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HomeMy WebLinkAboutWK - August 28, 2012A C I T Y O F © ND 0VE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 - WWW.ANDOVERMN.GOV City Council Workshop Tuesday, August 28, 2012 Conference Rooms A & B 1. Call to Order— 6:00 p.m. 2. Community Bus Tour of Projects 3. Consider Additional Security Lighting at Prairie Knoll Park —Engineering 4. Consider Naming of Ball Field/Andover Station North Ball Field Facility— Engineering 5. 2013 -2017 CIP Development Discussion © 6. 2013 Budget Development Discussion 7. 2012 General Fund Budget Progress Report 8. City Investments Review - Administration 9. Other Topics 10. Adjournment H ^ ANDOVER CITY COUNCIL WORKSHOP MEETING — AUGUST 28, 2012 MINUTES The Workshop Meeting of the Andover City Council was called to order by Mayor Mike Gamache, August 28, 2012, 6:13 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 Community Development Director, Dave Carlberg Assistant Director of Public Works, Todd Haas Others 10 COMMUNITY B US TOUR OF PROJECTS City Administrator Dickinson detailed the route of the tour including the potential open space project, the Legacy/Meadow Creek property, the Arbor Oaks project, the CDBG project area along 140'h Lane, Hickory Meadows Park, Prairie Knoll Park, and Parkside at Andover Station. Community Development Director Carlberg stated a ground breaking ceremony would still be scheduled with the City Council for the Arbor Oaks project. Councilmember Bukkila asked when 161" Avenue would be opening. City Administrator Dickinson stated the project had been delayed a couple of weeks due to the utility companies. He showed the Council the property the City is currently working on for access to the Selmer proposed open space property. He explained the City is anticipating a purchase agreement with the Selmers and once this is signed the City would have 120 -days to work out the access problems. Councilmember Knight asked who would be responsible for paying for the fill to create the access. City Administrator Dickinson stated the City would likely work with Dennis Kuiken on the fill. © He currently has this available. He stated the City has also approached the property owners on the north to open discussions for possible access from their property. Councilmember Trude asked if the County owned the ditch or if it could be filled. © Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 2 City Administrator Dickinson stated the City would need to work with the Lower Rum River Watershed on this project but the County did not own the ditch. He explained it would cost approximately $90,000 to build a road to City standards in this location and approximately $40,000 to $50,000 to construct an access road. Councilmember Bukkila stated the City Code states horses could be on property that is at least 2.5 -acres with approval from the Equestrian Council. She asked who was on this council. Community Development Director Carlberg stated the City Council appointed the Equestrian Council several years ago. All requests would need to meet the required setbacks and ordinances before obtaining a building permit. City Administrator Dickinson showed the Legacy/Meadow Creek property. The City is expecting to close on this property September 4, 2012. He explained there are four (4) wells on the property and one (1) with 3 -phase power. This well is capable of operating the irrigation system that would be needed. He explained the metal buildings would not have much use to the City and there would be interested parties in removing the metal from the property. Councilmember Bukkila asked why the City would only add three (3) fields. City Administrator Dickinson stated with parking, bleachers, and lighting there may not be enough room for more but once the property is surveyed and fields are laid out maybe more can be achieved. Assistant Director of Public Works Haas stated the City could also add pavilions or picnic areas. The trees are an added amenity that would provide shade. City Administrator Dickinson stated the City could look at adding a trail through the pine trees including tables under the trees. Councilmember Howard stated the property does offer a lot of possibilities including trails, nature walks, picnic area, in addition to the fields. City Administrator Dickinson stated once the City closes on the property they would be looking for Council input on what they would like to see done with the property. Councilmember Bukkila suggested the City contract the design of this property to an outside source in order to maximize the property. © Assistant Director of Public Works Haas showed the park improvements at Pleasant Oaks Park. He stated there is football practice scheduled at this park. There is no irrigation in this park and it would cost $40,000 to $60,000 to irrigate it. There are several parks in the City that are not irrigated. © Andover City Council Workshop Meeting Minutes — August 28, 2012 Page 3 Councilmember Bukkila stated she hears the residents want this park irrigated. Councilmember Knight asked who maintains the road behind the strip malls along Round Lake Boulevard. City Administrator Dickinson stated this road is private property and the City would notify the owner about the condition of the road. Community Development Director Carlberg showed the Council the new City monument sign located at Crosstown/Bunker. Councilmember Bukkila suggested the City use a low gloss lacquer on the wood to protect it and make it stand out. City Administrator Dickinson stated the model built by Capstone at Parkside at Andover Station would be included in the Fall Parade of Homes. The model would be listed for $199,000. He also stated an advance living developer would be meeting with the EDA on September 181h © They are interested in a parcel in the Parkside development. City Administrator Dickinson stated Crosstown Boulevard would be closed August 29a` for the water main improvements included in the South Coon Creek Drive project. He pointed out the CDGB project on 140'h Lane and explained there would be warranty work on the boulevard sod. Councilmember Trude pointed out the Red Oaks East Park. She stated the City should do more in this park and provide a play area for the children in the neighborhood. There is another park 3 blocks away with play equipment but this park should be leveled and a grass area for playing provided. This is a 3 -acre park and is bigger than other parks in the City that are maintained. Assistant Director of Public Works Haas stated there are parking problems with this location. Councilmember Bukkila suggested the City level the property and plant grass so that it is an open field for the kids to run around in. City Administrator Dickinson pointed out a parcel next to the railroad tracks on Andover Boulevard that would be going into tax forfeiture. He explained it is unlikely the property would sell for enough to cover the amount owed for back taxes and assessments. Assistant Director of Public Works Haas showed the Hickory Meadows Park project. He stated there would be an open house at the park next week and the Council will be invited to attend. He explained the property just south of the Hickory Meadows development has been purchased. Councilmember Bukkila asked why there is a mini -pod at the Prairie Knoll Park parking lot. © Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 4 Assistant Director of Public Works Haas explained the Football Association used this for equipment storage and it would be in place until the end of October. Councilmember Trude asked if there had been any complaints about the pod. Community Development Director Carlberg stated staff would suggest they find another location for this pod. Assistant Director of Public Works Haas pointed out the locations for the lights that have been requested. Councilmember Howard stated with all the light from the building there would not be a need for additional lighting. Councilmember Trude stated the trees along the boulevard impede the residents from being able to see into the park so additional lighting would not help with this. She suggested the Football Association use spray paint in the parking lot to outline parking during tournaments that have © high volume of cars. Councilmember Bukkila suggested the City install a larger sign directing cars to the north parking lot for additional parking. The Community Bus Tour of Projects ended at City Hall and the City Council recessed at 8:05 p.m. The City Council reconvened at 8:14 p.m. in the Council Chambers. Councilmember Trude added Discussions for Code Amendment to clarify continuous and non- continuous operation of business. CONSIDER ADDITIONAL SECURITY LIGHTING AT PRAIRIE KNOLL PARK Assistant Director of Public Works Haas stated the Council is requested to continue discussions for the addition of two (2) security lights and look at side barriers for the entrance to the south parking lot at Prairie Knoll Park. He stated this item had been tabled at the August 8, 2012 Council meeting. He stated Connexus Energy would own the lights and the estimated cost for the addition of two (2) lights would be $4,529. Mayor Gamache stated after viewing the park he would be in favor of adding one (1) light to the © west corner of the east entrance. Councilmember Bukkila stated there is an area near the entrance that was dark and this could be resolved if the lower light on the fixture on the other side of the parking lot by the playground Q Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 5 was directed to the parking lot. The building lights provided enough illumination along that side of the parking lot. Councilmember Knight stated he would agree with adding one (1) light to the parking area. Councilmember Trade stated this park is lit more than other parks in the City and she would be concerned if the park is too well lit people would stay in the park after hours. Councilmember Howard agreed with Councilmember Bukkila. He had been there at 10:30 p.m. and the building and east side of the parking lot was well lit. He suggested the City redirect the lower light on the one pole towards the parking lot. Councilmember Bukkila asked what the City's standard is for lighting in parks. Assistant Director of Public Works Haas stated the City does not have a set standard but generally there is one (1) light in a park. He pointed out there were also several parks in the City that do not have lighting. © Councilmember Bukkila stated when residents are looking from a well -lit area such as their home or front porch into a darker area it would be difficult to see details. She would not be supportive of two (2) additional lights in this park. Mayor Gamache asked if the building lights are on all the time. He also stated the estimated cost for one (1) light would be $2,300. Assistant Director of Public Works Haas stated these lights are on a sensor to go on based on the amount of sunlight. Councilmember Trade stated the streetlight would be the same height as the trees along the boulevard so this would not help the residents across the street to see into the park at night. Mayor Gamache suggested the City trim trees, add one (1) street light on the west side of the east entrance, and redirect the free skate light to face the parking lot. Councilmember Trade asked if the darkness in the park was the real problem. She expressed .concerns that more light would bring more people into the park after hours. Councilmember Howard asked how long it would take to have a light installed. © Assistant Director of Public Works Haas stated it would be approximately 2 -3 weeks to have a new light installed. Councilmember Bukkila stated she would support the addition of one (1) light to the parking lot. Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 6 Consensus of the City Council was to direct staff to trim the trees along the parking lot, install one (1) streetlight along the east entrance to the park, and redirect the free skate light towards the parking light. Assistant Director of Public Works Haas stated there might be a need to remove one (1) or two (2) of the trees. He stated the residents would also like to see a barrier added to the entrances of the south parking lot to deter cars from doing power turns and to keep people from parking in the entrances during events. Councilmember Knight asked what type of barrier would be recommended and what material would be used. Assistant Director of Public Works Haas stated one resident had suggested PVC or a fence but these materials would be easily damaged. He stated portable speed bumps that could be used or bollards could be purchased. Councilmember Trude stated the concrete barriers previously used at the Community Center © could be used. Councilmember Howard stated concrete barriers look terrible. Councilmember Bukkila asked if these types of barriers would be large enough to post a no parking sign on. Assistant Director of Public Works Haas stated the City could post signs on these types of barriers. He stated the City does snow plow this parking lot and barriers could pose a problem with this. Councilmember Knight suggested the City use the portable speed bumps currently owned. Councilmember Bukkila stated she would support this suggestion. Ms. Twila Hauck, Andover Football Association and Andover Area Lacrosse Association, stated she would prefer the City look at posts. She stated the Sheriff had been at the park and the question had been brought up if they could ticket cars parked on the grass even if they are not in the right -of -way. City Administrator Dickinson stated staff would look into bollards. © Councilmember Howard asked if "No Parking on the Grass" signs could be added. City Administrator Dickinson asked if the Council wanted to use the portable speed bumps the City owns or look into bollards. Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 7 Mayor Gamache stated signs should also be added that limit cars from parking too close to the corner of 146t` Lane and Prairie Road. Councilmember Howard stated if the areas are signed then the Sheriff would be able to ticket those cars that are in violation. Councilmember Bukkila suggested if the residents had additional new ideas then this should be taken to the Park Commission for review. It was the consensus of the Council to direct staff to place the portable speed bumps, currently owned by the City, at the entrances of the south parking lot, post "no parking on the grass" and "no parking to the corner" signs on 146`" Lane, and to look into the cost of bollards. CONSIDER NAMING OF BALL FIELD /ANDOVER STA TION NOR TH BALL FIELD FACILITY Councilmember Trude stated she had talked with Ms. Schueller from the Andover Baseball Association and she would like to have the field named "Anders Field" in order to honor Anders Flaa. She would not like this to be a memorial but an honor to Anders. She would not be supportive of "Anders Memorial Field ". If the field is named "Anders Field" then it would meet the City's criteria for naming a field and it would be meet what the Andover Baseball Association would like to do. Councilmember Bukkila asked what the name would be and where it would be posted. Ms. Sheila Schueller with the Andover Baseball Association stated they would like to name the field "Anders Field ". There had been funds donated to the Association in his honor and this had been used to buy a scoreboard for this field. They Association would like to have "Anders Field" added under the new scoreboard. Councilmember Knight stated he would recommend putting the name somewhere else because it would not been seen under the scoreboard. It was the consensus of the Council to approve the name "Anders Field" for the middle ball field at the Andover Station North Ball Field Facility. Councilmember Bukkila suggested staff work with Ms. Schueller regarding materials and location of signs. 0 2013 — 2017 CIP DEVELOPMENT DICUSSION City Administrator Dickinson presented the current draft 2013 -2017 CIP for Council discussion. He stated on page 21, staff would add language concerning the discussions with Anoka County Andover City Council Workshop Meeting Minutes — August 28, 2012 Page 8 for a portable library concept because this would be another area the City would be addressing with an expansion at the Community Center. Councilmember Trude stated the County Library would be putting this in their Capital Budget as well. Councilmember Bukkila asked if this large of an expansion would be possible. She also stated she would like to see a chart showing the debt, how it is flowing, and when items will be coming off. City Administrator Dickinson stated the City would be doing a bond for this type of project and there are items that will be removed from the current debt service load. Managing the debt and how it gets paid will be done when the bond is structured. He recommended staff add discussions about the debt load to a future workshop. He explained the $250,000 budgeted in 2013 would be used to hire a consultant to design the project to meet the needs of the Community Center. Councilmember Trude clarified the City would cash flow this expense and then recoup the cash when the bond is issued. City Administrator Dickinson indicated an IRS reimbursement resolution would be adopted so that could happen. Councilmember Howard stated the YMCA is the City's largest partner and the YMCA is open to paying for their portion of the expansion. Andover has the number 1 YMCA in the metro area and he would like to see this continue. There is a need in the community for a Youth Center and other amenities. Councilmember Bukkila clarified she is not against the expansion of the Community Center and agrees there is a need in the Community for a Youth Center. She had concerns about budgeting for such a large expansion. City Administrator Dickinson stated the new pedestrian trail segment from Bluebird Street to Vale Street had been added to the CIP. The land purchase on page 25 was in reference to the land west of the Public Works building and the City is under contract to purchase this property by the end of 2013. The City is doing an evaluation of the roofs for City Hall, Fire Station 1 and 2, and the Senior Center. If it is determined the roofs do not need to be replaced at this time then the amount budgeted for 2013 would be pushed into a future date. If it is determined the City Hall roof needs to be done then all the roofs would be done at that time. Page 35 outlines the recycling building and fence. At this time it is unlikely the full budgeted amount would be needed. The City did apply for and received a grant of $50,000 to start work on the fence, base, © and footings for the building. This project will be done in phases. The grant proceeds need to be spent before year end, so that project is currently underway. Councilmember Trude stated this is a large building for recycling materials to be stored at. She © Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 9 clarified this facility would only be for those items that cannot be picked up curbside. City Administrator Dickinson stated the building would not be much larger than what is currently off Tower Drive. Councilmember Howard stated the scope of the project should be reevaluated as it moves forward. He wants to ensure the project is done correctly so that the Public Works facilities are not "pieced" together. City Administrator Dickinson stated the City has a conceptual plan for this property; this area is at the southern end of the property. City Administrator Dickinson stated the replacement and repair of play structures for the various parks is referenced on page 41. Green Acres Park and Northwoods East Park are slated for updating in 2013. Councilmember Trude stated she would like to have some of these funds used on the Red Oaks East Park. This park should be treated the same way other parks are in the City and be leveled and grass planted. Mayor Gamache suggested clearing the weeds currently on the property and planting grass. Councilmember Bukkila suggested a reasonable portion of the park should be manicured. Councilmember Howard stated he would like to see trees along the boulevard as well. Councilmember Trude recommended Red Oaks East Park be added to the parks under consideration for 2013. The Council concurred. City Administrator Dickinson stated the Legacy land purchase was added to the CIP on page 45. The City is attempting to use other means of funding this project outside of Park Dedication fees. If park dedication fees were used then the property would need to remain a park but if other funds are used then as the City demographics change the property can be repurposed. This project would not be bonded for, he is anticipating paying as we go. The Council will have the ability to participate in the project design. Councilmember Knight asked if there would a bathroom facility on this property. City Administrator Dickinson stated there are no plans to build a bathroom facility in the initial ® phase. The City would likely hire a consultant to design this project. He stated page 75 covers the replacement of lighting fixtures along Jay Street and Martin Street in Andover Station. Those lights would be replaced with LED fixtures. ® Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 10 City Administrator Dickinson stated page 78 covers the water main improvements for 2015. This is not set in stone and could be pushed into a future date. He stated the City had discussed the equipment purchases on pages 101, 102, 112, and 113. If these purchases can be made this year for a better price then they would be purchased yet in 2012. He reviewed the projected fund balances and cash flow on page 119. He clarified the reason there were less annual MSA funds in 2013 was because the City has the ability to borrow ahead and this is what was done. These funds are being used for the South Coon Creek Drive project. The State Aid Street Bond payments end in 2014. Mayor Gamache stated his street had been anticipated for reconstruction in 2015. He asked if this was still accurate because there are no funds allocated for street reconstruction in 2015 on page 119. City Administrator Dickinson stated this project is still anticipated for 2015 and staff would revise the projected fund balance sheet. He stated the projected park improvement fund, on page 120, did not include $23,853 in park dedication revenues from the Woodland Estates project that had been received in August. The projections also do not include the park dedication fees that © could result from a proposed Wal -Mart project. This chart will be updated as the funds come in. He pointed out the water system financial projections and the proposed rate increases. Councilmember Trade stated the water rate keeps increasing but the number of people on the system does not. She suggested the City look at incentive programs to get more people to hook into the City's system, this may include lowering the rates. Mayor Gamache stated there would be more development in the future and more people would be hooked into the system. City Administrator Dickinson stated the pilot project of collecting assessments for sewer and water at the time of issuing a building permit has helped to encourage some development in Andover. The City has also been able to add capacity to the wells through maintenance projects but there may be a need to change to radio meter reading in the future. The water fund continues to struggle, funds could be transferred from the sewer fond if necessary. To off -set the proposed increase in the water rates, the City is proposing no increase in the sanitary sewer system rates. The rural reserve trunk and lift station replacements have been pushed to future dates. He stated there would be an increase in the storm sewer system charges due to the amount of rain that has occurred in the past 2- years. 2013 BUDGET DEVELOPMENT DISUCSSION City Administrator Dickinson stated staff is looking for City Council direction as the preparation of the 2013 Annual Operating Budget proceeds. The proposed budget in the packet is prepared under the assumption of a zero percent (0 %) increase in the gross tax levy. The Tax Increment Financing District 1 -1 will be decertifying at the end of 2012. The decertification does offset the Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 11 taxable market value decrease, netting an overall 0.41 % increase in taxable market value and impacts of the Fiscal Disparities program have an impact on the final tax rate. He reviewed the general fund balance at 45% of 2013 general fund expenditures and at 50% of 2013 general fund expenditures. The City will meet all of requirements with both options. In order to completely cover and balance the proposed budget a 2.48% increase in taxes would be needed. If the City continues to exceed budget in residential building permits or if a large building project occurs this would also impact the budget. Councilmember Trude stated she would not like to see the taxes increased for residents. She asked what the impact on the project in the CIP would be if there was a zero percent (0 %) increase. City Administrator Dickinson stated the only impact would be a project may not happen sooner rather than later or the City may issue a lower bond for purchases such as the fire truck. He explained there is a new staff request for the Parks Department in this year's proposed budget. He also reviewed the proposed increases for contractual departments such as the Sheriff's contract and legal services. He stated the contract with the Sheriff's Department is a status quo © contract. There are a few positions that need to be reviewed to ensure they are competitive with other government entities and some dollars have been added to the proposed 2013 budget for this. The budget also includes an increase for union employees. It was the consensus of the Council to accept the status quo contract from the Sheriff's Department and to continue with a zero percent (0 %) gross tax levy increase for 2013. 2012 GENERAL FUND BUDGET PROGRESS REPORT City Administrator Dickinson stated the 2012 expending budget currently is amended to acknowledge $35,000 of 2011 budget carried over. If the Parkside at Andover Station project goes well then the City will likely meet the proposed new home permits for 2013. Councilmember Bukkila asked if there would be support from the Council to provide additional compensation to those Fire Department employees who are required to be on call for one (1) week at a time. These employees are restricted as far as what they can do and where they can go during their on -call week. The City has received savings from this program and she would like to see some of these savings passed on. Councilmember Trude stated these individuals receive $300 per month. Councilmember Bukkila stated they were receiving this prior to the City asking them to be on call for a week at a time. The City has placed additional responsibilities on these individuals without compensating them. She clarified the Fire Department is not making this request, she is. They have gotten the COLA in the past but they have taken on additional responsibilities for the City without requesting additional compensation and she would like to see the City address this. Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 12 Councilmember Trude suggested City Administrator Dickinson talk with Fire Chief Winkel and ask for his input. She asked if there was a different way to handle the on -call situation. She stated she would support some increase. Councilmember Knight asked how Andover compared to surrounding communities for volunteer fire fighter pay. City Administrator Dickinson stated the City is comparable to surrounding communities. Councilmember Bukkila stated as more people are on -call then the rotation cycle increases and a person is not on -call every 4 -6- weeks. It was the consensus of the Council to direct staff to do additional research and talk with Fire Chief Winkel regarding potential increases for on -call status and report back to the Council. CITYINVESTMENT REVIEW © 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 pointed out the Vadnais Heights Minnesota investment line item was not the sports complex in that community and this investment is a G.O., back by advalorem tax. This will likely be included as a comment in the next audit. OTHER TOPICS Code Amendment to Clarify Continuous and Non - Continuous Operations of Business Councilmember Trude stated she would like the Council to consider initiating a code amendment that would clarify continuous and non - continuous operations of a business for the City Code and the General Business District. There is currently no definition in the current City Code. She recommended the following definitions: continuous operation describes a business that is open to the public for some portion of each hour of the 24 -hours in a day and it also includes a business that is open to the public for more than 5 -hours of the overnight period beginning at 11 p.m. and ending at 7 a.m. And non - continuous operation describes a business that closes to the public for at least a 5 -hour duration between the hours of 11 p.m. and 7 a.m. each day of the week and which is not open to the public for any portion of at least 5 continuous hours in a day. Mayor Gamache asked about the overnight hours. Councilmember Trude explained the business could determine the 5 -hour duration they were closed as long as those hours fell between 11 p.m. and 7 a.m. Councilmember Bukkila expressed concerns with this applying to existing businesses. She Andover City Council Workshop Meeting Minutes —August 28, 2012 Page 13 stated 5 -hours would be too long of a period. There are some businesses that need to be open prior to 7:00 a.m. Councilmember Trade stated 4 -hours would be acceptable. Councilmember Howard stated a business like Pappy's could be open until 2:00 a.m. and then open again for early breakfast at 6:00 a.m. Councilmember Trade stated that would be permitted for Pappy's because they are in a shopping center and the City allows 24 -hour operation in a shopping center. She would like to see the Council propose the amendment and send it to the Planning Commission for their review because they are currently reviewing the City's use chart. Mayor Gamache stated the Planning Commission would need to hold a public hearing on this type of amendment. It was the Consensus of the Council to initiate a City Code amendment to clarify continuous and 10 non - continuous operation of business and send to the Planning and Zoning Commission for review and public hearing. ADJOURNMENT Motion by Councilmember Bukkila, Seconded by Councilmember Howard, to adjourn the August 28, 2012 City Council Workshop. The motion carried unanimously. The meeting adjourned at 10:33 p.m. Respectfully submitted, Tina Borg, Recording Secretary H