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HomeMy WebLinkAboutCC - March 1, 2011C 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, March 1, 2011 Call to Order — 7:00 p.m. Pledge of Allegiance Special Presentation — Anoka County Records Management System Resident Forum Agenda Approval 1. Approval of Minutes (2/15/11 Regular; 2/15/11 Closed) Consent Items 2. Approve Payment of Claims — Finance 3. Award Bid/11- 4/2011 Seal Coating (Supplemental) — Engineering 4. Award Bid/l 1- 5/2011 Pavement Markings (Supplemental) - Engineering 5. Approve Change Order #1/08 -8 /Sunshine Park Skateboard Facility — Engineering 6. Approve Feasibility Report/Order Public Hearing/10 -30 /Crosstown Drive NW Reconstruction - © Engineerrng 7. Approve Hold Harmless & Easement Encroachment Agreement/15154 Verdin Street NW - Engineering 8. Approve Final Plat/Woodland Estates 5 Addition — Planning Discussion Items 9. Consider Approving Amended Assessment Manual (Policies & Procedures Guide) — Engineering 10. Approve Bond Sale - $265,000 G.O. Equipment Certificate, Series 2011A - Administration Staff Items 11. Schedule March EDA Meeting -Administration 12. Administrator's Report — Administration Mayor /Council Input Adjournment [J 1685 CROSSTOWN BOULEVARD N.W. � ANDOVER, N41NNESOTA 55304 o (763) 755 -5100 FAX (763) 755 -8923 o WWW.CI.ANDOVER.MN.US REGULAR ANDOVER CITY COUNCIL MEETING — MARCH 1, 2011 MINUTES The Regular Bi- Monthly Meeting of the Andover City Council was called to order by Mayor Mike Gamache, March 1, 2011, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Sheri Bukkila, Don Jacobson, Mike Knight, Julie Trude Councilmember absent: None Also present: City Attorney, Scott Baumgartner Director of Public Works /City Engineer, Dave Berkowitz City Administrator, Jim Dickinson Others PLEDGE OFALLEGIANCE E AD SPECIAL PRESENTATION —ANOKA COUNTY RECORDS MANAGEMENT SYSTEM Captain Wells and Andover Fire Chief, Dan Winkel requested the Council's support for the Records Management System. Chief Winkel noted this system will support the police and fire departments within the County. Anoka County Attorney, Tony Palumbo was present at the meeting to introduce himself to the Council, provide a presentation on the Anoka County Records Management System and request the City Council to consider a resolution of support for the ongoing special legislation that funds the system. Mr. Palumbo noted he is also Chair of the Anoka County Joint Law Enforcement Council. He reviewed the proposed project of upgrading the County's computer system. A video showing how the current system operates was shown. Police Chief, Chris Olson from the Blaine Police Department addressed the Council and emphasized the importance of sharing information between departments. He noted there are two phases of the project. He noted an estimate of the cost is $3.5 to $5.5 million and they are not seeking any additional funding from Cities for this project. Fridley Police Chief, Don Abbott reviewed the cost that would be shared throughout the County. The Anoka County Board would issue bonds and payment for bonds for this project would begin in 2013. This project will have a line item on the property tax statement and he gave an example on a $200,000 house the cost would be approximately $7.00. This bond will not exceed $12.5 million. County Attorney Palumbo requested Council pass a resolution in support of the project. © Regular Andover City Council Meeting Minutes —March 1, 2011 Page 2 Mayor Gamache asked if the original piece of legislation is being extended with a few word changes. He noted Andover's State Representatives are co- authors of the legislation supporting the project. Councilmember Bukkila commended the speakers on pulling this together and combining the jurisdictions. Motion by Bukkila, Seconded by Trude to approve a resolution of the City of Andover supporting a County wide integrated public safety information system and legislative changes necessary to allow the use of specific bonding authority provided in Minnesota Statue 383E. Councilmember Jacobson asked why the bond is needed for the new program. Mr. Palumbo stated the present system being used does not unify the records across departments. They are wanting to upgrade the system so all departments have access to the same records. The flow of information would be smoother and more error free. Fridley Police Chief Abbott stated the system currently has fragmented information and the same information needs to be typed numerous times. © Councilmember Jacobson referred to 1.21 —1.23 portion of the legislation. Kate McPherson, with the County Attorney's Office, stated one of the concerns the County Board had were wanting the Cities to have input in joint projects. The $12.5 million ceiling will be included. Ms. McPherson stated they want the amounts to be there for future shared service projects. Councilmember Jacobson stated he has concerns with having such a high amount. Councilmember Knight asked if this is funding for technical rather than processes. Ms. McPherson stated it is a technical project. Each city will decide how the tool is utilized. Councilmember Trude stated she also had some reservations, but now knowing how closely the Police and Fire Chiefs are tied to the Cities, the Joint Law Enforcement Council provides a benefit to all the Cities. She thanked the attendees for their presentation. Mayor Gamache commended the Joint Law Enforcement Council and all the Police and Fire Departments on working together for the benefit of Anoka County. Mayor Gamache noted he sits on the Joint Law Enforcement Council. Motion carried unanimously. (See Resolution R019 -11) RESIDENT FORUM Eric Kohnke, 921 158' Avenue NW, asked regarding Agenda Item #9, if the next step was to go to public hearing or will it be voted on tonight. He asked that Item #9 be postponed until after the March 28 court date of a current assessment appeal. His concern is Statute 429 provides only 4 votes are needed. Mayor Gamache stated Agenda Item #9 only covers the road and how • Regular Andover City Council Meeting Minutes March 1, 2011 Page 3 much the City would finance. AGENDA APPROVAL Mayor Gamache noted Item #3 and Item #4 the actual bids were received and Item #10 has a resolution added. Motion by Jacobson, Seconded by Knight, to approve the Agenda as amended above. Motion carried unanimously. APPROVAL OF MINUTES February 15, 2011, Regular Meeting. Councilmember Trude made the following corrections: Page 2 Line 27, inserting two words "Bunker Lake Boulevard and stated many of the road "requests regarding" projects within the City have been put off. Page 2 Line 29, delete "there by" and "done" "She also requested the County allow landscaping along Hanson... ". Page 3 Line 21, delete "the streets ", insert 148 Lane, directly south of Andover Elementary ". Page 4, Line 30, add a comma after the word "volume ". Page 5, Line 44, insert "on the south side of 148` Lane ". Councilmember Jacobson made the following correction: Page 2, Line 44, change the word "their" to "its ". Motion by Knight, Seconded by Jacobson, to approve the minutes as amended. Motion carried unanimously. February 15, 2011, Closed Meeting: Councilmember Jacobson questioned Page 1 Line 29 ... remove "jury ". • Page 1, Line 33 — details are how the road was done Page 2, Line 11, pay to install the sewer pipe ® Regular Andover City Council Meeting Minutes March 1, 2011 Page 4 Motion by Jacobson, Seconded by Trude, to approve the minutes as amended. Motion carried unanimously. CONSENT ITEMS Item 2 Approval of Payment of Claims Item 3 Award Bid/11- 4/2011 Seal Coating (Supplemental) (See Resolution R020 -11) Item 4 Award Bid/11- 5/2011 Pavement Markings (Supplemental) (See Resolution R021- 11) Item 5 Approve Change Order #1/08 -8 /Sunshine Park Skateboard Facility (See Resolution R016 -11) Item 6 Approve Feasibility Report/Order Public Hearing/10 -30 /Crosstown Drive NW Reconstruction (See Resolution R017 -11) Item 7 Approve Hold Harmless & Easement Encroachment Agreement/15154 Verdin Street NW Reconstruction Item 8 Approve Final Plat /Woodland Estates 5 Addition (See Resolution R018 -11) Motion by Jacobson, Seconded by Bukkila, approval of the Consent Agenda as read. Motion carried unanimously. CONSIDER APPROVING AMENDED ASSESSMENT MANUAL (POLICIES AND PROCEDURES GUIDE) Mr. Berkowitz explained the City Council is requested to consider approving the amendments to the Assessment Manual (Policies & Procedures Guide) to address how improvements to existing gravel roads would be assessed. Proposed changes to the Assessment Manual that would allow the City Council to approve a 50% assessment rate based on total project cost were included. The revision also identifies criteria that the City Council can consider to determine if the petitioned project is viable and should be partially funded by the City's Road & Bridge Fund. Mr. Berkowitz further explained the annual cost for the City to maintain gravel roads is close to the same as paved roads. For gravel roads there is dust control which is sprayed once during the summer, grading the road which occurs 4 to 5 times per year and reshaping (adding additional class 5) which occurs approximately once every 4 years. For a paved surface the maintenance items include crack seal and seal coat once every 8 years and annual sweeping costs. Although the annual maintenance cost may be similar, the long term replacement cost is not. The current policy is 25% of the roadway reconstruction is assessed to benefitting properties and the remaining cost is funded by the City. Gravel roads do not have a replacement cost. © The City Council is requested to consider approving the amended Assessment Manual (Policies & Procedures Guide). Regular Andover City Council Meeting Minutes March 1, 2011 Page 5 Councilmember Trude stated she has a concern that under the law residents still have the opportunity to petition and pay 100 %. City Attorney Scott Baumgartner submitted amended language. Mayor Gamache stated we would still want a petition from Flintwood Street requesting the project. Councilmember Trude asked if those residents would be invited to a public hearing. Mayor Gamache stated a letter would be sent to the residents and a petition would still be needed. Councilmember Jacobson stated this is the same as Statute 429. Mayor Gamache stated the residents can petition and if City funding is not available the residents could pay 100 %. Mr. Berkowitz read the proposed wording change written by Mr. Baumgartner. Councilmember Knight asked if it was one landowner would it be 50 -50. Mr. Berkowitz stated that would be the Council's discretion. Mr. Baumgartner inserted "upon petition of all property owners ". Mayor Gamache stated if.the Council agrees they would pay up to 50 %. © Councilmember Bukkila stated the City Council would consider the factors and if the Council agreed to pay 50 %, then they would approach residents with an offer and then reconsider. Councilmember Trude stated she feels the new wording is better. Motion by Trude, Seconded by Knight, to amend the manual with the handwritten proposal drafted by the City Attorney. Councilmember Jacobson suggested this be tabled and sent back to staff for review and modification and brought back to the next meeting. Councilmember Trude stated she has no problem with the wording that is proposed. Councilmember Jacobson stated he has a problem with number 1. The wording suggested by the City Attorney was as follows: "Improvements to existing gravel roads may either be initiated by the City Council or upon petition of all property owners abutting the existing gravel road. 1. If the City Council proposes to improve the existing gravel road, all properties benefitting from said improvements shall be assessed for 50% of the project costs under methods of assessment. 2. If improvements are initiated by neighborhood petition, the City Council will determine whether the City will participate in a 50/50 cost share of the project with the © Regular Andover City Council Meeting Minutes —March 1, 2011 Page 6 neighborhood. Said determination shall be based upon consideration of the following: • Role street serves to the surrounding area/community. • Budget impact to the Road & Bridge Fund. • No more than one mile of improvement for any given year. • Other similar projects are planned in the general vicinity of such project for that construction season. Mr. Berkowitz stated the Genthan Ponds is an alternate bid with another bid which is scheduled for award on April 4, 2011. The gravel road residents would be advised of the new policy and a meeting would be held with the neighborhood. The neighborhood would then need to petition. The Council would then make a decision on what the City's portion would be. Motion carried 4 ayes, 1 nay (Jacobson). © CONSIDER APROVAL OF BOND SALE - $265,000 G.O. EQUIPMENT CERTIFICATE, SERIES 2011A Mr. Dickinson reviewed the City Council is requested to approve the sale of $265,000 General Obligation (G.O.) Equipment Certificates, Series 2011A to provide financing for equipment purchases that were approved as part of the 2011 City of Andover Operating Budget and 2011- 2015 Capital lmprovement Process (CIP). Mr. Dickinson reviewed the events that led to the approve bond sale request. The Council is requested to approve the resolution providing for the issuance and sale of $265,000 G.O. equipment certificates, series 2011A and levying a tax for the payment thereof. Motion by Jacobson, Seconded by Trude, to adopt the resolution providing for the issuance and sale of $265,000 G.O. Equipment Certificates, Series 2011A and levying a tax for the payment thereof. Motion carried unanimously. (See Resolution R022 -11) SCHEDULE MARCH EDA MEETING Mr. Dickinson requested the Council schedule an Economic Development Authority (EDA) © meeting at 6:00 p.m. before the March 15, 2011 City Council Meeting. Motion by Trude, Seconded by Bukkila, to schedule an EDA Meeting at 6:00 p.m. before the March 15, 2011 City Council Meeting. Motion carried unanimously. © Regular Andover City Council Meeting Minutes March 1, 2011 Page 7 ADMINISTRATOR REPORT City Staff updated the Council on the administration and city department activities, legislative topics, update on development/CIP projects and meeting reminders. Mr. Dickinson noted they are planning a new look for the City website. Councilmember Trude requested a different font be used which is easier to read. Mr. Berkowitz stated staff continues to work on pothole patching. He stated the Mississippi and Rum Rivers have potential for flooding. The City is prepared with pumps available. If sand bags are needed the City has bags and sand. Mayor Gamache noted those properties along the Rum River were notified the City would not be available to help with sand bagging. Mr. Dickinson provided a report on the Anoka County HRA CDBG grant reviews. Andover is in line to receive a $100,000 grant. Mr. Dickinson stated there are 8 new homes to date being constructed in the City. © MAYOR/COUNCIL INPUT (Speed Limit on Crosstown Drive) — Mayor Gamache requested staff look at lowering the speed limit on Crosstown Drive. (Home Improvement Show) — Mayor Gamache noted the Home Improvement Show will be March 19 , 20119 a.m. — 3 p.m. at the Community Center. (LMC Legislative Conference) — Councilmember Trude asked if any of the Councilmembers are planning to attend the LMC Legislative Conference. Mr. Dickinson noted Governor Dayton has been invited to attend, but is not yet confirmed. (Death of Brooklyn Park Mayor) — Mayor Gamache announced the Mayor of Brooklyn Park, Steve Lampi passed away. Motion by Jacobson, Seconded by Knight, to adjourn. Motion carried unanimously. The meeting adjourned at 8:45 p.m. Respectfully submitted, Debbie Wolfe, Recording Secretary 0 Regular Andover City Council Meeting Minutes —March 1, 2011 Page 8 REGULAR ANDOVER CITY COUNCIL MEETING MINUTES — MARCH 1, 2011 TABLE OF CONTENTS PLEDGE OF ALLEGIANCE .......................................................................... ............................... 1 SPECIAL PRESENTATION — ANOKA COUNTY RECORDS MANAGEMENT SYSTEM (See Resolution R019 -11) ........................................................................... ............................... 1 RESIDENTFORUM ....................................................................................... ............................... 2 AGENDAAPPROVAL ................................................................................... ............................... 3 APPROVAL MINUTES ............................................................................ . 3 CONSENTITEMS .......................................................................................... ............................... 4 Item 2 Approval of Payment of Claims .................................................... ............................... 4 Item 3 Award Bid/I1- 4/2011 Seal Coating (Supplemental) (See Resolution R020-1 1) ......... 4 Item 4 Award Bid/11- 5/2011 Pavement Markings (Supplemental) (See Resolution R021 -11) ....................................................................................................... ............................... 4 Item 5 Approve Change Order #1/08 -8 /Sunshine Park Skateboard Facility (See Resolution R016 -11) .............................................................................................. ............................... 4 Item 6 Approve Feasibility Report/Order Public Hearing /10 -30 /Crosstown Drive NW Reconstruction (See Resolution R017- I1) ........................................... ............................... 4 Item 7 Approve Hold Harmless & Easement Encroachment Agreement/15154 Verdin Street NW....................................................................................................... ............................... 4 Item 8 Approve Final Plat/Woodland Estates 5ch Addition (See Resolution R018- 11) ........... 4 CONSIDER APPROVING AMENDED ASSESSMENT MANUAL (POLICIES AND PROCEDURES ............................................................................ ............................... 4 CONSIDER APROVAL OF BOND SALE - $265,000 G.O. EQUIPMENT CERTIFICATE, SERIES 2011A (See Resolution R022- 11) ................................................. ............................... 6 SCHEDULE MARCH EDA MEETING ......................................................... ............................... 6 ADMINISTRATOR REPORT ........................................................................ ............................... 7 MAYOR/COUNCIL INPUT ........................................................................... ............................... 7 (Speed Limit on Crosstown Drive) .............................................................. ............................... 7 (Home Improvement Show) ......................................................................... ............................... 7 (LMC Legislative Conference) .................................................................... ............................... 7 (Death of Brooklyn Park Mayor) ................................................................. ............................... 7 �J