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HomeMy WebLinkAboutWK November 13, 2002 ~ ()/)/ CITY OF ANDOVER l.lY1J:tu1 I;j. -3--0 À 1685 CROSSTOWN BOULEVARDN.W.. ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923. WWW.CLANDOVERMN.US Special City Council Workshop Miscellaneous City Issues Wednesday, November 13, 2002 -7:00 pm Conference Room A I. Call to Order 2. Þ.dopt Þ.genda 3. Public VVorks Site Þ.cquisition - Presentation 4. Þ.gricultural Preserve - Information 5. Proposed Community Center Project a. Construction Methodology i. Staff Research ii. Project Þ.pproach iii. Request for Proposal b. Establish Preliminary Project Budget c. Resolution on YMCÞ. Partnership Principles and Values d. Capital Campaign Considerationsrrime Line 6. Council Policies - Consider ParklTrail Policies 7. Consider North Metro Mayors Þ.ssociation Membership 8. 2003 Budget - Discussion 9. Other Business 10.Þ.djournrnent . .-.--.. , r--'" ,. ~. .,- . .-- CITY of ANDOVER ANDOVER CITY COUNCIL SPECIAL WORKSHOP MEETING NOVEMBER 13, 2002 MINUTES The Special Workshop Meeting of the Andover City Council was called to order by Mayor Mike Gamache, November 13, 2002, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Don Jacobson, Mike Knight, Ken Orttel, Julie Trude Councilmember absent: None Also present: City Attorney, William Hawkins Planning Intern, Jon Sevald Community Development Director, Will Neumeister City Administrator, John Erar Others AGENDA APPROVAL MOTION by Jacobson, Seconded by Orttel, to approve the Agenda as written. Motion carried unanimously. MISCELLANEOUS ISSUES PUBLIC WORKS SITE ACQUISITION Planning Intern Sevald presented the public works site acquisition to the Council. He showed a map of the proposed area to the Council. He stated public works has ten acres currently along the site and they have combined two driveways to eliminate possible accidents. Mr. Erar stated the Council indicated at a previous meeting that they would like to look at eventually acquiring all the land over to Nightingale. This would make the parcel to be forty acres total. He stated they have talked to the Sheriff's Department regarding possibly relocating their site over to the area between Nightingale and Crosstown. Councilmember Jacobson stated that if the Sheriff's Department would move, he would think they would pay Andover for the land. Mayor Gamache asked if the Sheriff's Department was planning on getting rid of their building on Bunker Lake Boulevard. Mr. Erar stated he was not sure what they . ._....-~ T .. .~. . ". .. ., Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 2 were going to do with that building. Mr. Erar stated Mr. Lowden, the owner, knows the City is interested in acquiring his property and the will be getting an appraisal on the property. He stated the appraiser stated the land was worth $37,000 per acre. Councilmember Trude stated the owner would probably want $50,000 per acre. Mr. Erar stated they would have to see what the owner would want. Councilmember Knight stated that based on what other cities use, he did not think the City would need forty acres. Mr. Erar stated the property could be used for additional fields and the Council requested staff to look all the way to Constance. Councilmember Orttel asked if the road going to west would be immediate. Mr. Erar stated it would not and would be anticipated in the future. He stated Mr. Lowden is not ready to move his operation but he is willing to sell the parcel to the City at the appropriate time. Councilmember Jacobson asked if they would look at bonding if they were going to purchase the land. Mr. Erar stated they couldn't bond a land sale so they would need to look at other options and work the details out with Mr. Lowden. He stated they are set with moving ahead to purchase the first fifteen acres and they could get a purchase agreement together if the City wants to move forward with this. Mr. Erar stated they would try to get the best price for the land. Councilmember Jacobson stated it would cost approximately $670,000 for the fifteen acres. Mr. Erar stated the money would come out of the City's water fund. Councilmember Trude stated her objection is that the people who will pay for the water treatment plan will also be paying for the water holding pond. Mr. Erar stated they could work this out maybe with a loan from the water treatment fund. Councilmember Jacobson asked what staff was looking at from the Council. Mr. Erar stated he would like the Council to reaffirm the purchase so staff could move forward. Councilmember Knight stated he would like to discuss the funding before they start the purchase agreement. Mr. Erar stated there are opportunities to run this and the Community Center funding concurrent. A purchase agreement would consist of what the seller is willing to take for the land and also funding sources. He stated they need to continue talking with the owner regarding purchasing the property or the owner might sell the land to a private party. Community Development Director Neumeister stated the property is currently in Agricultural Preserve. City Attorney Hawkins stated they would need to condemn the properly in order to get it out of Agricultural Preserve. ~ . - -----.-- --.-._- - T--~'-~-_'·-M. . -- - Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 3 AGRICULTURAL PRESERVE - INFORMATION Community Development Director Neumeister stated the purpose of bringing this up is to bring the Council up to date on the current Agricultural Preserve land. He presented to the Council the different areas of Agricultural Preserve and when they will be coming out of Agricultural Preserve. Councilmember Trude stated not all of Mr. Eveland's property is in Agricultural Preserve. This should be placed in Agricultural Preserve because the City only took what they needed for the school. Councilmember Orttel stated Mr. Eveland wanted his property to remain in Agricultural Preserve. Mr. Neumeister stated they would need to look into this and get back to the Council. CouncilmemberTrude stated there was a resolution on this. CONSIDER NORTH METRO MAYORS ASSOCIATION MEMBERSHIP Councilmember Jacobson stated he thinks they should join the Association. Councilmember Orttel stated they are totally against everything that Andover is for. Mayor Gamache stated with the election that just occurred, Anoka County now has eighteen state representative and they are all from the same political party except one. He stated they have the opportunity for Andover to playa lead role in the North Metro Mayors Association and change some things. Councilmember Trude stated they have not picked their agenda yet. Councilmember Knight stated one of the key issues would be the North Star Corridor. Mayor Gamache stated they are also talking about upgrading highway 10 and other projects that would affect Andover. Mayor Gamache stated that if the City wants to stay out because of what was done in the past, they are shortchanging the Association and he believes they can change things by being in the Association. Discussion ensued as to what was previously done in the Association. MOTION by Jacobson, Seconded by Trude, to approve joining the North Metro Mayors Association and drop MMA. Mayor Gàmache stated he would like to remain in the MMA and also join the North Metro Mayors Association. Councilmember Knight stated he would like to see an agenda from North Metro Mayors Association fIrst. Mr. Erar stated in the Association the City is considered one vote and if the City does - ~ -..-..-- .~- ._- , . Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 4 not get involved in the current issues, the Association will not consider the City's voice. Mayor Gamache stated they could get involved in committees and other sessIOns. Councilmember Trude withdrew her second and Councilmember Jacobson withdrew his motion. MOTION by Jacobson, seconded by Knight to have staff contact the North Metro Mayors Association Agenda and get the information back to the Council. Motion carried unanimously. PROPOSED COMMUNITY CENTER - PROJECT ISSUES A. CONSTRUCTION METHODOLOGY Mr. Erar introduced Mr. Bob Lawton from the Minneapolis YMCA. Mr. Lawton stated he is the director of the Minneapolis YMCA. i. Staff Research Mr. Erar reviewed the different YMCAs with the Council (Eagan YMCA) Councilmember Trude stated St. Paul did not have any partnerships with any City to build their YMCAs. Mr. Lawton stated none of the Minneapolis YMCAs has a partnership with any city in building a YMCA. Councilmember Trude asked if this is the fIrst partnership. Mr. Lawton stated this was true. (City of Hopkins Center for the Arts) Councilmember Trude stated they had an architect donating his time to this project. Mr. Erar stated this was only to begin with and they did hire a firm. Mr. Erar stated the Council could review the other YMCAs if they wanted to or they could review them on their own. The Council decided to review them on their own. Mr. Erar stated he was requested by the entire Council to research this information and bring it back to the Council. The direction as set by the entire Council was followed. Councilmember Trude stated design/build is agreed to be illegal and the Council does not want the City to do anything illegal. (Recommendation I) Councilmember Jacobson asked if you have one firm - - . Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 5 doing the construction management and the same firm building it, what is the difference. City Attorney Hawkins stated the thing that makes it illegal is if the same fIrm designs it and builds it without going out for bids. Councilmember Orttel asked if the issue was checks and balances and not bidding the work out. Mr. Erar stated City Attorney Hawkins considered this also. Councilmember Orttel asked what would happen if the same company had both a Construction Manager and building, who would inspect it. Mr. Erar stated that for any work that the CM performed would need to be inspected by an independent company. Mr. Frank Kellogg stated it sounds like there is a viable check and balance issue and asked if anyone has looked at the cost savings in order to create the checks and balances. He asked if anyone has been able to put a finger on architectural fees in the different project management approaches. He asked what is the offset of this versus the checks and balances if the project is bonded. Councilmember Trude asked why they couldn't interview these companies because it is not illegal. Councilmember Jacobson stated they can interview the companies but it would still need to be bid out. City Attorney Hawkins stated they do not need to bid out for a professional service. Councilmember Jacobson stated they incorporate recommendation three into this and they could interview fIve firms and go from the lowest bidder to the highest. Councilmember Trude stated they could incorporate recommendation two into the interviews for the fIve firms. Councilmember Jacobson stated if this building is going to go up, it will stand for fifty to sixty years and he would rather do it right the fIrst time. Mr. Erar stated the firms that have submitted information are architects and construction managers. Councilmember Jacobson stated they have two fIrms for the fund raising activities. The YMCA and Saterbak need one year for fund raising and if this cannot be done, the YMCA will not allow them to use their name. He stated if they go along with this, they have the time to review and decide on some of these things. Mr. Kellogg asked Mr. Lawton in relation to fund raising component, is not the YMCA looking at this as a fIscal commitment relative to ensuring they meet their fund raising goal. Mr. Lawton stated there are some recommendations that were made to make sure you raise the money before starting the project. Mr. Kellogg stated if significant amounts of the money could be raised in less than a year, the relevance to their piece of action is that -- - --- -----.. -- .--.-.-- - r- ,_ ~ . _ ~ "k Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 6 they will commit to A, B, and C, taking the assumption concluding fund raising into consideration so it is not that it is a year out, it is a fact that they obtain the money via fundraising in order to minimize their risk relative to debt service. Mr. Lawton stated this was correct and that the consultant Saterbak projected it to take twelve months to raise the money. In a fund raising capacity, it may take that long to raise the money. Councilmember Jacobson stated they kind of have a design but when they sit down with the YMCA, the design will change. CounciImember Knight stated they will have a hockey rink and the field house will be empty, so the only issue is the aquatic center. Councilmember Trude asked Mr. Lawton if they could talk to the YMCA regarding fundraising for the City. Mr. Lawton stated they would say no because consultants focus on capital campaigns and the YMCA hires consultants for their fundraising of corporate donors. Councilmember Jacobson asked how the YMCA funding would mesh if the City hired Saterbak. Mr. Lawton stated this is something they would need to look into because they have never partnered with someone before. Mr. Lawton stated the question he had when meeting with Saterbak was where are the league gifts. He stated the conclusion was they would get the funds but there were not league gifts listed. Mr. Lawton stated if they try to build the project in phases, it would never work. If this is seen as one facility, fund raising dies as the building begins. He stated in every community that they have YMCAs; they fund raise annually to allow people to use the facility that cannot afford to use it. He stated the issue with fund raising is not the first eighty percent; it is the last twenty percent that takes so long. Mr. Erar stated in talking with the Capital Campaign Committee they were not only looking at the hockey arena, they were looking more at the rest of the center. Their desire is to look at this as a big picture. Mr. Howard stated it is not the Hockey Association's desire to build a hockey arena before the City has a chance to build one in the Community Center and they do not want to jeopardize the Community Center but something needs to be done soon. He stated young children should not have to practice at 10:30 p.m. on a week night but there is not enough ice for everyone to practice at a descent hour. (Recommendation 2) Councilmember Orttel stated he did not have a problem with them doing this. . Special Andover City CouncIl Workshop Meeting Minutes - November 13, 2002 Page 7 (Recommendation 3) Mr. Erar stated they would try to have four or five people sit in on the interview process. Councilmember Trude stated she would like to see Councilmember Knight remain as the Council's representative on the task force. Councilmember Trude stated she would sit in on it if they need two members. Councilmember Orttel stated it should be someone who understands the construction process and methods. Mr. Erar stated Mr. Mulrooney has a lot of experience. The Council decided on seven people to be on the committee, including Councilmember Knight from the Council and one member of the cornmunity, Mr. Mike Mulrooney. (Recommendation 4) CounciIrnember Trude stated this does not prohibit the construction manager from bidding on a construction package. (Recommendation 5) Councilmember Trude stated it is hard to get them to agree on something that is not there already. Mr. Erar stated this is in reference to how the building will be laid out. Councilmember Knight stated they should have a presentation from the top two or three firms so people know what is going on. Discussion ensued regarding the interview process and who should be involved. Councilmember Trude stated they should note it is not a unanimous decision that the Council hears a presentation from the top two firms. Mr. Erar suggested starting the process so they can move this project along. Motion by Orttel Seconded by Jacobson to approve items one through five of document 5ai with changes to item three. Councilmember Jacobson asked if there was a reason to come back with an RFP for the next Council meeting. Mr. Erar stated staff could handle this if the Council wanted. The Motion passed unanimously. ii. Project Approach lll. Request for Proposal B. ESTABLISH PRELIMINARY PROJECT BUDGET C. RESOLUTION ON YMCA PARTNERSHIP PRINCIPLES AND VALVES - - ~- . . Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 8 Mr. Erar stated most lease commitments come with a pre-negotiated commitment. Mr. Erar stated Mr. Mezile's position is the YMCA should become owners of the building and Mr. Erar stated he thought there should be some additions at the end of the lease. Councilmember Knight asked how the City would determine which portion of the building would be YMCA. Mr. Erar stated the aquatic facility would be YMCA and the Hockey arena would be the City. What would be an issue would be the field house. He stated they could come to an agreement on this piece. Councilmember Trude stated they should emphasis the goal and not the particulars. Mr. Erar discussed debt structuring with the Council regarding the YMCA's portion of the building. D. CAPITAL CAMPAIGN CONSIDERATIONSfIlME LINE Mr. Lawton discussed the information in the packet with the Council and stated how critical volunteer leadership is. Councilmember Jacobson stated his opinion on this is he would not vote for this unless there is a referendum and he thinks the people need to have their voice heard on the issue. He wanted to know if people think this is a done deal because they had not had any voice. Mayor Gamache stated Saterbak suggested they have a vote at the end of the campaign and after all the money is raised. Councilmember Jacobson stated that if they do things in that order it concerns him and he would like to see some sort of vote in the near future. Councilmember Trude stated if they can keep this within the survey dollars, they would have public support, if they go over it, then the public will start to question it. Mr. Lawton stated that one of the things going for the City is the sense of urgency. He stated it is a big step forward and the Hockey arena is a real issue for families in the co=unity. Councilmember Jacobson asked if they could hold off on the resolution until December 9, 2002 when they know what the YMCA is going to do. COUNCIL POLICIES - PARK/I'RAIL POLICIES -~- . Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 9 PROVIDING FOR THE PLANNING, DESIGN, CONSTRUCTION AND FINANCING OF PEDESTRIAN TRAILS. Councilmember Jacobson stated he talked with Mr. Erar regarding transportation trails along busy city streets and he thought it was important these get done. Councilmember Orttei asked where the funds would come from for the trail fees. Mr. Erar stated trail funds pick up the cost of pedestrian trails, not transportation trails. Councilmember Orttel stated the main use for this is for pedestrian use. Mr. Erar stated that is why they have tried to distinguish between recreational trails and transportation trails. Finance Director Dickinson stated the utilization on some of the trails in the past have been convoluted and they are trying to get away from that. ESTABLISHING A PROTOCOL FOR THE EXPENDITURE OF PUBLIC FUNDS BY THE PARK AND RECREATION ADVISORY COMMISSION. The Council agreed on this. THE ROLE OF THE PARK AND RECREATION ADVISORY COMMISSION Councilmember Jacobson stated he would like to add "project" to the first sentence after "policies" and would like to add a bullet stating "Schedule the use of City Park activities in a fair and reasonable process." Mr. Blackstad and the Council discussed the role of the Park and Recreation Advisory Commission. Motion by Trude, Seconded by Orttel, to approve the trai1 and expenditures. Motion carried unanimously. 2003 BUDGET Councilmember Trude summarized the budget information for the Council. She stated the overall increases were going to staffing and three percent was typical in the metro area. With insurance she was wondering if they should go with a big consortium because they are paying out a lot of money for insurance for employees. Mr. Dickinson stated they are looking at different consortiums and groups and hope to have an analysis done for December. Mr. Erar stated this would be within the health care dollar amounts listed in the information. - - --.. -. -0_' , Special Andover City Council Workshop Meeting Minutes - November 13, 2002 Page 10 Councilmember Trude asked if the overall increase cost ofliving included Mr. Erar. Mr. Erar stated that it did include him and all staff. Councilmember Trude asked if this meant that they would not need to have a performance review. Mr. Erar stated they would still need to have this because the cost of living does not include performance reviews. Mr. Erar stated the Community Services Director would need to come back to the Council for approval. He stated they do not want to do anything until it is brought back to the Council. Councilmember Trude asked about the Bunker Lake Trail and when are they going to start this. Mr. Erar stated it is not in the projects for 2003. Councilmember Orttel stated they should look into this and see if something could be done. Councilmember Orttel asked what happened with the stoplights on Andover and Hanson. Councilmember Trude stated this is backed up all the time and something should be done. She stated she has had complaints from people asking why they do not have pedestrian crossing at Andover and Hanson also. Mr. Erar stated this is a County issue so they cannot do anything about it. Mr. Dickinson stated they have had some minor adjustment to the tax rate and they will try to get the information to the Council at the first meeting in December. He stated the tax rate will decrease but not as much as they thought it would. Councilmember Jacobson asked with the budget the way it is at the State level has Mr. Dickinson given any thought to what would need to be cut out of their budget Mr. Erar stated Mr. Dickinson goes over this every day and he is always thinking about it. OTHER BUSINESS Mr. Erar stated the YMCA would like to schedule a meeting for the week of December 911>. Council agreed on Thursday, December 12, 2002 to meet with the YMCA. Mr. Erar asked if the YMCA indicates the news will be good, do they want to televise this. Councilmember Jacobson stated that they should televise this no matter what. Motion by Jacobson, Seconded by Orttel, to adjourn. Motion canied unanimously. The meeting adjourned at 10:35 p.m. Respectfully submitted, Susan Osbeck, Recording Secretary TimeSaver OjfSite Secretarial, Inc. ~ . T-- .~'_~___'~M' + -~--__._