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1999-03-02 Council minutesPage No. 1 March 2, 1999 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, March 2, 1999 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:30 o'clock p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. Mayor Mertensotto called the meeting to order at 7:30 o'clock P.M. The following members were present: Mayor Mertensotto, Councilmembers Dwyer, Huber, Krebsbach and Schneeman. AGENDA ADOPTION Councilmember Huber moved adoption of the revised agenda for the meeting. Councilmember Krebsbach seconded the motion. Ayes: 5 Nays: 0 APPROVAL OF MINUTES Councilmember Schneeman moved approval of the minutes of the regular meeting held on February 16, 1999. Councilmember Dwyer seconded the motion. Ayes: 4 Nays: 0 Abstain: Huber CONSENT CALENDAR Councilmember Dwyer moved approval of the consent calendar for the meeting, along with authorization for execution of any necessary documents contained therein. a. Acknowledgement of the minutes of the February 23, 1999 Planning Commission meeting. b. Acknowledgment of the Building Activity Report for February. c. Acknowledgment of an updated City of Mendota Heights Emergency Preparedness Plan. d. Authorization for the purchase of a 1999 Chevrolet 4x4 3/4 ton pick up truck for the Parks Department from Grossman Chevrolet for its low bid of $15,717.98 after trade -in of a 19893/4 ton pick -up truck (unit number 503) Page No. 2 March 2, 1999 e. Acknowledgment of a memo from Parks Project Manager Kullander regarding 1999 Special Park Fund activity. f. Acknowledgment of a memo from Administrative Assistant Hollister regarding Park Commission discussion of a full -time recreation programmer position. g. Acceptance of the resignation of Senior Secretary Kimberlee Blaeser and authorization for staff to begin the recruitment process to fill the vacancy. h. Acceptance of the resignation of Ann Norton from the Parks and Recreation Commission and authorization to staff to advertise for letters of interest from the community. i. Approval of the list of contractor licenses dated March 2, 1999 and attached hereto. j. Approval of the List of Claims dated March 2, 1999 and totaling $114,931.68. Councilmember Krebsbach seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS Mr. Michael Cronin was present on behalf of Speedway SuperAmerica to request reconsideration of Council action taken on February 16 regarding termination of further payments under the SuperAmerica TIF note. He stated that his purpose this evening is not to discuss the issue but to ask Council to move for reconsideration so that discussion can occur at a future meeting. He submitted a letter of request to Council. Mayor Mertensotto responded that when the action was taken, Council made a finding that the joint venture between Ashland and Marathon constituted a transfer. Mr. Cronin wishes to discus with Council the intent of the transfer in light of the fact that he could not be present at the February 16 meeting. He stated that any of the four Council members who were present on February 16 can pass a motion to reconsider and, if that occurs, he will ask that the matter be tabled to April 2. Page No. 3 March 2, 1999 Councilmember Dwyer stated that he is not sure Council should act on reconsideration if there is no likelihood that the Council members will change their minds on the issue. Mayor Mertensotto responded that Council can review Mr. Cronin's letter and can also ask for additional information. Councilmember Dwyer stated that he would rather table the request for reconsideration to April 6. Councilmember Krebsbach moved to table the request for reconsideration to the April 6 meeting. Councilmember Dwyer seconded the motion. Ayes: 5 Nays: 0 COMMUNICATIONS Council acknowledged a memo from Administrator Batchelder UPGRADES/POLICE regarding the West St. Paul Communications Upgrade study. Mr. DEPARTMENT COMPUTERS Jeff Nelson, the consultant who prepared the study, was present for the discussion. Mr. Nelson explained that he was retained to provide consultant services on behalf of Mendota Heights, West St. Paul and South St. Paul. The three communities retained his services last year to review the communications systems that are being used for public safety purposes. Using overhead graphics, Mr. Nelson reviewed the process he used to develop the communications center study, including meetings with users of the communications system and review of regulatory requirements. He then reviewed factors that were part of the evaluation, including building expansion at West St. Paul City Hall and the fact that Mn/DOT is contemplating a regional radio system. Other factors include the sharing of one channel by police and fire; technology issues; dispatch staffing, Y2k issues, and the fact that some equipment in the West St. Paul dispatching center that is well beyond its useful life. He stated that one of the most important public policy issues is the organizational structure and the organizational relationship that South St. Paul and Mendota Heights have with West St. Paul. The cities receive the service on a year to year contract basis, and it came out early in the discussions that if West St. Paul was going to make a significant investment in technology, they want to know who their partners will be. It is his understanding that some contract language has been presented to Mendota Heights to change that relationship, which will give Mendota Heights more input and control. He stated that if Mendota Page No. 4 March 2, 1999 Heights makes a financial contribution into the technology, the city will have a greater voice in how it performs for the city. Mr. Nelson stated that all of the foregoing information is in the preliminary findings report. He reviewed the technological issues to point out how they would benefit Mendota Heights. Among those issues are the fixed radio network (distributed in six sites, two of which are in Mendota Heights), which has a useful life of less than five years and dispatch center control equipment which is at the end of its life cycle. Other technological issues he addressed included computer assisted dispatching is important, records management, mobile data terminal technology. Mr. Nelson then reviewed his preliminary findings for Council. He explained that because police and fire are dispatched through the same channel, there are "choke points" in the system. He stated that additional channels must be acquired and procedures must be adopted on how the channels are used. Also, there are licensing problems, Two channels are used for the three communities currently and one had not been properly licensed, but that has been resolved. As part of the diagnostics work on the six remote sites, he found that there are opportunities for improvement to make the system work more efficiently. With some changes in grounding, the sites would have a better chance of surviving lightning strikes. Also, none of the remote sites have operating batteries, and there should be back up batteries in each in case of a lights out instance. Tuning also needs to be done to optimize the system. He stated that in the West St. Paul dispatch center there are only two work stations and there is a plan to increase that to three work stations with future expansion capability. Regarding a regional solution, he stated that he feels the regional radio system is a marvelous tool but it comes at a significant cost which is one of the reasons that Dakota County has elected not to join at this time. He explained that Mendota Heights currently spends $800 to $1,000 for a portable radio, but to buy one that would operate on a regional radio system would cost $3,200 to $3,500. In addition, there are some very significant infrastructure improvements that would need to be made to provide coverage in Dakota County and the cost to develop the Dakota County infrastructure was estimated a year ago to cost in excess of $10 million. Mr. Nelson informed Council that improving the West St. Paul dispatch center is estimated to cost $287,000, and that there is a need within five years to upgrade the equipment at the six remote locations at a cost of $147,000. He stated that there are other cost issues that Chief Johnson will discuss and that with the Page No. 5 March 2, 1999 implementation of the recommendations to improve dispatch and to improve the fixed radio plant and apply for additional FCC licenses, the three cities will be in a position to well serve their dispatching needs for ten years to come. Mayor Mertensotto stated that Mr. Nelson is present to determine if Council is in accord with and support the study. He further stated he is sure West St. Paul has already made a decision to proceed with remodeling the dispatch center. Mr. Nelson is present to see if Council supports the upgrading of the system and that he is recommending the cities to enter into a five year contract. Mr. Nelson recommended that replacing, within the five year contract period, the equipment on the Mendota Heights water tower and at the Overlook Condominiums that is used for public safety. He has also suggested that West St. Paul send the maintenance contractor out to check and maintain that equipment. Responding to a question to Mayor Mertensotto, he stated that he has suggested that serious consideration be given to putting the fire paging function on another channel. Mayor Mertensotto stated that his initial concern was that West St. Paul and South St. Paul would see what they could get out of Mendota Heights and the other cities would divide the balance of the costs. He felt that there should be some criteria established to determine the funding. Mr. Nelson responded that he has worked with other cities on funding formulas for joint ventures and they generally take into consideration the number of police and fire calls, number of police and fire personnel, population, assessed valuation, etc. Mayor Mertensotto stated that the agreement should be structured such that the joint venture only gets involved in funding and does not involve the other communities in the liability for potential litigation in personnel matters. He stated that Mendota Heights would be looking for a joint powers funding agreement only. Councilmember Krebsbach stated that it seems like it is difficult to resolve what Mendota Heights needs in terms of software. Because of an arrangement with West St. Paul /South St. Paul, there is one need for software and through another arrangement with Eagan there is a need for different software. Page No. 6 March 2, 1999 Police Chief Johnson stated what Councilmember Krebsbach is referring to is the software that would be necessary to run computers in the squad cars. The mobile data terminals now used in the squad cars are actually computers that let officers run license checks, etc. Rosemount, Mendota Heights and West St. Paul are leasing from Eagan the software that runs the MDT's in the squad cars. He informed Council that Eagan has indicated that it will no longer be using the existing system as of January 1 and will be going to a new system that uses cellular technology. They will be joining Apple Valley, which will be going to a new computer system that uses cell phone sites to transmit data to the squad cars. Chief Johnson reviewed the cost estimates for Council. He stated that the base radio at West St. Paul must be replaced. Base radios typically last twelve years, the existing base radio is approaching twelve years of age and the manufacturer no longer has parts for the radio. Mr. Nelson also recommends replacing repeaters and maintaining remote sites. The estimated cost for a base station, maintenance on remote equipment is $286,700, and replacement of repeaters is estimated to cost $33,400. He stated that the city administrators from the three cities are discussing the cost and that he feels the agreement should be based on population ratios between the cities. He informed Council that the mobile data terminals are invaluable in the squad cars. The laptop computers which would replace the MDT's would allow officers to get mug photos and to transmit fmgerprints. The most important feature of the laptops is that the officers could access information from the in house records system at City Hall to see if there has been previous contact at a site before the officer gets to the site. Also, the officers could do their reports immediately in their squad cars. He explained that the laptops would not be acquired until the fourth quarter of the year. Chief Johnson informed Council that Mendota Heights and West St. Paul can piggyback on Apple Valley's message switch computer instead of purchasing a computer to act as a message switch. The cost would be $10,000 distributed equally among all of the cities that come into the message switch computer. Burnsville, Mendota Heights, West St. Paul, Eagan, Rosemount and South St. Paul are all meeting as a group to discuss sharing in the cost, so the Mendota Heights share would be about $1,500 if all of the cities join. The cost for maintenance of the computer at Apple Valley would also need to be shared. He explained that the laptop computers use CDPD (cellular) technology that would cost $50.00 per month per unit for cell phone costs. If those costs ever go up to a prohibitive Page No. 7 March 2, 1999 price, the modems could be replaced and the laptops could go back to radio frequency use. Chief Johnson reviewed the information contained in his February 12 report regarding records software, computer aided dispatching. Councilmember Krebsbach asked whether each of the officers will have their own laptop and take the unit in and out of the squad cars. Chief Johnson responded that the laptops will be permanently mounted in the squad cars. Councilmember Huber asked if there is on going discussion between South St. Paul, West St. Paul and Mendota Heights on getting on a common platform. Mr. Nelson responded that he did not expect there would be agreement, but his assessment of the situation is that there is very serious consideration being given among the three cities to get on the same platform with the same software. Chief Johnson stated that it appears that the three cities are in agreement on what software should be purchased and to share and to use the Apple Valley message switch with laptop computers. In response to a request from Councilmember Dwyer, Chief Johnson reviewed all of the communications system upgrade costs and computer system costs for Council. He stated that this evening he for approval to spend $24,892 to construct a computer network system for the police department with the understanding the federal COPS MORE grant will fund 75% of the cost for the nine computers, network server and $1,200 for consultant assistance if needed. The city's share will be $6,223. He informed Council that he will return in April to ask for approval to replace the LEADRS records software, which is not Y2k compliant. Councilmember Huber asked Chief Johnson why he is waiting to purchase the records management software. Chief Johnson responded that he wants to save as much money as possible and is working with several other Dakota County cities to take advantage of the cost savings associated with a quantity purchase. If most of the communities in the county use the same software, the departments can access information from the various departments right from the squad car. Ayes: 5 Nays: 0 Page No. 8 March 2, 1999 Chief Johnson reviewed the overall costs for the communications system upgrade, the Police Department computer network, records management software and laptops. He informed Council that Mendota Heights will get no financial assistance for its share of the communications system upgrades, but that the COPS MORE 99 grant will support 75% of the computer and software related costs. Responding to a question from Councilmember Krebsbach about integration, Chief Johnson stated that at this point in time, many cities are looking at Visions Software for records management and everything hinges on the Visions software. Councilmember Schneeman complimented Chief Johnson on writing the COPS MORE grant application and on the excellent reports he has given Council on the issue. Councilmember Huber moved to authorize an expenditure not to exceed $24,892.00 for the purchase of computers (computer server and printer from Comp USA for its quote of $9,815.00 and nine IBM compatible work stations from KBS for its quote of $13,877.00, to construct a computer network within the Mendota Heights Police Station and up to $1,200 for outside assistance in constructing the network if assistance is needed. Councilmember Schneeman seconded the motion. Councilmember Krebsbach asked if everyone is moving to IBM. Chief Johnson responded that there are currently Apple computers in use in the Police Department and that the entire department will be converted to IBM compatibles. Administration uses IBM compatible machines now, and the ultimate goal is to connect the two networks. Mayor Mertensotto informed Mr. Nelson that Council is not approving or committing to a dollar amount for the communications system upgrade until the numbers are known but Council supports what Mr. Nelson is doing and his overall analysis so that he can report back to the other communities. PROPERTY ACQUISITION Council acknowledged a memo from Public Works Director Danielson regarding possible acquisition of Lot 32, Auditor's Subdivision No. 34 from Resurrection Cemetery and requesting authorization for staff to prepare a study analyzing the use the parcel ( as a street sweeping disposal site with ultimate future use as a - developed business site. Page No. 9 March 2, 1999 Mayor Mertensotto briefly reviewed the issue and informed Council that Resurrection wants to be sure it will maintain access to T.H. 55. He stated that Council needs to indicate that it wishes to set the mechanics in motion to acquire the property. Staff was directed to contact the Executive Director to inform him that the city will have the property appraised by Blake Davis and see if that is satisfactory with Resurrection. Councilmember Krebsbach stated that if Council decides to acquire the property, as part of the process Council must be cognizant of the properties along Bourne Drive so that the city does not create an unsightly fill area. Councilmember Dwyer moved to authorize the Public Works Director and City Attorney to set up a procedure for appraisal and acquisition of the property. Councilmember Schneeman seconded the motion. Ayes: 5 Nays: 0 ( BALL FIELD IMPROVEMENTS Council acknowledged a memo from Parks Project Manager Kullander regarding a Parks and Recreation Commission recommendation to install a fenced double batting cage and related improvements at Mendakota Park. Mr. Scott Miller was present on behalf of the Mendota Heights Athletic Association (MHAA). Mr. Kullander informed Council that the batting cage at Mendakota would be modeled after the cage at Sibley High School. It would be located at the south side of the park, near the NSP berm Councilmember Dwyer informed Council that he has been contacted by the Sibley Area Fast Patch organization and they strongly support the proposal. Mr. Miller stated that he is the baseball commissioner for MHAA and also a member of the Minnesota AAU Executive Committee. He stated that he is the person who initiated the issue because the one thing the Mendakota complex is missing is a batting cage. The request has support from MHAA, Sibley Are Fast Pitch and the Mendota Heights Parks and Recreation Commission. He stated that the cage would provide safety and would be available for use as much as possible by anyone with the understanding that some form of security has to be maintained. Page No. 10 March 2, 1999 Mayor Mertensotto stated that the security would have to be by the association. He stated that if MHAA is going to be the primary user, the association should work out something, like a lock box, for security and should control use of the batting cage. He informed Mr. Miller that the cage is an accessory structure, so a conditional use permit is necessary. Councilmember Dwyer stated that he would want to be sure the batting cage is available to adult with a child just as the ballfields are. He did not understand the security problem. Mr. Miller responded that the security problem arises from potential damage to the nets. The nets can be repaired but if that gets to be a problem it may be necessary to add security. He stated that MHAA has made an offer of cash or service in kind to assist in the project. He stated that the children who are involved in the project will get involved in watching over it and he would love to see the batting cage open all the time. Councilmember Dwyer Stated that he feels this is a wonderful addition to the park and that he also feels nets are needed to protect spectators. Councilmember Huber stated that he would like to see the city start by leaving the cage open to all members of the community and if there is vandalism it will have to be addressed. Mayor Mertensotto stated that the question is whether Council supports the request to fund 50% of the cost for the project from the Special Park Fund. Mr. Miller responded that MHAA has offered $8,000 to be paid to the city over three years. Mayor Mertensotto stated that Mr. Miller would like to see if there is support for funding batting cage improvements. He reiterated that MHAA must go through the planning process for a conditional use permit. It was the consensus that Council it is supportive of the concept and the funding. Parks and Recreation Commissioner Craighead, present for the discussion, stated that the commission voted unanimously for the Page No. 11 March 2, 1999 program. He also informed Council that both the St. Thomas Academy and Sibley facilities are locked virtually all of the time. CIVIC CENTER BALLFIELD Council acknowledged a memo from Parks Project Manager Kullander regarding a Parks and Recreation Commission recommendation regarding conversion of the Civic Center ballfield from mixed softball/baseball use to a dedicated baseball field. Parks Project Manager Kullander stated that the field at the Civic Center site has had several improvements over the years and for the last several years its predominant use has been for youth baseball, ages 13 and under. The only softball use has been by the Men's over 30 league. He informed Council that when MHAA has had tournaments at the field, city staff has had to install temporary mounds, etc., at the expense of about 30 man hours. MI AA has asked that the field be made baseball only and has indicated that they would assist in the improvements. He stated that MHAA had stated that they would pay one half of the improvement costs in cash or labor. Most of the work would be done after the regular season this year. He informed Council that this is not a park and that it is still part of the Civic Center. He stated that it has always been known that someday the city may want to use the site. Mayor Mertensotto stated that the ballfield is not park property but rather that it is civic center property, which is why the City Council has always been very cautious about spending dedicated funds on the site, because the property might be needed for expansion of the City Hall operation some time in the future. He stated that the ballfield is an interim use, not a park use, and he would be very cautious spending Special Park Fund money on the site. Mr. Kullander stated that the city does not have a baseball site now with a grass infield. Mayor Mertensotto responded that the field is probably one of the shortest fields in the city. He stated that he does feel that this field is the place for a baseball only use. He asked if there is a ballfield at Friendly Hills or some other park that has more play area. Mr. Kullander responded the Friendly Hills is one of the largest fields in the neighborhood parks but the outfields are not fenced and the area for expansion is limited. Mayor Mertensotto stated that perhaps someday someone will see the wisdom of building ballfields on the Resurrection property. He Page No. 12 March 2, 1999 stated that the city really needs a ballfield with a grass infield and a mound but he does not think it is appropriate to spend money on the Civic Center ballfield. Councilmember Dwyer stated that the field is wonderful for families to watch their children play baseball and that he does not understand why this field cannot be turned into a baseball field. Mayor Mertensotto responded that the field can continue to be used, but that he does not agree to permanent improvements. He asked why the mound was put in on a temporary basis and removed. Mr. Kullander responded that the softball players complained and wanted it taken out. Councilmember Dwyer stated that softball does not use a mound and the Men's over 30 league use the field for softball. He asked where the softball league will get a field if the field is converted for baseball. Mr. Kullander responded that they could use the Friendly Hills Middle School fields or Sibley but drinking is not allowed at fields j on school property. He stated that the men's over 30 league does not object to converting the Civic Center field for baseball use and they are aware they will have to find another field. Mayor Mertensotto asked whether the city would be creating problems with parking at the field. He pointed out that there is not sufficient room for parking for ball games on the nights when there are city meetings. He stated that he would rather see some other field used for baseball. Mr. Miller responded that the field has been primarily used by the travelling teams and all of the fields in the city are basically softball fields. He stated that it would be nice to have a dedicated baseball field. MHAA has requested fields from Monday through Thursday, and the field would still be available for others to use on other days. Mayor Mertensotto asked if there is a field at Henry Sibley or Mendota Elementary that could be used. Mr. Kullander responded that there is one baseball field at Sibley plus the softball fields the city built. Page No. 13 March 2, 1999 Mr. Miller stated that junior varsity is set up for 90 foot basis and MHAA uses fields for 14 -16 year olds at St. Thomas Academy and Sibley. The Civic Center field would be ideal for 10 -13 year olds. He stated that he understands Mayor Mertensotto 's concerns about spending Special Park funds versus general funds but that the field is ideally situated and set up to be a baseball field and MHAA is trying to cooperate with the city. Mayor Mertensotto responded that he has no problem with the concept but he does have a problem with using the civic center facility. Councilmember Schneeman stated that she thinks it looks great when she drives by and sees families and children enjoying the field. She did not see why the change could not be made on an interim basis, and that perhaps MHAA could cut down some of what is proposed. Mr. Miller responded that MHAA would like to put the mound in this season and that the infield could be seeded. He stated that he would like to get the children involved in helping this year. Mayor Mertensotto asked whether staff is sure it is not feasible to use the field at Mendota School. Mr. Miller responded that he the field would be used by travelling teams and it is difficult to direct teams from other cities for Friendly Hills or other sites. Mr. Craighead stated that the Mendota Elementary field is not big enough, as third graders can hit a ball onto the school roof from the. field. He stated that the Parks and Recreation Commission discussed the issue in detail and discussed all the different ballfields in the city. The commission felt that having a real baseball field at this location is a nice location for people coming from other cities. He stated that the Commission felt there are adequate facilities to move other teams around. Councilmember Huber moved to authorize up to $5,500 to turn the civic center field into a baseball field, the remaining 50% of the cost to be funded by MHAA. Councilmember Dwyer seconded the motion. Mayor Mertensotto stated that he would agree since this is a minor expenditure but not if it were more expensive. Page No. 14 March 2, 1999 Councilmember Huber stated that if some day City Hall needs to be expanded he does not think the $5,500 expenditure from the Special Park Fund would be a problem. Mr. Kullander stated that the city Special Park Fund would make the expenditure and MHAA would make a donation to the Special Park Fund. City Attorney Hart stated that he has not looked at the issue but that he does not think if the city spent some money that it will become a dedicated park and that the record should reflect that it is not a dedicated park but rather it is city land. The question is whether the park use would warrant spending $5,500, and if there were immediate plans for using the property, he would have concern but he does not see any change for several years. He stated that he believes the park system would get the benefit from the $5,500 in terms of the use of the field in the coming couple of years. The motion was restated to authorize $11,000 from the Special Park Fund, one -half of the cost to be donated by MHAA, to build a mound, create a grass infield and extend irrigation. Mayor Mertensotto asked if this action will prevent the use of the field for softball, stating that he difference will be that there will be a mound and softball players would have to stand in front of the mound. Administrator Batchelder responded that he believes that if the field is converted for baseball it would allow pickup softball but it would not meet the standards of the ASA and it could not be used for city sponsored softball games. Assistant Hollister stated that the work is contemplated to be done beginning at the end of July and for the 1999 season the field would be used as in the past for baseball and softball. Mayor Mertensotto asked that Council get input from adult softball before making a decision, especially if the work is not going to be done until the end of the season. Councilmember Huber stated that he would like to see if the mound can be installed now and if the city can schedule around it for softball leagues. He stated that the field could be called a baseball Page No. 15 March 2, 1999 field for the season and if it does not work, the mound can be taken out. Mr. Kullander stated that staff will inform the softball people what is being proposed so that they can give feedback to Council if they object. He further stated that the mound will be installed this summer and he will come back to Council at the end of the season for approval to let contracts for seeding the infield and extending the irrigation system. Vote on Motion: Ayes: 4 Nays: 1 Mertensotto CASE NO. 99-07, DAKOTA Council acknowledged a request from the Dakota County HRA for COUNTY HRA concept plan consideration for a 26 -unit affordable townhome project on a parcel of land on the east side of Lexington Avenue between the Turner's Gymnastic property and the Lexington Heights Apartment complex. Council also acknowledged associated reports from Administrative Assistant Hollister and the City Planner. Ms. Kari Gill, from the HRA, and Mr. Kim Bretheim, project architect, were present for the discussion. Ms. Gill gave Council a background on the livable communities act. She explained the HRA's involvement in the project, which includes one percent ownership, and explained the rental structure and informed Council on average income and household sizes of individuals who would rent the units. She showed Council overheads on similar projects that the HRA has constructed. Mr. Bretheim reviewed the site plan for the project. He informed Council that there are a total of 26 townhome units proposed, 17 2 bedroom units, 7 three bedroom units, one handicapped accessible two bedroom and one one bedroom unit. Each unit will have a single car garage. Originally there were proposed to be two curb cuts of Lexington Avenue, but the county has asked that there be only one curb cut. He stated that he has not reconfigured that yet. He informed Council that there will be a tot lot at the northeast corner of the site and there will be a basketball court also. There will be 2.7 parking spaces per dwelling unit including the attached garage. Mayor Mertensotto stated that he is concerned about only one access serving all of the units, and the one access does not make sense form an emergency access standpoint. Page No. 16 March 2, 1999 Mr. Bretheim responded that a second entrance could be configured that could only be used for public safety vehicles. Mayor Mertensotto stated that in his opinion a second access would be highly desirable if there is a 3.2 occupancy ratio and 26 units. He noted that based on 2.3 parking spaces per unit, the project would generate 400 trips per day, which is a lot for one access point, but that his primary concern is for public safety. Mr. Bretheim responded that the county wants curb cuts 500 feet apart and they are also concerned that one of the access would be across from Medallion Drive. Responding to a question from Councilmember Krebsbach about other similar projects with six units across, Mr. Bretheim stated that some of the project have four units per building and there is one building with five units per building. Councilmember Krebsbach stated that she would like to see a picture of the five -unit per building project and that she would like to see a true representation of what is being proposed here. Mayor Mertensotto stated that the least number of units per building is the most desirable. He asked the square footages per unit. Mr. Bretheim responded that the three bedroom is 1,514 square feet (living area) and the two bedroom is 1,223 feet. He explained that the buildings are all slab on grade and there are no basements. Councilmember Krebsbach asked if there is any chance the project could be reconfigured so that there could be some curving streets or jogs in the building or something so that the project would not have a barracks look. She also asked about the ownership commitment. Ms. Gill responded that there is a 15 year time frame but the HRA does a thirty year financing commitment so the HRA will be involved for thirty years. She stated that the HRA will always be the managing agent and does all property management and maintenance. She stated that the HRA would have a resident caretaker who is responsible for making sure there are not things blowing around, and the maintenance person will be the same person the HRA uses at the seniors building. Page No. 17 March 2, 1999 Councilmember Krebsbach asked what Ms. Gill envisions happening to the project after the 30 years. Ms. Gill responded that the HRA would probably continue to own it. Councilmember Krebsbach stated that usually the problems are quite a few years down the road when people have lost interest and things begin to deteriorate and you have a real problem in the community. She asked what would be a scenario 30 years from now. Ms. Gill responded that the way things are structured now the HRA would purchase the project outright and would own it 100 %. Responding to a comment from Councilmember Schneeman, Ms. Gill informed Council on the national awards the HRA has receive from national groups for senior housing and affordable housing. Mayor Mertensotto asked how many of the other projects the HRA has done have been done with the same materials. Ms. Gill responded that the last three projects are the most similar. She stated that there was some brick on the buildings in Eagan and the project also had steel siding. Responding to a question from Councilmember Dwyer, Mr. Bretheim stated that the project will cost in the high $50's per square foot and that he believes the cost of the seniors building was about $85 per square foot. Councilmember Dwyer stated that his feeling is that the Council would want something as solid as the seniors building, which looks like a solid project that will be there for 30 years from now without undue concerns about deteriorating. Ms. Gill responded that she is looking into the feasibility of being able to use brick on the buildings for sound attenuation issues but that could not make that commitment tonight. Mayor Mertensotto stated that there are vinyl siding is really cheap and there are problems with the siding. Mr. Bretheim there are problems with using different materials for affordable housing. He stated that the HRA accepts only two brands of vinyl siding. As far as sound insulation goes, he stated that he is Page No. 18 March 2, 1999 working the MAC sound abatement people to make sure the materials are appropriate for Zone 3. Mayor Mertensotto stated that he would like to see the quality improved. He asked the average length of stay or turnover. Ms. Gill responded that the average turnover is three years. Councilmember Schneeman stated that for many of the renters this will be their own homes. She stated that she has met some of the families who live in the similar HRA units in other cities, and it is not Section 8 housing. Responding to a question from Councilmember Dwyer, Ms. Gill stated that to qualify for rental, the maximum family income is $34,000. She stated that the renters are working families who are working in modest paying jobs and many move to home ownership from the development. Responding to a question from Mayor Mertensotto, Mr. Bretheim stated that the garage is 14 by 25 feet, and a typical single car garage is 12 by 22 feet. The extra area is used for storage. Mayor Mertensotto stated that if the HRA is going to do affordable housing, the construction does not have to be cheap. He stated that he would rather see the residents have quality housing and stated that quality construction will pay off in the long run for the county in terms of maintenance. Councilmember Schneeman asked whether there are rules for residents about leaving junk around and parking outside. Ms. Gill stated that the HRA does not allow storage outside and also has prohibitions against cars that don't work. It has not been the HRA's experience that people use the garage for parking, because they want to use it to be sure their cars will start, etc. Councilmember Dwyer stated that there is a question from the Planning Commission as to whether this is eligible for a PUD. He stated that the PUD process is for parcels of 10 acres or more, but if certain conditions are met it could be reduced to 5 acres. The HRA parcel is 3+ acres. He stated that he is not sure Council could get to a PUD — the question is whether this should be just presented to Council as just a rezoning to R -3 and then deal with any variances. Page No. 19 March 2, 1999 Mayor Mertensotto stated that Council could amend the rules and do a PUD because that would control the property for its lifetime. Ms. Gill stated that the reason city staff suggested PUD is because of the developer's agreement requirement that goes along with a PUD. Councilmember Huber stated that he would like to see Council work with the HRA. He further stated that he understands Council's concerns to upgrade the exterior and, as suggested by Councilmember Krebsbach, he would like the HRA to give the layout more interest than straight rows of 4 units. He suggested that the city should lend support to the HRA in trying to get 2 curb cuts. Councilmember Dwyer stated that he thinks that a density 26 units on 3.6 acres is too high. Councilmember Huber pointed out that while it is fairly dense, it is not a large number of units. Mayor Mertensotto stated that Council would like to see the project broken up so that it isn't a grid layout. He pointed to the Georgetown townhouses along Dodd as an example of a curvilinear layout. He stated that there are few sites available to build under the livable communities act. He pointed out that there are jobs in the city that pay $10 an hour or less and there are young couples who would like to live in the city, and cannot afford it, wh might like to rent in the project. Parks Commissioner Craighead stated that he wrote a letter to the city and county about safety on Lexington Avenue between T.H. 110 and Mendota Heights Road. He stated that he is also concerned about walking paths, bikeways, etc., and pointed out that the residents of the project will likely want to walk to Rogers Lake Park. He stated that he daily sees people walking along the side of Lexington and many times people have almost been hit. He felt that it would be ideal to have a pathway along the road to connect Mendota Heights Road to the path near SuperAmerica. He further stated that he feels that any future projects on Lexington should take public safety into account and should have a pedway. Mayor Mertensotto agreed, stating that there should be a pedway along Lexington to Mendota Heights Road to the south and to Wagon Wheel to provide access to the park. Page No. 20 March 2, 1999 Mayor Mertensotto stated that the issues are the number of units and the design. He further stated that the Council is here to negotiate for improvements, and asked what options there are for upgraded materials inside and outside. Ms. Gill responded that she is here at the concept stage to get feedback and to make changes before coming back. She stated that she has spoken to the architect about making some changes in the building layout and using the terrain more. She informed Council that the HRA will look into breaking up the buildings. She fiurther stated that the interior materials are pretty nice and if possible, she would like to put some brick on the exterior if it is affordable in the project., Councilmember Schneeman asked if there could be 24 units rather than 26. Ms. Gill responded that the HRA likes to build 30 units in a development but the site is small. She informed Council that it may be possible to try to look at losing a unit or two but less than that would not be economically feasible. Mr. Bretheim stated that he is also trying to avoid building up against I -35E and build up to the setback on Lexington and there is little flexibility because of the depth of the property. Administrator Batchelder stated that one issue. that should be resolved is whether this should be a PUD or a rezoning to R -3. Mayor Mertensotto responded that he feels it should be a rezoning to R -3 with a PUD so that the city can control the project through a developer's agreement. Attorney Hart agreed, stating that the underlying zoning needs to be consistent with the development. Administrator Batchelder stated that staff will proceed with an application that is both rezoning to R -3 and a conditional use permit for planned unit development, and that it is his understanding that the HRA will make application so that a hearing would be conducted by the Planning Commission in March. Ms. Gill informed Council that because of the changes she is looking at as the result of the discussion, she would be looking at making DISPENSER CONTROL ORDINANCE Ayes: 5 Nays: 0 Page No. 21 March 2, 1999 application for consideration at the April Planning Commission meeting. Council acknowledged a memo from Public Works Director Danielson regarding adoption of a newspaper dispenser ordinance along with a draft ordinance. Mayor Mertensotto pointed out that the ordinance would apply to all types of vending machines. Councilmember Krebsbach moved adoption of Ordinance No. 329, "AN ORDINANCE REGULATING THE PLACING OF NEWSPAPER DISPENSERS AND ALL OTHER TYPES OF CONTAINERS UPON THE CITY OF MENDOTA HEIGHTS PUBLIC PROPERTY." Councilmember Schneeman seconded the motion. WORKSHOP Council acknowledged a memo from Administrator Batchelder regarding the scheduling of a workshop with Mr. Steve Gritmann to review the draft work on the Comprehensive Plan. It was the consensus of Council to conduct the workshop on Wednesday, March 10, from 7:00 p.m. to 9:00 p.m. COUNCIL COMMENTS ADJOURN There being no further business to come before Council, Councilmember Dwyer moved that the meeting be adjourned to the Comprehensive Plan workshop on March 10. Councilmember Huber seconded the motion. Ayes: 5 Nays: 0 TIME OF ADJOURNMENT: 10:35 p.m. KAhleen M. Swanson City Clerk ATTEST: z5f 06,44;w Charles E. Mertensotto Mayor