 and the previous assessments were $1,500 for the two (2) properties on a one -mile road. She stated she has concerns about how the City assesses properties with the rural versus urban classification and also exceptions such as 133rd Avenue. Mayor Gamache stated part of what the City does with the assessment policy is to assess properties that are directly benefited by the improvements and front the project area. It would be difficult for the City to assess a property for improvements that occurred along the side of their property and then assess them for improvements that occur on the road in front of their property. All residents are participating in paying for the improvements to the roadway through the taxes they pay to the City. He stated the City has looked at traffic counts for this section of roadway and the amount of traffic is less than the minimum required by the City's policy to declare this a "busy road." The previous Council set the assessment policy in order to make assessments fair and equitable for residents to have their streets repaired and this is a policy the City needs to continue to follow. There is a need to get this street repaired and brought up to standards. The Council has discussed this project area because of the mix of urban and rural lots and trying to make it fair and equitable for everyone. Ms. Doll disagreed with the Council's firm designation of rural and urban lots and assessing the rural lots at a much higher amount. All the residents in the neighborhood use the street and should be assessed equally. Councilmember Trude stated the residents who live on the smaller lots are subsidizing the costs for plowing and other City services along the road. The decision to assess rural and urban has been in place for several years and the estimated amount is not unusual for this type of project. To increase the assessment for those residents that live on an urban lot would not stand a court challenge because the benefit has to be related to the cost. She would not support raising the assessment for the urban lots in order to further subsidize the rural lots. She pointed out that a road with a finished edge is more costly as well. She also stated those residents that are on City sewer and water do pay for those services through a separate bill that rural property owners do not have. © Councilmember Bukkila stated the Council was divided on how to do these assessments. There was no solution that would have been perfect for everyone. The assessment policy was designed to be as fair as possible and the per unit basis in the policy is fair. Regular Andover City Council Meeting Minutes —March 6, 2012 Page 8 City Engineer Berkowitz clarified this project could not be compared to the project on 133rd Avenue NW. There are only two (2) properties on the Andover portion of that project but if there had been other similar sized properties in this section then the assessment amount would have been close to the $1,500 per unit. Also the curb is not being replaced in this project. Every project is significantly different. He also stated staff will look at the curve on the South Coon Creek project to determine ways to soften it. The City is trying to minimize the impact to trees but if there are additional trees the residents would like to have removed or trimmed they should let the City know. Councilmember Trude stated there had been questions from residents about installing stop lights at both major intersections of South Coon Creek Drive. She asked City Engineer Berkowitz to explain this for residents. City Engineer Berkowitz stated when staff started looking at this project, the first item that was looked at was traffic signals at both ends. The County did a traffic count to determine if these intersections warranted traffic signals, the intersections did not meet warrants. The only way to have State Aid funds pay for a traffic signal is if they meet the warranted amounts. On the Round Lake Boulevard side the City has already paid for the geometrics to have a light installed as soon as one is warranted. The City will continue to work with the County and evaluate the traffic counts to determine if and when traffic signals are warranted. He stated a traffic signal costs approximately $200,000 or more depending on turn lane and median requirements. Councilmember Trude clarified the City is using State Aid funds to help pay for the extra width and depth of the roadway in this project but there is not enough money available to pay for the entire project. City Engineer Berkowitz stated the City receives approximately $1 million per year in allocated State Aid funds and also maintenance funding. Part of these funds are used to pay an existing bond for a road that was done ten (10) years ago. The remaining funds are then used for all the projects within the City. He explained the process the State uses for determining the funds for each City. Councilmember Trude stated State Aid funds are not enough to pay for all the roads that need to be repaired and maintained and the City spends this amount every year. Mr. Ray Danzl, 2491 South Coon Creek Drive, Andover, asked what the lane width would be on the completed road. He asked if the City would be paying for 5 -feet on each side of the roadway. He stated the total project amount is estimated at $2.8 million. He asked what the breakdown was for the additional width and thickness. He stated he would like to know what © the percentage is the residents on the street are paying versus the total of assessments. City Engineer Berkowitz stated the drive lanes would be 12 -foot wide and there would be a 5- foot shoulder on each side. He clarified the current roadway is 32 -feet wide and it is projected to Regular Andover City Council Meeting Minutes —March 6, 2012 Page 9 be 37 -feet in this project. The City will be paying 100% of the additional 5 -feet total width added or approximately 2.5 -feet per side. The residents are being assessed the City's standard road width of 32 -feet. He clarified the total street cost is $1,633,650. The water main cost is $850,280 and the short sewer extension is $23,950. The assessment portion is $355,690 out of the $1,633,650 street costs. He clarified the assessment amount does not include any portion of the street widening or the added thickness of the roadway. Mr. Danzl asked to clarify if the designation between urban and rural is the size of the lot. City Engineer Berkowitz stated urban lots are hooked up to City water and sewer or have the ability to hook up to the City's system and rural lots are not hooked up to the system. Councilmember Trade stated the size of what could be designated as a rural lot has varied over time. At this time a rural lot within the City of Andover needs to be a minimum of 2.5 -acres and not hooked up to City sewer and water. City Engineer Berkowitz stated rural designation is based on a combination of having public utilities and the size of the lot. Motion by Councilmember Bukkila, Seconded by Councilmember Knight to close the Public Hearing. The motion carried unanimously. Mayor Gamache closed the public hearing at 8:23 p.m. Mayor Gamache asked when the City would be asked to review the final plans and specifications. City Engineer Berkowitz stated this review would be at the April 3, 2012 regular City Council meeting. Motion by Councilmember Bukkila, Seconded by Councilmember Howard to Approve a resolution ordering the improvement of Project No. 11 -10, South Coon Creek Drive NW reconstruction and directing preparation of final plans and specifications. The motion carried unanimously. (See Resolution R028 -12) CONSIDER APPRO VING PLANAND SPECS /ORDER ADVERTISEMENT FOR BIDS 112 -2b (JOHNSON'S OAKMOUNT TERRACE) AND 12 -2c (147TH AVENUE NW) 12012 STREET RECONSTRUCTION © City Engineer Berkowitz stated at the January 17, 2012 City Council meeting the Council approved the projects but opted to invite the residents back to discuss an alternative assessment option in regard to the north side of 147th Avenue NW. The estimated assessment per unit, which includes the north half of 147th Avenue, was $7,070.00. If the north side of 147th Avenue © Regular Andover City Council Meeting Minutes —March 6, 2012 Page 10 NW were funded 100% by the City the estimated assessment would be $6,170.00 per lot. Mayor Gamache explained the reason the Council had requested the assessment with the removal of the north side of 147th Avenue is because there are no homes fronting this section of the roadway. City Engineer Berkowitz stated if the Council approved the proposal then the City would pay for the north side of 147th Avenue. Mayor Gamache invited any residents that wished to make comments on this project to come forward. Mr. Gerald Odash, 14597 Guarani Street NW, Andover, stated he is here because he does not want to pay the proposed $7,000 assessment. The road is 34 -years old and has held up very well. He would like to recommend the Council consider replacing the current asphalt curbs with new asphalt curbs. This would reduce the cost. He also suggested the City look into limiting the number of waste removal companies in the City because the number of heavy trucks driving on the roads would be greatly reduced. These trucks are adding to the damage to the streets and © residents have to pay for the repairs. Mayor Gamache stated the City has discussed the number of waste removal companies operating in the City but at this time the State may be passing legislation that would prohibit Cities from limiting the number allowed. Mr. Odash stated the City is advertising how much they are willing to spend on this project by making the information public. He asked how the City would expect to get better pricing. City Engineer Berkowitz stated everything the City does for these projects is public information. The estimated prices are based on past projects and staff's knowledge on the construction environment but contractors are bidding against each other for what work is available and this often brings in bids that are less than what the City estimates. Mayor Gamache stated based on previous years experience the project costs are expected to be lower than the estimated costs being presented at this time. Mr. Odash stated he is in favor of the improvements but does question some of the storm sewer repairs. Mr. Dave Rekucki, 14654 Guarani Street NW, Andover, stated the development to the east has a ® lot of cars and the majority of them use 147th Avenue to get to 7th Avenue. He asked why this section of road should be rebuilt at the expense of the residents on 147t` Avenue. He stated the City should consider paying all of 147`" Avenue, not just the north side, and then the assessments recalculated. If the road had not been extended to the east for this development then there would Regular Andover City Council Meeting Minutes — March 6, 2012 Page 11 have been only three houses along this section and the City's original assumption would have been more correct. Mayor Gamache stated there are homes along that route and there is traffic that comes from the development. He asked if the City had looked at traffic counts along this section of road. City Engineer Berkowitz stated the traffic counts were less on this road than they had been for South Coon Creek Drive and it did not warrant a traffic signal or assessment reduction. Mr. Rekucki stated if you look at the road to the north go right out their street and the 20 homes in Johnson's Oakmount go out either north or south. But the rest of the traffic comes from the eastern development and it is massive. Councilmember Trude stated this is a problem throughout the City. People who live in the City use other people's streets and this is why the City pays for 75% of the construction costs. This is how residents who do not live on a road contribute to the repairs of all the roads in the City. She pointed out that residents who live on Crosstown Drive had been assessed for their street reconstruction and that is one of the busiest roadways in the City. Mr. Rekucki stated the development to the east only has two (2) options for exiting the development and this creates a lot of traffic along 147th Avenue. He suggested the road be made wider and paid for by the City. Mayor Gamache asked if the road was being made wider. City Engineer Berkowitz stated there is a little bit of widening on both sides that will be similar to the sections through the Meadows of Round Lake and the road is thicker than the typical standard to accommodate the additional traffic and these items are 100% funded by the City. Mr. Rekucki stated Johnson's Oakmount Terrace had been a development for over 40- years. The residents have been paying for the roads here and the next development is using these roads and not paying for the reconstruction or repairs. Councilmember Trude stated the road has been there for 33- years. The deterioration of the road is not strictly due to increased traffic. Mr. Joe Zborowski, 14582 Guarani Street NW, Andover, stated a new road will make the neighborhood look better but a home appraiser will not look at the streets. Residents will pay a lot of money and it will not bring up the value of their homes. His household does not have the © money to pay for a $7,000 assessment. This assessment will hurt his family financially. He stated he would have liked more advance notice this project would be coming up so that he could have started saving for it. ® Regular Andover City Council Meeting Minutes —March 6, 2012 Page 12 Mayor Gamache stated the City has a Capital Improvement Plan (CIP), which is a 5 -year plan of all the construction projects for the City. This plan is approved every year by the City Council and residents can review it to see what projects are being looked at in the next 5- years. The CIP is posted on the City's website. Projects are moved based on the needs but it does provide an indication that a particular roadway is being looked at for reconstruction or improvements. He suggested the City look into different ways to let residents know about the projects in the CIP. Councilmember Trade stated she would be willing to consider looking at a 15 -year term for the assessment rather than the 10 -years the City has been approving. City Engineer Berkowitz stated in the CIP any projects that are more than 2 -years out may be moved either up or down on the project list based on other needs in the City. Those projects that are listed to be completed in the next 2 -years are set. He stated the City has printed the CIP in the newsletter. City Administrator Dickinson stated if the Council is interested in looking at a term more than 10 -years the interest rate might be affected. Staff will bring this information to the Council for consideration at the assessment hearing. ® Councilmember Bukkila suggested the Council discuss the rates and terms after the final project costs have been determined. Councilmember Knight stated he would be in favor of having this discussion at the time of the assessment hearing. Mr. Al Eckardt, 4352 147b Avenue NW, Andover, asked if both sides of 1471' Avenue would be reconstructed and who would be paying for this. City Engineer Berkowitz stated both sides of 147`" Avenue would be reconstructed and the City would be paying 100% of the costs for the north side of the street and residents would be assessed for the south side. Mr. Eckardt, asked when the assessment would have to be paid. He also asked who was responsible for changing the designation of outlots. City Engineer Berkowitz stated the assessment could be paid within 30 days of the assessment hearing in October with no interest. Residents could also have the assessment certified to their property taxes starting in 2013. There would be interest charged if residents went with this option. The interest would accrue annually and residents have the option to pay off the balance of the assessment at any time. He explained the property in front of Mr. Eckardt residence is City right -of -way but he is unsure of the circumstances the City acquired this right -of -way. Councilmember Trade stated there is also a senior deferral option available for the assessment. © Regular Andover City Council Meeting Minutes — March 6, 2012 Page 13 City Administrator Dickinson stated a senior deferral might be available for residents 65 -years or older that fall within the income guidelines. This would defer the assessment not forgive it. Staff will have information available at the assessment hearing in October. Mr. John Caldwell, 14659 Guarani Street, Andover, stated based on the discussion the Council has already decided to move forward with this project. He asked the Council to consider reviewing the curb and gutter policy, which was put into place during better economic times. The asphalt curb and gutter that has been in place for 34 -years should not have to be replaced with concrete just because the City has a policy for this. Concrete curb and gutter increases the costs of the project significantly. He also stated the Council refers to this neighborhood as rural but according to the City's zoning it is designated as urban. Councilmember Trude asked if the neighborhood had City sewer and water. Mr. Caldwell stated they are not hooked up to City sewer and water. The neighborhood is zoned urban and as such should be assessed as urban lots, which would be a lower amount. Councilmember Trude stated the neighborhood is being assessed per unit and the designation for urban is to be hooked up to City sewer and water. She clarified the rural lots in the project on South Coon Creek Drive are significantly larger than the urban lots in the project area. She stated it all comes down to how much street it takes to get to your house and the more street the more it costs. The project costs are being split equally among all the residents in this project area because all of the lots are similar in size and designation. Councilmember Bukkila clarified what a lot is zoned is not part of the discussion regarding assessments for South Coon Creek Drive. The Council had discussed the size of the property and if they are hooked up to City utilities. City Engineer Berkowitz stated this project area is different because it is considered a development with similar lots sizes and designation. Unlike South Coon Creek Drive there is not a significant difference in the properties so the 25% of the project that is assessable is being divided equally among all the properties in the neighborhood. Councilmember Bukkila stated being in an area that has larger lots does decrease the number of units in the area and this increases the amount of the assessment. Mr. Caldwell asked if Andover would be the general contractor for the project. He asked why they were paying $17,500 in administrative fees. City Engineer Berkowitz stated Andover is not the general ontractor. © City Administrator Dickinson stated these are costs provided on assessments as part of the allocation process to buy down what the rest of the community is paying. The City as a whole is paying the salary for staff but this project is getting the primary benefit of their services. These Regular Andover City Council Meeting Minutes —March 6, 2012 Page 14 costs for services are being put into the assessment for the project that is getting the primary benefit of staff's time and effort. Mr. Caldwell asked if the City's engineering costs were really going to be $99,000. This amount is 26.6% of the cost valuation of the project and currently contractors are only charging 12% to 15% maximum on a mark -up. He stated this figure is out of line. City Engineer Berkowitz stated the final costs would be based on actual costs. What is being presented at this time is an estimate of staff charges for this project. All time is tracked throughout the project. This includes inspectors that are on the job, the costs for the preliminary survey, the design and the permitting throughout the process. Mr. Caldwell asked for clarification regarding the $8,300 charge for city costs. City Engineer Berkowitz stated this would be public works related charges. This is also an estimated cost at this time and the final assessment will be based on actual costs. Mr. Caldwell asked if the City had looked into having a third party bid on the entire project including engineering. He pointed out the feasibility report says the engineer feels it is necessary and cost effective and feasible for the City to do but it also states the Council will determine if it is economically feasible. He asked the Council if this was truly economically feasible for the residents to take on this project without looking at alternative solutions. City Engineer Berkowitz stated at one time the City had consulted this out but they found the quality control and expenses were cheaper to do this in house. Mayor Gamache stated the policy at this time is concrete curb and gutter would be installed with road reconstruction projects. The City followed this policy. There is a long term cost savings by installing the concrete cub and gutters. The City could look at extending the terms of the assessment at the assessment hearing in October. The City needs to keep up with the maintenance of the roads so the City does not run into a situation where all of the streets need to be replaced at one time Councilmember Knight stated there is considerable evidence that concrete curbs provide longevity to the roads. Mr. Caldwell expressed disappointment that the Council did not look at alternatives in this project or bypass the project altogether. Mr. Reine Kassulker, 4320 147th Avenue NW, Andover, expressed concerns about having the stop sign removed and the safety of residents. He is not against the road repairs or necessary maintenance. He stated he had done a study in his neighborhood and 50% of those people he had talked to are for the road repairs and 50% are against the road repairs. 100% of those people he Regular Andover City Council Meeting Minutes —March 6, 2012 Page 15 talked to are against the assessment. He stated if residents are able to see a true value and benefit of the project they might be more open to the assessment. The overall question is how can the City hold the line on taxes and fix the roads. This is something the Council needs to look at differently than they have in the past. If this assessment is certified to his taxes then his tax bill will increase 35% for his family and this would be a burden. He stated in the assessment policy it states any assessment is another form of indirect taxation so to him it is a tax increase. He stated there are other solutions the City has not considered. He stated there are communities such as Apple Valley, St. Louis Park and Minnetonka that have found a way to pay for road improvements without assessments to residents and not having to increase taxes. Councilmember Trude stated those communities that are Mr. Kassulker just mentioned all have larger commercial tax bases than Andover. Having a larger tax base does give cities more income to do repairs and improvements. Councilmember Bukkila pointed out the communities Mr. Kassulker mentioned have a much larger population than Andover. Councilmember Trude stated assessments are a fee not a tax increase. She pointed out the Council is following the assessment policy that has been in place for several years and this neighborhood would be assessed the 25% of the project construction costs. The community will pay for the remaining 75% of the costs. Andover cannot be compared to communities such as Apple Valley and Minnetonka. Mr. Kassulker stated he did not want to see a massive tax increase and he feels the City can do better with the assessments for this project. Councilmember Trude clarified the City did cut taxes for all residents by 2.5 %. The assessment is a fee and would not be considered taxes. Mr. Kassulker asked the Council to consider finding other options for funding these projects and assess residents. Ms. Sullivan, 14616 Hopi Street, Andover, stated there would be a lot of families affected by having to pay an assessment over $6,000. She stated she would not like to loose her home because she is not able to pay the assessment. She thanked all the residents in the neighborhood for helping to fight the high assessment. Mayor Gamache stated the assessment policy has been in place for several years and it would not be feasible to change the policy at this time. The policy the City has followed is fair to residents and has worked for over 13- years. A change in the policy would present significant problems for those residents who have been assessed previously for projects completed in their neighborhoods, Taxes would have to be raised for all residents if the City were to cover 100% of all the street repairs and improvements. There are cities, such as Edina, that assess residents 100% of their Regular Andover City Council Meeting Minutes — March 6, 2012 Page 16 roadway project costs. He does not foresee any policy changes this year. The Council is willing to look at different options for terms at the assessment hearing in October and will continue to work with residents regarding the funding of this project. Councilmember Bukkila stated the City does research what other communities are doing in terms of policies and also looking at alternative solutions. If there were better costs or cheaper materials the City would make these changes because it would be in the best interest of the residents and the City. The assessment policy provides a fair and consistent system for all the residents of Andover. The City does not want to create false alarms by telling people there will be a street project in their neighborhood in a couple of years because something may change and the project may be either moved up or pushed back. Councilmember Knight stated if the roads are not maintained then they will deteriorate to a point where it will be more costly to fix them. He stated he is aware that these assessments would be difficult but they are necessary. Councilmember Howard stated it is difficult and $6,000 is a large amount of money. The Council is trying to be fair to all the residents of Andover and having residents pay 25% of the road reconstruction project costs is a fair compromise. Motion by Councilmember Trude, Seconded by Councilmember Howard to Approve a resolution approving final plans and specifications and ordering advertisement for bids for Project Nos. 12 -2b, Johnson's Oakmount Terrace and 12 -2c, 147`" Avenue NW, 2012 Street Reconstruction. Councilmember Trude stated the process has improved over the years. Residents are informed of street projects before the public hearing is held. Everyone in the City has to work with the same assessment policy. The City does not have extra money or reserves to pay for all the road repairs in the City. The motion was called to a vote. The motion carried unanimously. (See Resolution R029 -12) DISCUSS /APPROVE PLEASANT OAKS PA RK IMPR 0 VEMENTS City Engineer Berkowitz stated the Park Commission held a public information meeting on January 19, 2012 with neighborhoods to discuss possible improvements to the park but no one was in attendance to address the Commission. The Park Commission met with two (2) residents who had showed interest in the project and based on this input the Commission is recommending to replace the existing playground equipment with new playground equipment for 2 -12 year olds, add a new swing set and install one (1) Frisbee Golf disc basket. Regular Andover City Council Meeting Minutes —March 6, 2012 Page 17 Councilmember Trude stated there had not been a large response by residents. She stated she is not sure if new playground equipment would be used by more than just a couple of people. She also stated she would like to see the City take better care of the lawn at this park. Wild Iris Park is within walking distance of this park and there is a trail from one of these neighborhoods to this park. City Engineer Berkowitz stated Meadows of Round Lake Park is north of Pleasant Oaks as well. Councilmember Trude suggested the City approve the Park Commission's recommendation and hope there will be better feedback in the future. The area is in a transition period and the neighborhood may have more children as new owners move into the area. Councilmember Bukkila stated Pleasant Oaks Park serves a different area than the Meadows of Round Lake Park and she would support the Park Commission's recommendation. Motion by Councilmember Knight, Seconded by Councilmember Howard to Approve the improvements (new playground equipment for 2 -12 year olds, add a new swing set and install one Frisbee Golf disc basket) for Pleasant Oaks Park. The motion carried unanimously. DISCUSS /APPROVE WOODLAND MEADOWS PARK IMPROVEMENTS City Engineer Berkowitz stated the Park Commission held a public information meeting and online survey to discuss improvements to the Woodland Meadows Park. There was no response from residents probably due to the fact that the only improvements that are needed are new fall zones and handicapped accessibility to the existing playground structure. The estimated cost would be $10,000 and the remaining $15,000 of the budget could be carried over to 2013 for proposed larger playground structures that need to be replaced or the funds could be allocated to Pleasant Oaks Park so that a larger playground structure with more features could be purchased. Councilmember Howard suggested the Council allow the Park Commission to do its due diligence in determining how the funds should be allocated. Councilmember Bukkila asked how old the existing equipment is. City Engineer Berkowitz stated he is not sure how old the equipment is but Parks Maintenance Supervisor Kevin Starr had evaluated it and found it to be in good shape and relevant and not in need of replacement at this time. Councilmember Bukkila suggested staff look into when the original equipment was installed and what the expectations are of the neighborhood. Mayor Gamache asked why the fall zone was being redone when there is no new equipment being added. He stated he understood that things would need to be up to new code if there were Regular Andover City Council Meeting Minutes —March 6, 2012 Page 18 changes to the park or construction. City Engineer Berkowitz stated the fall zone does not meet the requirements and there is exposure and liability for the City. The fall zone did not meet the original requirements or the requirements have changed so much that they need to be redone. Mayor Gamache asked if there were other parks that had fall zones that would require updating. City Engineer Berkowitz stated he was not sure at this time but felt this was the last one the City needed to complete. He stated he would check into this and report back to the Council. Councilmember Trude suggested the City roll the excess money into the budget for park improvements in 2013. Mayor Gamache stated he agreed with Councilmember Howard and let the Park Commission determine where the funds should be used. Councilmember Trude suggested the Park Commission look at rolling these funds into the Hickory Meadows Park. Residents there are trying to raise money for a swing set. Councilmember Bukkila congratulated the Park Commission on saving money. City Engineer Berkowitz stated there are larger playground structures proposed for replacement in 2013 and the money could be used for these improvements. Councilmember Howard stated that is something the Park Commission should decide. Motion by Councilmember Trude, Seconded by Councilmember Howard to Approve the improvements (new fall zones and accessibility for the handicapped to the existing structure) for Woodland Meadows Park as recommended by the Park and Recreation Commission and the remaining funds to be available for review by the Park Commission. The motion carried unanimously. UPDATE OF GRAND OPENING /HAWKRIDGE PARK109 -I8 City Engineer Berkowitz stated the North Metro Soccer Association (NMSA) has set the grand opening for Hawkridge Park for Saturday, April 21" at 10:00 a.m. Staff will be coordinating with NMSA to make sure the fields are ready for use and coordinate any items that are needed for the grand opening. Mayor Gamache is scheduled to speak on behalf of the City. 0 ADMINISTRATOR'S REPORT City Administrator Dickinson updated the City Council and the residents regarding Regular Andover City Council Meeting Minutes —March 6, 2012 Page 19 administration and city department activities, legislative activities, development and CIP projects, and upcoming meetings and community events including preparations for the annual audit in April, and working on the City's bonding related issues. The EDA has been working on a potential project in the Grey Oaks area called Arbor Oaks. The EDA is also working on marketing the Parkside at Andover Station. There are currently seven (7) new homes in Andover and there is additional new homes being discussed. There are six (6) homes in Andover that are featured in the Parade of Homes. The City of Anoka has spearheaded the project to get other neighboring cities to participate in the Beyond the Yellow Ribbon Program. The reconstruction project on Hanson Boulevard is scheduled to use all the tires that have been brought into Andover. The North Suburban Home Show at the Community Center is March 24`x' and this is a great opportunity for residents to look at home improvement opportunities. The 18`h Annual Mayors' Prayer Breakfast for Youth First Community of Promise is scheduled for March 23, 2012. Mayor Gamache stated staff had done a great job with the snow removal over the last couple of weeks. Councilmember Knight stated the City has discussed putting a flag and flagpole on Veterans �. Memorial Boulevard. He suggested the City consider dedicating this to the Beyond the Yellow Ribbon and Iraq and Afghanistan Veterans. Councilmember Trude stated the Andover Baseball Association has requested a flag be installed at Andover Station North. The Park Commission has discussed this. She suggested this would be a good use of the remaining funds from the Hawkridge Park project. City Engineer Berkowitz stated The Park Commission had approved moving forward with this flag and there was funding available. He also stated a flagpole on Veterans Memorial Boulevard would be brought to the Council later in the year for discussion. MAYORICOUNCIL INPUT (Training for Planning Commissioners) Councilmember Trude stated in regard to the training recommended for the Planning Commission she would like to have a training workshop conducted by staff scheduled as soon as possible. Topics could include discussion on what the job of the Planning Commissioner is, things that will help them in their job and their role in the community. City Administrator Dickinson stated staff does conduct a one -on -one training with each of the new Commissioners. Regular Andover City Council Meeting Minutes — March 6, 2012 Page 20 Councilmember Trude stated she would like to see a training workshop similar to what was done in the past for all the Commissioners since the City is expecting to see some development plans this year. ADJOURNMENT Motion by Councilmember Bukkila, Seconded by Councilmember Knight, to adjourn. Motion carried unanimously. The meeting adjourned at 9:57 p.m. Respectfully submitted, Tina Borg, Recording Secretary H H Regular Andover City Council Meeting Minutes —March 6, 2012 Page 21 REGULAR ANDOVER CITY COUNCIL MEETING MINUTES — MARCH 6, 2012 TABLE OF CONTENTS PLEDGE OF ALLEGIANCE .......................................................................... ............................... 1 SPECIAL PRESENTATION — FIRE FIGHTER BADGE PRESENTATION .............................. 1 RESIDENTFORUM ....................................................................................... ............................... 2 AGENDAAPPROVAL ................................................................................... ............................... 2 APPROVAL OF MINUTES ............................................................................ ............................... 3 CONSENTITEMS .......................................................................................... ............................... 3 Item 2 Approve Payment of Claims .......................................................... ............................... 3 Item 3 Approve Plans and Specs /Order Advertisement for Bids /12- 2x/2012 Street Reconstruction (Ivywood Estates) (See Resolution R021- 12) ............. ............................... 3 Item 4 Approve Plans and Specs /Order Advertisement for Bids /12 -13 Sunshine Park Parking Lot Expansion West Side Phase 3 (See Resolution R022- 12) ............. ............................... 3 Item 5 Approve Plans and Specs /Order Advertisement for Bids /12- 8/2012 Curb, Sidewalk and Pedestrian Ramp Repairs (See Resolution R023- 12) .................... ............................... 3 io Item 6 Approve Resolution Calling for a Public Hearing for the Proposed Adoption of the Modification to the Development Program for Development District No. 1, and the Proposed Establishment of Tax Increment Financing District No. 1 -5 and the Proposed Adoption of a Tax Increment Financing Plan — Arbor Oaks Senior Housing Project (See ResolutionR024- 12) ............................................................................ ............................... 3 Item 6a Approve 2012 City of Andover Board of Appeal and Equalization Board (See ResolutionR030- 12) ............................................................................ ............................... 3 APPROVE BOND SALE (See Resolutions R025 -12 & R026- 12) ................. ............................... 3 HOLD PUBLIC HEARING /ORDER PLANS AND SPECS /11- 40/133an AVENUE NW RESONSTRUCTION (See Resolution R027- 12) ....................................... ............................... 4 HOLD PUBLIC HEARING /ORDER PLANS AND SPECS /11 -10 /SOUTH COON CREEK DRIVE NW RECONSTRUCTION (See Resolution R028- 12) .................. ............................... 5 CONSIDER APPROVING PLANS AND SPECS /ORDER ADVERTISEMENT FOR BIDS /12- 2b (JOHNSON'S OAKMOUNT TERRACE) AND 12 -2c (147TH AVENUE NW) /2012 STREET RECONSTRUCTION (See Resolution R029- 12) ....................... ............................... 9 DISCUSS /APPROVE PLEASANT OAKS PARK IMPROVEMENTS ...... ............................... 16 DISCUSS /APPROVE WOODLAND MEADOWS PARK IMPROVEMENTS ....................... 16 UPDATE OF GRAND OPENING /HAWKRIDGE PARK/09 -18 ................ ............................... 18 ADMINISTRATOR'S REPORT ................................................................... ............................... 18 MAYOR/COUNCIL INPUT ......................................................................... ............................... 19 (Training for Planning Commissioners) .................................................... ............................... 19 CSI