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HomeMy WebLinkAbout10-28-13 WSCITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES October 28, 2013 Mayor Little called the meeting to order at 5:00 p.m. in the Marion Conference Room at City Hall. Members Present: Council Members Swecker, LaBeau, Anderson, and Davis, and Mayor Little Staff Present: Steve Mielke, City Administrator; Dave Olson, Community and Economic Development Director; Brett Altergott, Parks and Recreation Director; Chris Petree, Public Works Director; Zach Johnson, City Engineer; Allyn Kuennen, Administrative Services Manager; Judi Hawkins, Deputy City Clerk 2. Citizen Comments There were no citizen comments. 3. Improvement of CBD Parking Lots Dave Olson reviewed background on the Joint Powers Agreement formed with Dakota County CDA for the purpose of developing a City -owned parking lot in downtown Lakeville. The parking lot proposed for improvement is in the Ben Franklin block off Howland and is in poor condition. Portions of the parking lot were owned by the City, a private company, and the CDA. In order to make these improvements the privately owned portion has been purchased by the City, and the portion owned by the CDA has been conveyed to the City. Council's initial concerns regarding the ability of commercial vehicles to access the businesses have been addressed with modified surmountable medians. The project incorporates boulevard improvements including replacement of most of the trees along Howland Ave. Options for extension of the pedestrian walkway on the north side of the Hewitt building will be left open for possible future improvements. WSB has prepared plans and specifications for proposed improvements with an estimated cost of $287,185. A bid alternate for adding an adjoining sidewalk from 207 to 209th along Howland Avenue is estimated at $31,870; sidewalks do not currently exist on this street. Anderson thanked staff for the response and the favorable solution to his previous concerns about commercial and delivery vehicle access to the businesses. The EDC has reviewed the plans and is supportive of the project. The project was also well received by property owners and building tenants who attended a downtown open house on June 12. Judy Tschumper, Executive Director of the DLBA, expressed the DLBA's support and appreciation of the project. The project is proposed to be brought to Council in early January for approval, receive bids in February, and be complete by the start of Pan- O -Prog. Council Work Session October 28, 2013 Page 2 Little asked how the costs compared to the budgeted amount. Olson stated that the entire project including acquisition, design and construction is approximately $400,000. This also includes some needed stormwater improvements. Funding is entirely by CDA TIF proceeds. Swecker asked how long the parking lot would be unavailable. Olson estimated 45 -60 days; however, access to businesses will be maintained throughout the project. LaBeau asked if staff would be working with the Pan- O -Prog board regarding the timing of the project and possible delays which could conflict with road restrictions. LaBeau also asked about sidewalk maintenance and possible future assessments if replacement is needed. Mielke stated assessments are treated similar to residential property, and the property owners will be made aware of their responsibilities. Olson stated that there has also been discussion regarding a possible improvement project at the City -owned parking lot adjacent to the Arts Center. This public parking lot is used for LAAC events, the ISD 194 ALC, Saturday Farmers Market, and general public parking. Removal of the chain -link fence, along with sidewalk and boulevard improvements along Holyoke Avenue, would enhance the aesthetics of the streetscape. In addition, the parking lot could be redesigned and restriped to increase parking from 53 to 64 spaces. This project would also qualify for CDA TIF funding and the CDA has expressed support for adding this as an addendum to the JPA. WSB's estimated cost of these improvements is $100,000. Swecker expressed surprise at the $100,000 cost for this project. Olson stated it's difficult to estimate without actually getting bids, but this estimate is most likely high. LaBeau asked how the LAAC grounds and parking lot are maintained. Altergott stated that the Parks Dept. is in charge of grounds maintenance. Anderson asked if there were other priority projects for which these CDA funds might be used. Olson stated that CDA funds can be used for public parking, acquisition, demolition, and streetscape improvements but cannot be used for public buildings or operations. A shortage of parking in the downtown has become an issue, and there are no other redevelopment projects currently being proposed. Anderson suggested some of the LAAC parking lot improvements could be done by City crews thereby conserving these dollars for other downtown projects. LaBeau suggested working with local contractors and avoiding the consultant costs. Little suggested bids be taken to get a more accurate cost, then look at options and priorities. Mielke suggested staff continue to explore project alternatives and possible opportunities to lower costs. Olson stated that the CDA will partner with the City on redevelopment projects; but the CDA TIF proceeds will be available for a limited time. Olson recommends adding this project to the other parking lot bid as an add - alternate. Council directed staff to look at options for the LAAC parking lot improvements and to proceed with bids for improvements to the parking lot at Howland and 207 Street and to further explore the LAAC parking lot improvements. Council Work Session October 28, 2013 Page 3 4. Greenway Park Encroachment Brett Altergott stated an encroachment onto City -owned property had been brought to the City's attention early this summer. Fernando and Brenda Thadepalli, 19164 Iteri Ave., had constructed a stone patio, seating area, waterfall, fire pit and a pergola within a City -owned outlot. A portion of the homeowners' encroachment was also located within the public right -of -way, drainage /utility easement, and in the 30' front yard setback along Iteri Ave. Staff inspected the encroachment and spoke to the city attorney about possible options. Typically the City would require the encroachment to be removed and the property restored; however, the City attorney provided an additional possible option of selling a portion of the outlot to the landowner. The sale could take place if several other conditions were met including removal of the structures that are within the right of way and entering into an encroachment agreement. Altergott added that this sale is possible because of the unusually wide trail access. The homeowners have agreed to the six conditions outlined in Altergott's memo to Council and to the purchase a portion of Outlot B from the City of Lakeville at a cost of $3.00 per square foot. All costs incurred by the City and the homeowners will be at the homeowners' expense. The city attorney's office has drafted an encroachment agreement which will be presented to Council at a future meeting if there is agreement in concept. Dr. Thadepalli stated that several years ago when they first moved to the area they had spoken to Steve Michaud regarding planting some trees to improve the outlot property for the benefit of the people who use the trail. Dr. Thadepalli extended their apology for the misunderstanding and stated that Mr. Altergott has handled the situation in a very professional manner. Swecker asked if the parcels could be combined at the County for the homeowner's benefit of receiving one tax statement. Kuennen stated that combining the lots administratively, would be the least expensive method. Council directed staff to proceed with the sale of the land to the Thadapalli's and to work with the City Attorney to develop the best method of accomplishing the sale of 4,256 square feet of Outlot B to Fernando and Brenda Thadepalli at $3.00 per square foot. 5. Roadway Special Assessment Policy Chris Petree stated that the current policy relating to special assessments for rehabilitation of roadways was drafted in 2006 and some areas of the policy needed to be clarified and expanded. The proposed policy replaces the existing policy in its entirety. The City of Lakeville uses the 429 Special Assessment process to calculate assessments. Residential properties will continue to be assessed 40% of street reconstruction bid prices. Along major collector and arterial roadways the Single Family Unit rates will be pro -rated to reflect what a unit would be assessed on a typical 40 -foot minor collector street section. Calculations for commercial/ industrial improvements are based on front footage; institutional and public Council Work Session October 28, 2013 Page 4 properties are based on the predominant surrounding land use and zoning and the number of equivalent single family lots. Agricultural properties are based on the number of users for the land and mixed use areas are calculated by the predominant surrounding land and /or zoning. The proposed policy establishes special assessment repayment terms of 10 years for mill and overlay projects and 10 to 20 years for reconstruction projects. This is consistent with the 20 -year assessment period that was established for the 2011 -2013 Street Reconstruction projects. Terms are recommended by the finance Dept. in order to make the assessments reasonable. Council expressed support for the policy and directed staff to place this on the November 4, 2013 Council agenda. 6. 190"' Street Water Tower Siting Recommendation Council received the Comprehensive Water Supply Plan Update at their August work session. The update evaluated the water system needs and recommended an additional water tower to provide two million gallons of increased storage capacity. The City's well needs, supply and trunk system were also evaluated, and the result of which was a Water Treatment Expansion Study. Chris Petree stated that these two documents will be brought to council for consideration at the November 18th regular meeting. The Water Tower Siting Study took the necessary criteria, including existing infrastructure and topography, into consideration to strategically place the tower in the best location to operate in coordination with the rest of the water system. As a result of the study staff is recommending the tower be built in the vicinity of 190th Street and Holyoke Avenue. Zach Johnson stated that the proposed water tower needs to be operational in the system by 2016. The process will involve acquisition, design, and construction. Currently 190th Street is gravel but improvements will be done during development of adjoining land. Challenges for placement of the water tower include a possible impact on the Transportation Plan and the City's ability to improve the intersection of 190th Street and Holyoke Ave. Interim options include realignment of the 190th Street /Holyoke intersection to a 3 -way stop'T' intersection. This could provide an opportunity to approach and work with land owners and /or developers for the approximately two acres that are needed for the water tower. Johnson presented two concepts for ultimate roadway improvements when the adjacent property develops. A roundabout at the Holyoke /190 Street "T" would provide several opportunities for water tower siting and could eliminate the offset "T" and the current "S" curves on Holyoke Ave. An alternative roundabout location utilizes property currently owned by the city and brings the water tower siting further east. This is not the most desirable location, but would be adequate and would address the intersection deficiencies. Council Work Session October 28, 2013 Page 5 Based on current zoning requirements this proposal maximizes the adjoining property owner's ability to develop the greatest number of lots. Staff is asking for direction and guidance from Council to proceed with water tower siting in this location and to approach landowners to discuss possible land acquisition. LaBeau stated that nearby homes east on 190th Street still will not be able to access city sewer and water services, since it will only be available from Farmington to the east. Anderson asked if there were other appropriate water tower sites. Petree stated there had been another site considered near Cherry View Park at 175t and Dodd, but due to many factors it was determined that the 190th Street vicinity was clearly the most viable site for Water Tower #6. LaBeau asked about the need for more wells in the system. Petree stated that there will be a need for an additional 10 wells plus expansion of the water treatment facility. The distribution main in the Holyoke /190th Street area will be placed under the roadway as the infrastructure is reconstructed. LaBeau asked about possible interference with private wells in the area. Petree stated that private wells are typically not in the same aquifer as municipal wells since they are not that deep; however, an analysis will be completed. Council directed staff to proceed with the water tower siting study and approach preferred landowners to discuss possible acquisition. Revisions will be made to the 2014 -2018 Transportation Plan and the Utility CIP to include the water tower and the Holyoke /190t Street intersection. LaBeau asked if this water tower will serve areas to the east along Cedar Avenue if that were to be developed. Petree stated that this tower needs to serve the higher pressure zones and moving it to the east would site it in a lower pressure zone. The CMF and Airlake towers will ultimately serve the lower pressure zones due to the elevations. 7. Closed session to discuss strategy for labor negotiations Motion was made by LaBeau, seconded by Swecker, to close the meeting to consider strategy for labor negotiations. Motion passed unanimously. S. Adjourn Mayor Little adjourned the meeting at 7:35 p.m. Respectfully submitted, J uff awkins, Deputy Clerk Ma Little, May r