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HomeMy WebLinkAboutWK November 14, 2000 c,G\J\..Q..ct.... O./-.L.- UJ1(J:;tU' 1d,-5-~ CITY of ANDOVER 1685 CROSSTOWN BOULEVARO NW. . ANOOVER, MINNESOTA 55304' (763) 755-5100 FAX (763) 755-8923 Special City Council Workshop Tuesday, November 14,2000 Conference Room A Call to Order 6:00 PM 1. Discuss Street/Utility Improvements Adjacent to High School Site. 2. Other Business Adjournment ~ 0..0 ().)1 cJ:1..Ln 1.),-5 -CD CITY of ANDOVER SPECIAL ANDOVER CITY COUNCIL WORKSHOP - NOVEMBER 14, 2000 MINUTES - A Special Workshop of the Andover City Council was called to order by Mayor Jack McKelvey on November 14,2000,6:01 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota, Councilmembers present: Tony Howard, Don Jacobson, Mike Knight, Ken Orttel Councilmembers absent: None Also present: SEH Engineer, Todd Blank City Engineer, Scott Erickson Acting City Administrator, Dave Carlberg Others DISCUSS STREETIUTlLlTY IMPROVEMENTS ADJACENT TO HIGH SCHOOL SITE The Council discussed the following issues relating to the street and utility improvements adjacent to the high school site: Maintain or eliminate intersections a/Crosstown Boulevard and 148th Avenue and 146th Avenue- Mr. Erickson stated the Council had discussed the possibility of eliminating these intersections fÌ'om Crosstown Boulevard because they could become possible "cut through" routes for students, and it may improve traffic movement on Crosstown. The disadvantages of doing so would be traffic would be diverted to the remaining intersections in the development, easements would be needed to cul-de-sac the intersections, the cost would need to be budgeted, and 148th Avenue is the main connection to the south side of Sunshine Park. Council discussion suggested the possibility of closing off access to the development from Andover Boulevard to prevent cut-through traffic or possibly just closing off 146th. Rather than putting cul-de-sacs at the end of 146th and 148th, an option may be to gate them such that emergency vehicles could go through. A traffic officer at Andover Boulevard and Crosstown Boulevard in the mornings and evenings would be helpful to help move traffic efficiently. Traffic through the neighborhoods may be more of a problem after special events. Mr. Erickson stated they have asked the school district to submit a traffic management plan for the school. The timing of the light will be the key in making the traffic flow properly. There will be no parking on Andover Boulevard and along Crosstown Boulevard. After reviewing the proposed traffic patterns around the high school, the Council suggested the residents to the east of the high school be informed that they are aware of the possibility of potential traffic problems because of the school and that it will be monitored closely. Residents should be encouraged to let the City know ifthere are any problems; and if there are, consideration for closing those streets to Crosstown Boulevard would be discussed with them. Mr. Erickson agreed to send a letter to the residents that the City will be monitoring the traffic situation. - ~ ~.. . ..--.- Special Andover City Council Workshop Minutes - November 14, 2000 Page 2 (Discuss Street/Utility Improvements Adjacent to High School Site, Continued) Council also discussed the parking situation at the high school and was especially concerned with parking availability during special events. Mr. Carlberg noted the proposal is for about 600 parking stalls during the day with provisions for up to 943 stalls for events. Mr. Erickson stated the intent would be to post the extension of Andover Boulevard as no parking, Mr. Blank stated the proposed width of the extension of Andover Boulevard would not accommodate on-street parking. Council asked that the cost be determined to widen the extension of Andover Boulevard west of Crosstown to provide the option of parking along it during special events. Parking on that street would be preferable than having people parking in the neighborhoods during events, Another option to consider may be to look at a parking lot on the southeast comer of Andover and Crosstown Boulevards, which may be more cost effective than widening Andover Boulevard. Mr. Carlberg felt a traffic management plan should address the parking issue. One possibility may be to park in Sunshine Park and shuttle to the event at the school. Improvements and funding to Crosstown Boulevard - Mr. Erickson explained the intersection of Crosstown Boulevard and Andover Boulevard will need to be widened and reconstructed with turn lanes, plus a turn lane into the bus entrance on Crosstown Boulevard. The City will have to fund the improvements on Andover Boulevard, which is a City street. Mr. Blank estimated the cost of $450,00 for the signal and widening of the roads. The signal does not meet warrants, so State Aid funds can not be used. The source of funding needs to be determined. The Council recalled the school district had indicated they would have some funds for the improvements of that intersection. They also felt the county needs to be involved. Discussion was on the proposed morning traffic patterns to the school. It had been indicated that the major attendance area would be from the north and east, so traffic on Andover Boulevard west of Hanson Boulevard may not be very high. In the afternoons, however, there may be more traffic going south if students go to work after school. The consensus of the Council was that a lighted intersection at Crosstown and Andover Boulevards is necessary as soon as the school opens. It was also agreed that a meeting with the school board and county commissioners is needed to discuss the financial contributions of each entity. Trails - Mr. Erickson stated the City is requiring a trail along the west side of Crosstown Boulevard and the north side of the new Andover Boulevard, which will be funded by the school district as part of the project cost. They are still considering a trail or sidewalk along Andover Boulevard between Crosstown and Hanson Boulevards and will be talking to the Park and Recreation Commission about a trail along the east side of Crosstown Boulevard north of Andover Boulevard. The street extension of Raven in Woodland Estates is proposed to be eliminated and a trail put in to the school district property. The school will have a trail connecting to it. Mr. Erickson stated they will continue working on the trail issues. Special Andover City Council Workshop Minutes - November 14, 2000 Page 3 (Discuss Street/Utility Improvements Adjacent to High School Site, Continued) Utilities- Mr. Erickson explained a gravity sanitary sewer line will be extended to the west end of the high school property. At that point it wi\! be necessary to have a sanitary sewer lift station to service the area west and possibly south of that location. Should the City increase the size of the line to allow for the potential expansion of City utilities beyond the current MUSA boundary? Mr. Blank stated the sewer pipe would be increased from an 8-inch to a 10-inch pipe at an additional cost of between $3,000 to $6,000. The Council agreed it would be cost effective and good planning to increase the pipe size now to provide for the potential expansion of City utilities beyond the current MUSA boundary. Wetland Mitigation - Mr. Erickson explained for the extension of Andover Boulevard, the City needs to mitigate approximately five acres of wetlands. Three parks are being evaluated for locations to perform the mitigation. Those parks are Prairie Knoll, Kelsey Round Lake and the park along Coon Creek just east of Hanson Boulevard. Maybe a combination will be used, Costs sti\! need to be determined, The idea is to take the marginal areas and convert them into more aesthetic wetlands to achieve the wetland replacement requirements. About five acres of wetlands is needed to mitigate the impact on 2\1, acres because of the extension of Andover Boulevard. They will be bringing this back to the Park and Recreation Commission for discussion.. Upgrades to the intersection of Hanson and Andover Boulevards - Mr. Erickson stated the county has said they do not have the improvement of this intersection in their five-year plan, but they wi\! try to get some funding for it. Council noted a letter ITom a resident suggesting turn lanes be marked at that intersection for better traffic flow. They suggested that recommendation be passed on to the county. Mr. Erickson agreed all that would need to be done is to restripe the road. That letter was forwarded to the county, but he has not received a response. He stated he will follow up on that item. The Council agreed to schedule a meeting with the school board and county commissioners for Thursday, December 7. Staff indicated they will look into setting it up for that date and confirm it with the Council. The Council also suggested that the varsity baseball field shown on the plan for the high school be moved further south toward the parking lot. That would encourage people to park in the existing lot rather than in the neighborhood to the north. Signing might be needed in the neighborhoods. Mr. Blank stated they would like to take the plans to MNDot and then go out for bids as soon as possible. Mr. Erickson stated it makes it a lot easier to have all items done under one project. Discussion is sti\! needed on who wi\! take the lead for the project. Special Andover City Council Workshop Minutes - November 14, 2000 Page 4 Motion by Jacobson, Seconded by Knight, to adjourn. Motion carried unanimously. The meeting adjourned at 6:57 p.m. Respectfully submitted, ,\,\\~è0?~ M~ella A. Peach Recording Secretary , " (l¡vw1Li.W1 ~ -S-oo CITY of ANDOVER Special City Council Wôrkshop Tuesday, November 14, 2000 Conference Room A , " Call to Order-lmmediåtelyAfter the Adjournment of the 7:00 p.m. EDA Meeting, (Approximately 8:00 PM) 1. Budget Discussion A.) 2001 New Position Requests B.) 'Anoka Aquatic Center Contribution C,) Capital Equipment Update 2. Oilier Business Adjournment . ---.. . .,~"- -- , ~ I ~ -5 .oð SPECIAL ANDOVER CITY COUNCIL WORKSHOP - NOVEMBER 14, 2000 MINUTES A Special Workshop of the Andover City Council was called to order by Mayor Jack McKelvey on November 14,2000,8:15 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Tony Howard, Don Jacobson, Mike Knight, Ken Orttel Councilmembers absent: None Also present: City Engineer, Scott Erickson Finance Director, Jim Dickinson Acting City Administrator, Dave Carlberg Others BUDGET DISCUSSIONS - GENERAL FUND FOR YEAR 2001 Mr. Dickinson stated the Council had asked Staff to research those positions the Departments had listed that they needed but were not included in the budget. He noted one correction to the budget. The estimated revenue for CDBG grants was higher than what the City will be receiving by $12,000, so there will be a $12,000 shortfall on revenues. In the future CDBG funds will be dropped from the operating budget because of the new method of receiving funds that will be instituted in the year 2001-2002. Last Thursday the Council also asked to Staff to find a funding source ITom the General Fund budget to contribute to the Anoka Aquatic Center. The proposals before the Council will address that, taking it out of the Park Dedication to the General Fund. Mr. Dickinson referenced Attachment # 11isting the 2001 budget new position requests and funding sources. The Building Department temp is proposed to increase in salary expenditure ÍÌ'om $12,918 to $22,000. Attachment #2 outlines the proposed funding for a full-time central equipment mechanic. A reallocation of $19,000 from the Fire Department that was double budgeted wou1d fund this position. The temporary employee budgeted for $23,547 wou1d be discontinued. Through the Central Equipment allocation to user departments, the impact to the General Fund would be $16,349 and $3,834 for the Water and Sewer Fund. A residual of $2,651 is available for reallocation, possibly to fund the contribution for the Anoka Aquatic Center. Mr. Dickinson reviewed Attachment #3 to fund the Building Department temporary, a year-round planning intern and a Human Resources specialist or hire a professional service contract to deal with human resource issues. Adopting the 1997 Building Permit fee schedule over the 1994 one currently in place would generate an additional $70,000 in fee revenues. In addition, Staff is proposing a sketch plan fee be adopted because of the amount of time Staff spends in reviewing them, which would generate approximately $4,000 annually. Mr. Carlberg suggested a sketch plan fee of between $500 and $850. He based that on the commercial site plan fee, which is $850. There is a Special Andover City Council Workshop November 14, 2000 - Minutes Page 2 (Budget Discussions - General Fund/or Year 2001 - Continued) public hearing process involved with the sketch plan. He suggested instituting the fee, and during the next year Staff will track how much time they are spending on sketch plans to be sure the developers are paying their fair share. Maybe in the future the fee would be for actual time spent, or a flat fee with costs over and above. They are researching what other cities are doing, but it must be kept in mind that Andover's sketch plan process is quite in depth. Mr. Dickinson explained the Building Department counter is currently being done by a half-time person and by anyone who is available the rest of the time. The budget has been increased to $22,849 for this position with the proposal to expand the current position to full time. A person working part time has expressed an interest in working full time and would be trained to cover the Building Department counter. If not needed in the Building Department, that position could be utilized in other Departments at City Hall as a float. It provides that flexibility, but it is also expected that the majority of time would be at the Building Department counter. The year-round planning intern would be funding by billing for services. Mr. Dickinson explained the City is getting to the point where a part-time human resources specialist is needed. Another option would be to contract with a professional human resources specialist, possibly sharing with another City. The human resources duties are a substantial amount oftime for the administrator, treasurer and himself. He talked with a professional service company who felt a realistic cost would be in the range of $20,000 to $25,000. There would be no benefits. He'd like to put the dollars in the budget for now; and when the new administrator is hired, allow that person to decide whether a part-time human resources specialist should be hired or to contract for those services. Council discussion was on those items that would be done by this person. Mr. Dickinson reviewed Attachment #4 for a proposed full-time Fire Marshall. Currently the work is being done by the Fire Chief. With the additional revenue generated by adopting the 1997 Building Permit fee schedule and a sketch plan fee, funds would be available for a full-time Fire Marshall position. Those funds are also proposed for the Building Department temporary, year- round planning intern and human resources specialist. Only those positions or the Fire Marshall can be funded. Fire Chief Dan Winkel stated he no longer has the part-time Fire Marshall. For the last several years they have had $20,000 in the budget for this position, which is a source of funding for it. Mr. Dickinson stated another $34,000 is needed to fund this position. Chief Winkel stated there is a list of additional revenue sources, but it would require policy changes to start charging for fire inspections. For the last four years the Council has approved fee schedules of hourly rates to charge for inspections. However, they have not been charging for inspections. Councilmember Orttel asked if it would be reasonable to roll over the budgeted items to fund the employee pool. After the first of the year, there may be more input from a new Council. Mr. Dickinson stated the funds can be budgeted with the decisions to be made early next year. The salary for the administrator was budgeted at that of the previous administrator. Any savings by not Special Andover City Council Workshop November 14, 2000 - Minutes Page 3 (Budget Discussions - General Fundfor Year 2001 - Continued) having an administrator will be used to pay the Brimeyer Group. He felt the biggest need right now is the Building Department temp and the year-round planning intern. After some discussion, the Council generally felt comfortable authorizing the Building Department temp and the year-round planning intern at this time. The Building Department has been a huge contributor of income in the City, and the planning intern's position is funded by fees. Those are technically not new positions, but an expansion of existing ones. The full-time mechanic is also covered through the reallocation of funds, and it was agreed to approve that position as well. That leaves the positions of human resources specialist and Fire Marshall open, noting the contribution to the Anoka Aquatics Center is still funded. Mr. Dickinson then reviewed Attachment #5 regarding the request of a park coordinator. Funding has been proposed to charge $15 per youth based on 4,595 participants in youth athletic programs ITom the calendar year 2000, which would generate $68,925. Currently several staff members spend a portion of their time dealing with youth sporting issues, which reduces the time they have to spend on their primary duties. Right now the athletic associations are charged nothing for field maintenance. Councilmember Knight felt the fee is double dipping, Money is already being paid to the athletic associations, and now the City would be asking for another $15. It gets pricy, and he has trouble with that proposal. He felt a park coordinator is needed now but doesn't feel charging $15 per child is the way to fund it. Councilmember Orttel stated there is a general benefit. People who use a lot of a service should pay for part of it, but the question is how thin should it be sliced. A park coordinator would not reduce the need for associations to have coordinators themselves. Mr. Dickinson stated associations charge from $40 to $125 to participate in their sport. Is this something the City wants to be involved in? Right now the scheduling of the fields is done by Staff and the associations. Councilmember-elect Julie Trude stated most agree the services that should be subsidized are the youth and the seniors. She anticipated more associations in the future for hockey and football. Nobody wants to see a kiddy tax. Mayor McKelvey did not agree with the associations holding weekend tournaments in the City for profit, sometimes with few teams from the City involved; but the City must provide the maintenance of the fields at time and a halffor the employees, which can cost as much as $2,000 to $3,000. He did not have a concern if the majority of the teams are from Andover, only those tournaments that have just a few local teams. Frank Stone, Public Works Superintendent, stated the associations do donate for various items for park maintenance. It is the extra manpower and money that the Parks Department does not have. Councilmember Jacobson felt the City is close to needing someone else in the parks area, especially with the four new fields at the high school, possibly an ice arena, four new fields south of the WDE site, a sliding hill and more and more trails. Whether or not the City is charging enough for tournaments is a separate issue that should be addressed. Right now he didn't think the City could fund the position, but he felt it should be researched and a recommendation made for the 2002 budget. Special Andover City Council Workshop November 14, 2000 - Minutes Page 4 (Budget Discussions - General Fundfor Year 2001 - Continued) The Council felt the Park and Recreation Commission should review possible fees for tournaments so the City breaks even on its costs for maintenance. They generally agreed with Councilmember Jacobson's suggestion to hold off on the position for now but to keep records of time and costs. Funding the position needs to be researched. TIlls is an issue that the new administrator can address. Another alternative is to get a Park Coordinator intern to develop what is really needed and financing methods. The item was referred to the Park Board for input from the Associations and the residents. Councilmember Howard stated he will be coordinating to debt service the hockey arena using it year round. Possibly they could co-exist and look at some joint venture with the City, Mayor-elect Mike Gamache stated the scheduling of the fields for summer athletics is done in February. The associations decide which teams will play on which fields and which nights. The coaches take it from that point on until the end of September. The only other fields scheduled by the City is for some church leagues that come in. He didn't know what a park intern would be able to do unless there is a hockey arena. The Andover Athletic Association is run by volunteers. It has hired the Rum River League for scheduling because of problems they had getting a coordinator. The Rum River League also pays for umpires and gets teams from outside the City. They expect they will have enough volunteers next year so they will no longer have to hire the Rum River League. Regarding state tournaments, they do get a lot of teams coming in ITom out state. They try to get all of the Andover teams to play in it. The Associati~ses that money to buy equipment, etc. They do not get a cut of the concessions. They also rt~lHre a $5 fee for parents to attend a program which they set up at the request of the school board to address incidents and issues they have had in the past. Mr. Stone felt it may be better once the Andover Athletic Association starts doing their own scheduling. The fields are scheduled from spring through September, but half the time there is nobody playing on the fields. Still, nobody else can use them either. Councilmember Orttel suggested a reconfirmation of field use be required 24 hours in advance or there would be an extra charge. (J.JY\..u W,1.d I a -5-cV Motion by Jacobson, Seconded by Orttel, to authorize the extra half-time mechanic to bring it up to a full-time position. Also authorize now going ahead with the Building temporary and planning intern and authorize the expenditure for the Aquatic Center. To pay for that we also authorize the 1997 Building Permit fee schedule. Any money left over between what we authorize in people and fees brought in, that amount be held and let the Administrator make the determination for his people such as the Fire Marshall, etc. Also approve the sketch plan fee. Motion carried unanimously. Councilmember Jacobson stated apparently there would be enough money left over for a full-time Fire Marshal!. He felt that position needs to be looked at very strongly in February because it is a public safety issue. Councilmember Orttel stated he has opposed a full-time Fire Marshall in the past but now feels the City is getting close to needing one with the new businesses and schools being built in town. - __.__... ___ --0 . ' Special Andover City Council Workshop November 14, 2000 - Minutes Page 5 (Budget Discussions - General Fundfor Year 2001 - Continued) Mr. Dickinson gave an update on the capital equipment purchases. About $1.2 million of capital requests was pulled from the budget. In May, 2001, they will be coming forward with a capital equipment note; but he will wait to group several bonds together to save on fees. The amount the City can fund is between $950,000 and $1.1 million. A bond is falling off, and this bond could be added without increasing the levy. Within another year he hopes to be able to fund capital purchases within the operating budget. He also talked about the items that need to be done to comply with financial policies, which in turn will have a substantial impact on the interest rates the City can sell those bonds for. Mr, Carlberg stated those capital purchases will come to the Council prioritized by the Staff. TRUTH-IN-TAXATION HEARING Mr. Dickinson asked what the Council wants for a presentation at the Truth-in- Taxation hearing. Council discussion was to have a presentation similar to previous years that shows where the revenues come ITom, where the expenditures are going, comparisons with other communities, graphs and charts, etc. Motion by Jacobson, Seconded by Howard, to adjourn. Motion carried unanimously. The meeting adjourned at 9:37 p.m. Respectfully submitted, ~~V~ M~la A. Peach Recording Secretary