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HomeMy WebLinkAboutCC July 5, 1995 ( I!I CITY of ANDOVER Regular City Council Meeting-July 5, 1995 Call to Order - 7:00 pm Resident Forum Agenda Approval Consent Agenda Approval of Minutes Discussion Items 1. Public Hearing/Timber Meadows 2nd Addition/Vacation of Easement, Cont. 2. 1994 Audit Presentation 3. Consider Hiring Construction Inspector, Cont. 4. Approve preliminary Plat/Andover Center 2nd Addition 5. Approve Final Plat/Andover Center 2nd Addition 6. Special Use Permit/Repair Garage/17l4 Bunker Lake Blvd. 7. Special Use permit/Accessory Structure Prior to principal Structure/14621 Grouse Street N.W. 8. Lot Split/Variance/14278 Underclift Street NW 9. Variance/15425 prairie Road/Sagvold EDA Meeting 10. Purchase Best Auto Parts Staff, Committees, Commissions 11. Computer Contract 12. City Hall Advisory Task Force 13. Ordinartce 66 Amendment Non-Discussion/Consent Items 14. Abate Assessment/Heidelberger property 15. Approve Joint Powers Agreement w/Oak Grove/95-11/181st Ave. 16. Receive Feasibility Report/order Public Hearing/95-10/ Hawk Ridge & Countryview Estates 17. Transfer of Funds from Water & Sewer Trunk Funds to Imp. Bonds of 1986B 18. Approve CO i1/95-1;Woodland Creek 5th Addition 19. Approve CO i2/94-18/Section 22 Trunk Sewer & Watermain Mayor-Council Input payment of Claims Adjournment ~...: r-1 - , . __4_ 0.___ 1:][:1 REGULAR ANDOVER CITY COUNCIL MEETING MINUTES - JULY 5, 1995 TABLE OF CONTENTS '" AGENDA APPROVAL . · · · · · · · · · · · · · · · · · · · · · · · · 1 CONSENT AGENDA Abate Assessment/Heidelberger property · · · · · · · · · · · 1 Approve Joint Powers Agreement with Oak Grove/IP95-11/ 181st Avenue · · · · · · · · · · · · · · · · · · · · · · 1 Resolution RI09-95 receiving feasibility/ordering public hearing/IP95-10/Hawk Ridge & Countryview Estates · · · · 1 Resolution RII0-95 transferring funds from Water and Sewer Trunk Funds to Improvement Bonds of 1986B · · · · · · · · 1 Resolution R111-95 approving change order #1/IP95-1/Woodland · Creek 5th · · · · · · · · · · · · · · · · · · · · · · · · 1 Resolution R112-95 approving change order #1/IP94-18/Section 22 Trunk Sewer and Watermain · · · · · · · · · · · · · · · · 1 APPROVAL OF MINUTES · · · · · · · · · · · · · · · · · · · · · 1 PUBLIC HEARING: TIMBER MEADOWS 2ND ADDITION/VACATION OF EASEMENT Resolution Rl13-95 vacating easement on Lot 3, Block 5 · · · 2 1994 AUDIT PRESENTATION . · · · · · · · · · · · · · · · · · · · · 2 Motion to receive and accept · · · · · · · · · · · · · · · 3 CONSIDER HIRING CONSTRUCTION INSPECTOR · · · · · · · · · · · · 3 Motion to authorize the hiring · · · · · · · · · · · · · · 4 PRELIMINARY PLAT/ANDOVER CENTER 2ND ADDITION , Resolution R114-95 approving preliminary plat · · · · · · · · 4 FINAL PLAT/ANDOVER CENTER 2ND ADDITION Resolution R115-95 approving final plat · · · · · · · · · · · 4 SPECIAL USE PERMIT/ACCESSORY STRUCTURE PRIOR TO PRINCIPAL STRUCTURE/14621 GROUSE STREET NW Resolution R116-95 denying the Permit · · · · · · · · · · · · 5 LOT SPLIT/VARIANCE/14278 UNDERCLIFT STREET NW Resolution R117-95 granting the lot split · · · · · · · · · · 5 VARIANCE/15425 PRAIRIE ROAD/SAGVOLD Resolution R118-95 approving variance · · · · · · · · · · · 5 COMPUTER CONTRACT . 5 · · · · · · · · · · · · · · · · · · · · · · · · Motion to enter into agreement with SCS Computer Systems · · 6 CITY HALL ADVISORY TASK FORCE Motion to appoint individuals · · · · · · · · · · · · · · · 6 ORDINANCE 66 AMENDMENT · · · · · · · · · · · · · · · · · · · · 7 REVIEW PLANS FOR FIRE DEPARTMENT RELIEF ASSOCIATION/CIRCUS FUND RAISER · · · · · · · · · · · · · · · · · · · · · · · · · 7 MAYOR/COUNCIL INPUT 1996 Budget Process · · · · · · · · · · · · · · · · · · · · 7 Signs in Boulevards · · · · · · · · · · · · · · · · · · · 7 139th & Eidelweiss "No Parking" · · · · · · · · · · · · · · · 8 Water Study · · · · · · · · · · · · · · · · · · · · · · · · · 8 Externalities (Special Meeting, July 18, 8:00 a.m.) · · · · · 8 APPROVAL OF CLAIMS · · · · · · · · · · · · · · · · · · · · · · 8 ADJOURNMENT . . · · · · · · · · · · · · · · · · · · · · · · · 8 · -- --. ~._.- ------- - -. - : III CITY of ANDOVER , REGULAR CITY COUNCIL MEETING - JULY 5, 1995 MINUTES The Regular Bi-Monthly Meeting of the Andover City Council was.,. called to order by Mayor Jack MCKelvey on July 5, 1995, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Dehn, Jacobson, Kunza Counci1member absent: Knight Also present: City Attorney, William G. Hawkins City Engineer, Scott Erickson City Finance Director, Jean McGann City Planning Director, Dave Carlberg City Administrator, Richard Fursman Others . AGENDA APPROVAL Add Item 13a, Review Plans for Fire Department Relief Association/Circus Fund Raiser. Delete Item 6, Special Use Permit/Repair Garage/1714 Bunker Lake Boulevard at the request of the applicant. MOTION by Jacobson, Seconded by Dehn, to approve the Agenda as presented and amended. Motion carried on a 4-Yes, I-Absent (Knight) vote. , CONSENT AGENDA Item 14 Abate Assessment/Heidelberger Property Item 15 Approve Joint Powers Agreement with Oak Grove/IP95- 11/181st Avenue Item 16 Receive Feasibility Report/Order Public Hearing/IP95~ 10/Hawk Ridge & Countryview Estates (See Resolution RI09-95) Item 17 Transfer of Funds from Water and Sewer Trunk Funds to Improvement Bonds of 1986B (See Resolution RII0-95) , Item 18 Approve Change Order il/IP95-1/Woodland Creek 5th Addition (See Resolution RlI1-95) Item 19 Approve Change Order i1/IP94-18/Section 22 Trunk Sewer and Watermain (See Resolution RI12-95) MOTION by Jacobson, Seconded by Kunza, approval. Motion carried on a 4- Yes, I-Absent (Knight) vote. APPROVAL OF MINUTES June 20, 1995, Regular Meeting: Add to date of Meeting "June'20/21". Page 4, 5th line from bottom, change "Winslow Hills 3rd" to "Xeon Trunk Storm Sewer Project 93-9" Page 4, last line, correct, "...except against Winslow Hills 1st, 2nd and 3rd Additions." 1"\.~ ~ d1'- î{ S-1'ìS ,..- +- --- . un Regular Andover City Council Meeting Minutes - July 5, 1995 Page 2 · (Approval of Minutes, Continued) Page 5, line 11, correct: "$300,000 in storm drainage assessments more than the actual costs..." Page 5, line 13, change "Winslow Hills 3rd" to "Xeon Trunk Storm Sewer Project 93-9" Page 5, 3rd and 4th paragraphs, reference to 4.64 acres should read "4.54 acres". June 20, 1995, Special Closed Meeting: Add to date of Meeting "June 20/20, 1995. MOTION by Dehn, Seconded by Kunza, approval of the Minutes as presented and corrected for June 20/21, the Regular and Special Cl'osed City Council meetings. Motion carried on a 4-Yes, I-Absent (Knight) vote. PUBLIC HEARING: TIMBER MEADOWS 2ND ADDITION/VACATION OF EASEMENT 7:10 p.m. There was no public testimony. MOTION by Jacobson, Seconded by Dehn, to close the public hearing. Motion carried on a 4-Yes, I-Absent (Knight) vote. 7:10 p.m. MOTION by Jacobson, Seconded by Dehn, the Resolution vacating a drainage · and utility easement on Lot 3, Block 5, Timber Meadows 2nd Addition with the addition, that because the new lot creates a dog leg in the back lot line since the entire 10-foot easement across the south lot line is not being vacated, that Staff indicate on the plat map the correct easement location. (See Resolution Rl13-95) Motion carried on a 4-Yes, I-Absent (Knight) vote. 7:13 p.m. 1994 AUDIT PRESENTATION Bill Lauer, Malloy Karnowski Radosevich and Company, P.A., addcessed the Council and presented an overview of the audit and financial reports for the fiscal year 1994. They gave a clear opinion of the City's finances with the exception that they did not audit the general fixed assets. Also, they found a couple times where the contracting engineering firm did not hold onto the bid files the required amount of time by State Statute. He had several comparisons between Andover and other cities with similar populations, which showed that Andover gets more of its governmental fund revenues from special assessments than other cities and much less in property taxes and intergovernmental aids. Andover's tax capacity, as well as all other components of financing, is well below the state-wide and metropolitan-wide average. The fund balance · was the highest its been in the last ten years, which indicates it is keeping up with the growth of the City. Approximately one-half of the General Fund revenue comes from taxes, which has more than doubled since 1989, again reflecting the growth taking place in Andover. Expenditures were under-budget in all departments for 1994 except Public Safety and Recycling. He also reviewed the Sewer and Water Funds, noting the revenues are increasing as the City grows. \. - --- - -- - - -._~.~._-~ -- ----- -. 1][' Regular Andover City Council Meeting '" Minutes - July 5, 1995 Page 3 (1994 Audit Presentation, Continued) Mr. Lauer also highlighted their comment on the Piper Jaffray investment, pointing out that while the City has intended to hold this long term, the individual investments in the fund which have a guaranteed maturity value are held by Piper Jaffray, so the City is not in complete control of that fund. The reinvestment of the dividends · helps because the City is buying at the lower costs; but ultimately it will be what happens with the fund that determines what the City will realize from its holdings. Overall, the City's financial records are in very good shape considering the turnover in the key Financial Director position. They do recommend as the City continues to improve its financial records, that consideration be given to getting a general fixed asset audit. Also, as the city looks at new computer systems, they would recommend that the special assessments be computerized, which would help with the recordkeeping in that area. Councilmember Jacobson questioned the comment that a major weakness is the lack of segregation of duties because of the smaller si~ed Staff. He asked if that is something the Council should seriously look at. Mr. Lauer stated internal control is a cost-benefit decision. There comes a point when the City is able to put in more checks and balances, but they are not recommending extra people be hired if they are not needed just to put in extra internal controls. It is something the Council should be aware of, however; and as the City grows and more Staff is added, the tasks should be analyzed and the extra checks and balances should be considered. with the present size of the Staff, they didn't find any problems and are not recommending any specific change. MOTION by Jacobson, Seconded by Kunza, to both receive and accept the · reports. Motion carried on a 4-Yes, I-Absent (Knight) vote. CONSIDER HIRING CONSTRUCTION INSPECTOR Councilmember Dehn had several questions regarding the position, including cost to the City, ability to retain the individual once hired, responsibilities, etc. Mr. Erickson stated other cities do hire full- time Construction Inspectors. There is a definite need in Andover for an additional person to help for both urban and rural projects. There would also be other duties to keep this person busy daily. Based on the history of development in Andover, the City has expended $150,000 to $200,000 for construction services to the consultant over the last three to five years. This position would eliminate part of that contract cost, as the City would be keeping the inspection fees from the developers, not passing it through to the consultant. He felt there is enough development to fund this position for the year, and anything above and beyond that would be income. If the MUSA line is not extended by the Met Council, the funding of the position would be marginal; but the rural and state Aid projects would be used for funding also. He expected this to be a permanent position, as there will always be projects which need inspections. The position could become a part of the ARC, or a separate · Staff member reviewing the construction plans and projects. ... - - .- .._-...- I 1111 Regular Andover City Council Meeting Minutes - July 5, 1995 Page 4 (Consider hiring Construction Inspector, Continued) Councilmember Jacobson asked about the cost of support for the position and the cash flow to pay for the position when projects ar~ assessed over a 20-year period. Mr. Fursman explained presently TKDA is paid for this inspection service. The position will not necessarily eliminate the service from TKDA, but a majority of the work will now be done in- house and expanding the inspections to areas that are not now inspected. Instead of paying TKDA, the money is kept in-house. During a normal year, the City would see revenue generated in the Engineering Department; and there would be no difference in the cash flow. Mr. Erickson stated the position would utilize the existing Engineering secretary and, eventually, a computer. Typically the individual would use his/her own vehicle and bill for mileage. Councilmember Dehn was concerned with hiring an individual and then the City's development . becomes very limited if the Metropolitan Council does not approve MUSA expansion. She also wanted to be sure that the support costs are considered when determining the financial impact of this position. MOTION by Jacobson, Seconded by Kunza, that the City Council authorize Staff to establish the position of Construction Inspector for the City as outlined in the discussion Item No. 3 as presented to the Council tonight subject to the normal hiring practices of the City. Motion carried on a 4-Yes, I-Absent (Knight) vote. APPROVE PRELIMINARY PLAT/ANDOVER CENTER 2ND ADDITION · Attorney Hawkins advised that even though this is an existing plat, the ordinance requires preliminary and final plat approval for any replatting. Counci1member Jacobson questioned the drainage and utility easement that stops between Lots 1 and 2, that the easement is not continuous. Mr. Erickson explained the easement does not have to be connected. The easement to the center of Lot 1 is for storm drainage, and the northerly portion is for any other utilities that may be needed. MOTION by Dehn, Seconded by Kunza, approving the Resolution of the . preliminary plat of Andover Center 2nd Addition as presented in the Resolution. (See Resolution RI14-95) Motion carried on a 4-Yes, 1- Absent (Knight) vote. APPROVE FINAL PLAT/ANDOVER CENTER 2ND ADDITION MOTION by Jacobson, Seconded by Dehn, the Resolution as presented with the addition that it is subject to the City Attorney presenting a favorable title opinion and all necessary drainage and utility easements are deeded to the City at the time. (See Resolution RI15-95) Motion carried on a 4-Yes, I-Absent (Knight) vote. · --- - --. --~~·~rrJ ---. - -----~--- - ~ 1111 Regular Andover City Council Meeting Minutes - July 5, 1995 Page 5 , SPECIAL USE PERMIT/ACCESSORY STRUCTURE PRIOR TO PRINCIPAL STRUCTURE/14621 GROUSE STREET NW Mr. Carlberg reviewed the request of Matthew Larson to construct an accessory structure prior to the construction of a principal structure. One of the concerns raised at the public hearing was the lack of a time frame when the house would be built on the lot. Since the public hearing, the applicant has written a letter indicating he would be willing to construct the house by the summer or fall of 1997. If the Permit is approved and a house is not built within that time frame, legal action would be taken for the violation. ,. MOTION by Jacobson, Seconded by Dehn, the Resolution as presented. (See Resolution Rl16-95 denying the Special Use permit) Motion carried on a 4-Yes, I-Absent (Knight) vote. LOT SPLIT/VARIANCE/14278 UNDERCLIFT STREET NW MOTION by Jacobson, Seconded by Dehn, the Resolution granting the lot split with the addition that the lot line be moved 10 feet so that both lots conform to the minimum width requirements. (See Resolution Rl17- 95) Motion carried on a 4-Yes, I-Absent (Knight) vote. , VARIANCE/15425 PRAIRIE ROAD/SAGVOLD MOTION by Dehn, Seconded by Jacobson, approving the Resolution as presented for the variance request of Durwood and Lorna Sagvold to Ordinance No. 8, Section 6.02, which requires a lot width of 300 feet at the front setback line on the property located at 15425 Prairie Road, legally described on Exhibit A. (See Resolution R118-95 ) Motion carried on a 4-Yes, I-Absent (Knight) vote. , The Council recessed at this time to hold an EDA meeting, 8:00; reconvened at 8:15 p.m. COMPUTER CONTRACT Mark Smith of Superior Computer Systems summarized the project outline which consists of determining user requirements, researching products which fulfill the requirements and recommending solutions. The intent would be that any new system would be easily transferable to a new City . Hall with only a minimal expense for additional wiring. He estimated that cost to be less than $3,000. His company could participate in the bidding for a new computer system, but that would be up to the City. He'd like to see the process open to get as many companies to bid as possible. Mr. Fursman proposed that for the first phase of the computer upgrade, $50,000 of funding would come from the additional fees being generated ,. .---- - ~. "'--i·~T'1'f-· -" - --~--~----- I. ¡¡~ Regular Andover City Council Meeting Minutes - July 5, 1995 , Page 6 (Computer Contract, Continued) in the Building Department. In addition, he noted several other Departments that may be under budget in 1995 where funds can be reallocated to the computer upgrade. However, he was not suggesting that the entire program be funded from the 1995 budget but that it be included as a part of the 1996 budget. Councilmember Jacobson suggested that some cap be placed on the . contract, either in the number of hours or a dollar amount. If the work is still not completed, the Council would consider the contract again. Mr. Smith estimated the phase to get to the bidding process would take about 100 hours. While the proposal is for one year, he estimated the first phase would take about three months. The additional time is to protect Andover if he needs to be called back for any reason. Councilmember Jacobson proposed that any software be available from more than one source, that there be quick access to service when the system goes down, that the system be able to download information onto diskettes for any member of the Andover community, and that there should be an ability to access Internet and be capable of handling a direct line from Andover residents via modem. MOTION by Jacobson, Seconded by Dehn, that the City Council authorize the City Staff to enter into an agreement with SCS Computer Systems of Eden prairie for a computer consulting service at the rate of $125 per hour paid monthly for a period of 12 months with a cap of 100 hours total billing time to provide the City with a project recommendation on a computer hardware, software, installation, support, software development and training, and this contract will take us through the bid document preparation process. The funds to come from overages in the . Building fund for the year. Motion carried on a 4-Yes, I-Absent (Knight) vote. CITY HALL ADVISORY TASK FORCE Mr. Fursman explained all of the people on the list have shown an interest and would like to serve on the task force. MOTION by Jacobson, Seconded by Dehn, that the City Council accept the list of individuals and appoint them to the Citizens' Advisory Committee on the City Hall and appoint Mr. Larry Dalien as the Cha'ir of the committee. Motion carried on a 4-Yes, I-Absent (Knight) vote. Mr. Fursman envisioned holding five meetings, each two weeks apart for two hours per meeting. He suggested they would look at the spacial needs of the City Hall, look at the public works space that is needed and consider what to do with the existing City Hall Building, them make a recommendation to the Council. Council directed that the Committee's recommendation be brought to them around the first meeting in October. They also agreed that this should be an independent group consisting of residents with the assistance of Mr. Fursman and Staff as needed and the architectural consultants. No Councilmembers will sit on the committee. . I [IIi . Regular Andover City Council Meeting Minutes - July 5, 1995 Page 7 ORDINANCE 66 AMENDMENT Mr. Fursman asked the Council to discuss some type of modification to the Resident Forum portion of the Council meetings. After discussing the item, the Council agreed that residents addressing the ~ouncil at the Resident Forum will be limited to two to three minutes. If the matter will require additional time, it will be added as an agenda item either at that meeting or at a future meeting. The majority also preferred the Resident Forum portion be left at the beginning of the meeting rather than moved further down the agenda. REVIEW PLANS FOR FIRE DEPARTMENT RELIEF ASSOCIATION/CIRCUS FUND RAISER Mr. Fursman explained the Andover Fire Department Relief Association has asked to have a circus come to town as a fund raiser. The proposal . would be to locate it where it has been in the past, across the parking lot east of City Hall. At the present time there is no type of license or conditions for this type of activity. Counci1member Dehn asked about liability insurance. The discussion noted the circus is a private company and would carry insurance for themselves. The Fire Department would have to carry insurance on the people coming to the event. The Council had no problem with the request assuming there is adequate insurance coverage; but in the future, they felt some type of procedure should be in place to determine dates and hours of operation, location, traffic concerns, liability , insurance coverage, notification to the police and fire departments, etc., for these types of activities. They felt it should be a simple process of coming in to City Hall with the proposal and being told the rules and regulations to get the permit, not the lengthy and costly Special Use Permit procedure. The Council did think the Planning Commission may want some input into establishing the rules and regulations. MAYOR/COUNCIL INPUT 1996 Budget Process - Mr. Fursman stated the Staff is in the process of . developing budget worksheets. The preliminary budget should be established by the end of August. Signs in Boulevards - Councilmember Jacobson noted many "College Pro Painters" signs in the boulevards around the City. Mr. Carlberg acknowledged it is a difficult problem to regulate these types of advertising signs. They are not allowed, and the City does pick them up as they are seen. "Open House" signs are temporary, but should not be in the right of way, nor should "House for Sale" signs. It is a continuing problem, and they are removed if there is a sight-triangle problem. . I[] Regular Andover City Council Meeting Minutes - July 5, 1995 Page 8 (Mayor/Council Input, Continued) . 139th & Eidelweiss "No parking" - Councilmember Dehn stated she received several phone calls from residents in that neighborhood asking the Council to reconsider the removal of the "No Parking" signs (reference June 20, 1995, Regular City Council Meeting Minutes). It has generated a lot of traffic in that area and there are some very safety oriented concerns. The Council hoped that the use of the fields at the new complex will alleviate the problem next year. Water Study - Councilmember Kunza was concerned with the water shortage the City has been experiencing and asked if a study can be dope and get the problem resolved. Mr. Erickson explained TKDA did a Comprehensive Water Plan several years ago, but it is probably outdated. He thought the Plan should be reviewed again and determine what the next step should be. Externalities - Mr. Fursman stated Change Facilitators would like to meet with the Council regarding the issue of externalities. It will be a day-long meeting. The Council agreed to meet on Tuesday, July 18, 1995, at 8:00 a.m. at the City Hall. . APPROVAL OF CLAIMS MOTION by Jacobson, Seconded by Dehn, that the Council approve the Schedule of Bills as presented for a total of $860,463.32. Motion carried on a 4-Yes, I-Absent (Knight) vote. MOTION by Kunza, Seconded by Dehn, to adjourn. Motion carried on a 4- Yes, I-Absent (Knight) vote. The meeting was adjourned at 9:20 p.m. ,. Respectfully submitted, ~e~~ Recording Secretary . ._-.~ - +._-...---~- ~-.------