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HomeMy WebLinkAboutItem 06.cCITY OF LAKEVILLE CITY COUNCIL WORK SESSION MINUTES January 28, 2014 Mayor Little called the meeting to order at 6:30 p.m. in the Marion Conference Room, City Hall. Members Present: Council Members Swecker, LaBeau, Anderson, and Davis, and Mayor Little Staff Present: Steve Mielke, City Administrator; Dennis Feller, Finance Director; Chris Petree, Public Works Director; Zach Johnson, City Engineer3ve Olson, Community and Economic Development Director; Brett Altergott, Parks and Rxeati n Director; Allyn Kuennen, Administrative Services Manager; Jeffrey Long, Police Chieiplice Sgt. John Kornmann; Judi Hawkins, Deputy City Clerk 2. Citizen Comments There were no citizen comments. 3. Townhome Assessment Policy (Sunrise Village) \ \ Public Works Director Chris Petree 'provided hackgroun project, located east of Cedar Avenue, of comments received at the public he estimated assessments betty directed staff t ,analyze the regarding the calt#lation of Protect Manager from WSI re lining 60% is funded f driveway access to public s townho'm� unit; the estima Estimates ark based on the following the award of the Sunrise Village and N 2014 Street Reconstruction ►rth of Dodd Blvd. As a result 3 regarding the disparity in ;e 2nd Addition, Council ecial assessment policy and to provide further information e special assessments in the two developments. Monica Heil, Ld Associated stated that according to the current policy benefited the :cuss associated with the improvements and the te City. "' Ms. Heil explained that calculations are determined using t The estimated assessment within Niakwa Village is $1,083 per asge�sment within Sunrise Village is $2,235 per townhome unit. dbility report and actual assessment amounts will be determined Heil explained that p`lyate driveways within Sunrise Village connect to Flagstaff Avenue, a public street. Within Niakwa Village 2nd private driveways connect to Flagstaff Courts North and South, also public streets included in the project. However, the scope of the roadwork is not the same on Flagstaff Avenue and Flagstaff Courts N and S. It is proposed that Flagstaff Courts N and S include partial curb and gutter replacement and there are no storm sewer repairs needed. Flagstaff Avenue is proposed to have complete curb and gutter replacement, storm sewer improvements, and sidewalk replacements included in the project. Therefore, even though the developments are abutting, assessments are calculated for public street improvements where City Council Work Session - January 28, 2014 Page -2- driveway access is gained to the property. Additionally, the density of the units in Niakwa Village is higher than Sunrise Village which provides for more units to help pay the project costs. Private driveways within Sunrise Village and Niakwa Village 2 °d are owned and maintained by the homeowners association. Both driveways provide access to public streets. Both developments are addressed to the public street they connect to. Heil recommends that Council discussion of any changes to this policy include impacts to future projects. Staff recommends moving forward with the assessments as proposed. Private streets are sometimes built and are similar in nature to public streets. By policy, private streets are 100% the responsibility of the homeowners association to maintain. By policy, homwners on private streets are not responsible to help pay for the reconditioning of the p blic``streets to which the private streets connect.'` Darren Anderson, president of Sunrise Village private main driveway through Sunrise Villa Niakwa Village. Mayor Little asked how the as the driveway in Sunrise Village. C" s Petree s #. distinction made between the main & eway a designs are different, it was all platte& as pt�t driveway area in Sunrise Village is ver`,sii lar Council Memb how the assessi that one - option r 1Ariderson cents can be would be to ther ad Niwa, which would' long rm policy deci, Davis stated that even difference inthe asses OA, believes that for assessment purposes the iouldbe defined the same as the streets in r�tents would be different`ifthe City owned at when Sunrise was platted there was no I the it 'vidual driveways, even though their Lnd doe�t i t meet City design standards. The a single - iii home on Flagstaff Avenue. tated that he sympathetic to the homeowners but understands P by then as inequitable. City Administrator Mielke stated add the two projects (Flagstaff Avenue and Flagstaff Court North de.th.assessm nts evenly. This would raise the assessments for asse §s ent8 for Sunrise Village. However that would be unfair to g for impr6veirients they did not receive. Mielke stated that this 1 fr ancially impact future improvement projects. Council Member L hederstands the different scope of work in each project the doesn't feel right. Council Member Swecker stated that based on her understandirrf the Aue the current policy is appropriate. LaBeau would like to know if the home buyers uh4erstood their obligations. Darren Anderson stated that Sunrise Village residents believe they are being assessed for their own on -site improvements plus the public street costs. Mayor Little requested more information to determine what policy options might be available. Council Member Anderson suggested some middle ground could be found for the costs and the policy. Mielke recommended the Council further discuss long -term implications of a policy amendment and if this situation is unique enough to warrant an exception to the current policy. City Council Work Session January 28, 2014 Page -3- 4. 190" Street Improvements and Water Tower Siting City Engineer Zach Johnson stated that an update of the City's Comprehensive Transportation Plan is completed every 10 years. The current plan identifies the 190t'' /Holyoke /Highview area as an area in need of further study. In 2012 a study was conducted to evaluate the existing "S" curve alignment of Highview/ Holyoke Ave. and the offset `T" intersections at 190t'' Street. The study found these intersections are functioning for current traffic volumes; however improvements will be needed with anticipated development in the area. In addition, the 2013 Water Supply Plan Update recommends an elevated water tower in this general area. r The first option identified in the traffic study would utilize the existing "S" curve alignment with a traffic control at the east 190" St. intersection. This lan �60d create delays for vehicles waiting to make a left turn. A roundabout wool help`to reduc that delay and provide better operation at that intersection. Swecker asked if intersection. Johnson stated that future improv would be needed to upgrade them to collector xa major collector with improvement costs paid by corner of the City -owned propertbould not be N would be a nerina.nent solution to the to Highview /oly S. 190 Street woul pment. Under this I for a water tower. e and 190t'' Street be improved to a :enario the southeast The second option is relocation of the "S" curve to. create o e four legged intersection. Under this option, Highview would be shifted n `h-Ant I come Other a collector road or a local a road within a devopment.. If the new r.(l extended to fitture 185t' St., the County's access spacing requirements would need to be taln into consideration where the new Holyoke Avenue intersects with tfuture 185' St.. This option would provide the opportunity for a water tower to be ponstructed`athe SE quadrant of Holyoke and 190th. Under either option, the four - legged orthree- legged in ters t uld site to e up raded in 10 to 15 years to accommodate d ' elopment and giro he type- giritersetion and traffic control would be determined at Studies sh9w a roundabout minimizes the number and severity of crashes, has minimal maintenancosts, and provides the highest intersection capacity and the least delay. With a roundabout at H91yoke and 190" St. the southeast quadrant could be utilized for a water tower site. There might sti �lie a need to purchase additional property to accommodate the water tower. Although the initial cost of this option is higher, it would be a more long -term solution. Sgt. John Kornmann stated that several "T" intersections in the area are controlled by stop signs. There is a large demand for police services at those "T" intersections and he believes a roundabout would function better and be safer. Currently there are approximately 4,000 trips per day through the Highview /Holyoke and 190" Street area. City Council Work Session January 28, 2014 Page -4- Zach Johnson stated that during a conference call the affected landowners expressed their preference for a 3- legged intersection with stop sign control. Mr. Schweich is opposed to the future northerly extension of Highview /Holyoke Avenue as a collector roadway. In consideration of improved safety, maintenance costs, and traffic operations, staff is recommending that a three - legged intersection with a roundabout be created at 190x' Street / Highview Ave. Council Member Swecker asked if there would be turn lanes with the "T" intersections; Johnson stated there are no turn lanes or bypass lanes proposed. Council Member LaBeau questioned constructing two ro, bouts so close together and believes there is land to the north to build a water to rather than purchase lots. She also stated the water tower could be a distraction at that c6,m Council Member Davis stated that the prefearfed option allows the iting of the roundabout without impacting the Schweich homesteads Johnson stated that depending on the chosen option, additional property may or may not needed. LaBeau believeat construction of the roundabout would encourage more traffic to utilize 190x'' east to Cedar Avenue. The road is unpaved and wouldn't be improv6o sewer the upgrade of that intersection is rips dieing prop Transportation Plan as a major cc based on current traffic. Council considered. Pe is typically desin improve safety 'at'' Davis asked abou tIiV MUSA. J6hn sated that the speed For a seed of 45 M: "T" intersection. xk plao,, Mielke stated ih it MUSA. additional N and wouldbe paid with a i options for the second voter comes through. Petree stated that at this time. 190 Street is identified in the 3rove' , ents are not warranted at this time sked showering the speed limit should be t is currently 5 MPH; however, a collector roadway Anderson believes a lower speed limit would r of the property�and' portion of the property currently not being in that th would need to be some grade changes incorporated in the r t be possible for some of the property to be engineered into the ,000 for a roundabout over a "T" is included in the City's CIP ►robin on of escrow and state aid funds. Mayor Little asked if the section would remain open in the future. Johnson stated that these options are conceptual and will remain open for discussion. Developer Jim Stanton\stated that he would prefer a "T" intersection with Holyoke extending straight north. He believes Mr. Schweich would support the "T" intersection option if it doesn't affect the value of his property by using up too much acreage. He believes purchase of four of his Crescent Ridge lots for a water tower is not necessary when land is available in the "T" area. Petree added that purchase of property would not be determined until the design is complete. City Administrator Mielke stated that some interim improvements could be done as development to the south occurs. Stanton stated that he would be willing to provide enough City Council Work Session January 28, 2014 Page -5- land for a roundabout to be built at the second intersection later on, if the "T" intersection is built now as proposed. Anderson agreed with not spending the extra money now for the roundabout and making a decision on the second intersection later. Mielke stated that the area is currently a "study area" and suggested the Transportation Plan be updated to show what the ultimate build -out would be and provide guidance for development. Tom Hoffman, 190 Street resident, stated most of the development is on the west side of Highview Ave. and most of the impact is on the east side. H� believes the danger will still be there, even with two roundabouts. He would like a turn lane for people traveling south and turning left onto 190`'' Street. Maybe Dodd should be a higher priority than Highview. He does not support two roundabouts so close together. Rusty Nelson, 8445 - 190`h Street, prefers the'T" intersection oveijhe roundabouts and was disappointed that residents were not notifie of this meeting. Chris petree stated that neighbors are notified at the time of a public hearing t , discuss an improvement p "ect that might be assessed, prior to final design. Council Member Davis stated that he c Schweich property develops he is note Council Member S ticker is most conc' roadway and the iitersections. Mayor improve the r4o only ctntil traffic afford to pay' for intersection imf funds in -the long`ftn. support a "t intersection; however, when the iped that a collector roadway needs to be included. 3 about the long - terra safety and design of the believes the "T intersection would temporarily mes increase. Swecker believes the City cannot gents and that a roundabout would preserve City N ,tresse the impo4 �tce ofbeginning the design process soon so that right of way can be A for the best itimaV design. Staff will begin working with the engineers on the design of the`T" intersection anork d w with the developers for a future roundabout. Mr. Stanton has agreed to a portion of the im1krovements but needs to know what the project will include. With Cou nc`il's direction engineers can move forward. In summary, Cou&4 is proposing to install the "T" intersection improvements, with the roundabout to be completed later. In the meantime Council will study the Transportation Plan for possible changes. Swecker is concerned that Council is going against staff and public safety recommendations and does not support the "T" intersection for those reasons, as well as financial implications of a temporary intersection. Mayor Little also believes that funds should be preserved for the school road safety and the overall transportation program. Council directed staff to move forward with the design of the "T" intersection on Highview Avenue and 190`'' Street. City Council Work Session - January 28, 2014 Page -6- 5. School Road Task Force Mayor Little asked for citizen comments on the School Road Task Force. Mr. Norm Plasch stated that he currently lives at 19258 Ireland Way, but for 15 years lived at 19120 Dodd Blvd. He stated that while he lived on Dodd Blvd. there were several minor and serious accidents on Dodd and he encouraged Council to do whatever possible to resolve roadway safety issues. Ms. Amanda Ritz stated that she lives north of Dodd on Highview Ave. She believes both Dodd and Highview are "a travesty" and need to be improved. She, thanked Council for addressing the situation. Mayor Little asked both residents to forward their comments in writing. Mr. Matt Ettl, father of Alyssa Ettl who recently passel away as a result of an accident on Dodd Blvd. during a snow event, stated that he appreciates the residents' comments regarding the need for improvements and agrees that safety should be a priority; there�are too many cars, kids and buses that use the road. He believes that in6structure needs to be irt to support new development. Mayor Little thanked him foreing at the meeting and fors comments. After a short break Mayor Little reopened the meeti g and received a consensus from Council members to form a school road task force for the pu po$e of making recommendations regarding roads that access schools. Ie proposes the task 6rce membership consist of one elected representative from each ISD 1'92�d 196 two elected. representatives from ISD 194, two elected represents es from the City of L eville, and - oue elected, official from the County, with staff members om ach'agency also included. The goal of the task force would be to review projects related A6 school road safety, and phpritize projects and expenditure of resources. Council Membe�Awecker r6commended including two to three citizen task force members. Council Member AndeMn wanted r to clari y that the task force is not a decision - making body; th4 �recommendatic wo � d be considered with other CIP priorities. Little stated that in addi ° n to determinin�ghe m e -up of the task force their charge or responsibility also needs to be claed. Mielke sum m# rizedl . at the group would focus on school road safety issues as they review an&r commend pri rities on county and local roads that have impacts on schools. Mielke suggest`e a 90 -day fimeline for the task force in order for them to complete their work and provide their recommendations to City Council prior to preparation of the CIP. Several projects have already�en prioritized in the CIP and staff will need to know if the priorities will change. Staff will work out a process for citizen involvement and prepare an agenda. Council Member Swecker expressed concern that 90 days would not be adequate to complete their tasks. Invitations will be extended and Council will be updated at the February work session. 6. ADA Analysis / City Hall Entry Improvements Dave Olson summarized the status of the project which was authorized by Council in January to submit the 2014 application for a Community Development Block Grant. In 2013 Wold City Council Work Session s January 28, 2014 Page -7- Architects analyzed five City buildings to determine the level of ADA compliance. Some of the impetus of the study came from concerns expressed regarding difficulty accessing City Hall for absentee voting at the last election and the fact there are no power- assist doors. Wold prepared plans and specifications for security and access to address the City Hall door issues; however, only one bid was received and Council did not award the bid. It was decided to increase the scope of the project in order to attract additional bidders. The City Hall receptionist area was also studied for its accessibility for voters or others who may be filling out an application, etc. and this additional work was added to the second RFP. Following receipt of eight bids, staff and Wold recommend accepting the low bid for only base bid which includes installation of power- assist doors at all entrances as well as a card- rea$er system for the building. They are not recommending moving forward with the front desk wrk A, th is time. Council members expressed their support of staff and Wold recorlinendations b would like to have some kind of a temporary handicapped accessible table to liriprove customer service until permanent improvements can be made in the future. F A Council directed staff to reallocate CDBG funds f $11700 from 2009 and $43,400 from 2010 from "Downtown Code Improveri�ent /Commercial to "Residential Rehab ". The remaining 2010 funds would be mo eq tt� ` Com ance Improvements" to allow ADA improvements in other buildings as iq'enh ied in the 2013'* report. 7. Mobile V In response to" draft RFP for A tlen food vendor for o C- staff prefers the RFP' W" the' park . c vendor is only allowE ven he approved patrons"wPuld be doi arks Policy ins raided by Counciluring budget discussions, Brett Altergott presented a Park mobile food units, The RFP outlines the City's expectations of the ng food and beverages in safe manner while keeping the park clean. Park t11od over a permitting method for the partnership that would be formed 4eleves twin offer the best service to the residents. A mobile park , r 21 days �a year in any one location. Staff recommends one [-.*n choose any 21 days in which to operate. Input from park ted and in future decision - making regarding vendors. Mayor Little believes a "first come -first serve" permit process is simpler than going out for bid. This would allow the vendor more flexibility to operate on holidays, during Pan- O -Prog, and when the weather is most conducive, while staying within the 21 -days. Council Member Swecker stated that the RFP process allows a choice to be made based on what Council feels is the best proposal. She suggested having more than one vendor for variety and in order to keep prices competitive. Council Member LaBeau suggested checking with other cities to see what they do. Council Member Davis believes the RFP process would provide an opportunity to invite proposals; however the permit process would be easier to administer. Davis would like to issue a single permit this year before opening it up. City Council Work Session - January 28, 2014 Page -8- Altergott stated he would not be opposed to future consideration of additional options at other parks, but would like to start with just one this year. He believes the RFP allows a better way to select one vendor who staff believes would operate in the expected manner, and provides an opportunity to evaluate the process at the end of the summer. Altergott stated that the original intent was to have one vendor at Antlers Park but other facilities could be added based on the program's success. Council Member Anderson also believes an RFP would offer a better method of selecting a vendor and monitoring the siting of the vendor in the park. Mayor Little asked for clarification on how many vendors wo that there are some logistical issues with siting multiple vend( there are other facilities where more than one vendor could like to test the program the first year with just one vendor. Li based restaurants if the opportunity is avai ;abFle.,, ,, be allowed. Altergott stated at Antlers but if this is successful Altergott would would support using Lakeville- Council directed staff to proceed with the RAP process for Mobile Food" ood and Beverage Vending at Antlers Park, with a preference for Lakeville-based Vendors, and to bring a contract forward for Council consideration. V, 8. Finance Committee Discussion At Council's requested Dennis Feller pr Finance Committee as well as goals for 2 Plan process for 2014 to 201.8. Staff will 1 and future tren4s, a SWOT analysis, and :red an-oXiIline of dies and responsibilities of the 4 -15. Staff`ha also prepared a Five -Year Financial preparing a community assessment to look at current plans for the next four years based on 2014 budget and curreht.iervicelevels. As part of the community assessment, the Finance Committee will sist with'econo` is and community assumptions for the coming years and will help to idntify and establish ke dicators ,The five -year financial projections can be discussed at the join C - ity Council /Finance�mmittee meeting at the end of February. Council will receive a draft e the Community Assessment at their March work session and the final document at their April wor session. Council Member Anderson believes it is a good approach and supports moving forward with the project. He believes it is important for the Finance Committee members to feelutilized. Council members agreed in the importance of a joint meeting and possible additional ° tasks that could be added within the scope of the committee. Mr. Mielke has tentatively set aside discussion time at the February work session. 9. 2014 Legislative Policies The adoption of Legislative Priorities communicates Lakeville's position on a variety of legislative topics to Lakeville's residents, legislators, county and state officials, and lobbying organizations. Council received a copy of a memo from Fire Chief Mike Meyer regarding the installation of sprinklers in new single - family and two - family homes. Chief Meyer believes the City's policy opposing this legislation is contrary to the Fire Dept.'s mission statement of fire City Council Work Session - January 28, 2014 Page -9- prevention and saving lives. He believes opposition of the code provisions currently being considered bypasses an opportunity to improve safety for firefighters and home occupants. Council Member LaBeau stated that even though she has personally experienced fires, she is opposed to the mandated sprinkler systems due to costs to a new home, possible malfunctions, and accidently setting off the sprinklers. Fire Marshal Brian Carstensen stated that the industry has greatly improved the sprinkler systems in the past several years; a system failure is possible but extremely rare, since the sprinkler heads are concealed. He believes it sends the wrong message for the City to oppose this legislation. Swecker stated she is not opposed to the sprinkler systems, but is opposed to the mandate. LaBeau believes ' ,that if the mandate is passed, it will expand from homes over 4,500 square feet to all home. Mielke stated that LMC policy is non- committal but recommends that cities look at the issu . D`avis is not in support of the mandate and believes it should be left to the individualnsumer. Litt agrees with the use of sprinklers in multi -unit buildings. Home construction4nvolves multiple mandates to protect homeowners. Anderson does not agree with a mandate bit suggests that the absence,of an official statement might be considered. Council members agreed that without a consensus Q f the Council, the policy should be removed from the list. Mielke stated that other Legislative of is es in the docc e are updates or a continuation of those previously adopted. Council di�cussed� the policy regarding elected Metropolitan Council members and suggested changing the title bf ite&A to ".Stagg ed Terms for Metropolitan Council Member and removing the vex iage "supports the appointment of Metropolitan Council members by the Governor" to more accurately reflect Council's position: "The City of Lakeville supports four - year,, staggered terml for members." Anderson asked if under Housing, the word "attainab e "could be used instead Waffordable" consistent with Envision Lakeville. ,a Cmuncil directed, staff to add the revised 2014 Legislative Priorities to the next regular agenda. 10. City ,until Commis Council reviewed current cornmit ee appointments and inter - agency representatives. City Administrator Mielke stated that the Cedar Corridor Group and the HiPP steering committee are inactive and will not need to have appointments. Council members agreed there is a balance between gaining experience in various capacities and bringing institutional knowledge to the table. Following discussion by Council several changes were made in the appointments. Council directed staff to prepare a resolution reflecting representation on boards and inter- agency committees and place appointments on the next Council agenda for consideration. 1 1. Advisory Board and Commission Appointment Process Council members discussed the process for appointments and reappointments of advisory board and commission members. City Administrator Mielke restated Council's position that there are City Council Work Session - January 28, 2014 Page -10- no automatic reappointments to committees, but new applicants would also be considered. LaBeau suggested that in order for the public to feel that they have an opportunity to be appointed to a committee; current committee members whose terms are expiring should also complete an application. She believes the process was not fully discussed before the reappointment letters were sent. Other Council members believe that committee members do not assume automatic reappointment. An invitation for residents to apply for all boards and committees will be put in Messages. Council will review the applications and determine which new applicants or reappointments should be interviewed. Mielke will ask staff to solicit input from the committee chairs. Interviews will be scheduled far early March. 12. Update: Envision Lakeville Allyn Kuennen provided background and an update on Env soj Lakeville. Council previously directed staff to follow up with community utreach; dialogue and4nput from community groups and advisory boards; development o a. strategic action plan; adoption of the official report; and initiation of an annual review prat ss,to measure progress a d set priorities for the following year. There is $15,000 in the 2014 budg Sri hire a consultant to a ist City Council and staff in facilitating and developing, the strategic tion plan. This strategic planning process would assist Council in reviewing tl�e broad initiatives r 4xived from the various groups. Staff is asking Council for authorization to n ,gve`fdrwdrd with thaexpenditure. Council stated that due to the cost of a consultant, they wquid support a staff - facilitated session. Staff will outline a strategic'-planning process and contact Council to set a date for a special strategic planning session. O1*:eer Council Mem r L4Bea# providedfprtli6r comments regarding the 190 Street ini prove Shg expt �d concerns about the amount of infrastructure such as trails that is cosy to maintain arid.,would like to include those costs as part of the CIP discussions. 13. Adjourn Mayor Little adjourned the Fmeeting at 11:12 p.m. Respectfully submitted, Judi Hawkins, Deputy Clerk Matt Little, Mayor