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HomeMy WebLinkAboutSP May 12, 1980 ~ 01 ANDOVER SPECIAL CITY COUNCIL MEETING - MAY 12, 1980 AGENDA 1. Call to Order - 7:30 P.M. 2. Discussion-Park Dedication/Rolling Creek Trails 3. Acceptance of Petition-Refer to TKDA for Study/Water-Good Value Homes Development 4. Review Audit Report 5. Public Works/Park Commission - Discussion of Needs 6. Approval of Minutes 7. Payment of Claims r w . ,.. "..' . , . , , . , . -- . ~ 01 ANDOVER SPECIAL CITY COUNCIL MEETING - MAY 12~,1980 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jerry Windschit1 on May 12, 1980, 7:30 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW for the purpose of discussing various items on the Agenda. Councilmen present: Lachinski, Ortte1, Peach Councilmen absent: Jacobson Park Board Commissioners present: Chairman Wes Mand (arrived at 7:52), Glen Rogers, and Edna Meyers Also present: City Clerk, P. K. Lindquist; Public Works Employees, Ray Sowada and Frenchie Stone; Lloyd Reimann; and others DISCUSSION - PARK DEDICATION/ROLLING CREEK TRAILS Mr. James Meri1a of Merila-Hansen, Inc., reviewed past events relative to their meet1ngs w1th the Park & Recreation Commission and the area in general. He stated that if the City is seriously considering taking 10 percent parkland dedication, which is 13+ acres, his first proposal would be dedicating 10.2 acres of park which would encompass the four lots on the preliminary plat before the City (Block 3 Lots 1, 2, 5, and 6) feeling that it would facilitate ball fields, tennis courts, soccer fields, etc., as well as a picnic area, which would leave approximately 3 acres of land that would be looked at as a cash settlement to the City. He also reviewed how a park of this area would relate to future subdivision of the surroundin9 R-1 lots. Council discussion was that it would be more desirable to preserve some general access to the creek for the public; that it would be desirable to have park property for both active and passive activities; plus it would be extremely expensive to construct streets on three sides of a park as being proposed in this case. Discussion was also on several alternatives to meeting the City's desires. Mr. Merila then made a second proposal looking to providing the combination of active and passive park areas, proposing park dedication in the southwest portion of the plat of Block 5, Lots 1, 2, 3, and a portion of 4, providing 200 feet of width along the creek area, including the triangular-shaped piece of property on the south side of Coon Creek, for a total of 13.12 acres of parkland. This would also propose a change in configuration of Lot 4 to meet the area requirements. He also reviewed a possible park development plan for that area. Council discussed the topography of the property south of the creek, noting that a lot of it is low and within the 100-year floodplain; discussed advantages and dis- advantages of a park area on the south side of the creek; noting that without a footbridge across the creek, the southern area would be inaccessible; discussed the water level and elevation of the proposed area, with Mr. Meri1a stating that at Boring No.1, they found no water at 10 feet. In a question on the accuracy of the elevations noted on the plat, Mr. Meri1a stated that they used the City's two- foot contour maps that were provided by TKDA in preparing the preliminary plat. The Council and Park Board then generally agreed that it would not be in the City's best interest to accept the property located south of Coon Creek. They also agreed to accept a modification of Mr. Merila's second proposal for parkland, to include Lots 1, 2, and 3, from the western border of the plat measruing 200 feet along the creek in an easterly direction, then angling northeasterly from that point to meet the setback, with the remainder of the acreage to be negotiated for a cash settlement. Discussion was also that the configuration of Lot 4 would have to be changed to meet the area requirements of 2~ acres north of the creek, and that it would be acceptable to have the land across the creek attached to Lot 4 as there is no provision in the . -. .. ... . , . -, --- Special City Council Meeting May 12, 1980 - Minutes Page 2 (Discussion - Park Dedication/Rolling Creek Trails, Continued) ordinance to allow that area to be made into an outlot. Mr. Meri1a and Mr. Eckland were agreeable to those modifications in the plat. Mr. Sowada questioned the "knob" in the street in the southeastern corner, as it presents additional problems for snowplowing having to plow an additional 15 feet of road. Mr. Merila stated that the reason for the "knob" is primiari1y for future subdivision. At this time the road could be constructed without that "knob" but maintain the easement so it can be constructed'iwhen the lots are subdivided. Discussion also noted the various questions the Council had on the remainder of the plat as discussed at the May 6 Regular Council meeting that the Planning Commission will address at their May 13 meeting. ACCEPTANCE OF PETITION - REFER TO TKDA FOR STUDY/WATER - GOOD VALUE HOMES DEVELOPMENT Erank Voth, representing Good Value Homes, agreed that the letter dated May 9, 1980, before the Council should be corrected to say "that a Section 429 Public Hearing be waived... " He stated that his engineers met with TKDA and have arrived at an agreement on the construction of a central water system for their property and that of the Rademacher Development. He also reported that to facilitate TKDA in pre- paring the feasibility report for the Southwest Area Improvement Project, they are in agreement as to the street layout in their area. However, the plat has not yet been brought before the Planning Commission or City Council. They are proposing that agreement by the City be reached on the street layout first, then they can come back pertaining to lots, particularly making a series of double lots where it backs against the commercial property. Mr. Voth expressed concern that the area in the southeastern portion of their area be accepted by the City as a drainage pond; that that area has a very gradual slope and: would, at some times of the year, have standing water; that there would be no need for fencing the area; that there is a 24-inch pipe carrying water out of there so any water would be there for only a short duration; and that it will be a sub- stantial area that could be used for recreational purposes, especially for a tot lot. He felt it should be standing dry most of the year, but it needs to be there mostly because of the commercial development. There is also a good possibility that the well may be located in that piece of property. He had no problem with the Park Board's recommendation of parkland adjoining Quickstroms with the balance as a cash settlement; however, he requested that some of the cash be used to improve that park for those residents in the area. Mayor Windschit1 reported he had met with Larry Carlson. He stated that it is Mr. Carlson's opinion that if the costs for central water come down to an amount comparable to putting in a private system, that he would again consider putting water in his project. Mr. Voth stated that he thought the figures his engineers arrived at with TKDA were approximately $1,250 per average lot for central water, and that it is intended to be a pressure water system. Council discussed the parameters that a central water system should include and agreed to discuss this further with TKDA at the May 20 meeting. It was felt it should include that undeveloped property west of Round Lake Boulevard and that east of Good Value's property being considered tonight. MOTION by Ortte1, Seconded by Lachinski, that the City acknowledge receipt of unan1mous petition for the owners of the property described as the west one-half of the northeast quarter of Section 32, the north one-half of the northwest one-quarter of Section 32, Township 32, Range 24, Anoka County, Minnesota; petitioners waiving the 429 proceedings for public water service to those properties, and direct the engineering firm to conduct feasibility study for those areas and report back to us with those figures. (See Resolution R51-80) Motion carried unanimously. , , Special City Council Meeting May 12, 1980 - Minutes Page 3 REVIEW AUDIT REPORT Rich Eric represented Olsen, Thielen, and Company (Reference letter in back of Audit Report, December, 1979). Mayor Windschit1 questioned the paragraph on the bottom of the first page on the list of fixed assets. He agreed that a list of the Fire Department equipment and equipment in the office building needs to be completed, but stated that the records exist of all disbursements, that detailed records exist on all improvements. He didn't understand what is meant by this because a materiality test would show that the records exist. Mr. Eric stated they want a carry-over record of fixed assets encompassing all improvements that have been done in the City, all fixed assets in the buildings ,and all capital improvements. The balance sheet shows there are over $5 million in fixed assets, which includes improvements and specific equipment. This should be an on- going maintained part of the City records. He has never seen any carry-forward that identifies all fixed assets. The Clerk stated that she is in the process of composing a carry-forward record of fixed assets that is quite detailed, a historical log Mr. Eric stated that total project costs are all that would be necessary for improve- ment projects, and that the record would contain funds expended for fixed assets. During further discussion between the Mayor and Mr. Eric, the Mayor indicated he was going to discuss this further with Mr. Paul Eric of Olsen, Thielen. He questioned if the detailed records were looked at and questioned that this is what is meant by the comment in the letter. He argued that a carry-forward schedule is not a detailed cost record as it is worded in the opinion. The City doesn't have a carry-forward schedule, but it does have the detailed records of each improvement project. Mr. Eric stated that a carry-foward schedule done on a yearly basis becomes a detailed cost record. He stated if Ms. Lindquist can accumulate that carry-foward schedule, they would remove the statement from the opinion. Councilman Ortte1 stated that the second to last statement on page one is not correct, as the City is liable for all withholding accounts. The Clerk indicated that they have statements from temporary help as to what withho1dings should be taken. Council discussed the first item on top of page two relative to check protectors. Mr. Eric felt that there isn't the control over typewritten checks as there is with computerized checking or a check protector, and a check protector would insure that a check couldn't be altered after it had been signed. This is really a suggestion on their part. Paragraph three, page two: Councilman Orttel stated that the statement is incorrect, in that the properties are insured for replacement costs, with the insurance being written on a blanket basis, with a credit of having to insure for only 90 percent of replacement. But in the event of a total loss, the City would be paid on a 100-percent basis. The problem is that even in a total loss, a good share of the building is still serviceable in a building like the Public Services Building. Paragraph four, page two, Revisions to the budget: The Clerk stated that she provided the auditors with a budget showing all revisions; Mr. Eric stated he had not seen it. Council noted that this is being done all the time. Paragraph five, page two, Certificates: This has been taken care of by the Clerk. Mr. Eric felt that a good computerized system of the budget, expenditures, etc., such as the 10gis system that many of the local cities use, is very good and very auditab1e. But there are some service bureaus whose system is not designed to facilitate good audit procedures. He also felt that with a good auditab1e computerized system, that the audit fees would not be increased. Mr. Rogers explained how they use the 10gis computer system relative to keeping track of the fixed assets in the City of Coon Rapids. ., , , Special City Council Meeting May 12, 1980 - Minutes Page 4 PUBLIC WORKS/PARK COMMISSION - DISCUSSION OF NEEDS Council discussion with Park Board members and Public Works employees was on the number of hours spent on the various jobs done in the City over the last year, especially mowing parks. The Council was provided with reports of the dates the various parks within the City were mowed last year, the number of hours of grading done by Burton Kraabe1, the number of hours spent in various areas by Public Works employees in 1979 and 1980, and an estimate of the number of hours to be spent on various duties within the City broken down On a monthly basis for an entire year. Chairman Mand explained that it takes almost a full-time person to mow the parks, plus they are hoping to add another four or five parks to be mowed this year and to level out other parks during this summer. It is their opinion that both additional staff and equipment will be needed to adequately maintain the City's parks. Mr. Sowada felt that one person will be needed on the grader full time; estimating there are approximately 60 miles of sand and class 5 roads in the City. Council generally agreed that it appears that at least one full-time person is needed on the grader, including during the winter months when additional help may be justified assuming there is equipment to run. Mr. Stone noted the number of people needed to operate the grader, the new truck with wing, and the plow. He also noted that the tractor was used approximately two weeks out of a month to mow City parks last summer, and in between that time it was used for mowing the road sides. But he agreed that the tractor could be utilized more hours if there was the manpower to run it. Mr. Sowada and Mr. Stone discussed the problems they have encountered mowing the parks relative to the tall grass that stalls the tractor, noting that once grass has been established and maintained on a regular basis, it can be done in much less time. Discussion was then on the number of hours estimated to be spent on various duties within the City, noting that there tend to be more grass fires during the months of April and November. Councilman Lachinskialso wanted to see a special projects schedule of what projects were suggested to be done and a schedule for doing them. According to the number of hours of work to be done per month, it was the PuBlic Works Department's opinion that there is enough work for at least three full-time people. They stated some projects that should be completed are cleaning sanitary sewer lines, cleaning storm sewers, and cleaning culverts. Mr. Sowada informed the Council that the City of Anoka finished sweeping the streets today, that the streets in Stenquist Addition were swept as well, plus the north end of Prairie Road where the curb is, the intersection of Prairie Road and Andover Boulevard, and the bridge area, but not the rest of the road. It was also Mr. Sowada's understanding that Burton Kraable would shape the roads and haul Class 5 on special projects, and the City would do the general grading. Discussion was on the problem with street signs being taken or damaged. Mr. Stone estimated that about 30 percent of the City's signs have been taken down or are in need of repair. Discussion wason what can be done to fasten the signs more securely and the kinds of signs the City is using. Mr. Reimann suggested using round head bolts with two slots which requires a special tool to put them on. The Mayor suggested Public Works look into Mr. Reimann's suggestion'. Mr. Sowada also noted that they are switching to using 12-foot poles, which is also a deterrent to vandalism. Discussion was again on the needs for park maintenance, suggesting that more ba11fie1ds be constructed if possible and questioning how much is left in the Park Board budget for this year. Mr. Mand reported they have a site plan for Fox Meadows for a ballfield, and they were hoping to put another ballfield and soccer field at City Hall. Mr. Sowada was requested to set aside some grading time to level some ba1lfields in the parks. Special City Council Meeting May 12, 1980 - Minutes Page 5 (Public Works/Parks Commission - Discussion of Needs, Continued) Discussion was then on the material to be used for constructing picnic tables. Public Works is presently building them out of wood, as that was their understanding of the Council's motion. Councilman Peach stated the intent was to have them of pipe frames with wooden boards for table top and seats bolted on and to be cemented in. And the Council didn't think Public Works had the time to construct wood picnic tables. Mr. Mand stated he had found a source that has 450-pound concrete picnic tables with redwood tops for $280 apiece delivered from U. S. Bench Company. It was the Mayor's opinion that in the future all picnic tables should be of concrete and felt that the prices noted by Mr. Mand were reasonable. In reviewing the tasks to be done in the City by the Public Works Department, it was generally felt that someone with less qualifications than that of Mr. Sowada and Mr. Stone could do building maintenance, help with signs, mark ba11fields, spend some time on sanitary sewers, etc., plus do some mowing. Council generally agreed to have Ron Keller, who is presently working for the City on a part-time basis, work on a full- time basis for the summer; and that by fall, they would have a better idea of whether or not another full-time person would be needed permanently. The Council also directed Chairman Mand to have the following information to the Council for the first regular meeting in June: a program of a summer's worth of work in the parks based on the fact that there would be a full-time parks person available; a request of what work the Park Board wants done relative to leveling parks, marking ba11fields, etc.; a review of the 1980 Park Board budget to determine uncommitted funds; and a firm recommendation of where the Park Board wants to spend its money for parks for the rest of this year for improvements. The Mayor felt it would be desirable to complete some additional ballfields, plus allocate some funds, if available, to be used in the Meadowwood park since the residents have volunteered to provide time in the park. Discussion was also on the suggestion of updating the site plan for the City Hall park site. Biscussion was on the cemetery on Seventh Avenue and the amount of work that would be required to restore it. It was suggested that any restoration should go through the Anoka Historical Society and that it was never the City's intent to go through the expense of restoring that cemetery. On the subject of oiling that portion of Ward Lake Drive as noted at the May 6 meeting, it was suggested that Public Works look into the possibility of establishing a drain- oil disposal site at City Hall to ge~erate oil for oiling roads. Discussion was then on additional equipment needed in the City, suggesting another larger tractor, a four-wheel drive pickup with blade and possibly a broom, and a water tanker; noting the addition of the in-house engineer on staff and the amount of work Public Works is doing; that in any event, the present pickup needs to be repaired (it was directed that this be repaired as soon as possible); that the cost of a larger tractor would be approximately $15,000 without a front loader but with two mowers; noting the problems of,cutting the grass in the parks and roadsides for the first time with the present tractor, feeling there must be su.ne way to make it work more efficiently, suggesting the possibility of changing the sickle; with Mr. Rogers suggesting they borrow the rotary from Coon Rapids for first cuttings. Discussion was on the cinders used on the roads in the winter. Mr. Reimann asked if something else couldn't be used rather than having the black cinders on the road and being tracked into the houses. He recommended a sand and salt mixture be used instead. Public Works was directed to obtain a cost comparison between the cinder mixture and a sand/salt mixture for next winter. Special City Council Meeting May 12, 1980 - Minutes Page 6 (Public Works/Parks Commission - Discussion of Needs, Continued) Public Works explained that a water tanker could be used for the skating rinks in the winter, to unplug culverts (it was suggested a high-pressure cold-water unit with engine be used for this job), and flushing sanitary sewers. Mr. Sowada stated that the Fire Department has agreed to let Public Works use the tanker as long as they don't empty the tank completely and not during the high grass-fire season, mainly spring and fall, depending on the climate. Mr. Rogers stated that Coon Rapids has traded in a street flusher with rear engine drive pump, separate engine, which they traded for $5,000; however, the chasis is getting worn. Mr. Sowada was directed to look at it. General agreement was that the City should purchase a four-wheel drive pickup with snowplow; that standard bid specs should be drawn up and quotes sought, plus check into the possibility of a used truck. The Clerk was also directed to update the use of 1979 surplus funds given the City Engineer's salary, his office equipment, the four-wheel drive truck, $5,000 for the Coon Rapids street flusher, etc. HAZARDOUS WASTES IN THE CITY Mayor Windschit1 reported that EPA grant funds have been granted to investigate the hazardous waste area around Cecil Heidelberger's, and they will be beginning work on May 19. They are hiring a consultant who is going to do a total analysis of the entire area, including ground water testing. Also, the Stipulation Agreement between the PCA, Heidelberger, et a1, has still not been signed, and apparently they are working on a solution in the event it is not signed after one more negotiation effort. The County is obtaining proposals from two recyclers who have mobile labs for removal of the waste from that area. APPROVAL OF CLAIMS MOTION by Peach, Seconded by Lachinski, that we approve Checks No. 3105 through 3144 for a total of $14,329.58. Motion carried unanimously. MOTION by Lachinski, Seconded by Peach, to adjourn. Motion carried unanimously. Meeting adjourned at 11:55 p.m. Respectfully submitted, ~~~ Mar 1a A. Peach Recording Secretary