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HomeMy WebLinkAbout01-28-14 WSCITY 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 Engineer; Dave Olson, Community and Economic Development Director; Brett Altergott, Parks and Recreation Director; Allyn Kuennen, Administrative Services Manager; Jeffrey Long, Police Chief; Police 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 background on the 2014 Street Reconstruction project, located east of Cedar Avenue, south of 160' Street and north of Dodd Blvd. As a result of comments received at the public hearing on November 18, 2013 regarding the disparity in estimated assessments between Sunrise Village and Niakwa Village 2 ° Addition, Council directed staff to analyze the special assessment policy and to provide further information regarding the calculation of the special assessments in the two developments. Monica Heil, Project Manager from WSB and Associates, stated that according to the current policy benefited property owners are assessed 40% of the costs associated with the improvements and the remaining 60% is funded by the City. Ms. Heil explained that calculations are determined using driveway access to public streets. The estimated assessment within Niakwa Village is $1,083 per townhome unit; the estimated assessment within Sunrise Village is $2,235 per townhome unit. Estimates are based on the feasibility report and actual assessment amounts will be determined following the award of the contract. Heil explained that private driveways within Sunrise Village connect to Flagstaff Avenue, a public street. Within Niakwa Village 2 °a 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 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. City Council Work Session - January 28, 2014 Page -2- Private driveways within Sunrise Village and Niakwa Village 2' 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, homeowners on private streets are not responsible to help pay for the reconditioning of the public streets to which the private streets connect. Darren Anderson, president of Sunrise Village HOA, believes that for assessment purposes the private main driveway through Sunrise Village should be defined the same as the streets in Niakwa Village. Mayor Little asked how the assessments would be different if the City owned the driveway in Sunrise Village. Chris Petree stated that when Sunrise was platted there was no distinction made between the main driveway and the individual driveways, even though their designs are different, it was all platted as private and does not meet City design standards. The driveway area in Sunrise Village is very similar to a single - family home on Flagstaff Avenue. Council Member Anderson stated that he is sympathetic to the homeowners and understands how the assessments can be perceived by them as inequitable. City Administrator Mielke stated that one option would be to add the two projects (Flagstaff Avenue and Flagstaff Court North and South) together and divide the assessments evenly. This would raise the assessments for Niakwa Village and lower the assessments for Sunrise Village. However that would be unfair to Niakwa, which would be paying for improvements they did not receive. Mielke stated that this long -term policy decision will financially impact future improvement projects. Council Member Davis stated that even though he understands the different scope of work in each project the difference in the assessments doesn't feel right. Council Member Swecker stated that based on her understanding of the issue the current policy is appropriate. LaBeau would like to know if the home buyers understood 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. Council Member LaBeau would like to see how the homeowners association budget is put together and if reserves were set aside for the private road. Seeing the homeowner docs would give her a clear understanding of what the homeowners thought. Darren Anderson stated he will send the homeowner docs to staff to be distributed to the Council. 4. 190 Street Improvements and Water Tower Siting City Council Work Session - January 28, 2014 Page -3- 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 190'/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 190' 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. 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 plan could create delays for vehicles waiting to make a left turn. A roundabout would help to reduce that delay and provide better operation at that intersection. Swecker asked if this would be a permanent solution to the intersection. Johnson stated that future improvements to Highview /Holyoke and 190' Street would be needed to upgrade them to collector roadways. 190th Street would be improved to a major collector with improvement costs paid by development. Under this scenario the southeast corner of the City -owned property could not be utilized for a water tower. The second option is relocation of the "S" curve to create one four - legged intersection. Under this option, Highview would be shifted due north and become either a collector road or a local road within a development. If the new road extended to future 185 St., the County's access spacing requirements would need to be taken into consideration where the new Holyoke Avenue intersects with the future 185 St.. This option would provide the opportunity for a water tower to be constructed at the SE quadrant of Holyoke and 190th. Under either option, the four - legged or three - legged intersection would need to be upgraded in 10 to 15 years to accommodate development and growth. The type of intersection and traffic control would be determined at that time. Studies show a roundabout minimizes the number and severity of crashes, has minimal maintenance costs, and provides the highest intersection capacity and the least delay. With a roundabout at Holyoke and 190 St. the southeast quadrant could be utilized for a water tower site. There might still be 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. 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, City Council Work Session — January 28, 2014 Page -4- maintenance costs, and traffic operations, staff is recommending that a three - legged intersection with a roundabout be created at 190' 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 roundabouts so close together and believes there is land to the north to build a water tower, rather than purchase lots. Buying lots for a water tower seems like an expensive endeavor vs. some other land just north. She also stated the water tower could be a distraction at that corner. Council Member Davis stated that the preferred option allows the siting of the roundabout without impacting the Schweich homestead. Johnson stated that depending on the chosen option, additional property may or may not be needed. There are four lots that are not sold. LaBeau believes that construction of the roundabout would encourage more traffic to utilize 190 east to Cedar Avenue. The road is unpaved and wouldn't be improved before sewer and water comes through. Petree stated that the upgrade of that intersection is not being proposed at this time. 190 Street is identified in the Transportation Plan as a major collector; however, improvements are not warranted at this time based on current traffic. Council Member Anderson asked if lowering the speed limit should be considered. Petree stated that the speed limit is currently 55 MPH; however, a collector roadway is typically designed for a speed of 45 MPH. Anderson believes a lower speed limit would improve safety at the "T" intersection. Davis asked about the grade of the property and a portion of the property currently not being in the MUSA. Johnson stated that there would need to be some grade changes incorporated in the plan. Mielke stated that it might be possible for some of the property to be engineered into the MUSA. The additional cost of $500,000 for a roundabout over a "T" is included in the City's CIP and would be paid with a combination of escrow and state aid funds. Mayor Little asked if the options for the second intersection 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. If the curve is left and the roundabout is put at the east intersection with a "T" coming from the south, the water tower could be put on the remaining triangle of property which the City already owns. If the City wishes to purchase four lots from him it makes an expensive site for a water tower, when the land is already available in the "T ". This would practically pay for the roundabout. 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. LaBeau asked if Mr. Stanton had four consecutive lots remaining in Crescent Ridge. Mr. Stanton said he had saved them City Council Work Session - January 28, 2014 Page -5- so he could best utilize the land depending on where the water tower was built. Petree added that this is conceptual and purchase of property would not be determined until the design is complete. City Administrator Mielke stated that some interim improvements could be done at the east 190 Street intersection as development to the south occurs. Stanton stated that he would be willing to provide enough 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. He 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 - 190th Street, prefers the "T" intersection over the roundabouts and was disappointed that residents were not notified of this meeting. Chris Petree stated that neighbors are notified at the time of a public hearing to discuss an improvement project that might be assessed, prior to final design. Council Member Davis stated that he could support a "T" intersection; however, when the Schweich property develops he is not convinced that a collector roadway needs to be included. Council Member Swecker is most concerned about the long -term safety and design of the roadway and the intersections. Mayor Little believes the "T" intersection would temporarily improve the road, but only until traffic volumes increase. Swecker believes the City cannot afford to pay twice for intersection improvements and that a roundabout would preserve City funds in the long run. Mielke stressed the importance of beginning the design process soon so that right of way can be preserved for the best ultimate design. Staff will begin working with the engineers on the design of the "T" intersection and work with the developers for a future roundabout. Mr. Stanton has agreed to build a portion of the improvements but needs to know what the project will include. With Council's direction engineers can move forward. Council Member LaBeau asked the City Engineer to clarify if design work on 190 St from Dodd road working to the east has begun. Johnson indicated that Staff was waiting for Council direction on the design of the intersection near Holyoke. The design choice by the Council will impact the design work by the engineering firm and will begin after the Council gives direction. City Council Work Session - January 28, 2014 Page -6- In summary, Council 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. 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 passed 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 infrastructure needs to be in place to support new development. Mayor Little thanked him for being at the meeting and for his comments. After a short break Mayor Little reopened the meeting and received a consensus from Council members to form a school road task force for the purpose of making recommendations regarding roads that access schools. He proposes the task force membership consist of one elected representative from each ISD 192 and 196, two elected representatives from ISD 194, two elected representatives from the City of Lakeville, and one elected official from the County, with staff members from each agency also included. The goal of the task force would be to review projects related to school road safety, and prioritize projects and expenditure of resources. Council Member Swecker recommended including two to three citizen task force members. Council Member Anderson wanted to clarify that the task force is not a decision - making body; their recommendations would be considered with other CIP priorities. Little stated that in addition to determining the make -up of the task force their charge or responsibility also needs to be clarified. Mielke summarized that the group would focus on school road safety issues as they review and recommend priorities on county and local roads that have impacts on schools. Mielke suggested a 90 -day timeline for the task force in order for them to complete their work and provide their City Council Work Session — January 28, 2014 Page -7- recommendations to City Council prior to preparation of the CIP. Several projects have already been 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 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 A which includes installation of power- assist doors at all entrances as well as a card - reader system for the building. They are not recommending moving forward with the front desk work at this time. Council members expressed their support of staff and Wold recommendations but would like to have some kind of a temporary handicapped accessible table to improve customer service until permanent improvements can be made in the future. Council directed staff to reallocate CDBG funds of $11,700 from 2009 and $33,400 from 2010 from "Downtown Code Improvement /Commercial Rehab" to "Residential Rehab ". The remaining 2010 funds would be moved to "ADA Compliance Improvements" to allow ADA improvements in other buildings as identified in the 2013 Wold report. 7. Mobile Vendors in Parks Policy In response to questions raised by Council during budget discussions, Brett Altergott presented a draft RFP for Antlers Park mobile food units. The RFP outlines the City's expectations of the food vendor for offering food and beverages in a safe manner while keeping the park clean. Park staff prefers the RFP method over a permitting method for the partnership that would be formed with the Park Dept. and believes it will offer the best service to the residents. A mobile park vendor is only allowed to sell for 21 days a year in any one location. Staff recommends one vendor be approved who would then choose any 21 days in which to operate. Input from park patrons would be documented and used 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 City Council Work Session - January 28, 2014 Page -8- 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. 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 would be allowed. Altergott stated that there are some logistical issues with siting multiple vendors at Antlers but if this is successful there are other facilities where more than one vendor could be accommodated. Altergott would like to test the program the first year with just one vendor. Little would support using Lakeville -based restaurants if the opportunity is available. Council directed staff to proceed with the RFP process for Mobile Food and Beverage Vending at Antlers Park, with a preference for Lakeville -based vendors, and to bring a contract forward for Council consideration. 8. Finance Committee Discussion At Council's requested Dennis Feller prepared an outline of duties and responsibilities of the Finance Committee as well as goals for 2014 -15. Staff has also prepared a Five -Year Financial Plan process for 2014 to 2018. Staff will be preparing a community assessment to look at current and future trends, a SWOT analysis, and operations plans for the next four years based on 2014 budget and current service levels. As part of the community assessment, the Finance Committee will assist with economic and community assumptions for the coming years and will help to identify and establish key indicators. The five -year financial projections can be discussed at the joint City Council /Finance Committee meeting at the end of February. Council will receive a draft of the Community Assessment at their March work session and the final document at their April work 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 feel utilized. Council members agreed in the importance of a joint meeting and possible additional tasks that could be added within City Council Work Session - January 28, 2014 Page -9- 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 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 homes. Mielke stated that LMC policy is non - committal but recommends that cities look at the issue. Davis is not in support of the mandate and believes it should be left to the individual consumer. Little agrees with the use of sprinklers in multi -unit buildings. Home construction involves multiple mandates to protect homeowners. Anderson does not agree with a mandate but suggests that the absence of an official statement might be considered. Council members agreed that without a consensus of the Council, the policy should be removed from the list. Mielke stated that other Legislative Policies in the document are updates or a continuation of those previously adopted. Council discussed the policy regarding elected Metropolitan Council members and suggested changing the title of item G to "Staggered Terms for Metropolitan Council Members" and removing the verbiage "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 terms for members." Anderson asked if under Housing, the word "attainable" could be used instead of "affordable" consistent with Envision Lakeville. Council directed staff to add the revised 2014 Legislative Priorities to the next regular agenda. 10. City Council Committees Council reviewed current committee 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 City Council Work Session - January 28, 2014 Page A 0- 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. 11. 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 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 for early March. 12. Update: Envision Lakeville Allyn Kuennen provided background and an update on Envision Lakeville. Council previously directed staff to follow up with community outreach; dialogue and input from community groups and advisory boards; development of a strategic action plan; adoption of the official report; and initiation of an annual review process to measure progress and set priorities for the following year. There is $15,000 in the 2014 budget to hire a consultant to assist City Council and staff in facilitating and developing the strategic action plan. This strategic planning process would assist Council in reviewing the broad initiatives received from the various groups. Staff is asking Council for authorization to move forward with that expenditure. Council stated that due to the cost of a consultant, they would 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. Other: Council Member LaBeau provided further comments regarding the 190' Street improvements. She expressed concerns about the amount of infrastructure such as trails that is costly to maintain and would like to include those costs as part of the CIP discussions. 13. Adjourn Mayor Little adjourned the meeting at 11:12 p.m. City Council Work Session — January 28, 2014 Page -11- Respectfully submitted, J & Hawkins, Deputy Clerk Matt Little, Mayor