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HomeMy WebLinkAboutAgenda Packets - 2007/03/05 CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA MOUNDS VIEW CITY HALL Monday, March 5, 2007 7:00 p.m. ROLL CALL: Marty, Stigney, Flaherty, Hull, Mueller PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes and sign in on the sign-in sheet located on the podium. Agenda Items Discussed by Consensus _________ 1. Public Works A. Future Street and Utility Reconstruction Projects Discussion _________ 2. Community Development A. Review Proposed Tree Preservation Ordinance B. Review Chapter 1009 of the City Code Pertaining to Swimming Pools C. Wetland Zoning Ordinance _________ 3. Police A. Consider Color Change of Police Squad Cars _________ 4. Administration A. Review 2006 Mounds View Citizenship Award Nominations B. Establish Date for Council City Bus Tour C. Employee Recognition Policy & Employee Appreciation Day D. Care-a-Van Funding Request E. Communications/Cable Coordinator Next Work Session: Monday, April 2, 2007@ 7pm Next City Council Meeting: Monday, March 12, 2007 @7pm CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA MOUNDS VIEW CITY HALL Monday, March 5, 2007 7:00 p.m. ROLL CALL: Marty, Stigney, Flaherty, Hull, Mueller PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes and sign in on the sign-in sheet located on the podium. Agenda Items Discussed by Consensus _________ 1. Public Works A. Future Street and Utility Reconstruction Projects Discussion _________ 2. Community Development A. Review Proposed Tree Preservation Ordinance B. Review Chapter 1009 of the City Code Pertaining to Swimming Pools C. Wetland Zoning Ordinance _________ 3. Police A. Consider Color Change of Police Squad Cars _________ 4. Administration A. Review 2006 Mounds View Citizenship Award Nominations B. Establish Date for Council City Bus Tour C. Employee Recognition Policy & Employee Appreciation Day D. Care-a-Van Funding Request E. Communications/Cable Coordinator Next Work Session: Monday, April 2, 2007@ 7pm Next City Council Meeting: Monday, March 12, 2007 @7pm PAVEMENT MANAGEMENT PROGRAM - FINANCIAL ANALYSIS February 27, 2007 Cost per linear foot $199.67 Assessment assumption 22% Utility Franchise Annual Allotment $240,000 Water Utility Annual Allotment $30,000 Sanitary Sewer Annual Allotment $60,000 Strom Water Utility Annual Allotment $10,000 Financing Total Estimated Total Estimated Estimated MSA Est. Cost to Assessments City Cost Location Length(ft) Length(miles) Length(ft) Reconstruct (assume 22%)MSA Funding Utility Franchise Water Utility Sanitary Sewer Storm Water Utility TIF Bonding A 8,585 1.6 0 $1,714,167 $377,117 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$2,950 B 7,845 1.5 1,723 $1,566,411 $344,610 $344,031 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$462,231 C 5,867 1.1 2,632 $1,171,464 $257,722 $525,531 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$951,790 D 6,040 1.1 2,650 $1,206,007 $265,321 $529,126 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$928,440 E 8,037 1.5 0 $1,604,748 $353,045 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$88,297 F 7,748 1.5 0 $1,547,043 $340,349 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$133,306 G 7,748 1.5 0 $1,547,043 $340,349 $240,000 $30,000 $60,000 $10,000 $1,000,000 -$133,306 H 8,702 1.7 1,318 $1,737,528 $382,256 $263,165 $240,000 $30,000 $60,000 $10,000 $752,107 I 10,115 1.9 4,305 $2,019,662 $444,326 $859,579 $240,000 $30,000 $60,000 $10,000 $375,757 J 7,424 1.4 0 $1,482,350 $326,117 $240,000 $30,000 $60,000 $10,000 $816,233 K 7,535 1.5 0 $1,504,513 $330,993 $240,000 $30,000 $60,000 $10,000 $833,520 L 7,864 1.5 0 $1,570,205 $345,445 $240,000 $30,000 $60,000 $10,000 $884,760 M 5,704 1.1 4,380 $1,138,918 $250,562 $874,555 $240,000 $30,000 $60,000 $10,000 -$326,199 N 8,438 1.6 2,185 $1,684,815 $370,659 $436,279 $240,000 $30,000 $60,000 $10,000 $537,877 O 9,693 1.8 2,028 $1,935,401 $425,788 $404,931 $240,000 $30,000 $60,000 $10,000 $764,682 P 5,711 1.1 0 $1,140,315 $250,869 $240,000 $30,000 $60,000 $10,000 $549,446 Q 6,254 1.2 0 $1,248,736 $274,722 $240,000 $30,000 $60,000 $10,000 $634,014 R 6,746 1.3 235 $1,346,974 $296,334 $46,922 $240,000 $30,000 $60,000 $10,000 $663,717 Totals 136,056 25.90 21,456 $27,166,302 $5,976,586 $4,284,120 $4,320,000 $540,000 $1,080,000 $180,000 $7,000,000 $3,785,596 Cost per linear Foot: 2003 SIP $156.71 2005 SIP $172.18 2007-2008 SIP $199.67 * The reduced amount for 2003 and 2005 (compared to2007-2008) can be attributed to the creation of a regional storm water pond to addrerss water quality Item No. 1A Meeting Date: March 5, 2007 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Street and Utility Improvement Program Strategy Options Background: Rehabilitating the City’s Streets and Utilities was identified as a top priority for the City. Action steps to accomplish this were developed as part of an exercise conducted during the Annual Council Retreat on February 7th & 8th. These steps were: o Develop a Financial Plan for the entire Program o Develop a Standard o Develop a Prioritization Plan / Policy o Communicate the Plan / Program - get public buy-in o Be Unified Discussion: The following is a draft list of ideas to consider for moving forward with the City’s Street and Utility Rehabilitation Program. Possibilities of Implementing a Project • There is no realistic way to implement a project for 2007 • Project for 2008 o Petition in favor of the 2007-2008 Street and Utility Improvement Project – The number of properties that petition FOR the project will need to be at least equal to the number that petitioned AGAINST it. This option would be good only until December 11, 2007. o Re-configure the 2007-2008 Street and Utility Improvement Project – Example: eliminate street segments where there was the greatest opposition to the project. Hold a public hearing followed by the 60- day protect period. o Revise the Roadway Major Maintenance Policy – The City could consider revising the Roadway Major Maintenance Policy and elect to finance this project without the use of special assessments. 1. Design Options 1A. Develop a Standard – The City has a standard for new City streets. The City has standards for construction of privately owned driveways and privately owned parking lots. It seems logical that the City should also have a standard for rehabilitating City streets. This was identified as an action step to the City’s goal of improving the City’s infrastructure. 1B. Discuss Design Options - create an intermediate street section– Other design option could be explored. On May 3, 2005, a presentation entitled “Streets 101” was given. As part of this presentation a list of options were given to address deteriorating streets. These include four main options: Option No. 1 Mill and Overlay (partial depth mill) Option No. 2 Mill and Overlay (full depth mill) Option No. 3 Reclaim and New Pavement Option No. 4 Rebuild the Street Section Option No. 1 is simply not feasible due to the current poor condition of the streets. However, the City Council could consider Option No. 2 Mill and Overlay (full depth mill), or Option No. 3 Reclaim and New Pavement. These street sections would have a lesser structural strength than Option No. 4 (rebuilding) and would be constructed with bituminous curbs. They could be milled again in 15 to 25 years. Consideration could be given at that time whether to replace “as is” or reconstructed to a “new” City street standard which could include concrete curb and gutters. 2. Financial Options 2A. Set the assessment amount per single family residential property throughout the program. Select an amount and adjust annually for inflation either by a set amount or by a set percentage. It could also be stated that the amount of the assessment will be 25% of actual construction cost (as it is now), with a note that the total can not exceed this set amount. Example: set assessment as $3,000 for 2008, $3,100 for 2009, $3,200 for 2010, etc. However if 25% of actual construction cost for 2009 was $3,050 the assessment would be set at $3,050. 2B. Reduce the assessment percentages – Currently the City assesses at a rate of 25% of the actual construction cost for single family residential property throughout the program. As an option, this percentage could be reduced or eliminated. Please note that this may cause issues for property owners that were previously assessed. The potential impacts to the City’s finances would need to be determined. 2C. Lower the interest rate - The current practice of assigning an assessment interest rate is based on the Roadway Major Maintenance Financing Policy which states: “The assessment rate will be based on the project cost including the rate of interest on bonds sold to finance the project plus a surcharge of one percent.” This rate has been approximately 5-6% in recent years. Perhaps look at a much lower rate or even look at not assigning interest. Interest accrued on debt is a big issue with Mounds View residents; this is especially true with senior citizens. Eliminating interest will allow residents a better opportunity to afford a proposed project. It will also make the City’s deferral option, which is available to seniors and permanently disabled citizens, meeting certain financial income requirements, more appealing. Having a set assessment and knowing that you would have 10 years to pay it off without interest may make the program very appealing to citizens. In deferral options cases, the assessment would not accrue interest and would not be due until a future date when the property owner sells their home. The potential impacts to the City’s finances would need to be determined. The City could also look into a reduced amount for property owners who wish to pay their assessment in full. 2D. Extend the payment period – The current policy based on the Roadway Major Maintenance Financing Policy states: “The cost of the roadway major maintenance and related utility improvements will be assessed over a period not to exceed 10 years.” This time period could be extended to a longer period – such as 15 years. Please note that bonding periods are typically 10 years. The potential impacts to the City’s finances would need to be determined. 2E. Utilize Utility Funds to assist in financing the water, sanitary sewer, storm sewer, and water quality items. 2F. City to pay 100% for Curbs – The current policy states: “The cost of lateral and main storm sewer, sidewalk / pathway, and curb and gutter improvements, maintenance, new, and reconstruction within the area where streets are receiving major maintenance will be included in the project cost to be assessed at the same rate as the street portion.” The City Council could consider having the curb and gutter portion of a project be funded 100% via City funds. An argument could be made that curb and gutter is part of the overall storm sewer system which benefits the entire community. The potential impacts to the City’s finances would need to be determined. 2G. Street Utility Charge – Look into the possibility of establishing a transportation utility charge. What are the legal aspects of this? 2H. Develop a Financial Plan for the entire Program – Regardless of what financial options are selected, a financial plan should be developed for the entire program. This was identified as an action step to the City’s goal of improving the City’s infrastructure. A financial spreadsheet has been started to address this (see attached sheet). 3. Procedural Options 3A. Petition Initiated Projects - Initiate projects only by a petition whereby greater than 50 % of the property owners support a project. This petition could be sponsored by individual citizens, citizen groups, or the City. This procedure will have the benefit of: 1.) Get greater public input, 2.) Better ascertain real support for a project, 3.) Will only necessitate a majority vote by Council to order the project (as opposed to 4/5th vote), 4.) Will require a petition in opposition to have an equal number of property owner’s signatures who oppose the project than the number of property owner’s signatures who initiated the project. Example: if a project is initiated with a petition of support with 70% of the affected property owners signing the petition. It would require a petition with signatures from 70% of the affected property owners to terminate the project. An optimum petition would clearly define what the proposal is and what the cost would be. Evaluate Street Conditions - The City will continue to evaluate street segments and rank neighborhood project areas based on this condition rating. 3B. Include all areas - Offer the street and utility program to all 18 neighborhood project areas. Select by petition results. 3C. Flexible Boundaries – Be flexible with current neighborhood project area boundaries (see attached map). Exclude fringe areas where there is little support / include areas from adjacent project areas where there is greater support. 3D. Infrastructure Task Force/ Committee/ Focus Group – The City Council could consider establishing a focus group to look into issues associated with improving the City’s infrastructure. Recommendation: Staff is looking for direction on this matter. Specifically, Staff is looking for Council direction on how they would like to move forward with the City’s Street and Utility Rehabilitation Program and what items and issues they wish to consider. Respectfully Submitted, Greg Lee, Director of Public Works Item No: 4B Meeting Date: 03/05/07 Type of Business: WS City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Establish Date for Council City Bus Tour Earlier in the year, the Council requested scheduling of the City Council tour of the City be delayed until spring so that the snow would be gone and there would be longer days. It is recommended that the bus tour of the City be scheduled for April and focus on viewing of the condition of City streets, utilities, buildings and parks. The tour is estimated to take approximately two hours and, with the longer days, could be done on a weekday from 5:00 to 7:00pm, for example. Another idea is that the tour could be conducted on Saturday, April 14th following the annual Town Hall meeting. One advantage to this is that residents in attendance could be invited to go along, and the Council, staff, press, and cable TV personnel would already be on site. April also has five Mondays. April 16th and April 30th are off Mondays when a meeting is not currently scheduled. Please choose from the following options, or another mutually acceptable date: A. Monday, April 9, 2007 – 5:00-7:00pm (before regular Council meeting) B. Saturday, April 14, 2007 – 12:30 – 2:30pm (following Town Hall meeting). C. Monday, April 16, 2007 – 5:00-7:00pm (Off Monday) D. Monday, April 30, 2007 – 5:00-7:00pm (Off Monday) Item No: 04C Meeting Date: March 5, 2007 Type of Business: Work Session Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Desaree M. Crane, Assistant to the City Administrator Item Title/Subject: Employee Recognition Policy & Employee Appreciation Day Employee Appreciation Day Introduction: Staff has tentatively scheduled an Employee Appreciation Lunch for Friday, May 4, 2007, located at the Mounds View Banquet Facility, from 11am to 100pm. As stated in Resolution 5617, the City will provide eligible employees gift certificates for a Five-Year Employment Milestone. Discussion: One of the clauses in Resolution 5617 is that the City would provide to employees “gift certificates in the amount of $5 per year of service at five-year increments.” Currently there are 12 city employees that fall under these criteria. Both the Employee Lunch and Gift Certificates are currently budgeted for 2007(Budget # 100-4100-1600). The employees below qualify under the criteria set in Resolution 5617: Employee Name Department Years of Service as of 2006 Gift Certificate Amount Desaree Crane Administration 5 years $25.00 Greg Lee Public Works 5 years $25.00 Kathi Osmonson Community Development 5 years $25.00 Marge Norquist Finance 10 years $50.00 Bruce Meehan Public Works 10 years $50.00 Mike Schnur Public Works 10 years $50.00 Jim Hess Public Works 15 years $75.00 Mike Kampa Police Department 20 years $100.00 Kathy Bednar Police Department 20 years $100.00 Steve Dazenski Public Works 20 years $100.00 Terry Broos Police Department 25 years $125.00 Linda Meyer Police Department 25 years $125.00 As it was done last year, Staff will be catering the event. The event will be buffet style to save on costs. Staff will most likely go with the same caterer as last year, Marino’s Deli in Minneapolis (they are still the cheapest thus far). Recommendation: Staff recommends approval of purchasing these gift certificates to recognize the achievements, and will be presenting a Resolution at the March 12, 2007, City Council Meeting to authorize the purchase. Employee Recognition Policy Attached Resolution 5617, passed in October 2001, establishes a City Policy for the employee appreciation event and provides that the City of Mounds View will present plaques ($60 max.) to retirees with 10 years of service at regularly scheduled City Council meetings. In consideration of long-term employees that have left employment, but not “retired” staff recommends that the City Council consider awarding a plaque of appreciation to any employee (not just retirees) with 10 years or more of service. It is thought that the cost of plaques will be more in the range of $25-30 rather than the $60 mentioned in the resolution. RESOLUTION NO. 5617 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING CERTAIN EMPLOYEE AND VOLUNTEER APPRECIATION EVENTS WHEREAS, the Mounds View City Council wishes to show its appreciation to employees and volunteers for dedicated and committed service; and WHEREAS, the City Council is committed to responsibly expending public funds; and WHEREAS, the City Council believes that showing appreciation to employees and volunteers benefits the City. NOW, THEREFORE, BE IT RESOLVED that the City of Mounds View will annually (when funds are available) contribute $1000 toward an annual employee appreciation event to be held at the Mounds View Banquet and Conference Center; and NOW, THEREFORE, BE IT FURTHER RESOLVED the City of Mounds View will issue to employees gift certificates in the amount of $5 per year of service at five-year increments. NOW, THEREFORE, BE IT FURTHER RESOLVED that the City of Mounds View will annually (when funds are available) contribute $1000 toward an annual volunteer appreciation event to be held at the Mounds View Banquet and Conference Center; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the City of Mounds View will present plaques ($60 max.) to retirees with 10 years of service at regularly scheduled City Council meetings. Adopted this 8th day of October, 2001. ATTEST: Richard Sonterre, Mayor SEAL Kathleen Miller, City Administrator Motion by: Quick Second by: Thomas Sonterre Aye Quick Aye Stigney Nay Marty Aye Thomas Aye Item No: 4D Meeting Date: 03/05/07 Type of Business: WS City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Care-a-Van Funding Request Background: At the meeting of local Mayors and managers held on January 22nd, the request was made by the School District to help support the Care-a-Van program in the local communities. The Care-a-Van program provides on demand services to riders within the four cities that need reliable, inexpensive transportation. Fares are voluntary contributions. Discussion: The MVSD has been facing an increasing subsidy for continuing the Care-a -Van service and during their most recent fiscal year, the service cost about $26,000. According to the School District, to maintain a viable service, there needs to be a supplemental revenue source to provide about $15,000 per year. Based on the percentage of rides provided to residents in each community, the cost allocation for an annual $15,000 contribution is shown below. Shoreview - 40% or $6,000 New Brighton 38% or $5,400 Mounds View 14% or $2,100 Arden Hills 10% or $1,500 Each City agreed to bring this request back to their respective city councils to determine if this is something that they would be willing to fund on an ongoing basis. The Shoreview City Manager, Terry Schwerm, subsequently wrote: Our City Council discussed the issue of the Care A Van service that was brought to our attention at the last Mayor/Managers/Administrators meeting. The Shoreview Council's reaction to providing funds for this service was lukewarm. Although they felt that the care a van has been a good service over the past 20 years, they were not sure that they wanted to begin contributing monies for a service that clearly is requiring more of a subsidy each year. They also had several questions about the efficiency of the service, who is using the service and for what purposes, the per trip subsidy. Based on their discussion, my sense was that our Council would need to receive a lot more information before they would be willing to consider contributing to this service. I just wanted to keep the group updated as you bring this matter to your City Councils. Staff has attempted to secure additional information about ridership such as destinations and the number of Mounds View residents participating, but has been unsuccessful up to this point. Recommendation: With limited City resources, staff is cannot recommend increasing expenditures for City services beyond the core services we currently provide. However, this may be an important service to some of our residents, and the City may be able to assist in some fashion. It is recommended that the Council (or the Mayors/managers group) consider meeting with School District to learn more about the benefits of the program and how cities might be able to help, without committing to funding at this time.