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HomeMy WebLinkAboutCC May 1, 2007 0 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755.8923 . WWW.CI.ANDOVER.MN.US Regular City Council Meeting - Tuesday, May 1, 2007 Call to Order - 7:00 p.m. Pledge of Allegiance Resident Forum Agenda Approval 1. Approval of Minutes (4/19/07 Workshop; 4/17/07 Regular) Consent Items 2. Approve Payment of Claims - Finance 3. Approve Resolution/Snow and Ice Control Policy - Administration 4. Approve Resolution/Street Sweeping Policy - Administration 5. Approve Resolution/Pothole Repair Policy - Administration 6. Approve Resolution/Sidewalk and Trail Inspection and Maintenance Policy - Administration 7. Approve Resolution/Sanitary Sewer Maintenance Policy - Administration 8. Approve ResolutionlRain Sensor Policy for Landscape Irrigation Systems - Administration 9. Approve Resolution/Grease and Sand Reduction Policy - Administration 0 10. Approve Resolution Authorizing Speed Limit/Tulip Street NW -Engineering II. Approve Resolution Authorizing Speed Limit/161 st Avenue NW - Engineering 12. Approve Resolution Authorizing Speed Limits/Buttemut Street NW, 173rd Avenue NW & Flintwood Street NW - Engineering 13. Consider MSA Revocation & Designation - Engineering 14. Approve Lease Agreement/Skate Park Equipment - Engineering 15. Receive 2006 ACD Annual Water Quality & Quantity Condition Report - Engineering Discussion Items 16. 2006 Audit Presentation - Finance/Administration 17. Discuss Andover Station North Ball Field Facility Building/07-22 - Administration Staff Items 18. Consider Contest/Naming New Ball Field Facility/Andover Station North - Engineering 19. Schedule EDA Meeting - Administration 20. Administrator's Report -Administration Mayor/Council Input Adjournment 0 C I T Y o F C.ffl/L.LU::, c..vu NDOVE W'Li 1tol'l 5- t S -01 0 REGULAR ANDOVER CITY COUNCIL MEETING - MAY 1, 2007 MINUTES The Regular Bi-Monthly Meeting of the Andover City Council was called to order by Mayor Mike Gamache, May 1, 2007, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Don Jacobson., Mike Knight, Ken Orttel, Julie Trude Councilmember absent: None Also present: City Attorney, William Hawkins City Engineer, Dave Berkowitz City Administrator, Jim Dickinson Others 0 PLEDGE OF ALLEGIANCE RESIDENT FORUM No one wished to address the Council. AGENDA APPROVAL Remove from Consent Items for discussion Items 6, (Resolution/Sidewalk and Trail Inspection and Maintenance Policy); and Item 9, (Resolution/Grease and Sand Reduction Policy). Motion by Knight, Seconded by Jacobson., to approve the Agenda as amended above. Motion carried unanimously. APPROVAL OF MINUTES April 19, 2007, Workshop Meeting: Correct as amended. Councilmember Trude stated she has a minor change on page 2. She indicated she actually arrived at 0 6:20 p.m. and was able to be part of the tour so she would like to move that up to line 3. Motion by Trude, Seconded by Jacobson, approval of the Minutes as indicated above. Motion carried unanimously. 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 2 April 17, 2007, Regular Meeting: Correct as amended. Councilmember Jacobson stated on page 4, line 10, should read "is a pei'H'Iit permitted use." Also on page 8, line 8; the sentence should be "Councilmember Jacobson stated he noticed the drawing is lacking two thin~." Councilmember Trude stated on page 2, line 5, it should be "Commissioner Councilmember Knight" Motion by Jacobson, Seconded by Trude, approval of the Minutes as indicated above. Motion carried unanimously. CONSENT ITEMS Item 2 Approval of Claims Item 3 Approve Resolution/Snow and Ice Control Policy (See Resolution R055-07) 0 Item 4 Approve Resolution/Street Sweeping Policy (See Resolution R056-07) Item 5 Approve Resolution/Pothole Repair Policy (See Resolution R057-07) Item 7 Approve Resolution/Sanitary Sewer Maintenance Policy (See Resolution R058-07) Item 8 Approve ResolutionlRain Sensor Policy for Landscape Irrigation Systems (See Resolution R059-07) Item 10 Approve Resolution Authorizing Speed Limit/Tulip Street NW (See Resolution R060-07) Item 11 Approve Resolution Authorizing Speed Limit/161st Avenue NW (See Resolution R061-07) Item 12 Approve Resolution Authorizing Speed Limits/Buttemut Street NW, 173m Avenue NW & Flintwood Street NW (See Resolution R062-07) Item 13 Consider MSA Revocation & Designation (RES. R063-07 & R064-07) Item 14 Approve Lease Agreement/Skate Park Equipment Item 15 Receive 2006 ACD Annual Water Quality & Quantity Condition Report Motion by Jacobson, Seconded by Knight, approval of the Consent Agenda as read. Motion carried unanimously. 2006 AUDIT PRESENTATION 0 Mr. Mark Gibbs, HLB Tautges Redpath, provided a presentation to the City Council related to the City of Andover Comprehensive Annual Financial Report (CAFR) as of December 31, 2006 and the corresponding Management Report. Councilmember Jacobson stated it sounds as though they depend a lot on the staff to provide information and he wondered if it is good for an independent auditor to depend on the staff to 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 3 provide stuff that they should be looking for to make sure the City staff is not feeding them stuff that they should not be. Mr. Gibbs stated that is the best situation when the City can prepare the financial statements by themselves so they can truly audit it. It is actually worse when the City does not have good finance personnel. Mayor Gamache wondered how long it took to come in and audit the City. Mr. Gibbs stated it took about a week and a half on the field. Mr. Dickinson stated at different times during the year they will come out and do some interim testing. Councilmember Trude indicated the financial report is available on the City website for download. Mr. Dickinson indicated the report is also available for review at the City Hall. DISCUSS ANDOVER STATION NORTH BALL FIELD FACILITY BUILDING/07-22 The Council accepted bids and awarded the contract for the installation of ball field lighting at Andover Station North at the April 3, 2007 City Council meeting. Part of the discussion upon award 0 was that any funds budgeted in excess of the amount necessary to complete the ball field lighting project be put towards the cost of the ASN Ball Field Facility Building. Staffwas also directed to work with the Baseball Association to put together a financial plan that would assure an acceptable completion of the building and present that to Council at a future date. Councilmember Jacobson asked as the sales of the parcels come in, will they be generating more funds for this. Mr. Dickinson indicated that is correct. Councilmember Jacobson asked if the funds were to come in before the end of the year, could they use them in advance. Mr. Dickinson stated they have already programmed some of the funds to cover some of the construction areas down there. Those have not been identified to be set up on a payment plan but what they can put on a payment plan are the new assessments coming in the next couple of months. Councilmember Jacobson asked when they talked about a shell, would that include completed restrooms and a storage area. Mr. Dickinson indicated there would not be any completed restrooms. He stated they will not get any restrooms for any sporting activity out there this year. To complete the building, knowing they can work on that for the 2008 budget cycle, he would like to challenge the associations to work with the City on helping them meet the gap. He would like to defer completing the facility for the 2008 budget process rather than dealing with it today. Councilmember Trude wondered if it is worth even starting this if they could not get restrooms in. Mr. Dickinson stated the main thing is to get the shell up so they can work on some interior things 0 during the winter. Mr. Berkowitz indicated the association is getting as much volunteer work as possible. He noted costs keep going up so it would be wise to get what they can get done this year. Councilmember Knight wondered if they will have a barebones concession stand this year. Mr. 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 4 Dickinson indicated they would not and in the interim some other option could be put in place. Motion by Knight, Seconded by Orttel, to extend the debt service schedule and to approve the utilization of $20,000 from the Capital Equipment Reserve with replacement in the future. Motion carried nmmimously. APPROVE RESOLUTION/SIDEWALK AND TRAIL INSPECTION AND MAINTENANCE POLICY The City Council reviewed a number of Public Works Maintenance Policies at the April 19th Council workshop meeting. Councilmember Trude stated she had this pulled because some of the sentences did not make sense in the first paragraph. The first one states how many miles of sidewalks and trails they have and since this is a policy that will change every year she did not think that should be in the policy. On item six, the sidewalk trail, she thought it should start with "public sidewalks or trails 0 may vary in age and in quality of condition" and then it goes to the last sentence "Some sidewalk or trail conditions can create unreasonable hazards.. ." She thought that will work, otherwise they could send it back for review. Mr. Dickinson indicated he is ok with it. Councilmember Jacobson asked if they want to keep the last sentence in there because he thought that if someone got hurt they could say the policy indicates it is unreasonable and hazardous. Mr. Dickinson indicated this is a sample policy from the League and they simply made it fit the City. Mayor Gamache stated he could understand the first one because the number of miles changes. The sentence they use for not any quality or irregularity in the surface of the way rises to a level of the defect is that tied in someway to the next sentence so they are covered for legal issues. Mr. Dickinson stated this is basically a disclaimer. Councilmember Trude stated she would prefer to table this to have the City Attorney review it. City Attorney Hawkins stated he did not have a problem with the second line. He was not sure this would protect the City. Mr. Dickinson stated a lot of it boils down to if the City was negligent. Motion by Trude, Seconded by Jacobson, to table this item for review by the City Attorney. Motion carried unanimously. 0 APPROVE RESOLUTION/GREASE AND SAND REDUCTION POLICY The City Council reviewed a number of Public Works and Maintenance Policies at the April 19th Council workshop meeting. 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 5 Councilmember Trude stated she pulled this because they talked about this at the meeting they had at Public Works. There were two issues she thought came to mind when she reviewed the policy. Section 2 on the left side of one page and section 4, they talked about this applying to new businesses. On the bottom of the page of section 4, existing business, it states that any current business must have a grease trap installed and if they don't there could be a notice of violation sent. She thought this was something they may want to talk about a little further on how to implement this and educating businesses regarding this and to allow the businesses some time to come into compliance. Mr. Dickinson indicated this would depend on the time of year. Sometimes they carmot allow them time to come into compliance because if there is a blockage of the system, there will be a problem. He stated in section 4 of the policy, if they remove the first sentence and include this sentence "if a grease trap does not exist and upon City inspection, the sanitary sewer has determined there is an excessive amount of grease..." this will tell the business that the City will work with them if a problem has occurred. Councilmember Trude stated there is still the citation in the last sentence. Councilmember Orttel 0 stated his concern is with other businesses, residents that will be affected if there is a blockage. Mayor Gamache asked if there are certain businesses they should be checking on. Mr. Dickinson indicated it is largely restaurants and car washes. Mayor Gamache asked if they were planning to start City inspections or would there be a City inspection if a problem occurred. Mr. Dickinson stated some of these do come to light when they televise the sewers. Mr. Berkowitz explained the process they will go through regarding inspections and the policy. Councilmember Jacobson asked if under section 4, the first sentence will be deleted and if they do that, he suggested that on the third line from the bottom of that page it should say "determine the excessive amount of grease or sand entering the system." Councilmember Trude stated another minor change is on the highlighted words on the page to the right of this under section 6. It talks about an ordinance and interest rate and she thought it would be safer to refer to their City adopted rate schedule on all of these so they do not always have to be conforming when they increase or decrease a rate. Mr. Dickinson indicated that would be fine. Motion by Jacobson, Seconded by Knight, to approve the attached resolution approving the City of Andover Grease and Sand Reduction Policy. Motion carried unanimously. (RES. R065-07) 0 CONSIDER CONTEST/NAMING NEW BALL FIELD FACILITY/ANDOVER STATION NORTH 1bis item is in regard to considering having a contest to name the new ball field facility at Andover 0 Regular Andover City Council Meeting Minutes - May I, 2007 Page 6 Station North. Kevin Starr from the Public Works Department would like to order a new identification sign for the facility. To date, the facility has not been officially named by the City. The Commission at their last meeting of April 19th recommended that a contest be held and the contest be advertised in the next issue of AndoverToday, which would be the July/August issue. Currently the facility is known by City staff as the Andover Station North Ball Field Facility. Councilmember Trude thought this should be referred back to the EDA for discussion and a decision. Motion by Trude, Seconded by Gamache, to refer this item to the EDA May 15,2007 meeting. Motion carried unanimously. SCHEDULE EDA MEETING 0 Motion by Jacobson, Seconded by Knight, schedule an EDA meeting on May 15, 2007 at 6:00 p.m. Motion carried unanimously. ADMINISTRATOR REPORT City Administrator Dickinson updated the Council on the Administration and City department activities, development activity, Legislative activity and miscellaneous projects. City Engineer Berkowitz updated the Council on: . Wayside Horns Mr. Berkowitz updated the Wayside Horns and the Railroad Quiet Zone information with the Council. He explained they ran into some additional costs that were required through the BNSF for this project. They researched the costs and looked at different ways to fund the improvements. Mr. Berkowitz stated the project status on Bunker Lake Boulevard is they have completed the plans and have been submitted them to the Anoka County Highway Department, State Aid and BNSF for review. They have received comments back from the railroad and have incorporated 0 those changes. They anticipate receiving comments back from the other two agencies in the next couple of weeks. Mr. Berkowitz stated if they are able to obtain funding for this, they are still on the same time frame of August construction. 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 7 Mr. Berkowitz stated they have discussed previously the wayside horns and the increased costs in the interconnects which have double the costs for each wayside horn. They are looking at the Bunker Lake Boulevard costs to be approximately $165,000. To do a wayside horn at Andover Boulevard at this point is around $175,000. They had budgeted this year for three projects but with the increased costs, to stay within the budgeted amount, they are looking at doing Bunker Lake Boulevard and Andover Boulevard only. Mr. Dickinson reviewed the funding possibilities for the two projects with the Council. Mr. Berkowitz continued to explain why each intersection will have a different type of signal. Councilmember Orttel wondered if they could get any of the planning and approvals from BNSF and the Government now and then work on the plans later. Mr. Berkowitz explained it will be easier to do this for the next project. They will still have to have an agreement for each crossing so they will need to go through this process again. He stated there would be a cost savings to do them all at once but funding is the problem. He stated BNSF will contribute ten percent for the interconnects at Bunker Lake Boulevard. MnDOT indicated they focus their funds on 0 interconnects that are not working properly. The Council concurred that they should go ahead with Bunker Lake Boulevard and Andover Boulevard. . Hickory Meadows Plat Mr. Dickinson stated Hickory Meadows has revised their proposal. He reviewed the proposal with the Council. Staff felt the new proposal has merit. The difference is the original design of the utilities as it was presented to the Council at the time of Preliminary Plat will be changing if the Council is amenable to what they are proposing. Mr. Berkowitz reviewed the changes to the utility plan and how it will be dealt with down by Coon Creek. Councilmember Trude wondered if they need to worry about the property owners to the east because they do not want to be included. Mr. Berkowitz indicated they have committed to that because they are in the MUSA. Councilmember Trude noted they have to carry the costs assuming they will eventually pay the costs. Mr. Berkowitz stated the developer will pay the cost. 0 Mr. Berkowitz further discussed the sewer connection with the Council . Marystone Boulevard Mr. Dickinson stated they have received some communication from this area to see about getting 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 8 a paved road. He noted this was reviewed four or five years ago and the road was turned back to the proposers at that time to review the drainage. Mr. Dickinson thought they could have a meeting with the neighborhood to see what they want at this point. Mr. Berkowitz stated he would feel more comfortable with starting the process like they did before. Before they go through a formal petition, they meet with the neighborhood and figure out the differences again then they come back to discuss it at a workshop. Councilmember Jacobson stated there are two issues. The water drainage and the width of the roadway and the number of trees that had to come down and he did not remember what the minimum road width the Council said they could live with but he thought they wanted to do something even narrower than that. He thought they should figure out the minimum width they would be willing to go to and then tell the residents that and stick by it. Mr. Berkowitz stated he researched the information previously discussed and there was no formal motion indicating the minimum width. Mr. Dickinson stated since the last time it was reviewed they have a new set of requirements that they have to adhere to through the NPD ES 0 requirements. They did not have that back when it was reviewed the first time. There are certain things that have changed and as they have talked with the residents, there are some things that cannot be avoided. Councilmember Knight wondered if they need to have some fairly solid costs determined before they meet with the residents. Councilmember Trude thought the costs would be dictated by the width of the road. Councilmember Orttel wondered if they built a deficient roadway from their standard, would that be a reason to challenge an assessment. City Attorney Hawkins thought the only question needed to be answered is if there is any benefit. . County Application for Federal Funds Mr. Berkowitz stated at the next meeting staff is going to bring forward Resolutions of Support for County projects that they want to apply for Federal funds for the 2012 construction season. After Hanson Boulevard is constructed, there will not be any County projects in the City between then and possibly 2012. The three applications they are looking at are Hanson Boulevard where they leave off with this construction at 139th to the City Hall to Crosstown. The other application is Round Lake Boulevard where they left offbefore with construction making that a four lane highway all the way up to County Road 20 and the third project is Bunker Lake Boulevard from 38th Street in Anoka around the corner of Bunker to 7th Avenue. 0 Councilmember Trude wondered why Crosstown would not be included because she thought that was worse than some of the others. Mr. Berkowitz indicated it did not score high enough in the last go around to include it. 0 Regular Andover City Council Meeting Minutes - May 1, 2007 Page 9 MAYOR/COUNCIL INPUT (Ball Field Allocation) - Councilmember Trude stated they had a really irate resident at their last meeting and she wondered if they received their fields just like everyone else. Mr. Dickinson indicated they did and the Baseball Association is working very well with them and they are trying to get them some of the new fields. He stated the City did work through the process and did provide what they requested. (Senior Citizen Snow Removal Policy in Coon Rapids) - Councilmember Jacobson stated he was informed by a person today that the City of Coon Rapids has a policy in which during the winter, for senior citizens or disabled individuals, City can go out and clean those off for them. He wondered if it is legal for a City to do this for a private party and if the City of Coon Rapids has such a policy. Mr. Dickinson indicated they would check on this. (2nd Annual Memorial 5k Run for Tom Anderson) - Mayor Gamache noted on May 19th there will be the second annual Tom Anderson run. They will use that day to also rename the trail along Coon 0 Creek. (Toastmaster International Guest Night) - Mayor Gamache stated he received something from Toastmasters International, Inc. indicating they have a special guest night on Wednesday, May 9, 2007 at Pippins Restaurant from 6:15 p.m. to 8:00 p.m. (Dry Weather and Recreational Fires) - Councilmember Knight thought they should remind people that it is extremely dry and fires are popping up everywhere so they need to be careful. Councilmember Orttel noted the recreational fires are being allowed and legal right now. (Football Association Request) - Councilmember Trude stated they received a request from the Football Association for a Plaque for a child that passed away in the community and she would like to see this happen without developing a policy first because it is a rare event. The other Councilmembers did not have a problem with doing this. Motion by Trude, Seconded by Orttel, to adjourn. Motion carried unanimously. The meeting adjourned at 9:05 p.m. Respectfully submitted, Susan Osbeck, Recording Secretary 0 0 Regular Andover City Council Meeting Minutes-May 1,2007 Page 10 REGULAR ANDOVER CITY COUNCIL MEETING MINUTES - MAY 1,2007 TABLE OF CONTENTS PLEDGE OF ALLEGIENCE..................................................................................................... 1 RESIDENT FORUM ................................................................................................................. 1 AGENDA APPROV AL............................................................................................................. 1 APPROVAL OF MINUTES...................................................................................................... 1 CONSENT ITEMS Approve Payment of Claims ................................................................................................ 2 Resolution R055-07 approving Snow and Ice Control Policy............................................. 2 Resolution R056-07approving Street Sweeping Policy...................................................... 2 Resolution R057-07 approving Pothole Repair Policy........................................................ 2 Resolution R058-07 approving Sanitary Sewer Maintenance Policy.................................. 2 Resolution R059-07 approving Rain Sensor Policy for Landscape Irrigation Systems....... 2 Resolution R060-07 approving Authorizing Speed Limit/Tulip Street NW ....................... 2 Resolution R061-07 approving Authorizing Speed Limit/161 st Avenue NW .....................2 Resolution R062-07 approving Authorizing Speed Limit/Butternut Street NW, 173rd Q Avenue NW & Flintwood Street NW ............................................................................. 2 Consider MSA Revocation & Designation (RES. R063-07 & R064-07)............................ 2 Approve Lease Agreement/Skate Park Equipment.............................................................. 2 Receive 2006 ACD Annual Water Quality & Quantity Condition Report.......................... 2 2006 AUDIT PRESENTATION................................................................................................ 2 DISCUSS ANDOVER STATION NORTH BALL FIELD FACILITY BUILDING/07-22 ..... 3 APPROVE RESOLUTION/SIDEWALK AND TRAIL INSPECTION AND MAINTENANCE POLICY Motion to table ................................ ...................... ... ..... .... ...... ... ...... ... ........ ....... ........... ........ 4 APPROVE RESOLUTION/GREASE AND SAND REDUCTION POLICY Motion to approve (RES. R065-07)...................................................................................... 4 CONSIDER CONTESTiNAMING NEW BALL FIELD FACILITY/ANDOVER STATION NORTH.................................................................................................................................5 SCHEDULE EDA MEETING...................................................................................................6 ADMINISTRATOR REPORT Wayside Horn ....................................................................................................................... 6 Hickory Meadows Plat.......................................................................................................... 7 Mary Stone Boulevard .......................................................................................................... 8 MAYOR/COUNCIL INPUT Ball Field Allocation Update ................................................................................................ 9 Senior Citizen Snow Removal Policy in Coon Rapids......................................................... 9 2nd Annual Memorial 5k Run for Tom Anderson ................................................,................ 9 0 Toastmaster International Guest Night ................................................................................. 9 Football Association Request ............................................................................................... 9 ADJOURNMENT......................................................................................................................9