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HomeMy WebLinkAboutAgenda Packets - 2007/06/04 CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA MOUNDS VIEW CITY HALL Monday, June 4, 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. Senator Betzold and Representative Tillberry would like to speak to the City Council to update on the State Legislature. ________ 2. Public Works A. Xcel Energy Proposal to Replace Gas Transmission Line B. Speed Study Reports: Edgewood Drive & County Road H2 C. Water Sprinkling Policy D. Water Meter Reading System - review options E. Verizon Generator Installation Proposal F. Parks and Recreation Commission – proposal to have the Commission review environmental items – define the Commissions responsibilities. G. Trunk Highway 10 Sound Wall Update H. City Hall Landscape and Grading Project I. Budgeted Items that may not be done in 2007 J. Lions Bus – Operational Costs ________ 3. Community Development A. Code Enforcement Staffing Proposal Update ________ 4. Finance A. Cable Franchise Fees B. Budget Priorities ________ 5. Administration A. Outdoor Liquor and Event Policy Research Update B. Recreational Fire Ordinance Review C. Purchase of “City of Mounds View” Apparel for Resale D. City Council Chambers Audio/Video and Podium Proposal Next Work Session: Monday, July 2, 2007 at 7pm Next City Council Meeting: Monday, June 11, 2007 at 7pm Item No. 2A Meeting Date: June 4, 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: Xcel Energy Proposal to Replace a Gas Transmission Line Background: The City has received a draft proposal from Xcel Energy to replace a gas transmission line in the City. On April 19, 2007, the City received a map from Xcel Energy indicating the general path for a proposed 8” steel gas main with a request to meet to discuss the proposal. Based simply on the map received, on April 25, 2007, Staff noted some general comments regarding this proposal. A memorandum containing these comments was also forwarded to Xcel Energy. On May 16, 2007 Staff met with three representatives of Xcel Energy to discuss the proposed gas main replacement project. The original alignment of the proposed gas main was along the south side of County Road 10. At this meeting, Staff was informed that Xcel is now considering installation along the north side. Attached is a draft map of the proposed alignment and the memorandum created by Staff pertaining to this proposal. Discussion: Xcel Energy Gas Engineer, Omeeda Rahim, will be presenting the gas main proposal at the June Work Session. Recommendation: Staff is looking for direction on this proposal. Specifically, Staff is looking for Council direction and input as to how they would like to proceed with this issue. Respectfully Submitted, Greg Lee, Director of Public Works City of Mounds View Memo To: Jim Hess From: Greg Lee CC: Kurt Ulrich Date: April 25, 2007 Re: Xcel Energy – Proposed 8” gas Line On April 19, 2007, the City received a map from Xcel Energy indicating the general path for a proposed 8” steel gas main. Xcel Energy wants to meet to discuss this proposal. The following are some general comments I have regarding this proposal. This is NOT a complete and final review of a permit application. • Xcel Energy will need to submit a complete permit application to the City of Mounds View as well as other government agencies that may have jurisdiction – i.e. Ramsey County, the Rice Creek Watershed District, … • A permit will be required from Ramsey County for the portions that are within County right-of-way (County Road I, County Road 10…) • The Saint Paul Board of Water Commissioners has permitting authority over that portion which crosses their duel 60” water mains. This runs along the north side of County Road I. Contact Gerard Strauss, Engineering Technician at 651-266-6268 as a starting point. • The proposed main crosses the Magellan Pipeline at Long Lake Road. The proposal will need to be review by this entity. • The City will be constructing a 10’ bituminous trailway along with landscaping and pedestrian lighting along County Road 10. The City has already awarded a construction contract for the southern portion of County Road 10, between Silver Lake Road and Long Lake Road. The City also has preliminary designs for the remainder of the corridor. This trailway program involves re-grading the ditch and right-of-way along County Road 10. Should this proposal proceed, the City’s engineering consultant, BRAA, will be employed to review the elevation and grades of the proposed gas main as it relates to the proposed grades. However, it will be Xcel Energy’s responsibility to ensure proper cover over the proposed main. • The area along Greenwood Drive – between Sherwood Road and Arden Avenue may be problematic. The City’s right-of-way in this area will need to be researched. It should not be assumed that future development of this area will include a straight roadway connection from Sherwood Road and Arden Avenue. The City has concerns regarding the impact the proposed gas main may have on future development. • Any above ground structures will be closely reviewed for traffic sight distances, safety issues, access, and aesthetics. • As part of the City’s Street and Utility rehabilitation program, the City of Mounds View will be constructing numerous “raingardens” within the boulevard areas of all streets. This may impact the depth / cover requirements of the proposed gas main. • Details of the proposed construction method will be reviewed by the City (open trenching / jacking pits...) • Restoration will be a major concern for the City. The City will be requiring all disturbed areas be properly restored. Maintained area will be restored with cultured sod. The City may require a surety to guarantee the viability of restoration items. • The City will require adequate fees to administrate the permit. • Because of safety concerns, the City of Mounds View is extremely sensitive to the introduction of large mains within the City that transmit combustible materials. The City Council will need to be fully informed of this proposal and may impose other restrictions. • The City of Mounds View will insist that the City and Xcel Energy work cooperatively on developing a public awareness and information campaign. Item No. 2C Meeting Date: June 4, 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: Michael Schnur, Lead Utility Operator Item Title/Subject: Water Conservation – Sprinkling / Irrigation Policy Background: The City currently has an odd/even watering policy. It allows customers to water their grass on odd numbered days for odd numbered addresses and even days for even numbered addresses. This policy has served the City well in the past, but has become outdated. Discussion: The City is subject to an annual permit fee from the DNR (Department of Natural Resources) for all water pumped by the City. This fee is on a prorated scale of: Over 500 million gallons= $7.50 / million gallons 451 to 500 million gallons= $7.00 / million gallons 401 to 450 million gallons= $6.50 / million gallons and so on Last year the City of Mounds View pumped just over 501 million gallons. The DNR also just started a summer surcharge program in 2005. Which is “A surcharge of $20 per million gallons will be applied to the volume of water used in each of the months of June, July, and August that exceeds the volume of water used in January of each year. The summer surcharge applies to municipal water use, irrigation of golf courses and landscape irrigation. This is a surcharge in addition to the regular fee rate based on the yearly total volume used.” In 2006 the summer surcharge was $2,040.00. However, there has been a heightened awareness of environmental issues and an increased desire to conserve natural resources that could be addressed in the City’s watering policy. During the high demand months there are times when the water supply is diminished to low levels. The City needs to supply adequate water levels for everyday in home usages and fire protection. These efforts are compromised when all residents do not follow the lawn watering restrictions. The City is also restricted on when it can pump water because of an energy savings program. Also with new fees from the Department of Natural Resources, for extra summer pumping, along with better resource sustainability, it is time to increase the restrictions on summer lawn watering. Many of the City’s neighbors are already going to a more restrictive watering policy than just odd/even. City’s such as, 1. Blaine, Tier 1 All properties with addresses that end with an odd number (such as 8801) may sprinkle on odd numbered calendar days and properties with addresses that end with an even number (such as 1100) may sprinkle on even numbered calendar days. Tier 2 IN ADDITION to the above Tier I odd/even restriction, sprinkling is prohibited by all properties between the hours of 10:00 AM and 7:00 PM. Tier 3 All lawn sprinkling by all properties is totally restricted 2. Andover, Even numbered houses (last digit of house address) can water lawns on even numbered calendar days. Odd numbered houses can water on odd numbered calendar days. NO watering is allowed, odd or even, between the hours of 12:00 noon and 6:00 p.m. everyday. Only one (1) written warning will be issued for violators. The second violation carries a penalty set by City Council resolution for the first day and a penalty set by City Council resolution each following day thereafter. Newly sodded or seeded yards will be exempt from the odd- even restriction for a period of two weeks. Over seeding or spot patching of existing established yards can be watered every day with a hand-controlled hose. Remember, NO watering allowed between 12:00 noon and 6:00 p.m. Other exemptions are: car washing, filling of children’s swimming pools, children playing in a hose operated sprinkler or water toy. 3. Fridley During extremely dry periods of the year, the City of Fridley may institute a watering ban. At present, there is no watering ban in effect. If a watering ban were in effect, more detailed information would be available. If you have questions at this time or need additional information on water bans in the City of Fridley, please call 763-572-3566. 4. New Brighton Even numbered addresses may sprinkle on even numbered calendar dates Odd numbered addresses may sprinkle on odd numbered calendar dates Newly seeded or sodded lawns may be sprinkled every day for a period not to exceed three weeks Violation of these policies is punishable by a fine of $40 The City asks that you avoid lawn sprinkling during the peak demand hours of 4pm to 10pm on hot, dry summer days 5. Shoreview The City will continue the water restriction program in 2007, using the odd/even day water use restrictions between May 15 and September 15. Residents with even numbered houses (last digit of house address) can water lawns on even number calendar days, odd numbered houses on odd number calendar days. 6. Spring Lake Park Even numbered addresses may sprinkle on even numbered calendar dates. Odd numbered addresses may sprinkle on odd numbered calendar dates. This is a Year round policy except in an extreme drought, in which case it would be ordered to be a complete ban. Half of our close cities prohibit, or ask residents not to water during the middle of the day. (This is the period of time during the middle of the day, which creates the most evaporation, and does the least amount of good for the lawn). Evaporation rates can also be between 30 and 40 percent on summer days. Some reports even say it is damaging to the grass because daytime watering can burn the grass due to the water drops causing small magnifying glasses on the blades causing the grass to burn. Current Code: EMERGENCY WATER CONSERVATION REGULATIONS: The Council may impose emergency regulations pertaining to the conservation of water by resolution of the Council and by gibing notice by publications or by posting in the City Hall and at such public places as the Council may direct. A water sprinkling ban may be implemented by the Director of Public Works/City Engineer after notification of the Clerk-Administrator and the Mayor. The lawn sprinkling ban may be implemented for the months of May, June, July, August and September by specifying dates and times. (1988 Code 70.18: 1993 Code) Proposal: Tier # 1 restrictions: May 1st thru September 31st All properties with odd number addresses (7501) may water on odd numbered calendar days (June 11), and all properties with even numbered addresses (2612) may water on even numbered calendar days (June 10). Plus, no lawn watering between the hours of 11 A.M. and 6 P.M. Tier # 2 restrictions: May 1st thru September 31st by order of the City Administrator All lawn sprinkling by all properties is totally restricted. The above restrictions do not apply to: • Private Wells. • The City of Mounds View watering multi public uses facilities / parks or athletic fields which require more frequent watering to prevent unreasonable damage. •The hand watering of plants, flowers, gardens, or trees using a hose. •Exemptions will be made for new sod and seed for 30 days with the Public Works Department. •Other exemptions will be washing of vehicles, filling swimming pools, and children playing in a hose operated sprinkler or water toy. This Restriction will always be Tier #1 unless ordered by the City Administrator. Notice will be published in the New Brighton Bulletin, on the city’s electronic message board, on the City website site and posted on city property. One written warning will be issued to all violators. The second and subsequent violations will carry the following penalties: 1st violation written warning 2nd violation $50.00 fine 3rd violation $100.00 fine 4th violation $200.00 fine 5th violation turned over to the City Attorney for criminal prosecution of theft A new watering policy should also reduce the total amount of water demand on the system, which would help ensure the sustainability of the resource, less stress and fatigue on the pumping infrastructure, and reduce the potential even more of running out of water, on hot dry summer days when Xcel requires the city to go to ZERO draw on its water production system. I.e. turn off the power to all the city’s water production facilities, and run off generator power. The two options: 1. Keep the current policy, which will put a greater strain on City pumping requirements during the day. Which will also waste more water due to evaporation, and by some people’s accounts, damage grass by burning it. Or 2. Adopt the above changed policy, which will balance out daily use surges, waste less water due to evaporation, and provide a lesser risk of dangerously low water levels during peak control time periods. Recommendation: Therefore it is staff’s recommendation to adopt the above new lawn watering policy. Respectfully Submitted, Michael Schnur Lead Utility Operator Item No. 2D Meeting Date: June 4, 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: Michael Schnur, Lead Utility Operator Item Title/Subject: Water Meter Reading System Review Options Background: The current meter reading system was installed between the fall of 1995 and the spring of 1996. This involved replacing the meters, and installing an automated meter reading system. The meter reading system was comprised of two different types of readers. The first and most common installation was the MIU / Phone Reader, which once every three months makes a call to the City with the current meter reading. The Second was a MXU / Radio Reader, which once every three months the City would drive by each house and get a current meter reading. This project was contracted and installed by Water Pro, for a total price of approximately $830,000. The meters themselves have been very reliable and accurate. The only problem the City has encountered with the meters is a loud chamber, or the guts of the meter, on higher volume using houses. For example, some homes with irrigation systems. This is an easy and inexpensive repair, by either changing to a bigger meter, or replacing the chamber. The MXU / Radio Read devices have also been very reliable in the past, except for when the batteries died in mass quantity. However that was to be expected, and has been taken care of, and won’t be an issue for another 4-5 years. Discussion: However the MIU / Phone Read system has been an ongoing maintenance headache from the initial installation. While this headache has been manageable in the past, it has become a large problem in the last two quarters. ·Year 1996 216 MIU related repairs ·Year 1997 199 MIU related repairs ·Year 1998 118 MIU related repairs ·Year 1999 67 MIU related repairs ·Year 2000 146 MIU related repairs ·Year 2001 92 MIU related repairs ·Year 2002 29 MIU related repairs (started MXU battery changeover) ·Year 2003 106 MIU related repairs ·Year 2004 184 MIU related repairs ·Year 2005 Misplaced in move (approx. 150) ·Year 2006 103 MIU related repairs This is, approximately 1400 MIU related repairs, in 11 years. These repairs are typically related to broken wires, (phone and meter wires) disconnected phone lines, (residents going to a cell phone only) and shorted out phone connections and bad MIU units themselves. In the past, staff has been able to repair enough malfunctioning MIU accounts to keep the “malfunctioning repair list” from growing at an accelerated rate. However in the last three quarters, the list has gone from 200 malfunctioning accounts, to 450 malfunctioning accounts to 930 malfunctioning accounts to now with some repairs 850 malfunctioning accounts, out of 2300 total MIU accounts. Utility Billing is spending an extra 20 hours a week working on the adjustable sewer rate. This has started with the end of the first quarter of 2007 reads. Staff has been in contact with Invensys Metering Systems, the manufacturer of the MIU system to find out if there was something that they know of which would be causing these problems, but were unable to come up with any solutions. Staff has also had the City phone lines check by Qwest and Popp Communication to see if it is possible that it is a phone line or modem related problem, and there were no problems found. All of the settings on the modem, and in the MIU software have been checked and re-checked for proper settings, and no problems or inconsistencies have been found. This leads staff to believe that it is a wholesale failure of the MIU system in some capacity. Additionally, according to the Star Tribune March 3rd 2007 issue, “About one in eight homes did not have a land-line telephone in the first half of 2006, according to a national government survey. Three years earlier, it was about one in 20.” Further Discussion: There are three viable solutions: 1. Continue to take the current approach and buy small quantities of radio read readers at a cost of approximately $100.00 each. This course of action will be the cheapest for this year, but will cost the City more by the end of the replacement process for the readers. It will also take a very long time because of the slow process of getting into houses. It would probably take two to three years to complete the process. This process will effect both Public Works, and Utility Billing with extended phone complaints and adjustments. 2. Go out and get competitive bids with all radio read suppliers who wish to bid. The approximate price for a large purchase of 900 to 1000 units would be between $85 and $90 per unit. 900 to 1000 units would only be enough to replace the current failed phone read system. Staff, in an overtime situation, like the sump pump program was performed, could do the physical replacement of the reading system. Going door to door after hours when most people are home, would be the most efficient use of manpower to get the most number of readers in, in the shortest period of time. Assuming that all the current wiring is in tact, the replacement of the readers would only take approximately 5 min inside the house. If other repairs are needed, it could take up to 15 - 20 minutes per home. The bulk of the replacement would be done in the first or second pass through the City, and appointments for the rest could be made on an individual basis. Installation of this by City staff would cost approximately 200 man-hours, or $6500.00 in labor plus benefits and equipment. 3. Go out for competitive bids on replacing the entire reading system, and having the replacement performed by an outside contractor. This would be by far the most expensive route, but it would also ensure accurate readings for years to come. The cost for this replacement would cost somewhere around $500,000. While staff could do the change out, it would take City staff six to twelve months to do because of staffing capabilities and burnout. Recommendation: It is the recommendation of staff to initiate a wholesale change out of all of the malfunctioning MIU / phone accounts to radio accounts of some type. This change out can be done by staff, however, it will involve many hours of overtime, just like the sump pump program, because after hours is when most people are home. Some of the accounts will be able to be done during the day, by appointment, but this is an ineffective and slow process. This is the current way staff fixes malfunctioning accounts, but the response rate to letters sent to homes is approximately 25% at the most. Further Recommendation: It would also be recommended that an increasing charge be applied to all malfunctioning meter-reading accounts that do not respond to the initial change out procedure. The initial procedure would include two passes through the City going door to door, and a direct mailing to the remaining residents. After the direct mailing, start adding a refundable or non-refundable $75 charge until reading capabilities are restored. The City of St. Paul increases what they bill customers for water 50 percent each time they get an estimated read until an accurate read is re-established, and they read every month. Respectfully Submitted, Michael Schnur Lead Utility Operator Item No. 2I Meeting Date: June 4, 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: Budgeted Items that may not be done in 2007 Background: In reviewing the 2007 Budget, there were a few capital items that Staff thought may not get done in 2007. Discussion: Items budgeted in 2007 that may be delayed: 1. Traffic Counters and Software- $4,000 – Repaired one of the four counters. Will monitor performance. 2. Roof over Kitchen in Community Center - $9,000. Half of these funds were utilized to purchase tables this year. $10,000 will be re-budgeted for 2008 for this item. 3. County Road 10 Trailway 1-5 – Construct in spring of 2008. 4. County Road 10 Median Enhancements - Construct in spring of 2008 or delay and include in large median project. 5. Generators - Three generators were budgeted for in 2007: City Hall $80,000, Sanitary sewer $30,000, Well $70,000. Staff believes that purchasing only two portable generators will still meet the City’s needs. However only one generator is proposed to be purchased in 2007. The other will be budgeted for again in 2008. 6. Storm Sewer Truck - $40,000. Delay purchase of this truck. Currently using former pick-up from golf course. 7. Public Work Building Expansion – building analysis. $50,000. This will most likely be scaled back. The analysis will focus on health and safety. The complete analysis of the rebuilding may occur several years later. 8. Edgewood Drive Boulevard Project $28,000. May wait and include in street project or Edgewood Drive intersection project. 9. Mounds View Community Center – Relocate entrance sign - $9,000. May do this with the Edgewood Drive Boulevard Project. 10. City Hall Irrigation Project $13,000. May be dependent on City Hall Landscape project. 11. 2007-2008 Street and Utility Improvement Project - no construction expenditures in 2007. 12. Traffic Signal at County Road H and Silver Lake Road $250,000– Dependent upon agreements with the County and perhaps the City of New Brighton. 13. Silver View Park Parking Lot – seal coat $50,000 – do in 2008. 14. Well Head Protection Plan $20,550 – waiting on direction from Department of Health regarding when to initiate. 15. Sewer Lining Program $50,000 – Although it was budgeted for the last several years, the City has not done a sewer lining project. Having an established and approved street rehabilitation program will make developing a sewer lining program easier. The current proposal is to do one large project every 3 to 4 years as opposed to a smaller one every year. The 2008 proposed budget will have $200,000 budgeted for this item. Recommendation: Staff is looking for direction on these matters. Specifically, Staff would like to determine if the City Council has any issues with not proceeding with these items during the 2007 budget year. Respectfully Submitted, Greg Lee, Director of Public Works Item No. 2J Meeting Date: June 4, 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: Lions Passenger Bus Background: On May 3, 2004 the operation of the Lions Passenger Bus was discussed by City Council (see attached report). At that time it was decided that the City would continue to utilize this bus. Discussion: Since 2004, the use of this bus has dropped dramatically and operational costs have continued to increase. • In 2006 the bus was only drive a total of 11 miles. • The insurance rate has increased to $3,000 per year. • The YMCA’s insurance company will not allow them to utilize this bus. • This bus will now need to be stored outside due to the lack of indoor storage at the Public Works facility. • An annual inspection needs to be performed on the bus • This is a propane powered vehicle – the City no longer has a bulk propane filling station. • Very little maintenance has been done on the bus because of its lack of use: However, maintenance costs will become an issue due it its age. Recommendation: Staff is looking for direction on this matter. Specifically, Staff is looking for Council direction and input as to how they would like to proceed with this issue. Respectfully Submitted, Greg Lee, Director of Public Works Item No. 2D Meeting Date: May 3, 2004 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: Lions Passenger Bus Background: The City is currently in possession of a 16-person passenger bus with a wheelchair lift to make it compliant with the Americans With Disabilities Act (ADA). The bus was purchased by the Lions Club and donated to the city in May of 1991. The intent for the bus was it was to be a amenity used by groups such as Church groups, Various Clubs, Lions Scouts, Senior Field Trips, Volunteer Food delivery during the Holidays, Outings for our Park Programs and some City business. Discussion: The current insurance rate on this bus is $2,700 per year. This amount is due July 1st. In addition to insurance, there are other cost such as upkeep, licensing, storage, maintenance, and fuel that all contribute to the City’s overall cost to operate this particular vehicle. Given this, Staff has raised the question …”is operating the passenger bus cost effective for the City? “ The bus gets used on the average of between 16 and 20 times a year and of those times used approximately one fourth are for A.D.A. (Handicap) Transit. In addition, the YMCA uses the bus numerous times in the summer to shuttle kids to various park activities. The Lions Club uses the bus at least four (4) times a year. The bus needs to be inspected on a yearly basis because it is equipped with a wheel chair lift. The bus has been maintained by the city and has not needed a great deal of upkeep although it did require an engine change that the Lions club paid for. Alternative An alternative to using the existing bus would be to rent a similar vehicle. There are several places that the City can rent a van from. They vary in price substantially based on if a driver and / or the van is ADA compliant. Laidlaw Transit Inc. 25 passenger bus w/driver $225 for the first 4 hours NOT ADA accessible $39 each additional hour Lorenz Bus Service spoke with Doug 16 passenger bus w/driver between 9:00-2:30 discount rate of $247.50 ADA accessible normal rate for 9:00-2:30 is $410.00 Jefferson Lines spoke with Wendy smallest bus in 47 passenger Courtesy Car & Van Rental 15 passenger van NOT ADA accessible Avis Rent A Car Only carry 7 passenger vans Budget 12 passenger van NOT ADA accessible Entreprise Rent-A-Car spoke with Erica Set the City up on their corporate rate 15 passenger - ADA accessible $99.00/day plus 15.7% tax 7 passenger minivan is ADA accessible $125/day plus 15.7% tax National Car Rental Minivans the largest Roseville Midway Ford 15 passenger van $69.95/day plus tax $0.25/mile over 150 miles NOT ADA accessible Can take their insurance at $20.00/day Two additional points to make: 1) Renting a van without a driver, there would be an additional expenditure to have someone go to a rental agent to pick up and return the van. 2) Having the convenience of the bus being located at Public Works may foster greater usage than driving several miles and going through the checkout procedure for renting a van. The bus was converted to propane fuel use and so remains, this would limit its market / salvage value. There may be an issue on ownership – the Lions may still own the bus. Recommendation: Staff is looking for direction from the City Council pertaining to this matter. Specifically, Staff is looking for Council direction to either retain the Lions Passenger Bus or relinquish stewardship and return the bus to the lions. Respectfully Submitted, Greg Lee, Director of Public Works Item No: 3A Meeting Date: June 4, 2007 Type of Business: Worksession Administrator Review : ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, Community Development Director Item Title/Subject: Review Part-Time Summer Code Enforcement Position Introduction: The Mayor has requested that we discuss the potential for adding staff this summer to address code enforcement activities in the City. This report is intended merely to document the discussion rather than provide any detailed data and programmatic assessments. The issue was discussed at the Council’s May worksession with direction to explore alternatives and financing options. The goal of our code enforcement program is to promote vibrant, attractive and desirable neighborhoods; protect property values and the significant investments made by our residents, eliminate blight and deter crime, support effective housing maintenance standards; all for the benefit of the community at large. Through voluntary compliance, cooperation, and a spirit of personal responsibility for the well-being of our community, conditions that create code violations can be eliminated and the program will succeed in making Mounds View an even better place to live. Discussion: Mounds View conducts its code enforcement activities on a reactive basis, which is to say that enforcement staff typically does not drive the streets of the community in search of violations. Naturally, in the course of our work within the community, many violations are documented by staff and property owners are notified of such violations, often times informally and in person, when and where appropriate. The majority of our work however is driven by resident complaints. Based on where many of these complaints originate, the department may focus its efforts on a specific neighborhood, the results of which have been quite positive. We do not however have the staff to expand the targeted neighborhood enforcement beyond a residential block or small neighborhood. To help meet our code enforcement needs, it was suggested that an additional person could be brought on board during summer months to assist Housing Inspector / Code Enforcement Officer Jeremiah Anderson and our quarter-time Public Service Officer Justin Solberg. (Mr. Solberg presently works half-time for the police department and an additional quarter-time for community development.) I have spoken to Mr. Solberg and he has expressed a desire to pick up additional hours during the summer to help address the staffing deficiency. This arrangement would last through the middle to end of August. Staff also checked with neighboring communities to determine if anyone had a part time code enforcement person who wanted to pick up additional hours. Thus far, the responses have all been negative however there is interest to possibly share a person in the future. Code Enforcement Report June 4, 2007 Page 2 Between Code Enforcement Official Jeremiah Anderson and myself, we continue to explore and research opportunities to improve the efficiency as well as the effectiveness of the code enforcement operations. Policy and Code changes regarding the administrative citations process and the ability to assess fines back to the property owner in the event of a property- based violation will be presented after more research is conducted. Other program modifications which could also help staff address problem properties in a more expeditious fashion would be to expand the scope and conditions under which a summary abatement may be conducted, adoption of a nuisance response fee and utilization of an impartial administrative hearing officer. Relating to the first item, Mr. Anderson has updated the “Standard Operating Guideline” dealing with violations at vacant, abandoned or foreclosed properties. The “SOG” is attached for the Council’s reference. Recommendation: Staff is seeking direction from the City Council to prepare a resolution which would permit Public Service Office Justin Solberg to work up to an additional 10 hours per week from June 12 through the end of August. The additional cost (up to $142.50 per week) can be absorbed by the existing personnel budget for the Community Development Department. Staff will work on a funding proposal for the 2008 budget to address our future code enforcement needs. Such discussion will be considered during regular budget meetings with the City Council. Respectfully submitted, ________________________ James Ericson Community Development Director 1. Standard Operating Guideline 05-08 City of Mounds View-Community Development Department Code Compliance Program STANDARD OPERATING GUIDELINE SUBJECT: Vacant/Abandoned Building Inspection NUMBER: 05-08 Page APPROVED BY: City Council DATE ISSUED: 2007 PURPOSE: Due to the inherent hazards associated with inspections of open, vacant, abandoned buildings, and their blighting influence upon the community the City Council finds that vacant and abandoned buildings and dwellings maintain a condition which unreasonably annoys, injures or endangers the public safety and health. The following guideline shall be used when performing enforcement actions at vacant abandoned buildings and dwellings. The following guideline shall be used when performing these inspections. GUIDELINE: Inspectors shall not enter vacant, open buildings alone. Interior inspections of these buildings shall be made with another inspector or other City staff. Subsequently, necessary orders shall be issued to have the building secured, repair structural deficiencies and correct exterior violations. If an inspector suspects leaking natural gas, water, or other similar emergency conditions, he/she shall immediately telephone the office and discuss the situation with a supervisor. When it has been reasonably demonstrated that a building or dwelling is vacant or abandoned and attempts to reach a responsible party are unsuccessful the enforcement officer is authorized to perform an abatement of the following conditions without prior authorization from the city council. 1.0 Exterior accumulations of junk, debris, and household furnishings. 2.0 Graffiti removal. 3.0 Boarding and securing of open and vacant structures that are structurally unsound. 4.0 Long grass exceeding 8 inches and noxious weeds. An abatement action shall be reported to the City Council at the next regularly scheduled Council meeting. An invoice for the cost of the abatement shall be mailed to the taxpayer of record. If payment is not received within 30 days the costs associated with the abatement shall be certified to the property taxes consistent with MN Statutes 429.101 and other pertinent Statutes and City Ordinances. REVISION HISTORY: 1. January 2005 – New release. 2. June 2007 – Updated Item No: 05A Meeting Date: June 4, 2007 Type of Business: WS City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane Assistant to the City Administrator Item Title/Subject: Outdoor Liquor and Event Policy Research Update Background The Mounds View City Council wanted staff to research into a policy for Special Outdoor Events. Currently the City has a policy (Ordinance 771), which currently allows liquor license facilities to offer outdoor seating in association with their establishment. This allowed on-sale liquor establishments to sell liquor outdoors. Currently the policy states: Outdoor Consumption Endorsement. A special endorsement may be issued by the City to the holder of a regular on-sale liquor or on-sale wine license to allow sales and consumption of liquor or wine outdoors when the outside service area is immediately adjacent to and contiguous with the licensed premises. The licensee shall make application for the special endorsement to the City and provide site plans which illustrate the proposed outdoor service area. The special endorsement may be issued by the City Council to the licensee by resolution after a public hearing on the special endorsement is held. The designated outside service area shall not reduce the number of off-street parking spaces which would be required if the licensed premises together with the outside service area were to be newly constructed in conformity with the City’s zoning code. The City may also require improvements to the outside service area prior to issuing the special endorsement, including but not limited to, safety barriers or other enclosures to be placed around the perimeter of the outside service area in order to protect patrons from any hazards, including vehicular traffic. Many On-Sale Liquor establishments have requested to hold special outdoor events to include Moe’s and possibly Robert’s Sports Bar and Entertainment. Staff was directed by the City Council to research what other cities did in regard to Special Outdoor Events. Discussion: Staff sent out a survey to about 40 cities and received the following responses: City of Buffalo: The City of Buffalo is currently exploring this type of license. All that is required at this time is that the license holder must submit for a tent permit outdoors on the parking lot premises. The City of Buffalo has a request currently from a restaurant to have an Octoberfest in the restaurant parking lot. City of Champlin: The City of Champlin as no such permit or policy. City of Coon Rapids: The City of Coon Rapids only allows outdoor liquor consumption permit for 3.2 Malt Liquor for a community event only. The city charges $30.00/day, but caps it at a maximum of $60.00. City of New Brighton: The City of New Brighton does charge for Outdoor Special Events. They have it under their Itinerant Food Establishment License and charge $25 for the first day and $5 each additional day. City of Plymouth: The City of Plymouth currently does not allow businesses to sell liquor at outdoor events. However, the City of Plymouth recently allowed Green Mill to have an outdoor event. Attached is their Staff Report along with Resolution for your reference. They did not charge for this special event. City of Red Wing: The City of Red Wing does not charge on-sale liquor establishments an additional fee for having outdoor events. However, the City of Red Wing likes this idea and is currently looking at doing this as well. City of Shoreview: The City of Shoreview requires a special events liquor license for an establishment to be able to serve alcohol outside of their licenses premises which is typically the restaurant itself. This type of license must go before their City Council. The fee for this type of license is $10.00 a day. There are many items to consider in regard to Outdoor Special Events. The first is noise compliance. The City of Plymouth placed a condition on their Resolution that states, “If noise complaints would be received after 10pm, the band music would cease. This could be incorporated in the Outdoor Special Event Policy to ensure that the noise compliance policy is enforced. Another consideration is parking. Parking would be an issue for establishments that do not have adequate parking spaces. If these establishments conduct their Outdoor Event in their parking lot, then this would greatly reduce the parking spaces. Currently, Moe’s is planning an outdoor event in their parking lot; however, Moe’s is currently working with the Wynnsong Movie Theatre to acquire their parking spaces for overflow. Establishments like Robert’s Sports Bar and Entertainment may have issues with parking if they wanted an outdoor event in their parking lot. Staff could revise the Special Outdoor Liquor Endorsement to include provisions for Special Outdoor Events. Fees could be issued for both the endorsement and special outdoor events. The cities above did not indicate to Staff that they charge for an Outdoor Liquor Endorsement, but do charge for Special Outdoor Event. Staff could draft a policy for Council consideration, to include fees, for a First Reading as early as the end of June. Staff would need direction on how much the City Council would like to charge for such an event. Respectfully submitted, Desaree Crane Item No: 05C Meeting Date: June 4, 2007 Type of Business: WS City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Purchase of “City of Mounds View” Apparel for Resale Background Council Member Flaherty suggested at the May 29th Council meeting that the City consider purchasing “City of Mounds View” sweatshirts for resale to the public. This item was referred to this work session for discussion. Discussion Many cities have used City apparel as a way to promote City pride with residents and “team spirit” among employees, volunteers and staff. Currently, the Public Works Department orders sweatshirts through Dave’s Sports for a cost of approximately $25 each. The shirts say “Mounds View Public Works” in an embroidered design. A sample of this shirt will be brought to the Council meeting. Public Works Department employees pay for these shirts with the City clothing allowance provided in the bargaining unit contract, or personal funds. If the City ordered sweatshirts for resale, they would be designed differently than the Public Works shirts to minimize confusion of who might be a City employee. One design example would be to have the City logo with “Pride-Progress-Partnerships” embroidered into the design. The City may also want to incorporate “Celebrating 50 years, 1958 – 2008” into the design for the coming year. An upfront investment in inventory to have shirts available for resale would be required. Shirts would be sold at the front counter, and at special events such as Festival in the Park and the Annual Town Meeting. If the City stocked 100 shirts in various sizes, the cost would be approximately $2,500. An alternative would be to have sample shirts made and to take orders with payment upfront. Fewer sales would be expected if the shirts are not in stock, however, the City could avoid the inventory cost, and offer a greater variety of colors and styles. In-stock shirts would be priced above the purchase cost in order to offset carrying costs (e.g., a $25 shirt would be sold for $30 - $35). The City currently has no budget monies allocated toward this expenditure in 2007, but monies could be allocated from the Council contingency account. Sales revenue would go back to the General Fund. Monies could also be allocated in the 2008 budget that is currently being developed. A t-shirt or polo shirt design with the same logo could also be considered in addition to sweatshirts. The Council may consider providing shirts to staff, the City Council, and volunteers as a gift for service and to promote the City. Or, the shirts could be offered these individuals at a discount, or at full price. If the shirts are embroidered with the City logo, they would be considered a promotional item. If the City wishes to provide these items free of charge to selected individuals, it is recommended that a policy be considered and adopted that defines the “public purpose” of doing so, to avoid any legal improprieties and/or conflicts with the clothing allowance provided by the unions. Recommendation Council issues to consider: - How much money to allocate for inventory - Policy for providing to City Council, volunteers, and/or employees - Design and style considerations