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HomeMy WebLinkAbout02-08-99 WS,, CITY OF LAKEVILLE COUNCIL WORK SESSION MINUTES February 8, 1999 The meeting was called to order by Mayor Zaun at 5:25 p.m. in the City Hall North Meeting Room. Individuals in attendance were Mayor Zaun; Council Members Sindt, Ryan, Luick and Mulvihill; Robert Erickson, City Administrator; Keith Nelson, City Engineer; Dave Martens, Chief of Police; Dennis Feller, Finance Director; Steve Michaud, Parks and Recreation Director; Jeff Lueders, Cable Coordinator; John Hennen, Administrative Assistant, Leif Hanson, Zoning Enforcement Coordinator, Joni Hubred, Lakeville Life. & Times and Jon Lloyd, SunCurrent. ITEM NO. 1 -Discuss Expansion/Remodeling of Cable Channel 16 Mr. Lueders indicated the Cable TV Board recently recommended approval of replacing the existing cable equipment with digital equipment in 1999 and 2000. Money has been allocated in the budget to purchase hi-tech digital equipment, which will allow the department to create higher quality video productions in a shorter period of time. Because of the equipment needs and because the Cable Department has grown from a Cable Coordinator and part • time person to three employees over the past nine years, staff met with architect Gary Tushie to review possible options to increase the work area and/or better utilize the existing space in the department. In addition to the proposed Cable Department expansion, Mr. Tushie also reviewed the potential for the construction of an Administrative Atrium area that would be created at the end of the west wing corridor to allow individuals and developers to wait and meet outside the Administrative and Community and Economic Development Department areas prior to scheduled meetings. Mr. Tushie presented floor plans of the proposed expansion, which included the construction of a mezzanine area above the existing Cable Coordinator's office, Administrative Atrium, and the expansion of the Cable Department into the west corridor. It was the consensus amongst the Council Members that expanding the Cable Department into the west corridor would compromise the integrity of the building. Council Member Ryan was concerned about handicapped accessibility to the mezzanine area. Mr. Tushie indicated the mezzanine area does not have to be handicapped accessible because the square footage of the area falls short of ADA requirements. Mr. Ryan recommended reviewing the possibility of utilizing the Mayor and City Council's office for additional Cable • Department space. Council Member Sindt suggested moving the Cable Council Work Session Minufies February 8, 1999 Page Two Coordinator to .the existing vacant office in the Finance Department on a temporary basis. At the time City Hall was constructed, it was known that expansion of the building would most likely have to occur in ten years. Mr. Erickson indicated it may be appropriate to consider completing a Space Utilization Study for City Hall. Council Member Mulvihill agrees that it is time to complete the study and recommends the construction of the mezzanine and Administrative Atrium. Council Member Ryan suggested reviewing the possibility of moving a department to another building as an option and if a Space Utilization Study is completed, the study should look at utilizing the Council Chambers as a meeting room. Council directed staff to have architect Gary Tushie prepare a proposal for the completion of a Space Utilization Study and draff plans for the Administrative Atrium and mezzanine area above the existing Cable Coordinator office and recommends temporarily moving the Cable Coordinator to the vacant office in the Finance Department • ITEM NO. 2 -Status Update: Proposed Gardenview/Highview Realignment Mr. Nelson indicated that City staff recently met with the City of Apple Valley and Dakota County officials regarding the realignment of Highview Avenue with Gardenview Avenue in Apple Valley at County Road 46 as part of the proposed Vermillion Springs subdivision. Apple Valley residents are expressing concerns with the existing traffic and speed of motorists using Gardenview Avenue and believe the realignment would increase traffic problems in their neighborhood. Apple Valley officials felt the plat as proposed addressed the concerns as much as possible and that Hawthorne Path was a critical element to maintain eastbound traffic movement to Cedar Avenue. Staff distributed a memo from the Apple Valley Police Department indicating an enhanced enforcement effort completed on December 8-10, 1998, along Gardenview Drive which indicates 49 percent of the 85 citations issued were to Lakeville residents. At the meeting, Dakota County officials also indicated they wouldn't support signals at the existing Highview Avenue and County Road 46 intersection, but would recommend right-in/right-out turn lanes at the time of the realignment. Apple Valley CSO's will be surveying motorists using Gardenview Drive to determine where individuals are coming from and their destinations. Staff believes Lakeville residents use Gardenview Drive as a back • way to the County Road 42 commercial area. Council Work Session Minutes • February 8, 1999 Page Three Council Members Ryan and Luick both agreed that realigning Highview Avenue with Gardenview Drive is a good idea. Council Member Ryan recommends constructing an exclusive right turn lane on Highview Avenue entering. Hawthorne Path as part of the proposed Vermillion Springs subdivision project. Mr. Ryan also recommends installing signs on Hawthorne Path indicating no west outlet onto County Road 46. Council directed staff to continue to work with the City of Apple Valley and Dakota County regarding the realignment of Highview Avenue and Gardenview Drive. ITEM NO. 3 -Status Update: Police Department Aided Dispatch (CAD) and Records Mana4ement System Chief Martens began his presentation by distributing a preliminary cost of the project, which totals $892,646. Chief Martens informed Council Members that the current record software is not Y2K compliant and that a new system must be • installed before the end of 1999. Chief Martens indicated that .the Police Department has chosen the LOGIS Record Software System over the Visions package and noted the pros and cons of each system. A committee of architects, consultants, engineers and Police personnel have met on numerous occasions discussing the Police Department expansion. Staff indicated that the timetable for the project includes a March 1St City Council request to approve resolutions, plans and specifications for both the building expansion project and dispatch counsel replacement and setting a bid date. The pre-bid conference is set for March 16th with the bid opening set for March 25th. The goal is to have the project completed by the end of October. Mr. Erickson indicated that part of the expansion will include the replacement of the existing malfunctioning HVAC system with new roof top units which represents a significant portion of the project cost. Council Member Ryan asked if the City would act as the General Contractor or Construction Manager. Mr. Erickson indicated that typically the City does not use a Construction Manager when the project is under $1 million, but does plan on using a General Contractor. At a previous work session, Mr. Ryan suggested that to save money, the architect should create a list of items that the City can purchase without going through a General Contractor. Items such as fire extinguisher boxes, furniture, etc. could be purchased directly to eliminate the • mark-up by a General Contractor. • Council Work Session Minutes February 8, 1999 Page Four Council directed staff to draft and forward a resolution for the Council to approve plans, specifications a setting a bid date for the Police .Department building expansion project. ITEM NO. 4: Review Zoning Enforcement Activity for 1998 Mr. Hennen highlighted the zoning enforcement activity report for 1998 created by Zoning Enforcement Coordinator Leif Hanson. 405 formal zoning/code violations were issued to Lakeville residents during the year. Mr. Hennen highlighted some of the categories of violations along with the steps that the Zoning Enforcement Coordinator takes to achieve compliance. A common question asked by Lakeville residents is if the City has ordinances limiting the size of recreational vehicles stored in a residential area. Mr. Hennen indicated that currently two recreational vehicles or equipment are allowed on a property but ordinances do not limit the size of the recreational vehicle. Storage of these units can be on the driveway, side yard or rear yard. The City does have an • ordinance which prohibits the parking or storage of commercial vehicles; however, a definition of a commercial vehicle is lacking which makes it difficult to enforce. Staff is requesting direction regarding the appropriateness to amend these two existing ordinances. Council Member Mulvihill suggested staff proceed with creating a definition of a commercial vehicle to help with enforcement procedures. Council Member Sindt believes it may be appropriate to better define a recreational vehicle and determine where a homeowner may store them on their property. Mr. Ryan does not want to create hostility and believes there is a fine line when regulating homeowners on the storage of recreational vehicles. Council directed staff to prepare a list of minor and major changes, to address the recreational and commercial vehicles issues and share the information with the Council at a future work session. ITEM NO. 5: Consider LMCIT Insurance Deductible for General Liability, Casualty and Property Coverage League of Minnesota Insurance Trust provides the City of Lakeville's insurance coverages with the exception of excess liability coverage, which is self-insured. • Mr. Feller reviewed three different deductible options provided by LMCIT with Council Work Session Minutes February 8, 1999 Page Five corresponding premiums for general liability, property and casualty coverages. Mr. Feller highlighted Option #2 which is based on a $25,000 deductible per occurrence. After obtaining $75,000 of aggregate paid claims, the deductible decreases to $1,000 per occurrence. The premium for Option #2 is $101,681 less than Option # 1. Mr. Feller briefly discussed other insurance coverages such as boiler and machinery coverage, petro fund and liquor liability. The Council recommended Option #2 ($25,000/$75,000/$1,000 deductibles) for general liability, property and casualty insurance coverage through LMCIT with financing to be provided from the Municipal Reserves Fund and amend the 1999 General, Liquor and Utility budgets for insurance by $51,681. ITEM NO. 6: Review NAC Proposal to Update Park and Trail Plan Mr. Michaud indicated the previous update of the Parks and Open Space System Plan occurred in 1992. Twenty-five thousand dollars has been allocated • in the 1999 Park Dedication Fund to complete the update. Because Northwest Associated Consultants (NAC) recently completed the update of the City's Comprehensive Plan, staff felt it would be appropriate to have NAC submit a work plan and cost estimate to complete the Parks and Open Space System Plan update. Mr. Michaud is proposing to include the Trail System Plan along with a new section addressing potential greenway opportunities and identifying unique natural resources that may be considered for preservation. The estimated timeline to complete the project is four to six months at a cost not to exceed $24,900. .The Parks and Recreation Advisory Committee reviewed the work plan at two separate meetings and unanimously recommended the City Council authorize NAC to proceed with the update. Council Members and staff discussed the proposed public open house meetings to be conducted to receive public input. Alan Brixius and Ann Deuring will be the principal NAC employees working on the project. Council Members recommend that David Licht represent NAC at the public meetings because he recently took part in the public meetings for the Comprehensive Plan (continuity reasons) and because he has 20+ years of experience working with staff and the community on a variety of planning projects. r~ U Council Work Session Minutes February 8, 1999 Page Six Council directed staff to prepare a resolution authorizing Northwest Associated Consultants to complete an update of the Parks and Open Space System Plan. ITEM NO. 7: Review Parks Sian Designs. Mr. Michaud informed Council Members there are approximately 50 wood routed identification signs installed throughout Lakeville parks. Park Maintenance employees have been constructing these signs in-house since the early 1970's and staff is currently considering replacing the existing signs with updated, resilient and maintenance-free signage. Council Member Sindt asked if staff researched the possibility of using recycled plastic material for the construction of new signs. Mr. Michaud indicated this material is generally more expensive and noted that recycled plastic lumber was used in the construction of picnic tables but were found to bend and bough in the sunlight. Staff and the Parks and Recreation Advisory Committee • are recommending a sandblasted redwood sign, which is becoming more prevalent throughout the metropolitan area. He presented two options each including Lakeville's four-color logo. Mr. Erickson indicated funds have been budgeted to purchase the signs and staff is proposing to install the signs at the larger parks and athletic complexes first. Mayor Zaun recommended installing some type of pamphlet holder to the sign, which would hold information on the history of the park. This would be a way to mention individuals and/or families, which were associated with the land .prior to it becoming park property. Mr. Michaud indicated that many of the existing signs are set back from streets and roadways which may prevent easy access to the pamphlet, but did recommend placing the information on the reader boards constructed in many of the parks. Mr. Erickson indicated the Historical Society may be interested in creating this type of information. Council and staff discussed one-sided versus two-sided signs. Council directed staff to proceed with the purchase of the Concept B park signs. r: Council Work Session Minutes • February 8, 1999 Page Seven ITEM NO. 8: Review Park Name Recommendations. The Council tabled the item because Deborah Studer Larson was under the impression that she would be invited to a meeting to discuss her request of naming the Cherry View Pond Park after her grandfather. Ms. Larson will be invited to the March 29, 1999 Council Work Session to discuss the park name recommendations. ITEM NO. 9: Discuss Setting 1999 Work Session Dates Mayor Zaun indicated staff is proposing to set Work Sessions on the fifth Mondays of months for the remainder of the year. These dates would be March 29th, August 30t" and November 29th. Council directed staff to set Council Work Sessions on March 29t", August 30t" and November 29t", 1999 at the next City Council meeting. ITEM NO. 10: New Business. Mr. Erickson indicated that the bids for construction of the second sheet of ice were favorable at $2.1 million. Staff will ask the Council to consider approving contracts for the construction of a second sheet of at the February 16th Council meeting. Mr. Erickson indicated that items such as benches, curb and gutter construction, painting, etc. would be asked for as donations for the project. Council and staff discussed the purchase of a compressed natural gas zamboni versus an electrical unit. Mr. Michaud indicated an electric zamboni is more expensive and that Peoples Natural Gas would be willing to construct a fueling station on-site if a compressed natural gas zamboni is purchased. Staff will continue to research the positives and negatives of each type of unit. The meeting was adjourned at 7:25 p.m. Respectfully submitted, hn Hennen S Administrative Assistant