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HomeMy WebLinkAboutWK April 27, 2004 ~ c.v;).../ ~ Ij" -I'i-of 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US Special City Council Workshop Miscellaneous Items Tuesday, April 27, 2004 Conference Room A & B 1. Call to Order -7:00 p.m. 2. Community Center Project Update - Administration 3. Ackoowledge Community Center Ice Arena Manager Position, Cont. - Administration 4, Discuss Road Improvement Policy, Cont, - Engineering/Planning/Finance 5. Discuss New Standard Street Section (Continued) - Engineering 6. Discuss Hanson Boulevard County Road Plan/242 to North of Bunker Lake Boulevard- Engineering 7. Approve 2005 City Council Budget Guidelines/Goals - Finance 8. Meeting Minute Budget Status - Clerk 9. Other Business 10, Adjournment SPECIAL ANDOVER CITY COUNCIL WORKSHOP - APRIL 27, 2004 MINUTES The Special Council Workshop of the Andover City Council was called to order by Acting Mayor Ken Orttel, April 27, 2004,7:03 p,m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, MinnesotL CounciImembers present: Don Jacobson, Mike Knight, Ken Orttel, and Julie Trude Councilmember absent: Mayor Mike Gamache Also present: City Engineer, Dave Berkowitz City Finance Director, Jim Dickinson Community Development Director, Will Neumeister Human Resource Manager, Dana Peitso City Administrator, John Erar Others APPROVE AGENDA Motion by COUDcilmember Knight, Seconded by Councilmember Trude, to approve the Agenda as presented. Motion carried unanimously. COMMUNITY CENTER PROÆCT UPDATE Mr. Erar stated the Construction Manager has prepared a detailed listing of value engineering reductions, which represents both his earlier estimated savings and confIrmed savings to date. Brian Recker, RIM Construction, summarized bid package #3, including the proposed cost savings list and the confirmed cost savings. Councilmember Jacobson asked how many change orders would be expected in percentages for this type of a project. Mr. Reckerreplied they could expect approximately 2-3 percent in change orders of the total construction cost. Councilmember Orttel asked who would authorize change orders. Mr. Recker replied most projects have a designated representative who has the authority to authorize change orders. He recommended the City have a designated representative who would be their initial contact Mr. Erar stated staffwas usually the designated representative who made the immediate decisions and then the Council would approve the change orders at a regular meeting. He stated in the past the ~ . . - Special Andover City Council Workshop Meeting Minutes - April 27, 2004 Page 2 designated representative had a limit of$I 0,000,00 and anything over $10,000.00 would need to be brought to the Council for approval. Mr. Recker noted there was an issue with the drywall bid and the low bidder was no longer a qualified bidder due to the bidder not receiving all of the necessary information to make an accurate bid. He indicated they were obligated to accept the next lowest bidder, which would increase the drywall cost. Councilmember Knight asked what happened to the cement floor in the arena. Mr. Recker replied that was deleted. Councilmember Trude understood that that issue would be coming back to the Council for a decision. Mr. Erar replied the Council had deleted this, but it could come back if they wanted to discuss this again. Councilmember Jacobson believed they had decided to go with the sand floor. Councilmember Trude asked if they were confident they had a durable, long lasting product with the sand. Mr. Recker replied this was a good system. Mr. Dickinson noted if they chose to have a concrete floor in the future, it could be added at any time. Mr. Erar stated the YMCA had agreed to the elimination of the south road if it would help with the budget. He asked the Councilmembers if they opposed eliminating this road and putting in a walkway instead. He noted the walkway would be wide enough for emergency vehicles to access for emergency services. Councilmember Jacobson stated he would like to wait and see what the contract bids came in at and make a decision at that time. Mr. Recker replied they had until the end of the day on June 1 before they had to make a decision on this. Councilmember Knight expressed concern about on1y having the north access. Mr. Erar asked for Council's decision on bid alternates 3 and 4. Mr. Recker stated they would want to implement bid alternates 3 and 4 soon. Motion by Councilmember Jacobson, Seconded by Councilmember Trude to approve bid alternates 3 and 4 for $31,750.00 to be applied to the contingency. Motion carried unanimously. ACKNOWLEDGE COMMUNITY CENTER ICE ARENA MANAGER POSITION, CONT. Ms. Peitso stated at the March 21, 2004 Special City Council Workshop, some Councilmembers had Special Andover City Council Workshop Meeting Minutes - April 27, 2004 Page 3 questions regarding the Ice Arena Manager Position. She summarized the answers to their concerns, including salary range, organizational set-up of the position, andjob duties of the ice arena manager. Councilmember Jacobson asked how many positions they have in the budget for this facility. Ms. Peitso handed out what a spreadsheet of how many positions were budgeted. Ms. Peitso noted the salary would start out at a lower amount at step level one and a higher amount at step level five. She indicated this was an average amount. She pointed out that at the start-up, there would be increased cost, but this would be reduced as the facility got up and running. She recommended hiring an Ice Arena Manager at this time. Councilmember Jacobson asked when the concession area would be up and running. Mr. Erar replied it would be in 2005. Councilmember Jacobson asked if it would it take 4.5 people to run the facility in 2005. Mr. Erar replied it depended on the quality of the person they hire. He noted in other cities their Ice Arena Manager is very busy and they also have a fmance manager to handle the day-to-rlay operation. He noted that in the first year of operation there are a lot of details that would need to be worked out. Ms. Peitso pointed out it would take a minimum of six weeks to get recruits to interview with another 2 to four weeks before they would start, so she was estimating it would take approximately three months before they would have an Ice Arena Manager hired. She indicated they need to make a decision regarding this soon, so they are not cutting their time short. Mr. Erar noted right now the City is operating without a Park and Recreation employee and indicated the salary could be split between the general fund and the ice arena. He noted the position could be split among various funds, so it would not drain the arena's funds. Councilmember Jacobson expressed concern regarding the job description saying the position is on1y the manager of the Ice Arena and this description being too narrow. Ms. Peitso noted there is a category on the description that says "and other duties assigned" and they could amend the job description in the future, if necessary. Councilmember Ortte1 was also concerned about the narrow job description. Councilmember Knight noted he had spoken with other cities that had ice arena managers, and nobody was making more than $60,000.00. Councilmember Orttel asked if it would make more sense to hire an assistant manager at this time and hire an Ice Arena Manager at a future date. Councilmember Jacobson stated he did not believe if they advertis this at $55,000.00, they need to look for someone who had more responsibility than an Ice Arena Manager. Special Andover City Council Workshop Meeting Minutes - April 27, 2004 Page 4 Councilmember Knight agreed with Councilmember 0rttel's suggestion that they hire an assistant manager at this time. Mr. Erar replied if they hire an assistant manager, that person would not have the expertise to hire employees and run the facility. He noted the job description could always be revised as the job developed. Ms, Peitso noted the job description indicates they are looking for a manager of a recreational facility, which did not limit it on1y to the ice arena manager. Mr. Erar suggested changing the job position title to Recreational Facility Manager with emphasis on ice arena management. He noted they could always inform the candidates that this position is one that could evolve and grow. Councilmember Knight suggested they fmd someone who has expertise in ice arena management to assist staff in developing the right interview questions. Ms. Peitso was in agreement with this suggestion and she would contact one of the other cities that had these types of managers for their suggestions. Motion by Jacobson, Seconded by Trude, to proceed with advertisement for a Recreational Facility Manager that would include the ice arena management, and in the future, the field house. Staff to search for individuals who not on1y have experience in managing ice arenas, but also have administrative experience who could manage all of the facilities (i.e. ice arena, field house, and the concession stand, if necessary). Motion carried unanimously. DISCUSS ROAD IMPROVEMENT POLlCY, CONT. Mr. Dickinson stated the need to discuss a road improvement policy for the City is becoming ever more important as new demands on the city and county road network require upgrades to intersections and widening of roads. He summarized the issues that would arise and explained how City staff would recommend establishing new policy to allow the City to charge developers for their pro-rated share. He noted the City plans for their portion of major future roadway improvements in the Capital Improvement Plan (CIP). The County also uses their CIP to plan where the dollars would be spent on the County roadway system. There are a number of improvements that show up in the County plan as "unfunded" and that makes it rather difficult to determine if or when there will be any improvement to a road that needs upgrading. The demands are greater than the available money and they continually work at prioritizing where their money would be spent. He indicated staff would recommend participating in joint grant applications with the County for Federal Grant Funds. Councilmember Orttel agreed with applying for the grant. Councilmember Trude stated she also supported the grant request. Council reached the consensus to participate in the grant process. Special Andover City Council Workshop Meeting Minutes-April 27, 2004 Page 5 Council made various suggestions and alternatives regarding assessments, tax levy and developer costs, including making the improvements and deferring the cost until the land is developed, infill concentration with a trigger mechanism, and setting up zones within the City. Councilmember Jacobson noted they also need to have the County put funds toward the County Roads, Mr. Dickinson stated staff would focus the policies on assessments, tax levy, and developer costs, as well as County contributions. Councilmember Jacobson requested staff to have the City attorney review any drafted policies before they come back to the Council. DISCUSS NEW STANDARD STREET SECTION, CONT. Mr. Berkowitz stated staffis requesting the City Council discuss and approve increasing the standard pavement section used for streets constructed in new urban and rural developments. He summarized the cost estimate increase per lot along with a schematic of four different street sections. Councilmember Jacobson asked if the problem is the depth of the bituminous or the curb. Mr. Berkowitz replied it is a combination of bituminous and curb. Councilmember Jacobson asked what the cost per lot would do to a small development. Mr. Berkowitz replied he was comfortable this would apply to a small development also. Councilmember Jacobson asked how they know the road would last more than 25 years. Mr. Berkowitz replied he did not have evidence that it would last longer than that. If they are able to get even ten more years out of the pavement, that would be a great cost savings to the City. He noted a thicker section would last longer. Councilmember Jacobson asked if the Road Committee had a recommendation. Mr. Berkowitz replied they were leaning toward option 2 or 3. Motion by Councilmember Knight, Seconded by Councilmember Trude, to approve implementation of Option 2 (3" bituminous and 5" class 5 aggregate base) for newly constructed urban and rural developments. Motion carried unanimously. Special Andover City Council Workshop Meeting Minutes - April 27, 2004 Page 6 DISCUSS HANSON BOULEVARD COUNTY ROAD PLAN1242 TO NORTH OFBUNKER LAKE BOULEVARD Mr. Berkowitz summarized the Hanson Boulevard County Road Preliminary Planl242 to North of Bunker Lake Boulevard. He asked if Council wanted staff to work with the City of Coon Rapids regarding putting in a traffic signal on 133rd and Hanson Boulevard. Councilmember Trude indicated 133'd and Hanson Boulevard is a dangerous intersection, but this is not a high priority. CounciImember Jacobson asked how much the County is estimating the cost be. Mr. Berkowitz replied the County would not give the City any estimates at this time. Councilmember Orttel suggested letting the businesses petition the City for their access and frontage road. Councilmember Knight asked if the Super America gas station would want to stay at the intersection of Bunker Lake Boulevard and Hanson with the decrease in access. Mr. Berkowitz replied he would meet with Super America and inform them of this plan and obtain their comments. Mr. Berkowitz noted Federal aid would cover a lot of the cost and he would have more information once the County determines the costs. He stated the County is planning to construct this in 2006. Councilmember Jacobson expressed concern about the accesses to the businesses at the intersections being too far away and the City ending up with empty buildings at the intersections. Councilmember Orttel asked if the County would reduce the speed on Hanson Boulevard once it is reconstructed. Mr. Berkowitz did not believe the County has any intention to reduce the speed on Hanson Boulevard. APPROVE 2005 CITY COUNCIL BUDGET GUIDELINES/GOALS Mr. Dickinson stated the City Departments have started preparing for the 2005 Annual Operating Budget Development process and are looking to the City Council to establish guidelines for the preparation of the 2005 Annual Operating Budget. Councilmember Jacobson believed they need to take care of the City employees fust. He wants to continue the trend of collecting lower taxes than the rest of the cities. CounciImember Orttel stated he wants to be conservative in the budget and wants to see the figures before making any decisions. Councilmember Jacobson stated he wanted to work together with the City staff on the budget. Special Andover City Council Workshop Meeting Minutes - April 27, 2004 Page 7 MEETING MINUTE BUDGET STATUS Mr. Dickinson presented a printout of the adopted budget amounts for each commission and what has been paid to TimeSaver for the first three months of 2004. He noted with the number of Council meetings remaining and the length of the meetings there is a possibility that the budget will be depleted before the end of the year. He indicated the Planning Commission will also fall short due to the number of meetings they have remaining this year. Funds may need to be re-appropriated to make up for the shortfalls should they occur. Councilmember Jacobson suggested lumping the budgets into one fund and then looking at this when the fund is closer to depletion. OTHER BUSINESS ITEMS A. STATE AID ROUTES Mr, Berkowitz stated they have two options regarding the roads by the Community Center. They could build the improvements this year or asked to hold off until early next year after the Community Center is constructed. Council decided to bid it as a lump sum and stage the construction. B. TAX ABATEMENT Mr. Berkowitz stated the tax abatement meetings are held the fIrst and third Monday of every month and in order to be on the agenda they have to submit it the prior Tuesday. Councilmember Jacobson requested an e-mail be sent reminding them of the dates. Councilmember Trude stated she would be in attendance at the meetings. C. ANDOVER BOULEVARD AND HANSON BOULEVARD Mr. Berkowitz stated he had spoken with Mr. Fischer who indicated there was no reason to meet with them and suggested something be put together and they would look at it at that time. He asked if Council wanted staff to prepare this. Council requested information on a temporary signal cost and look into the cost of possibly recycling an unused temporary signal. Special Andover City Council Workshop Meeting Minutes - April 27, 2004 Page 8 D. NIGHTINGALE ACCIDENT Mr. Berkowitz stated staffhas received complaints from the Nightingale neighborhood regarding two recent accidents, one being today. He stated the residents want the speed reduced, but the City could not authorize that without a speed study being prepared. Councilmember Jacobson suggested having the Sheriff put the radar trailer or a squad car in the neighborhood on a regular basis. Councilmember Trude suggested the neighborhood put out a flyer giving the facts and informing them of the options they have for their kids. Motion by Jacobson, Seconded by Trude, to adjourn. Motion carried unanimously. The meeting adjourned at 10:29 p.m. Respectfully submitted, Kathy Altman, Recording Secretary