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HomeMy WebLinkAboutWK November 6, 2003 ~ Qo../ ~ 1~-;}¡-Ó3 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US CITY COUNCIL WORKSHOP MISCELLANEOUS BUSINESS ITEMS Thursday, November 6,2003 - 7:00 PM AGENDA 1. Call to Order 2. Approve Agenda 3. Fire Station #3 Project Update and Presentation - Fire 4. Sanitary Sewer Study - 2020 MUSA Staging Plan - Eng./ Planning 5. Proposed 2004 Budget - Discussion - Administration 6. Public vs. Private Infrastructure Installation - Engineering 7. Proposed 2004-08 Capital Improvement Plan - Discussion - Finance 8. Schedule County Transportation Meeting 9. Other Business Items 10. Adjourn C I T Y o F NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER. MINNESOTA 55304 . (763) 755-5100 ANDOVER CITY cóWtw. ~...:.'N~~~003-MINUTES An Andover City Council Workshop was called to order by Mayor Mike Gamache at 7:00 p.m., Thursday, November 6, 2003 at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, MinnesotL Council Members Present: Don Jacobson, Mike Knight, Ken Orttel, Julie Trude Council Members Absent: None Also Present: John Erar, City Administrator Jim Dickinson, Finance Director Frank Stone, Public Works Superintendent Will Neumeister, Community Development Director Lee Brezinka, Assistant Finance Director Dave Berkowitz, City Engineer Brian KraabeI, Utility Supervisor Others AGENDA APPROVAL Ddetdtem #8, Sch?dute County Tmnsportation Meeting. Add under Other Busine,s, Litigation Ove;:rvicw; Crosstown Boulevard; Round Lake Permanent Structure; Information on South Còon Creek Drive and the roadway access onto Round Lake;: Boulevard. Motion by Jacobson, seconded by Knight to approve the agenda as amended. Motion carried unanimously. FIRE STATION #3 PROJECT UPDATE AND PRESENTATION Mod Feders, Buetow and Associates, reviewed the design for the station noting that there are overhead doors on both ends of the building; one side is the e;:ntrance for the fire trucks and the othcr side is the hose tower. The entire building is masonry with brick and block. The roof is green which will blend more with the trees. To get light into the apparatus bay they are suggesting skylights at the top of the roof. Some changes were made to the original pIan but the square footage has not changed. Dave Olds, Buetow and Associates, explained the apron in ITont of the building should be 80 feet to make it easy to get out of the station. Council agreed with the color scheme for the station. Council Workshop November 6, 2003 - Minutes Page 2 Mr. OIds noted that there is no light standard in the parking lot because this will be in a residential neighborhood. There will be a six-foot solid cedar fence on the east side of the property to provide screening. The driveway will be closed off once the road goes in ITom the Smith development and the county will possibly want a median. Mr. Berkowitz explained that through Constance Comers the city will be collecting some money from that development and future developments will provide additional funds for intersection improvements. The bid documents will be prepared as soon as possible and the move-in date is scheduled for November I, 2004. SANITARY SEWER STUDY - 2020 MUSA STAGING PLAN Mr. Berkowitz noted that the study would cost approximately $55,000. WSB, who worked with the city on the Rural Reserve, has a lot of the needed information and would probably give us the best price. Motion by Jacobson, seconded by Trude to approve the sewer study as presented by staff subject to them coming back with a final bid cost. Motion carried unanimously. Mr. Erar explained that the sewer study will help evaluate property in the 2020 growth pIau. ~';t;úfwat\ls Council to look at property that wasn't scheduled until later and move it up. PUBLIC VS. PRIVATE INFRASTRUCTURE INSTALLATION Mr. Berkowitz noted that meetings have been hcld with Mike Quigley and Byron Westlund to discuss our eleven-step policy. They have agreed with the plan. TIle city would ultimately retain the engineer and the developers were comfortable with that. Standard city specifications would go out with every project. Council Member Jacobson asked if it would be a problem that a developer can bring in a plat at any time of the year. Mr. Erar explained that State Law says you can bring in a plat at any time. The plat submittal is riot changing; this policy will allow developers to move forward with the infi-astructure at any time. If a public infi-astructure development (a 429 procedure) comes in the original timeframe will be adhered to. Mr. Dickinson explained that under the 429 process the city bomls for the project. If the developer elects to do it, the assessing and bonding fees are gone. The one-percent on these projects would be reduced. With the increase in the Lettcr:;_ of Credit to 105%, the developers have requested that the LOCs be reduced as soon as possible. Mr. Dickinson suggested that the reductions in the letters of credit be handled administratively. Council agreed and asked that it be on the next Council agenda for approval. Council Workshop November 6, 2003 - Minutes Page 3 Mr. Berkowitz, in response to Council Member Orttel's concern regarding trails, explained that internal trails are part of the city's trail plan. Most of the trails are built using the trail fund. Motion by Orttel, seconded by Jacobson to approve the infrastructure program as presented this evening. Motion carried unanimously. PROPOSED 2004 BUDGET - DISCUSSION Mr. Erar stated that on August 26, 2003 Council was presented with information regarding the implications the 2004 budget would have on city services. The reductions in State aids and cuts as well as the tax levy limits have reduced the budget tremendously. Departments provided information on how those reductions will affect services. Updated information was presented on September 23, 2003 and Councilmembers indicated they may have other detailed questions, which hopefully they have talked to the Finance Director about. This staff report updates the Council on all the departments relative to the revenue losses the city will be experiencing in 2004. Attached are proposed service fees for 2004. Council is asked to make a decision this evening because we have the Truth in Taxation meeting coming up and we have to finalize the budget. Councilmember Knight asked tor the rationale for the fee increases, the.: total income ITom those fees, and how much of the budget is from those fees. Mr. Dickinson explained that some of the fees have been longstanding and some have increased mildly. Finance did an analysis and found that we are not collecting what it costs to provide the services. Total income &om fees is 8% of the general fund budget. The general fund budget is supported 65% by property taxes, 8% ITom licenses and permits, 8% from state aids, 9% ITom charges and services, 1-1/4% ITom fm~s, 1 % from interest, 3% from miscellaneous revenues and other items such as utilities are 4%. Mr. Erar explained that with the lower tax revenue and aid cuts, a lot of these services in the past were subsidized to a certain extent. Staff identified items that could be revenue producing that in the past have simply been provided. All of the departments 100ked at the services they provide. The Finance Department has gone through all of the fees and identified what the cost for producing il1at level of service is. This is to try to recapture the cost of providing a servÍce to a specitic user group where in the past the general tax revenue has paid for providing that service. One example is if people come in and use a room at City Hall they use electricity, ctè. We are trying to recapture some of the costs associated with providing that space. Council Workshop November 6, 2003 - Minutes Page 4 Discussion centered on the proposed fees for using city facilities, such as meeting rooms, ice rinks and fields. Council was not interested in charging the proposed fees to non- profit groups such as Girl Scouts and Boy Scouts. Motion by Jacobson, seconded by Trude that we not charge for the use of rooms at City Hall for non-profit groups such as Boy and Girl Scouts and service organizations. For a business or for-profit group the fees would apply. Motion by Trude to amend the motion to include Sunshine Park. Motion dies for lack of a second. Motion carried on a 4-yes, I-no (Orttel) vote. Motion by Knight, seconded by Trude that there be no charge for ballfield and ice rink usage for youth rec. Discussion: Mr. Stone stated that we are adding fields and lights every year with no extra . funding or extra manpower to maintain the fields. Council Member Orttel felt that we should set a minimum level of what we do. Mayor Gamache requested that !vir. Stone ~ ! " put a letter together to the athletic associations the first of next year explaining to them what we're cutting and what is expected of them. Motion carried unanimously. Council discussed the proposed fees for the use of the Sunshine Park building. Motioll by Trude, seconded by Knight that Sunshine Park be treated like the other City Hall Buildings. Motion carried unanimously. Councilmember Jacobson questioned where the money would come &om to hire someone to run the Community Center. Mr. Dickinson explained that salary would come out of the bonds. Discussion centered on the organizations that Council belongs to and whether they should withdraw &om one or more of them. It was noted that because of the lobbying efforts done last year the C:¡5.anizations are valuable..' Motion by Trude, seconded by Jacobson that we withdraw ITom the AMM organization. Council Workshop November 6, 2003 - Minutes Page 5 Council Member Orttel explained that the League of Minnesota Cities deals with policy issues, the North Metro Mayors is a lobbying group and the AMMA is a metro type group that deals with the Met Council. He has not heard of any other cities dropping out of any of these organizations. Mayor Gamache felt that the AMM is a valuable organization. Council Member Jacobson called the question. Vote on motion: No - Gamache, Orttel; Yes - Jacobson, Trude; Abstain- Knight. Councilmember Jacobson asked why there are no funds for the Fun Fest. Mr. Erar noted they have funds in reserve. Councilmember Trude asked if there is a way for Council to respond to emails ITom home without using their personal email addresses. Mr. Dickinson explained that they can come through City Hall to respond and they can set that up for the Council. Council Member Knight requested that Council receive a copy of the entire budget. Mi. Dickinson silled that staff would come back with a budget document. .." PROPOSED 2004 -1008 CAPITAL IMPROVEMENT PLAN Staff reviewed their proposals for the Capital Improvement Plan including a vehicle replacement for the Building Department, a six-wheel all terrain vehicle and storage building for the Fire Department generator, a four-wheel all terrain vehicle for Storm Sewer, playground structures to bring our parks to ADA compliance and a hydraulic press for Public Works. Council requested that the storage building be brought for consideration for 2005. Mr. Berkowitz stated thcre is a substantial change to the- CIP when it comes to water. Originally there was going to be a new well drilled at the Well #1 location. Staff thought the two wells could be blended to deal with the radium issue. It has been learned that we can't do anything worthwhile with that well. Mr. Neumeister explained that the proposed scanner/copier would also be used for engineering and to scan documents.. The IT people noted that if we update the memory. capacity on our computers we could start memory storage on site. Mr. Berkowitz stated that the televising equipment would be used for sanitary sewer and storm sewer. He also noted that the seal coat budget was cut in half in as well as the Council Workshop November 6, 2003 - Minutes Page 6 crack seal budget. The mill and overlay is a large number but we will be assessing some of those costs. Council Member Trude asked when the County would be putting signal lights at Andover Boulevard and Hanson Boulevard. Mr. Berkowitz noted that it's in the County plan for 2005 but it might not go through. Mr. Berkowitz stated there is a substantial change to the CIP when it comes to water. Originally there was going to be a new well drilled at the Well # 1 location. Staff thought the two wells could be blended to deal with the radium issue. It has been learned that we can't do anything worthwhile with that well. Mr. Berkowitz stated there is a substantial change to the CIP when it comes to water. Originally there was going to be a new well drilled at the Well # 1 location. Staff thought the two wells could be blended to deal with the radium issue. It has been learned that we can't do anything worthwhile with that well. Mr. Berkowitz reviewed the proposed implementation schedule that is a supplement to the February 2001 Comprehensive Water Plan, noting that drilling a new well at #1 (2002), constructing a 2.0 million gallon water tower (2003) and abandmlÌnp, well 112 (2004) have been rem,oved &om the 'schedule; Due to the construction of the water trcatment plan the 2 million gallon \\I:Üer , tower is not needed. The proposed revised implementation schedule in the 2004-2008 CIP includes drilling a blending well at Well #2 in 2004, drilling a new well at that location in 2005, as well as other items for 2005 - 2015. Council Member Trude felt that the new parks that will be coming in need to be dealt with. She also mentioned that if the trail south on Hanson were to be constructed it would deter children from crossing in the middle of the road. OTHER BUSINESS Litigation Overview- Mr. ErdI" explained that this is a case by one contractor against another contractor and draws the city into the claim. Crosstown Boulevard - Mr. Erar informed Council that som,'0ne is talking to the remaining property owners along Crosstown tò Nightingale about purchasing their properties so he can develop them. He asked if staff should contact those owners and tell them the city bas a long-range plan for acquiring those propel1i~~" . Councilm~mber OrtteL_ suggested staff tell that individual the property is zoned R-12 and Council will not rezone it Council requested that Mr. Erar talk with the attorney to work something out. Council Workshop November 6, 2003 - Minutes Page 7 Round Lake Permanent Structure - Mr. Berkowitz stated that he met with two of the residents who noted that the beaver dam has raised the water level and killed some of the trees. Council agreed that Mr. Berkowitz should work with those residents and the city should plant some trees to replace the ones that died. South Coon Creek Drive - Mr. Berkowitz explained that a resident at the intersection of Round Lake Boulevard and South Coon Creek Drive has stated he has an agreement signed by former City Engineer Jim Schrantz regarding the location of South Coon Creek Drive being on the north side of the right-of-way. In February the city talked about moving that in the center of the right-of-way to get a right turn lane in so it will work for the future signal. Now we have an obstacle. He noted that staff will research this issue. Motion by Orttel, seconded by Trude to adjourn. Motion carried. Meeting adjourned at 11 :05 p.m. Respectfully submitted, !.L/..> tl.l¿ Vicki Volk City Clerk .