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HomeMy WebLinkAboutWK June 28, 2005 'ANDbVE~ ~"Lu:---t- ClA.--' Lu--u.tt.e-n I ~ I Cj -OS 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER. MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US City Council Workshop Tuesday, June 28, 2005 Conference Rooms A & B 1. Call to Order - Following EDA Meeting scheduled at 6:30 p.m. 2. Award Bid/05-18/Wintergreen Street NW & CSAH 20 Improvements - Engineering 3. Review Public Works Site Expansion Phase II RFP/04-55 - Engineering/Public Works 4. Discussion on Land Use Designation (Transitional Commercial/Industrial) 5. Park Study Update 6. Community Center Update - Administration 7. Other Business 8. Adjournment ~: ~NDbVE~ ) ANDOVER CITY COUNCIL WORKSHOP - JUNE 28,2005 MINUTES A Workshop of the Andover City Council was called to order by Mayor Mike Gamache, June 28, 2005,7:41 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Councilmember absent: Also present: Don Jacobson, Mike Knight, Ken Orttel, Julie Trude None. City Attorney, William Hawkins City Engineer, Dave Berkowitz City Administrator, Jim Dickinson Community Development Director, Will Neumeister Others AWARD BID 105-18 I WINTERGREEN STREET NW & CSAH 20 IMPROVEMENTS / City Engineer Berkowitz presented the bids for Project 05- 18, Wintergreen Street NW and CSAH 20 improvements and requested the Council award the Contract to C.W. Houle Inc. Councilmember Jacobson asked if the bid includes the small cul-de-sac. City Engineer Berkowitz responded no. He stated it is already being developed. He noted it will all be completed. Motion by Councilmember Knight, Seconded by Councilmember Trude, to approve the resolution accepting bids and awarding the contract to C.W. Houle Inc. in the amount of $422,107.35 for Project 05-18, Wintergreen Street NW & CSAH 20 Improvements. City Engineer Berkowitz stated turn lanes will be assessed back. He noted the City would only pay for the extra depth on the pavement. Motion carried unanimously. (Res. RI20-05) REVIEW PUBLIC WORKS SITE EXPANSION PHASE II RFP 104-55 , I J City Engineer Berkowitz explained the RFP that the Engineering and Public Works staff put together for comment. The Council had requested this at the April 26, 2005 City Council Workshop. Councilmember Trude asked if this RFP was more than these companies were used to receiving. Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 2 City Engineer Berkowitz stated they collected three or four examples. He noted this was one of the simpler ones. Councilmember Knight asked if staff could do this themselves. Councilmember Trude stated this was intended to solicit someone to not only make sure the uses were there, but to also make it an attractive entrance to the facilities. City Administrator Dickinson stated it would cost about $20,000 to $25,000 for a study. Councilmember Trude asked if a landscape architect looked at the layout provided by staff. City Engineer Berkowitz stated staff could put together the existing layout and add the parcels recently acquired. He noted they could overlay the proposed parcels. Staff would enjoy doing a proposed layout. The timing would be a concern. They would need to look at doing it in the winter months. \ Councilmember Orttel stated a consultant would have to ask staff for the data anyway. ,. Councilmember Trude stated she wanted it to look good. She did not want to drive back by the junky part of the complex. She added proper screening is important. Councilmember Jacobson stated staff would provide the technical data and the landscape architect would provide the screening information. City Engineer Berkowitz stated staffwould enjoy doing it. Councilmember Jacobson stated if they had someone independent, that person could settle disputes among departments. Councilmember Knight stated since it cost that much he would like to just do it themselves. Councilmember Trude stated they should hire a consultant to work on an hourly basis. She noted that all the huge gaps bother her. She added the property is valuable. City Engineer Berkowitz stated they would look at the efficiency of the overall property and the existing property. Councilmember Jacobson stated staff could work on it, but have a consultant make suggcstions. , , / City Engineer Berkowitz stated Oertel Architects worked on the Minnetonka facility. Councilmember Trude wanted to make sure it is aesthetically pleasing. ,J Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 3 Councilmember Orttel stated one of the big factors would be the road going through. He noted that has to be resolved. Councilmember Trude asked how much space is needed for expansion for other departments. Councilmember Knight asked if the owner on Parcel A is moving. Councilmember Trude stated the new home is already built. City Administrator Dickinson stated the City has right of first refusal on parcel D. He noted he had made an inquiry and the owner indicated he would talk about it. City Engineer Berkowitz stated the Public Works Department has identified about fifteen acres for its needs. He noted staff would follow the RFP. Mayor Gamache asked whether the City would have enough space for an entrance onto Crosstown if the County started building the road early. \, / City Engineer Berkowitz stated the curve is really an issue. He noted it was issue for Nightingale and Crosstown Boulevard. He added the County thought it could do a preliminary drawing. He stated that when they did a Federal application with the County that intersection would be addressed. Councilmember Orttel suggested a frontage road. Councilmember Trude asked if they want to mix traffic for the Public Works Department with the Community Center traffic. City Engineer Berkowitz stated the Public Works Department has concerns about the access to Nightingale Street. Councilmember Knight stated the bypass would not solve the problem for people going east. Councilmember Trude stated the traffic study shows a T intersection. Community Development Director Neumeister stated the earthwork is not much, but it would need a signalized intersection for a left turn. He noted there would be expenses for signalization, widening, and channelization. He added it could be quite a bit of money. \ ) City Engineer Berkowitz stated it might not meet warrants. Community Development Director Neumeister stated down by the high school there were 16,000 cars a day in 2003. He noted staff has just started doing a signal justification report. He added it might not be warranted. / Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 4 Councilmember Orttel stated the only real solution is to take them north. City Engineer Berkowitz stated the County plan changed Crosstown to a minor expander. He noted it is the main route from Bunker Lake Boulevard to Hanson Boulevard. Councilmember Orttel stated they did not like having Nightingale traffic going north. City Engineer Berkowitz stated that with the future expansion to the Community Center another rink would cause parking needs. He noted that would push everything further to the west. Councilmember Trude asked ifthe pool area expansion would affect parking. City Engineer Berkowitz stated no, there are some areas designated for that parking. Councilmember Trude asked about a skate park. City Engineer Berkowitz stated they would look for a location. City Administrator Dickinson stated the YMCA may want to take a look at acquiring a skate park. Councilmember Orttel stated the plan would be staged to fit the City's needs and would be worked through these stages. He noted this would be all the land the City would have in this area. He added they need to be careful. City Administrator Dickinson stated there might be some interest in selling by the properties to the south. DISCUSSION ON LAND USE DESIGNATION (TRANSITIONAL COMMERCIAL I INDUSTRIAL) Community Development Director Neumeister explained this item was put together for informational purposes on how the land was designated on the Land Use Plan. He stated the minutes showed four of five Councilmembers supported the change. He assumed staff went to work on the Comprehensive Plan. Councilmember Trude asked about a public hearing. City Administrator Dickinson stated it would have been about the same time the City changed the Comprehensive Plan for the school. j Community Development Director Neumeister stated it indicated the definition of what could be there. The City Attorney indicated this meant the Council would be willing to rezone this land to a commercial or light industrial type of zoning. He added that if the Council did not wish that Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 5 type of zoning it would need to go through a process to change the designation. He stated it would be a minor amendment. Mayor Gamache asked if it would still be up to the Council to decide whether it would be a commercial site. Community Development Director Neumeister stated if requested by a developer to change to a commercial or light industrial type of zoning the City would be bound to change the zoning to one or the other. He noted if the City refused, it could be sued. He added the City would have to be open to any light industrial or commercial use. Councilmember Orttel noted Grace Lutheran Church is in the corner. Councilmember Jacobson stated that property could be commercial if sold. City Administrator Dickinson noted that Grace Lutheran Church has had offers. Councilmember Jacobson stated the crematory issue had residents up in arms. He noted the Council needs to decide if that is still what it wants there. Currently someone could come in with an industrial proposal and the City might be in trouble. He stated that at a minimum they need to remove the industrial possibility. He noted perhaps they should look at all four overlays and see what would be appropriate due to growth in the City. Mayor Gamache asked about benefits to being transitional. Community Development Director Neumeister stated the property is currently zoned residential. Mayor Gamache asked about the Molly parcel. Community Development Director Neumeister stated that parcel was residential and was rezoned. He noted for the rezoning there had to be fmdings. He added that was not the case here. He stated this designation could be removed and then it could not be done. Councilmember Knight stated the church property has neighborhood business on the east side. Councilmember Orttel stated this was done to allow the property to have some use other than residential. He thought a person would have to come in with a specific proposal. \ ) \ I Community Development Director Neumeister stated the way it is written here, if the Council did not agree it should be rezoned. He noted this text was written in 1999 and seven sites were zoned this way. He indicated the locations. He added three of them were gone for a variety of reasons. Councilmember Orttel asked why not look at all ofthem. .I Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 6 Community Development Director Neumeister noted the properties were not zoned that way, but guided that way. City Administrator Dickinson stated the Comprehensive Plan and the Zoning Plan are different. Councilmember Orttel stated he wished the City Attorney to come to the Council Meeting with a legal opinion on the effect of contract zoning. Councilmember Jacobson stated that at a minimum they need to remove the industrial designation. Councilmember Knight stated transitional would be fine without the industrial designation. City Administrator Dickinson stated it could be put on the agenda Councilmember Orttel stated the defInition seems to be where the problem is. . J PARK STUDY UPDATE Community Development Director Neumeister stated that at the request ofthe Council, staff came up with the most current numbers and dedication information. He noted that two years ago the City got rid of the duplication of rural reserve areas. He added they got rid of it since a decision was made on what area the City Council would go with. He added staff took into account all the new numbers. He stated that taking into account the 2020 area (the current MUSA area) it shows the current need for park dedication fee of $2,473 per unit. He noted if they include the rural reserve area, it would have two neighborhood parks and one community playfield (similar to the City Hall complex). Then the park dedication fee would be $2,386. Councilmember Trude asked what the City is at now. Community Development Director Neumeister stated the fee is at $2,325 now and there are adjustments for inflation. City Administrator Dickinson stated part of the study indicated an index factor. He noted staff had been applying that each year to keep it in check. \ J Councilmember Trude stated the study indicates the City is way over in neighborhood parks and short in City parks. Her concern is they are adding a neighborhood park in every plat. She added the City is adding three more now. She stated they are talking about a fifth one in these same areas. Councilmember Knight stated the kids are moving from small children to middle school age. He noted they require fields more than playgrounds. Andover City Council Workshop Meeting Minutes-June 28,2005 Page 7 Mayor Gamache stated they added play fields at Prairie Knoll Park. The problem was in the new areas, which had kids, were where they need new parks. Councilmember Trude stated people are not walking to the parks as much. She noted they pile into a van. She questioned whether they need these parks. Councilmember Jacobson asked if the rate being charged is sufficient. Community Development Director Neumeister stated one question was whether the City was on track at $2,325 or should it adjust the fee up a little bit. He noted another thing to consider is the rate of inflation should be accounted for. He added he had to make assumptions on page 10 for estimates of population and number of households. He stated those assumptions were wrong. He noted the housing counts dropped and there was less acreage. He added the Metropolitan Council pushed the City toward 3.5 units per acre. He stated staff adjusted down the acres of the rural reserve. After taking out the stormwater, floodplan, wetlands, etc. there were 759 acres to build on. He noted these numbers are more realistic than the numbers two years ago. J Councilniember Orttel stated the finances are on target. City Administrator Dickinson stated it would be if there was a small adjustment now. Councilmember Orttel stated if there need to be an increase, they should do it now and have it take effect in January. He noted then no one would claim they were surprised. Mayor Gamache stated the 2020 park dedication should be $2,473 and the City is now at $2,325. He noted that was to be increased over the next fifteen years. He asked why they should increase it now. Community Development Director Neumeister stated there are quite a few hosing units. He noted the City is about seventy percent built out. He added when they added the rural reserve it was only at sixty three percent. Councilmember Trude stated they did not think they calculated having five more parks. City Administrator Dickinson stated that was part of the reason things were skewed on the percentage. He noted they had to apply a value to each park. He added they aere Park Improvement fund poor, but land rich. He stated they have to balance it together. ) Councilmember Knight asked if the land could be put back. City Administrator Dickinson stated it is a difficult process to go through. Andover City Council Workshop Meeting Minutes -June 28, 2005 Page 8 Councilmember Trude was concerned about having too few community parks and now they are adding four more neighborhood parks. She noted the City accepted too much parkland and would not meet the projections. She added the City is short in mini-parks. She stated common parks are short by 184. She noted sometimes a park is an area with a view. Councilmember Orttel stated the study did not say parks would not be needed in the new developments. Councilmember Trude stated they did not say if the City added these parks it would need to increase the park dedication. Community Development Director Neumeister stated the City has two parks for the rural reserve that are in here. He noted one community park is in there. He added the three parks, 60, 61, and 62, are all new parks. Councilmember Knight stated staff wants the Council to set the price. He asked what the other issue is. Community Development Director Neumeister asked if the Council is in agreement with the density and the calculation in general on the number of households. Councilmember Jacobson stated they made an agreement with the Metropolitan Council on the numbers. Community Development Director Neumeister stated staff would verifY the numbers for the Council on that agreement. Councilmember Orttel stated the City is doing okay financially, but Councilmembers are concerned about the allocation for neighborhood parks. Councilmember Knight asked if Mayor Gamache wants to keep the money as it is. Councilmember Orttel stated with time value of money the City is charging double the rate. City Administrator Dickinson stated if the Council believes the rural reserve would be developed it would meet the 2020 goal. He noted if the Council does not believe it would develop it could be difficult to meet. Community Development Director Neumeister stated the Council could hold the money until it / built out some of these parks. He noted they have to get a return on their money to yield that amount. Councilmember Knight asked what figure they could agree on. Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 9 City Administrator Dickinson stated if the Council felt the rural reserve would develop they should assume three units per acre. Community Development Director Neumeister stated 4.1 million has to be saved. Councilmember Jacobson asked ifthe dedication was included for when the rural reserve developed and asked for money. City Administrator Dickinson responded in the affirmative. Community Development Director Neumeister stated some of it is land and some of it is cash. He noted the City needs to make sure the rural reserve pays for its parks as it develops. He added that per Mr. Haas the community play field did not have to go in the rural reserve. Mayor Gamache stated the City has land here right next door. Community Development Director Neumeister stated twenty-two acres are needed for play fields. J Councilmember Trude stated when the Park Commission looks at every plat they need to consider whether there are too many things on the list to fund. City Administrator Dickinson stated that as staff updates this they would update the Park Commission as needed. Community Development Director Neumeister stated staff would ask those questions and bring that information back to the Council. Mayor Gamache stated they need to look at upgrading the areas once needed to see if they are still necessary. Councilmember Trude stated it might need just a basketball park. She noted a Frisbee Golf course is smart. COMMUNITY CENTER UPDATE \ / Community Development Director Neumeister explained the six points identified in the staff report. He added the project completion schedule is attached to the staff report. He noted the items anticipated to be completed by July 15,2005. He added the landscaping part would not be done by July 15,2005. The City Parks Department would be doing that work. He noted they have had some delays. Some were due to weather and some were due to contractors on the site. He added one contractor had materials stacked around the building. Staff did not want them spending time moving materials, rather than finishing the building. He had made that decision. By staff taking over the landscaping and irrigation the cost would be $85,000. He stated the lowest bid was $135,000. It ) Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 10 would help the City to show in kind in its financing. For the Hanson Boulevard access, the Public Works Park Department moved the approach to line up with Bluebird Avenue. He noted it saved sOII1;e costs so the temporary access would be ready for the improvements on Hanson Boulevard. Councilmember Jacobson asked when those would be complete. City Engineer Berkowitz stated the improvements on 154th Avenue and the other improvements would be done in December. Councilmember Orttel asked about the trail. City Engineer Berkowitz stated they ran into some soil issues. He noted it was a soil boring Issue. J City Administrator Dickinson stated they would be getting more black dirt. He noted the quality was not good. It had shades of a lot of sand. He stated the north end of the City Hall is part of the Community Center project. He noted the resident landscape architect was leading the design. He added the original landscape plan had trees. Mr. Tony Howard had secured some pine trees to screen out of the site view triangles. He noted that would be completed as part of the landscape project. The City has received donations of mulch. He stated the Lions club has asked for a letter requesting the flag poles and has a U.S. flag. He noted staffhas provided the letter. The Lion's Club might make a donation to it. City Administrator Dickinson stated the Council has been getting the minutes from the Advisory Commission. He noted that soon the grand opening issue would be handled. He added Erick has been leading those meetings. He stated the YMCA sublease items, the confirmation of turnover and the punch list have to be done before August 1,2005. He noted they have to have the common space cost to the YMCA by September. They might have to ask for bids on the maintenance on the common areas. There might be some teamwork involved in the building and some tradeoffs. Councilmember Jacobson asked about Andover residents getting four passes per year for the whole family. / City Administrator Dickinson stated that would be worked out. He noted the interest income was projected on the conservative side. He added 18.5 million was bonded. He stated the other sources are actual. The high school team room lease would be collected over ten years. The City had received the total CDBG grant. The City is utilizing labor on the landscaping work for the matching side. He noted that through the course of the project and the bid it is over budget. He added part of this issue deals with the permit for sewer and water access. He stated the actual number was $35,000 over. The pool area was estimated fairly low. The hot water supply is one of the biggest issues from a design standpoint. The original figure was based on Lifetime Fitness. He noted that figure did not work for a YMCA. He added their requirement was 30 minutes of shower an hour. He stated it was a $65,000 change order to get the appropriate supply. They ) Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 11 have approached the mechanical engineer about that issue. There might be some contribution from the YMCA since it reviewed the design up front. City Administrator Dickinson noted the Architecture fees are higher because of plan printing due to the exceptional number of bidders and the fact they had to rebid. He added there was an increase in testing and inspection coverage due to some paint issues. This caused some re- testing. He noted it was not missed by too much. He noted the owner furniture and fixture item is pretty lean. He added the actual amount is listed. The City's portion of shared areas and the City's specific areas are listed. He noted the YMCA has $56,000 over this number for their costs only. A cost issue being priced was the masonry on the trash enclosure. He stated they are looking at an additional solution. He noted the cost of the rooftop unit painting. Some concrete panels were removed as part of the project. This required the City to hold itselfto the same standard used for commercial properties. The concrete spillways are still in negotiation. City Engineer Berkowitz believes concrete spillways are the way to go. City Engineer Berkowitz stated there are small spillways on the edge of the parking lot. He noted due to the heavy rain, the rip-rap would not hold that amount of water. He added they are looking at a permanent solution. The City has had a lot of problems with riprap. J City Administrator Dickinson noted the miscellaneous other expenses. He explained the assistance from City Attorney Bill Hawkins on the roof damage issue that went away. He stated the concrete panel issues have not gone away. He had negotiated some internal painting back. City Administrator Dickinson stated he has $11,848.58 to complete the project. He noted that based on the projections he did not think: that it would be enough. He would like the flexibility of another $50,000. It would come from Park Dedication funds. If it is not needed it would be returned. He suspected there would be some internal items that might not be settled right away. In order to keep the project moving he had the interior ofthe field house painted. That exposure would be six to seven thousand dollars. He added they should have some TVs in the food area so there would be more concession money. He stated that would be four to five thousand dollars. They do not have the necessary cabling and conduits to those spots. The YMCA is going to be putting in satellite direct TV. He stated if the City pays the data cabling cost, the YMCA would pay for the direct TV. He noted the YMCA uses satellite TV since they could better regulate what happens on the TVs and can have FM radio. Councilmember Orttel stated he would like to look at that issue. He noted there is flexibility if the City Administer needs it. City Administrator Dickinson stated he would frrst try to negotiate it out. \ / Mayor Gamache asked if there are any other possibilities for donations. Councilmember Jacobson stated if the money is needed it is there. Andover City Council Workshop Meeting Minutes -June 28, 2005 Page 12 Councilmember Trude stated she supports it. City Administrator Dickinson stated the YMCA is asking for a big request. He noted the YMCA wants $48,000 for acoustical treatments. He added that is a tenant improvement. He noted the money he requested is to support him in making quick decisions to complete the facility on time. If that number becomes more than what he had indicated he would come back to the Council. Councilmember Trude asked if United Properties ever made a contribution. City Administrator Dickinson stated he did not think so. Councilmember Orttel asked where the total of other charitable contributions came in. City Administrator Dickinson stated those went to debt service payments. Councilmember Orttel stated YMCA representatives from allover the country are coming to see the facility. He noted it would be a state of the art facility. Councilmember Trude asked if the Fun Fest booth would be convenient for the YMCA tours. Mayor Gamache asked ifit would be set up like last year. City Administrator Dickinson stated they are talking about a tour that enters on the west side. They would have to be hard hat tours. He added the YMCA booth would be right next to the City Council. Councilmember Trude asked about a canopy. Mayor Gamache stated they would have a tent and a table. OTHER BUSINESS Councilmember Jacobson asked about the grand opening for the Community Center. Councilmember Knight stated it would be some time in September. He noted the YMCA would open before that. City Administrator Dickinson stated the charter members could use it at the end of July. J Councilmember Jacobson stated the rest of the community could use it in the middle of August. City Administrator Dickinson stated he could have Ms. Linda Blackmore come to a City Council meeting. , ; Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 13 Councilmember Trude stated Ms. Blackmore could just provide something written if she is busy. Councilmember Orttel stated it might be good publicity. Councilmember Jacobson stated he had received a telephone call from Mr. Winslow Holasek. He noted Mr. Holasek is concerned about the well and the water transmission line. He added Mr. Holasek was still concerned about the City cutting down a number of trees. He told Mr. Holasek the City Administrator had worked it out. He would ask if staff have looked at whether what Mr. Holasek suggested was possible. He asked about the status. City Engineer Berkowitz stated the City was down to removing five significant trees. He noted there are valves in a box that come out ofthe well. He added, a winch comes across for the valves for access and maintenance. Even if it was moved further down it would still impact other trees. He has to be in full control within fifty feet of the well. He would try to fmd the most reasonable location. He stated they would put some tree protection on the other trees. Some significant trees would be protected. Councilmember Orttel asked if they could angle the pipe back to the street. City Engineer Berkowitz stated they tried to eliminate bends, but could look at that option. He noted these are six-inch trees. Mr. Winslow Holasek, 1159 Andover Boulevard NW, stated he is concerned about tree protection at the fence location. He noted two of nicest trees are right there. He added the big tree is not in as good shape. City Engineer Berkowitz stated trees could be within eight feet in back of the curb. Mr. Holasek stated there is only three feet by the base of the trees. He noted he is concerned about the two trees to the north. Councilmember Jacobson stated staff could go out and look at tree protection. City Engineer Berkowitz stated he would look at that. Mayor Gamache reviewed the schedule for Family Fun Fest. Councilmember Trude noted there is always a big crowd at noon. , J City Administrator Dickinson stated Karel I News ran a story about an addition on a home in Andover. He noted the lady is in a wheel chair. He added there was a fund-raiser by a cousin's church to build an $85,000 addition on that home. The building permit was issued today. He noted the Council could waive the fee. He did not know if it had been done before. He added the precedent could be substantial. -' Andover City Council Workshop Meeting Minutes - June 28, 2005 Page 14 Motion by Councilmember Jacobson, Seconded by Councilmember Orttel, to adjourn. Motion carried unanimously. The meeting adjourned at 9:29 p.m. Respectfully submitted, Nancy Czajkowski, Recording Secretary J