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HomeMy WebLinkAboutWK March 25, 2008 C I T Y o F 0 NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US City Council Workshop Tuesday, March 25, 2008 Conference Rooms A & B 1. Call to Order - 6:00 p.m. 2. Meeting with Park and Recreation Commission (6:00 - 7:00) a. Discuss Skate Park Recommendations - 08-08 b. Other Business 3. Discuss Commercial On-site Parking Requirements 0 4. Discuss Housing Maintenance Code 5. 2009-2013 CIP Guideline Discussion 6. 2009 Operating Budget Guideline Discussion 7. Council Goals Progress Report 8. Other Business 9. Adjournment 0 C I T Y o F NDOVE 0 SPECIAL ANDOVER CITY COUNCIL WORKSHOP - MARCH 25,2008 MINUTES The Special Workshop of the Andover City Council was called to order by Mayor Mike Gamache, March 25,2008,6:04 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota Councilmembers present: Mayor Mike Gamache, Don Jacobson, Mike Knight, Ken Orttel, and Julie Trude Councilmembers absent: None Park Commissioners present: Vice Chair Jim Lindahl, Jeremy Boyer, Ted Butler, Bill Hupp, Tony Kowalewski, and Peggy Scott Park Commissioners absent: Chair Dan Masloski Also present: City Administrator Jim Dickinson Director of Public Works/City Engineer Dave Berkowitz Director of Community Development Will Neumeister Assistant Public Works Director Todd Haas 0 Assistant Building Official Herb Blommel MEETING WITH PARK AND RECREATION COMMISSION (6:00 - 7:00 p.m.) A. DISCUSS SKATE PARK RECOMMENDATIONS - 08-08 Commissioner Kowalewski stated the Skate Park Task Force has been meeting since November 2007 with City staff and four youth skateboarders to discuss the layout and associated costs to build a skate park at Sunshine Park. He indicated that once the layout was completed, three vendors were asked to bid on the project (Spohn Ranch, Solo, and American Ramp Company). He stated the task force reviewed the material to be used, warranty, as well as lifespan of the material; the task force learned that some of the equipment has a lifespan of two to three years due to the weather in Minnesota Commissioner Hupp presented a graphic depicting the overall design selected by the youth skateboarders and the task force. He added they used one drawing for the purpose of obtaining the bids in order to have a good comparison on price. Commissioner Kowalewski stated the design includes a ten-foot fence around the perimeter of the skate park, which could be moved later for expansion. He noted that the skate park will be 7,500 feet from the edge of Crosstown Boulevard. 0 Mr. Haas explained this will be a Tier 1 skate park, which means it will be unsupervised. He stated there will be a buffer zone all the way around the park and it will meet the mlnlmum tier level for League insurance purposes. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 2 Commissioner Hupp presented information with respect to what other cities have done, including Edina and Oakdale, whose skate parks have similar components to what is being proposed for Andover. He indicated that what drives the cost of this is the cost of each of the different components. He explained the preferred material is concrete; Spohncrete from Spohn Ranch is a cast modular component that is set on footings much like a house, with rebar that comes out of the modular components so it forms into a complete unit, resulting in little or no cracking and/or shifting. He further explained that the steel components have trusses that go across the top and it is hollow underneath; since the Solo product is not fully enclosed, there are problems with debris blowing under the features, which creates a maintenance issue. He stated that if Skatelite is used, it has a fIve-year lifespan. Discussion ensued regarding concrete versus steel as it relates to the climate in Minnesota , Councilmember Knight asked if there is a facility that has used this material for an extended period of time in this climate and if so, whether a site visit could be arranged. Commissioner Kowalewski presented the estimated costs for a concrete and a steel skate park, and 0 stated the bid from Spohn Ranch is $166,000 and the bid from American Ramp Company is $197,600. He indicated the cost estimates do not include the time necessary for the Public Works crews to prepare the site. Councilmember Trude asked if the $100,000 for the skate park has been placed in the budget. Mr. Dickinson replied the $100,000 was put in the CIP based on the anticipated number of platted housing units. He stated that staff was anticipating up to 50 platted lots; at this point in time, staff does not believe the City will be getting any platted lots this year based on the housing market. Councilmember Trude asked what funds are currently available in park dedication. Mr. Dickinson replied there are currently no additional funds available in park dedication. Park fees have already been dedicated to Andover Station North. He explained the debt service is part of what is coming in from commercial (the Andover Station North building) and the other dollars were donated monies to use on the building. Without having the platted units this year, from a cash flow perspective, there are no additional dollars available. If the City chose to spend the dollars on the skate park, the City would be $146,000 in the hole; as a result, the City cannot authorize the project to go forward because it does not have the cash on hand. Councilmember Jacobson asked if it is possible to have the EDA step in. 0 Mr. Dickinson stated that money represents tax increment money and cannot be spent on park improvements. 0 Andover City Council Special Workshop Meeting Minutes-March 25,2008 Page 3 Commissioner Kowalewski stated the task force discussed ways to offset the cost, including seeking money from pull tab sales from the Andover Hockey Association, writing letters to the VFW asking for support, and asking the neighboring communities for support. Mayor Gamache stated he liked the idea of doing some fundraising; however, it may be difficult because there may not be a lot of people interested in providing support to something that is not an organized sport. Councilmember Trude asked if the concessions at Sunshine Park represent a reasonable source of funds. Mr. Dickinson stated that charitable gambling brings in approximately $15,000 to $20,000 per year; however, the City cannot spend these funds on certain recreational items or for construction items. He indicated the funds need to be spent on youth service activities. He added that one other item to consider is the funds the City will receive for the pipeline easements. He explained the City fronted funds out of the building fund for the Martensen purchase and will need those dollars to take down the next eight acres for the public works expansion; ultimately they could go to park improvement 0 funds. He stated if the City does a land transaction for the substation, the City could dedicate those dollars. Consensus of the City Council was to place the skate park project on hold until the City has a better idea of how much money is available in the budget and to determine if additional funds can be obtained through fundraising by the Park and Recreation Commission. B. OTHER BUSINESS Mayor Gamache stated that the City plans to move a couple of the holes at Fox Meadows away from the property that the City has received complaints about, as well as moving the soccer fIelds to the south. Mr. Berkowitz stated that staffhas met with the property owner to discuss moving the holes. Mr. Haas stated he has talked to Mike. Snelson, the president of the Frisbee Golf Association, and they are going out to the site in the next couple of weeks to see what can be done to rearrange the baskets by tee #6. He added the soccer fIeld cannot be moved more than fIfteen feet to the south. He stated there appears to be only one group that is a problem on the course and staffhas been working with the Sheriff's Department to request that they visit the site more frequently. He explained the complaint appears to be that people are climbing over the fence to retrieve their discs. 0 Mr. Berkowitz stated that staff is in the process of pouring the tees with concrete and will hold off at this time. The joint City Council and Planning Commission meeting adjourned at 7:06 p.m. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 4 The City Council Workshop meeting recessed at 7 :06 p.m. The City Council Workshop meeting reconvened at 7:11 p.m. DISCUSS COMMERCIAL ON-SITE PARKING REQUIREMENTS Mr. Neumeister stated the owners of the proposed "Moose Knuckles" restaurant have submitted preliminary site plans showing 60 fewer parking stalls on the site than would be required by City Code. He stated the developer will be asking for a variance to the parking requirements or will not be able to open their patio seating area; the signifIcant difference between the proposed number of parking stalls and the number required by the City Code led staff to research the parking requirements of other metro area cities. He explained that every city's parking requirements for this site are lower than Andover's except Maple Grove, which uses the same formula in their code; however Maple Grove uses shared parking and rarely uses the parking standards. Councilmember Trude asked about using adjacent businesses for overflow parking. 0 Mr. Neumeister stated the City can either restrict the patio area or work out an agreement with the adjacent businesses. He added it appears that the City's requirements with respect to parking may be a little stronger than needed. Consensus of the City Council was to direct staff to work with the Planning Commission to look at a broader cross section of parking requirements based on adjacent cities and, if deemed necessary, present a revision of the Code requirement to the City Council. It was also the consensus of the City Council to direct staff to determine if shared parking arrangements should be allowed when determining whether an applicant meets the City Code requirements. DISCUSS HOUSING MAINTENANCE CODE Mr. Neumeister stated the City Council recently discussed establishing a housing maintenance code for single-family residential units; staffhas looked at the current ordinance and has determined that it could be amended to cover all housing units. He explained that most cities have housing maintenance codes that are similar to what the City already uses for rental properties. He stated if the Council determines that the current ordinance should be amended, staff will make those revisions and bring it to a public hearing at the Planning Commission next month. He added the Building Department would be called upon to do all the inspections and follow-up; however, as the projected Building Department workload for the summer looks, there will not be the time available to be very proactive on this with current staffing during the busy time of the year. 0 Councilmember Orttel stated he felt it was important that the City ensure that older neighborhoods are kept up. Councilmember Trude concurred and stated that it is important to include safe building elements in the ordinance. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 5 Councilmember Jacobson stated the current code is designed for rental units and a lot of it pertains to inside the structure. He stated he did not feel the City could enforce this effectively for single-family units, particularly as it relates to inside the structure. Mr. Blommel presented the 2007 Minnesota State Building Code relating to right of entry and noted that the City is required to obtain authorization or permission to go into a person's home. Mr. Dickinson stated it does not appear the City Council wants staff to enter a home unless there is a public safety or health issue, which the City can prove. Councilmember Trude stated she is more concerned with the deterioration of the structure in cases where it presents a public safety issue. She added that "garbage houses" can represent a fIre safety Issue. Consensus of the City Council was to direct staff to prepare a draft of a housing maintenance code related to single family units which addresses only the outside of the building and to leave the current 0 ordinance in place as it relates to rental units, for consideration by the City Council at a workshop. Mr. Neumeister asked if the City Council wanted point of sale inspections. It was the consensus of the City Council that the City would not perform point of sale inspections. 2009-2013 CIP GUIDELINE DISCUSSION Mr. Dickinson stated in early April, staff will conduct its 2009-2013 CIP kick-off meeting with department heads where discussion will center on the 2009-2013 CIP development calendars. He stated throughout the year, it is anticipated that a signifIcant amount of time will be spent on water/sewer infrastructure, transportation improvements, building maintenance, equipment, and park and recreation needs. He stated at this time, staff is checking in with the City Council to determine what the Council's top priorities are for the 2009-2013 CIP. He added that the City is required to have a public hearing on the CIP because the City has the ability to do CIP bonds, subject to a reverse referendum; this represents an advantage to the City because the interest rates are signifIcantly less. Mr. Dickinson presented an overview of the capital plan department summary, 2008 CIP expenditures by department, 2008 CIP expenditures by year, funding source summary, and projects and funding sources by department. He stated that staff ran a quick abstract at the County and as of 0 March 5, Andover is at a negative 1.1 % oftotal market value. Discussion ensued regarding the impact of the school levy on property taxes and the current housing market. Mr. Dickinson stated there is new growth happening in the City, but it is taking place in the TIP 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 6 districts. He explained that the City has certain equipment purchases that are committed for 2008, but in 2009, he felt those purchases would get pushed out a year. Relative to the TIP Districts he added that the City should be able to pay off the bonds with current funds in the near future; if the City can decertify that in 2009, then the City can take those dollars, considered excess TIP, and redistribute those dollars. He stated with any project the City puts together, factoring in Bunker and Hanson and working with the updates at Andover Station North and South, the question becomes whether the City can generate enough money to do a redevelopment project, e.g., the Hughs Industrial Park or expand municipal water. He added the City would have to modify its current TIP plan to accomplish this. Councilmember Orttel asked about a new underground storage tank. Mr. Berkowitz stated the City always gets behind every summer and reaches a point where the tower goes dry a few times during the summer. He stated this could be pushed out, but not too far. Consensus of the City Council was to direct staff to maintain the current Capital Improvement Plan as much as possible and to move future purchases out, as staff deems appropriate. 0 2009 OPERATING BUDGET GUIDELINE DISCUSSION Mr. Dickinson stated that City departments will soon start preparing for the 2009 annual operating budget development process and staff is looking to the City Council to establish the Council's guidelines for preparation of the 2009 budget. He stated the City's budget is eligible to go into the GFOA program for review; that program looks positive when the City is rated by bond agencies. He presented an overview of the proposed 2009 Budget Development guidelines, prepared consistently with the past few years. Mr. Dickinson explained that overall reserve is approximately $3 million based on an $8.3 million budget. He stated in looking at the 2009 budget, staff is anticipating the City will have little or no growth and this will need to be addressed in the 2009 budget as it relates to the tax rate. He outlined the City's anticipated increases in expenses, including insurance, fuel costs, the sheriff's contract, as well as a signifIcant increase in PERA. He noted there are no salary increases in the budget and staff is currently giving consideration to consolidating the public works and engineering departments and the City Clerk and administration departments; in addition, staff will be cross trained in order to gain efficiencies in the various departments and it is likely that open positions will not be fIlled. Councilmember Jacobson expressed concern about over-burdening the City Administrator, and felt that a cost of living increase should be considered for staff. 0 Mr. Dickinson stated that staff is committed to presenting a lean budget in order to minimi7.e any tax increase. He added that some road construction projects may be delayed. Discussion ensued regarding state aid funds and road construction/overlays. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 7 COUNCIL GOALS PROGRESS REPORT Mr. Dickinson presented a progress report on the 2007-2008 Council Goals and requested the City Council provide feedback on the goals and progress being made, and to determine if the original priority of the goals remains the same. He stated that the EDA has been updated regarding Goal #3 (consider issues involved with the Kottke Bus area redevelopment) and noted that any project the City would consider would involve relocating in Andover. Councilmember Trude stated that Goal #6 (provide training session for new commissioners and offering existing commissioners the opportunity to also attend) was not intended for new commissioners only and added there were two or three commissioners who attended some training and had indicated they wanted others to take the training. Mr. Dickinson stated there is a training session coming up and all commissioners are encouraged to attend. Mr. Dickinson stated with respect to Goal #13 (evaluate whether current assessment policy, allowing 0 small property owners to choose to delay but reserve access to public utilities in areas undergoing such installation, is compatible with prudent use of public infrastructure funds), staff believes the assessment policy should be revised as a whole and asked if the Council would like to have this done in 2008. It was the consensus of the City Council to direct staff to obtain further information regarding this goal and present an update to the City Council in April. Councilmember Trude stated the acoustics in the Council Chambers should be looked at sooner rather than later (Goal # 14). Mr. Dickinson replied that staff is currently looking into this. It was the consensus of the City Council to remove Goal # 16 (consider opportunities to modernize city buildings with money-saving energy efficiency technology) because this has been completed. It was the consensus of the City Council to remove Goal # 17 (analyze the need for an investigator from the Sheriff's Department) because this has been completed. Mr. Dickinson asked if the City Council would like staff to work on Goal #20 (create an attractive and sustainable landscape along Hanson Blvd. north of Bunker Lake Blvd. as our gateway to City 0 Hall and the Community Center, working with appropriate agencies, staff, homeowners, and volunteers). It was the consensus of the City Council to direct staff to identify available concepts and present these concepts at a future workshop meeting with respect to Goal #20. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 8 Councilmember Trude stated she felt it was important to have the Park Commission review and scale back their plans as it relates to Goal #21 (review and assess recent goals of park commission in light of available funds). Mr. Dickinson asked if the City Council would like staff to work on Goal #24 (review whether the City should consider a Park Director position). It was the consensus of the City Council to postpone any action on Goal #24 at this time. Councilmember Knight asked if Goal #26 Goin Ham Lake Area Chamber of Commerce to increase staff contacts with area businesses to solicit prospects for Andover Station North) is viable. Mr. Dickinson stated that the City participates in the Anoka Area and North Metro Chambers of Commerce. Councilmember Jacobson stated that with respect to Goal #27 (consider web-casting council and 0 planning commission meetings), that should be the responsibility of QCTV. Councilmember Trude asked Mr. Dickinson to work with staff on memo format so that all memos to the City Council, et al. consistently use the same format (Goal #33-review and update council/commission memo format, seeking input from users and staff). It was the consensus of the City Council to remove Goal #34 (improve retention of Andover assigned law enforcement officers to create a long term "Andover term" by contracting with Anoka Sheriff's office for longer periods than the current annual contract). It was the consensus of the City Council to remove Goal #35 (evaluate cost effectiveness and role of community service officers versus funding more professional law enforcement staff). It was the consensus of the City Council to remove Goal #36 (discuss the possibility of a Parks Referendum in November 2008). It was the consensus of the City Council to revise Goal #37 (consider hybrids and other cleaner vehicles for the City fleet) by deleting the word "hybrids" and replacing it with "higher mileage vehicles." It was the consensus of the City Council to remove Goal #38 (perform a cost/benefIt analysis on 0 continuing with the Sheriff or developing our own police force). It was the consensus of the City Council to remove Goal #39 (consider joining the U.S. Mayors Climate Protection Agreement to reduce global warming pollution). 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 9 OTHER BUSINESS ITEMS Councilmember Jacobson stated that there is a public hearing scheduled for April 8th at Ham Lake School hosted by Northern Natural Gas Company regarding the expansion project and this is the same night as the City Council's Board of Review. Mr. Berkowitz stated that Northern Natural Gas Company has scheduled a site visit at Prairie Knoll Park on April 14th and Mr. Haas will be there representing City staff. Mr. Berkowitz stated there is a power easement on 133rd that needs to be shifted completely onto Andover property. He reported that staff recently met with the Highway Department, staff from the City of Coon Rapids, and MN DoT to talk about options. He stated that Coon Rapids wants to build 1,100 feet and will pay for it; the issue is whether MN DoT will allow them to designate it as State aid and build it with State aid money. He added that Andover will pay for half of the leg with Coon Rapids going north on Hanson Boulevard pursuant to the joint powers agreement with Coon Rapids. He stated this works for Coon Rapids as State aid and almost completely benefIts Coon Rapids; the County will have to determine if this will be an easement they will grant or if it will be fee. 0 Mr. Berkowitz provided an update to the City Council regarding the Ernie Russo property and reported that the City called the letter of credit on the development. He stated the City had some issues with the tree clearing at Jay Street and 133rd Avenue and informed Mr. Russo that the City will be removing the trees the week of April 14th. He stated he will follow up with a letter to Mr. Russo. Mayor Gamache stated that Mr. Winslow Holasek sent a letter to all the members of the City Council regarding the trunk sewer charge on his property. Mr. Dickinson explained when the sewer line was installed in this particular area, it was not originally designed to go to this parcel because it was planned to get picked up through another development. He stated in order to service that parcel further south, the line would have to be dropped two to three feet. The City would not have been able to have that developer take on the added cost. The only parcel benefIting is the parcel to the south. Discussion ensued regarding the oversized trunk and the extra depth. Mr. Winslow Holasek appeared before the City Council and stated the original sewer was supposed to come off 152nd and somehow it got raised dugng construction. He stated he did not feel it was fair to have to pay a trunk area charge that was never planned. 0 Councilmember Jacobson stated he thought the City went through the process of making it deeper at Mr. Holasek's request. Mr. Berkowitz stated just because you pay an area trunk fee, there are still substantial improvements the City has to make downstream. All those things are included in that cost. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 10 Councilmember Jacobson asked what Mr. Holasek would be required to pay if he wanted to start developing the property. Mr. Berkowitz replied he would pay the area trunk charge and improvement costs, reiterating this represents the downstream improvements made to the system. Mr. Holasek asked if the City would be charging Sophie's South for deepening the pipe. Mr. Dickinson stated the City is recouping the fee. Mr. Holasek stated when he made the request, there was no indication that $15,000 more was needed. He stated his attorney has indicated it is not a valid charge and suggested that he pay the fee under protest and later request a refund. Mr. Dickinson stated when the City sets those districts; it reviews how much area is going to be developed and then forecasts costs so that the City can recoup trunk and other costs downstream. 0 These costs are then factored into the sewer rate study, the area rate charges are factored into the study, and those numbers are indexed into the study. Discussion ensued regarding trunk versus lateral lines. Mr. Dickinson stated if the City refunded the dollars to Mr. Holasek, it would use the theory behind the lift station fees whereby the City could create a fee in the fee schedule that has an index associated with it, the dollars go back, and at some point in the future this area would have a different, higher trunk fee. Mayor Gamache asked staff to prepare a proposal to resolve this issue and then see if Mr. Holasek has an interest in the proposal. He stated he would like to see what options are available to the City to resolve this matter including refunding the money, providing a credit, or giving the money back and cutting off the pipe. Mr. Holasek stated if the City puts his property in a separate district, this would result in an extra charge for the Yellow Pine lift station. He stated the Bluebird sewer system was originally designed as a gravity source, but people wanted to develop north of 161 st and east of Crosstown resulting in the Yellow Pine lift station. Mr. Berkowitz stated the area charge for trunk covers the system improvements, all kinds of pipes includes a bypass, and the system as a whole. He stated the area charges are adjusted due to a number .0 of factors including development and changes in MUSA. Councilmember Orttel asked if this 30 acres would have been charged had it been located in the Bluebird system. 0 Andover City Council Special Workshop Meeting Minutes - March 25, 2008 Page 11 Mr. Berkowitz replied it would not have been, since they could be served from there and would not have incurred this cost. Councilmember Jacobson suggested waiting until the fIrst development comes in and then deciding which way to charge. It was the consensus of the City. Council to direct staff to prepare a list of available options for resolving this issue, present these options to Mr. Holasek for his review, and to bring this matter to the City Council on April 1 st. Mr. Holasek stated his preference is to receive the refund of $15,000 now with interest to date and then charge the index from the date of the refund. Mr. Dickinson indicated staff will prepare an agenda item for the April 1 st meeting identifying the refund and the indexed fee. Mayor Gamache presented pictures he received from the Bergesons taken at Fox Meadows Park showing a signifIcant amount of beer cans. 0 ADJOURNMENT Motion by Councilmember Orttel, seconded by Councilmember Trude, to adjourn. Motion carried unanimously. The meeting adjourned at 9:56 p.m. Respectfully submitted, Barbara Hughes, Recording Secretary 0