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HomeMy WebLinkAboutCC July 18, 1989 '9\ CITY of ANDOVER Reguiar ~~ty ~ounC1~ Meet1ng - ~u~y i~, .l~ö~ 7:30 P.M. Call to Order Resident Forum Agenda Approval Approval of Minutes Discussion Items 1. Audit presentation/G. Murphy 2. Award Bids/smith's Green Acres Storm Drain/89-14 3 . Joint Powers Agreement/Crooked Lake Playground 4. Park Dedication/TIF District 5. CAB Service Area Discussion 6. Closed Meeting w/Attorney 7. Findings of Fact/Vapors/Health Board Mtg. Staff, Committee, Commission 8. Recycling Update 9. Fire Department Task Force 10. 11. Computer System Discussion 12. Appoint Assistant Weed Inspector 13. 14. Rename Verdin Street 15. Comprehensive plan Proposals Non-Discussion Items 16. Accept Roll/Order Public Hearing/86-2l 17. Accept Feasibility/Kirby Estates/89-l5 Approval of Claims Adjournment -- -. iC}\ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NW< . ANDOVER, MINNESOTA 55304 . (612) 755-5100 REGULAR CITY COUNCIL MEETING - JULY 18, 1989 .. MINUTES .. The Regular BI-Monthly Meeting of the Andover City Council was called to order by Mayo~ Jim Elling on July 18, 1989, 7:30 p.m.. at at the Andover City Hall. 1685 Crosstown Boulevard NW, Andover, Minnesota. Councllmembers p~esent: Jacobson, Knight, Orttel, Perry Councllmembers absent: None Also present: City Attorney, WI]llam G. Hawkins; City Planner. Jay Blake; City Finance Director, Howard Koollck; City Administrator, James Schrantz: and others RESIDENT FORUM Sue Herst. 13440 Jav Street - stated she Is before the Council at the recommendation of the Charter Commission to ask about the policy of wanting a 51 percent maJority of the property owners before ordering a proJect. She wanted to know If that policy has changed or If It will be applied toward ProJects 89-12 and 13 which affects their area. The people want to know If they are assured the proJect will not be ordered since 100 percent of them are opposed to It. Mayor Elling stated the policy has always been that there be a maJority In favor before ordering a proJect. and he knew of no sentiment to change that. If the proJects suggested for their area are ever discussed again, the residents will be called back In. Ms. Herst again asked for clarification that they can be assured that the 51 percent policy will be applied In their area. Councllmember Jacobson explained there Is a provision that 4 of the 5 Councllmembers can vote In a proJect without a maJority of the residents In favor of It. Councllmember Ortte] stated the Council has Initiated proJects In the past without petitions, but It has not orde~ed a proJect until there was a maJority petition. AGENDA APPROVAL Mayor Elling asked for a motion to approve the Agenda as presented. MOTION by Knight, Seconded by Jacobson, to so move. Motion carried unanimously. APPROVAL OF MINUTES Mayor Elling asked for a motion to approve the Minutes of the July 5 Regular Council Meeting. MOTION by Orttel. Seconded by Perry. approval as written. Motion carried on a 4-Yes. i-Present (Knight) vote. - Regular City Council Meeting Minutes - July 18, 1989 Page 2 AUDIT PRESENTATION/GREG MURPHY Greg Murphy of the George M. Hansen Company, P.A. reviewed his July 13. 1989, Jetter to the City regarding the City's 1988 Audit. BasicallY. the operations are we]1 maintained, except that they are not current. One of their recommendations Is to update the account records that Is In process. Getting an accounting program on line wi I I help. Mr. MurphY answered various questions regarding some of his recommendations. Almost $13 million of the $24 million bonded Indebtedness Is coming due In three years, suggesting It be determined whether some can be paid off to free up the surplus debt. Mr. Hawkins stated they have had a meeting on this matter and will be looking at it more closely once the proJections on sewer connections are made by TKDA. He will be making a recommendation to the Council. noting the first temporary bond Is due in October, 1990. Mr. Murphy also noted that both revenues and expenditures for 1988 were within two percent of the budget, though the expenditure was negative because of the purchase of some Public Works equipment out of the Geneçal Fund which had originally been proposed to be purchased from Certificates of Indebtedness. He stated there stilI is adequate money for working capital and reserves. Mr. Murphy stated that staffing and control is not a difficulty as much as it Is Impractical. Mr. Koollck has Indicated he is looking at the situation and will be making some staffing recommendations to the Council. After further discussion. Council agreed to approve the report. MOTION by Orttel. Seconded by Jacobson. that the Counc II approve the 1988 Financial Statements as submitted by George M. Hansen Company, Professional Associates. and authorize Staff to provide for publication of the financial Information In accordance with the State Statutes. Motion carried unanimously. AWARD BIDS/SMITH'S GREEN ACRES STORM DRAIN/89-14 Mr. Schrantz stated he received one bid for the storm drainage proJect in Smith's Green Acres. With overhead costs included, the cost would amount to $5,146 per lot, which Is higher than originallY estimated. Mrs. Munstertelqer. 2919 141st Lane - stated that is $1300 higher than the orlglna] estimate and they are not I n favor. She asked the Counc i I to demonstrate to the people that the Improvement would Increase the value of their property by that much. They didn't feel it would Improve their property by more than $2,000. Mayor Elling noted the Council Is reacting to a petition from the residents; and If they don't want to spend that much, the proJect will be rejected. Regular City Council Meeting Minutes - July 18. 1989 Page S (Award Bids/Smith's Green Acres Storm Draln/89-14, Continued) Mrs. Lorendo. 2887 141st Lane - asked If they could do the project themselves with the City Inspecting It. They are the first lot. thinking that should not be a problem. As a foster parent, they are not able to let the children play In the back because of the ditch. In the last several weeks she has chased 15 children away from the gully, stating there Is trash and glass back there and It Is a breeding ground for mosquitos. Orin Hintz. 2903 141st - showed photos of the condition of the ditch stating he cannot do anything with It because of the standing water In the ditch. It Is a slew, stating they would really lIke somethIng done about It. The cattails are over 6 feet tall. He's taken readings from a transit and the ditch Is about 5 1/2 feet deep. Mr. Hintz stated he didn't have a problem with a SO-foot drainage easement. but did have a problem with a SO-foot swamp through his yard. The ditch comes within 28 feet of his house, which cuts down on the size of his back yard. He'd appreciate being able to landscape the back yard. He thought that because the ditch drains a large amount of the neighborhood, those on 141st shouldn't have to pay for the entire cost themselves, that It would be better to distribute the costs more. Mayor Elling didn't think there was any sentiment to spread the assessment over a larger area, as the argument would be that their water Is already draining and this Improvement would onlY Improve those lots abutting It. Mr. Schrantz explained the City and county policy has always been to have open ditches. The ditch was cleaned five or six years ago by Burton Kraabel. Frank Stone, Public Works Director. stated they do not have the equipment to clean up that ditch. Discussion with the residents returned to the state of disrepair of the ditch and to their proposal to do the proJect themselves under the supervision of the City. Attorney Hawkins advised that the residents could do the proJect themselves Just as any other developer would do a proJect. They would have to meet the requirements of posting a bond for 150 percent of the proJect plus all the other requirements of a developer. Councl] then agreed that the Staff would be available to meet with the six Individual lot owners to determine what bonding and what construction materials would be necessary for them to do the proJect properly. Those Individual property owners would then be a] lowed to do the proJect, as they have Indicated they have the resources avallab]e to them; and have the City do the Inspection. The matter Is then to be brought back for Council consideration. MOTION by Knight, Seconded by Orttel. that we reject the bid In front of us. (See Resolution R125-89) Motion carried unanimously. Regu]ar City Council Meeting Minutes - July 18. 1989 Page 4 JOINT POWERS AGREEMENT/CROOKED LAKE PLAYGROUND Attorney Hawkins recommended the following changes and clarifications In the Joint Powers Agreement between the City and the Schoo] District for the Crooked Lake Elementary school playground development: Item 4: Clarify that the City's contribution will be one-third of the total cost. not to exceed $14,000. Item 8: Clarify that of the work done. the School District owns one-half and the City owns one-half. Item 9: Second paragraph: Change "CI ty Manager" to "City Administrator". Item 10: Contract should provide that the School District Is responsible for Insurance which would hold the City harmless since the City Is not Involved In any maintenance and It Is on the School District's property. MOTION by Knight, Seconded by Ortte]. approval of the Agreement here and also to have the comments of the City Attorney In his July 18 letter Incorporated Into that Agreement. DISCUSSION: Mr. Schrantz Informed the Council the specs for the Crooked Lake playground proJect seem to be written so tight that only one playground equipment firm qualifies. The Staff feels the company the City deals with Is less expensive with the same quality equipment. After discussion, the Counc II generally felt that the City's contribution Is only up to $14.000, so the School District and residents should be responsible for writing the specs. Motion carried unanimously. PARK DEDICATION/TIF DISTRICT Mr. Blake Informed the Council Roger's Auto Body Is In the process of subdividing Its parcel and Is protesting having to pay park dedication fees for sp]lttlng commercial property. AI I other commercial development pays some sort of park dedication In other cities. He asked whether the Council wishes to reconsider Its park dedication policy which was adopted several months ago. Councl I noted the park dedication policy was recently revised and saw no reason to change It. Regular City Council Meeting Minutes - July 18, 1989 Page 5 CAB SERVICE AREA DISCUSSION Mr. Schrantz explained Hakanson Anderson/Comstock Davis, the consulting engineers for the design of the 11ft station to replace Anoka's treatment plant, Is considering a design for the 50-year needs of the cities. He asked If the Council wishes to submit the map that Is In the City's Comprehensive showing the CAB Interceptor area. Council agreed to submit the map as shown and also have the Planning Commission review the CAB district and make a recommendation. CouncIl went Into closed sessIon with the City Attorney regarding several litigation matters. 8:39 p.m.. meeting reconvened at 8:55 p.m. MOTION by KnIght. Seconded by Jacobson. to suspend the Regular City Council Meeting. Motion carried unanimously. Council then held a Board of Health MeetIng. The Regular meeting reconvened at 8:57 p.m. RECYCLING UPDATE Cindy DeRuyter. Recycling Coordinator, updated the Council on the success of the Recycling Day held on June 24. It cost about $1300. mostly for personnel. If there had been more time. she felt they could have gotten more volunteers to help out. She recommended another recycling day be held In September. Mr. Blake noted the reason that time was chosen Is Ms. DeRuyter's employment runs out the end of September. Ms. DeRuyter also recommended contracting with Good Will to set up a drop off at the Downtown Center on December 28, as that Is one of the most successful weeks for Good Will. After discussion, the Council agreed to another recycling day but felt It should be later In the fal]. setting It for October 14. Council asked Mr. Blake to make a recommendation as to retaining Ms. DeRuyter at least untl] October 14. Mayor Elling asked for a motion to set October 14 as the next Recycling Day. MOTION by Jacobson. Seconded by Perry, to so move. Motion carried unanimously. FIRE DEPARTMENT TASK FORCE Mark O'Dell, FIrefighter, reported the Committee met last Thursday and set out the dIrection for the report they want Chief Robert Aldrich to do. Regular City CouncIl Meeting MInutes - July 18. 1989 Page 6 (Fire Department Task Force. Continued) Chief Aldrich - felt the maIn concerns were response times. adequate statIon sIze and sufficient staff to provide the level of service they feel should be provided for the City of Andover. They also Indicated a long-range plan shouldn't be beyond 7 or 8 years. which he was Inclined to agree with. He reviewed the Information he would gather, feelIng he could have the report done In 90 days or less. Mr. Aldrich also stated there would be Items that could be put Into the update of the City's Comprehensive Plan. There was some dIscussion as to why an outside consultant should be hired when the Fire Department already has most of the Information. ChIef AldrIch stated he would be putting that Information Into an understandable and meaningful form. His Job Is not to tell how much the fire stations cost but to sort out the data to determine what Is needed. Mr. O'Dell stated the Committee felt getting an outside consultant would add credibility to their recommendations. Also. there Is no consensus rIght now as to what the data means. Jack McKelvev - stated as an opponent to the last bond Issue, he would lIke to see an Independent study such as thIs done to see what Is really needed for fire protection. As a taxpayer. he felt this It worth the expense to find out what size stations and how many are needed. Mayo~ Elling asked that Chief Aldrich remain unbiased In hIs study. Discussion then turned to the funding of the report. CouncIl asked If Chief Aldrich would be willing to walt for payment until January 1. 1990, so the funds can be put Into the 1990 budget. Chief AldrIch agreed. MOTION by Orttel. Seconded by Jacobson, that Robert Aldrich from Aldrich and Associates be contracted based on his proposal dated July 18, 1989, to do a consu]tlng work for Fire Department planning, and that payment be budgeted for and paId from the 1990 budget year. not to exceed $5.000. MotIon carrIed unanImously. COMPUTER SYSTEM DISCUSSION Mr. Koollck reviewed hIs research on accountIng software available to the City. The prices for software range from $6.400 to $27.000. He had not done much research on hardware, feelIng that will be dictated by the software desIred. But he estimated a cost of $15.000 for a CPU. He also noted there Is approximately $31.135 available from several sources that could be used for thIs purchase. Regular City Council Meeting Minutes - July 18, 1989 Page 7 (Computer System Discussion, Continued) Discussion was on the varIous packages. their costs. the hardware required, the potentIal expansion In the future, and the budget constraints. Mayor Elling stated the desIre Is to keep the DEC equipment for word processing, at least for the next several years. Counc I] then asked staff to make a recommendatIon on the software that they are most comfortable with, Including the cost of the hardware. Mr. Koollck was advised to talk with other cities to see If they have any RFPs that could be used for bidding. No further Council action was taken. APPOINT ASSISTANT WEED INSPECTOR Mayor Elling recommended Kevin Starr be appointed as Assistant Weed Inspector. MOTION by Knight, Seconded by Perry, to so move. Motion carried unanimously. RENAME VERDIN STREET MOTION by Orttel, Seconded by Jacobson. an Ordinance renaming Verdin Street to Crosstown Boulevard from Bunker Lake Boulevard to the Southern City Limits. DISCUSSION: Counc I I dIscussed the name of the "New" Crosstown from 139th Avenue south to the southern CI ty Ilml ts and the renaming of "Old" Crosstown from 139th to Bunker' Lake Boulevard. Councllmembers Jacobson and Orttel WITHDREW the Second and the MotIon. MOTION by Jacobson, Seconded by Orttel. an Ordinance renaming Verdin to Crosstown Bou]evard from 139th Avenue NW to the Southern City Limits and the existing Crosstown Bou]evard from 139th to Bunker Lake Boulevard to be renamed to Crosstown Drive. Motion carried unanimously. COMPREHENSIVE PLAN PROPOSALS Mr. B]ake reviewed the procedure used to rank the firms whIch have submitted proposals to assist the City in updating Its Comprehensive Plan. After discussing the proposals. Council agreed to have the Planning and Zoning Commission and Council Interview the top three applIcants at a P & Z Meeting. Regular City Council Meeting Minutes - July 18, 1989 Page 8 (Comprehensive Plan Proposals, Continued) MOTION by Perry. Seconded by Knight, Invite the three candidates to the August 8 Planning Commission meeting to do a presentation with the understanding that the Council can participate In the Interviews as well; with the P & Z making a recommendation to the Council as to who they feel most comfortable with. Motion carried unanimously. ACCEPT ROLL,'ORDER PUBLIC HEARING/86-21 MOTION by Orttel. Seconded by Knight. a Resolution for hearing on proposed assessment for the Improvement of sanItary sewer. watermaln. storm drainage and street for Project No. 86-21 as presented, with the meeting to be held the 15th Day of August. (See Resolution R127-89) Motion carried unanimously. ACCEPT FEASIBILITY/KIRBY ESTATES/89-15 MOTION by Jacobson. Seconded by Orttel. to so move. (See Resolution R128-89 accepting feasibility study. waiving public hearing. ordering Improvement and directing preparation of plans and specifications for the Improvement of ProJect 89-15 In Kirby Estates) Motion carried unanimously. APPROVAL OF CLAIMS MOTION by Jacobson. Seconded by Perry, approval of of Check 16845 and then Checks consecutively 16851 through 16951 plus two wires for bond payments as presented for $1,232,702.28. Motion carried unanimously. MOTION by Orttel to adJourn. Motion carried unanimously. Meeting adJourned at 10:36 p.m. , ,R'SP"tf~].':'- ~s:~ \\ ~L C,,- tk M cella A. Peach Recording Secretary