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2012-09-18 City Council minutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, September 18, 2012 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Krebsbach called the meeting to order at 7:00 p.m. The following members were present: Councilmembers Duggan, Povolny, Petschel, and Vitelli. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Krebsbach presented the agenda for adoption. Councilmember Petschel moved adoption of the agenda with an additional topic, APPOINTMENT OF PARKS COMMISSIONER TO THE REMAINING TERM. Councilmember Duggan seconded the motion. Ayes: 5 Nays: 0 CONSENT CALENDAR Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and approval. Councilmember Duggan moved approval of the consent calendar as presented and authorization for execution of any necessary documents contained therein; pulling items H) Approval of Resolution Accepting Gift to Police Department and K) Approval of Building Permit, 2455 Visitation Drive (Convent of the Visitation School). a. Acknowledgement of September 4, 2012 City Council Minutes b. Acknowledgement of September 11, 2012 Parks and Recreation Commission Minutes c. Acknowledgement of September 12, 2012 Airport Relations Commission Minutes d. Receipt of August 2012 Par 3 Report e. Receipt of August 2012 Fire Synopsis Report f. Approval of Out -of -State Travel Request g. Approval to Begin Recruitment and Hiring Process for Seasonal Employees h. Approval of Resolution Accepting Gift to Police Department i. Approval of Completion of Probationary Employment Period for Accounting Clerk Hristo Galiov September 18, 2012 Mendota Heights City Council Page 1 j. Approval of Water Service Agreements for Lilydale Apartments, LLC and Lilydale Senior Living, LLC k. Approval of Building Permit, 2455 Visitation Drive (Convent of the Visitation School) 1. Approval of Contractors List m. Approval of Claims List Councilmember Vitelli seconded the motion. Ayes: 5 Nays: 0 CONSENT AGENDA TOPIC H) APPROVAL OF RESOLUTION ACCEPTING GIFT TO POLICE DEPARTMENT Councilmember Petschel stated that this is an acknowledgement of a gift to the Police Department on a call they handled on behalf of the Brenne family. She asked Chief of Police Michael Aschenbrener to explain what the call was and how it was handled. Chief Aschenbrener explained that a couple of weeks ago, the Police Department received a card and a donation of two children's movies. Inside the card were smaller cards written by the children of the Brenne household to Sergeant Peterson. Apparently they had a suspicious person in their neighborhood and Sergeant Peterson put the family and the children very much at ease. When you are supervising children that are not your own, it's nice to be able to pull out a movie and know that it is safe for children to watch. Councilmember Petschel moved Approval of Resolution Accepting Gift to Police Department Councilmember Vitelli seconded the motion. Councilmember Duggan also expressed congratulations to Sergeant Neil Garlock as an Unsung Hero for his dedication to the 5K Walk/Run that was started with the City's fiftieth celebration and this year he has been given that award. Mayor Krebsbach also mentioned that annually she goes through one months' worth of police reports to get a sense of the community and she recently went through the July reports. There were 635 calls in July in the City of Mendota Heights, approximately 65 in the City of Lilydale and less than that in Mendota. She is always impressed with the level at which the Police respond. Ayes: 5 Nays: 0 K) APPROVAL OF BUILDING PERMIT, 2455 VISITATION DRIVE (CONVENT OF THE VISITATION SCHOOL) Dr. Dawn Nichols, Head of Convent of the Visitation School, explained the reason for this project. Convent of the Visitation School has a robust STEM (Science, Technology, Engineering, and Math) Program and it has grown over time as one component of their overarching academic program, malting a new updated facility necessary. This new facility would provide new space for their Physics, Engineering, and Robotics Programs. Septenzber 18, 2012 Mendota Heights City Council Page 2 Mayor Krebsbach also noted this building permit does not require any variances or conditional use permits. Councilmember Duggan moved Approval of Building Pei nit, 2455 Visitation Drive (Convent of the Visitation School). Councilmember Petschel seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS There were no public comments. PRESENTATION A) DISTRICT 197 SUPERINTENDENT DR. NANCY ALLEN - MASTRO Dr. Nancy Allen- Mastro, Superintendent of School District 197, was present to introduce herself to the Council. She started with the District on July 2, 2012 and has been spending most of her time getting to know the community. She has been working with City Administrator Justin Miller to discover additional ways the City and the District can expand their partnership. She expressed her pleasure and anticipation of continued work with the City and the City Council. B) DODD ROAD /HWY 110 PEDESTRIAN IMPROVEMENT UPDATE City Engineer John Mazzitello explained that in 2009 the City of Mendota Heights was awarded a transportation enhancement grant from the Metropolitan Council Transportation Advisory Board for pedestrian safety improvements to be constructed at Dodd Road and Highway 110 in the year 2013. Staff has started the process of designing those improvements so they can be bid and ready to go next summer. City staff solicited proposals and brought forward a selected consultant, SRF Consulting Group, who is assisting with the design process. Two representatives from SRF Consulting Group were in attendance to give an update on the progress of the design. Mr. Matt Hansen, SRF Consulting Group, gave a brief description of the project and a status update on the work currently being completed. He touched on a few key design elements and the anticipated project schedule. The goal of this project is to improve pedestrian and bicycle safety at this intersection. Actions Taken • Feasibility study prepared and accepted in 2009 • Federal Funding Application • Design of the Project began in 2012, which is approximately fifty percent completed Next Steps • Construction to take place in 2013, most likely under traffic September 18, 2012 Mendota Heights City Council Page 3 Status ® Environmental documentation (Project Memorandum) as required when federal dollars are being used — approximately 75% complete, has been submitted to the staff for initial review and should be wrapped up soon • Construction plans are approximately 60% complete and have also been submitted to staff for review and comments ® Construction observation will take place during construction; SRF will have inspectors on -site regularly as well as surveyors to stake the improvements and monitor the progress of the project Key Elements • Pedestrian crossing improvements • Aesthetic Options ® Interstate Valley Creek Trail Councilmembers asked questions, which were answered by the representatives from SRF Consulting; topics included possible landscaping or aesthetic interest in the median, signal lighting and sound volume for the visually impaired, signal change buttons for pedestrians and bicyclists, size of median for pedestrian and bicyclists, and safety issues when unable to completely cross the intersection. Council member Povolny suggested a warning sign for just before the intersection, for vehicles driving west on Highway 110 and turning north onto Dodd Road, to warn them of the pedestrian crossing. PUBLIC HEARING A) CROWN POINT AND OVERLOOK NEIGHBORHOOD STREET IMPROVEMENT PROJECT Assistant City Engineer Ryan Ruzek explained that staff annually updates a five -year street improvement plan, which was approved by the City Council on December 6, 2011. Crown Point and Overlook Street Rehabilitation was identified as a 2013 project. The project includes Crown Circle, Crown Court, Crown Point Drive, Lilac Road between Marie Avenue and Douglas Road, Overlook Lane, Overlook Road, and Summit Lane between Marie Avenue and Overlook Road. On May 1, 2012 the City Council authorized staff to create the feasibility report, which was presented and approved by City Council on August 7, 2012. The City's Street Rehabilitation Policy is to assess fifty percent of the assessable costs to the benefiting property owners. Residents can pay the assessment outright or put it on their property taxes over a ten - year period. City costs include curb and gutter replacement, sod restoration, and is proposing to overlay the Marie Park parking lot and the trail in Marie Park. Based on the City's policy, one hundred percent of the preventative maintenance costs would be financed by the city. Funding Sources • Total estimated costs equals $913,453.50 o $299,300 would come through special assessments o The City would bond for the remaining $614,153.50 September 18, 2012 Mendota Heights City Council Page 4 Project Schedule (once approved) • Public Hearing — September 18, 2012 • Plans to Council for approval in January 2013 • Bidding the project in March 2013 • Accepting bids and awarding the contract in April 2013 • Construction would begin mid -May or early June 2013 • Project complete by August 2013 • Assessment Hearing — October 2013 Councilmember Duggan asked if the neighborhood residents have been surveyed for sprinlder systems and invisible fences. Mr. Ruzek replied that on a project of this nature, staff would generally not send out a survey ahead of time requesting that type of infoiniation. When the project is nearing construction, approximately three weeks prior, the residents would be informed of the project schedule and requesting them to contact the City if they have an irrigation system or pet fence; they could then come into the office and staff would provide them with free flags to mark those areas. Councilmember Duggan also asked about the concept of installing rain gardens. Mr. Ruzek replied that this has not actually been calculated because it has existing curb, gutter, and storm sewer; however, staff is always willing to work with residents if they would like to construct a rain garden. Mr. Matt Nelson, 909 Carmen Lane, commented that he agrees with most everything that has been reported about the streets. One of his concerns is the fact that there are four different garbage haulers using the streets. The cul -de -sac where he lives is in pretty bad shape and he is concerned about having to pay for street repair. He suggested the city take a look at having one hauler per district, and going out for bid. Mayor Krebsbach replied that this has been a topic of discussion many times and it has been suggested that neighborhood residents get together and coordinate the decision on one garbage hauler for their neighborhood. Mr. Neil Denbleyker, 1952 Crown Point Drive, addressed the scope of the project by saying that it seems there is not a prioritization of the needs. The frontage road, Carmen Lane, is deplorable as it is too narrow, has poor grade, and it is very difficult to make the turn off of Highway 110 without jumping the curb. It has a bituminous curb, which was knocked out after the first snowfall. To replace the bituminous curb with another bituminous curb is not resourceful. He agrees there are areas on Crown Point that are in very poor condition but there is a substantial area that only needs sealcoating. He suggested there be a reallocation of the funds to make the frontage road safer for everyone and so the snowplows do not damage the bituminous curb, and complete maintenance on Crown Point rather than the total street replacement. City Engineer John Mazzitello replied that Carmen Lane was turned over to the City by the State. It is on the City's radar for future reconstruction. The City is due money for maintenance of that road that has not been received yet from the State. When that money is received, there are plans to reconstruct the frontage road to City standards. September 18, 2012 Mendota Heights City Council Page 5 In regards to the Crown Point subdivision, several years ago residents came to staff and asked for a rehabilitation of their subdivision. Upon inspection, staff found that a majority of the surface was in poor condition. There are spots that are in better condition than others, but when a subdivision is rehabilitated, staff recommends reconstructing the entire subdivision so it all wears the same. Mr. Leroy Burling, 913 Crown Court, asked if the properties in the assessment roll would be assessed per foot or per lot. City Engineer John Mazzitello confirmed that the properties would be assessed per lot. Mr. Burling then asked who is paying for the improvements on Carmen Lane. City Engineer Mazzitello replied that the City's street reconstruction policy specifically states that preventative maintenance would be paid for one hundred percent by the City. Mr. Steve Kleinglass, 1029 Marie Avenue, stated that he has frontage on Marie but his driveway is off of Summit. He asked if he would be assessed for the Summit Lane reconstruction and if he would be assessed again when Marie Avenue is reconstructed. City Engineer Mazzitello replied that properties are only assessed once. He is being assessed for the Summit Lane reconstruction because that is where his access point is, even though his address is Marie Avenue. Mr. Dan Mccollar, 1089 Overlook Road, asked for clarification on the amount being assessed per lot. Mr. Ruzek replied that, based on the City's policy the assessment amount would be $4,454.19; however, staff is proposing to cap that amount at $3,650. Mr. Vladimir Lamin, 906 Crown Court, asked why staff is recommending a complete rehabilitation of the Crown Point Neighborhood instead of doing crack sealing and sealcoating as on Carmen Lane. City Engineer Mazzitello replied that the age of the Crown Point Subdivision and the condition of the pavement is such that a sealcoat would only last a year or two and is not worth the expense. It is worn to the point where it needs to have the pavement surface replaced. There being no further comments from the public, Councilmember Duggan moved to close the public hearing. Councilmember Povolny seconded the motion. Ayes: 5 Nays: 0 Councilmember Duggan moved adoption of A RESOLUTION ORDERING OF IMPROVEMENT PROJECT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE CROWN POINT & OVERLOOK NEIGHBORHOOD REHABILITATION (PROJECT #201207). Councilmember Povolny seconded the motion. Ayes: 5 Nays: 0 APPOINTMENT OF PARKS COMMISSIONER TO THE REMAINING TERM Mayor Krebsbach explained there are two years left on an open seat on the Parks Commission. The City Council interviewed two candidates and is recommending the appointment of Mr. Joel Paper. Mayor Krebsbach expressed her appreciation to Dr. Patrick Powers for applying. Councilmember Duggan moved to approve the appointment of Mr. Joel Paper to the Parks and Recreation Commission. September 18, 2012 Mendota Heights City Council Page 6 Councilmember Petschel seconded the motion. Ayes: 5 Nays: 0 COUNCIL COMMENTS Councilmember Vitelli commended all of the many outstanding students in the community. He pointed out one in particular, who is the daughter of a fire captain, Rachel Goldenstein. She attended St. Matthews School in St. Paul and also went to Cretin - Derham Hall. This spring she graduated with honors in biology from the University of St. Thomas. The reason he singled her out is because she has received a full tuition scholarship to the Mayo Graduate School for a PhD in Immunology. Councilmember Petschel echoed Councilmember Duggan's recognition of Neil Garlock as the 2012 Law Enforcement Torch Run Unsung Hero. She also recognized Neil Garlock and John Larrive for responding to a medical emergency of a 67- year -old woman who was not breathing. These two officers began resuscitation and continued until the paramedics arrived. The resident was resuscitated and transported to the hospital. This is just an example of how the community and residents are in good hands. Councilmember Duggan announced the birth of his new granddaughter, expressed his appreciation of the residents who attended and participated in the Lilydaze Festival, passed along information about coyotes in an area to Chief Aschenbrener, passed along concerns of residents about the condition of the grass on Wagon Wheel, the speed of traffic on Wagon Wheel, and the speed of traffic on Swan Drive at Lake Drive to City Engineer Mazzitello, and received confirmation that there will be a bonfire this year on October 31st at Mendota Plaza from 7 p.m. to 9 p.m.. Councilmember Duggan also asked what is going on at Interstate 35 and Hwy 13 with all of the huge pipes and the maze of construction, and he asked if an Environmental Assessment Worksheet has been completed for the project. City Engineer John Mazzitello replied that Interstate Valley Creek Trail was never paved from the watermain project because it was known that Xcel Energy was going to come in and rip it up anyway for a gas main project. This is a gas main project, which should be completed in a couple of weeks. After that, the trail will be paved. Staff will check with Xcel Energy regarding the completion of an Environmental Assessment Worksheet. Councilmember Povolny asked Chief Aschenbrener if the new SUV squad vehicles would be the new standard going forward. Chief Aschenbrener replied there were two options for new squads this year, a Ford Taurus and the Ford Explorer. Staff opted for ordering two Ford Explorers. The decision on what will be ordered next year will be made late this year, and will be based on how the SUVs are received, how they hold up, and the cost of operating them. Mayor Krebsbach asked why the construction on Marie Avenue took longer than expected. City Engineer John Mazzitello replied that in addition to weather delays, the water main installation had trouble passing their tests after the pipe was installed. Staff would not let them proceed with the project until the pipe passed the tests. September 18, 2012 Mendota Heights City Council Page 7 Mayor Krebsbach asked who is supposed to water the boulevard lawn along Wagon Wheel. Engineer Mazzitello stated that at the completion of a project, the right -of -way maintenance is reverted back to the adjacent property owner who is responsible for the landscaping all of the way to the curb. However, he does not believe that was thoroughly communicated with the property owners during the Wagon Wheel project. Staff was concerned about several other things with curb adjustments, the reconstruction as a whole, and individual property concerns that needed to be addressed. So in the spring the City is going to replace the boulevard sod that has died. At that time, the adjacent property owners would be responsible for water and maintenance. Mayor Krebsbach also commended the All Mendota Heights Football Game with Sibley and St. Thomas. There were many teenagers at the game and there were no incidents that she was aware of. ADJOURN Mayor Krebsbach adjourned the meeting at 8:45 p.m. ATTEST: Lorri Smith City Clerk Sandra Krebsbach Mayor September 18, 2012 Mendota Heights City Council Page 8