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HomeMy WebLinkAbout01-03-00 WSY~S • CITY OF LAKEVILLE COUNCIL WORK SESSION MEETING MINUTES JANUARY 3, 2000 Mayor Zaun called the meeting to order at 5:00 p.m. in the City Hall North Meeting Room. The following individuals were present: Mayor Zaun, Council Members Sindt, Luick, Ryan and Mulvihill; Robert Erickson, City Administrator; Dennis Feller, Finance Director; Don Volk, Director of Operations and Maintenance; Keith Nelson, City Engineer; Tim Brown, Environmental Resources Coordinator; John Hennen, Administrative Assistant; Roger Knutson, City Attorney; Dan Tideman,. Grooters, Leapaldt, Tideman Architects; Jon Lloyd, SunCurrent Newspaper and Dan Gearino of ThisWeek/Life & Times Newspaper. ITEM NO. 1 - REVIEW REVISED PROPOSAL AND COST ESTIMATE FOR CONVERTING HART HALL INTO AN ARTS CENTER. Mr. Hennen indicated the City Council previously reviewed two options and cost estimates for converting Hart Hall into an Arts Center at a work session on August 16, 1999. Mr. Hennen explained the major differences between the two options were the • location of the entrance to the building and the location of the stage. At that meeting, the Council directed staff to work with the architect to modify Option A which utilizes the existing altar area as the stage and .then proceed and present the modified plan to the Council at a future work session. Dan .Tideman of Grooters, Leapaldt, Tideman Architects highlighted the revised proposal which included main floor seating for 250 people and a enlarged balcony that will hold an additional 100 seats. The architect is proposing to thrust the stage past the existing arch that will allow more stage area with the stage level one-foot higher than the existing raised sanctuary floor to help with the sight lines. The lower level could be left fairly open for art classes that could be divided by tall movable storage cabinets that form temporary walls. The Building Official and Fire Marshal informed the Architect that the proposed green room/costume room utilized by actors/actresses could only exist if two exits are established; currently there is only one. Council Member Mulvihill asked if the proposed permanent stage would prohibit a performance of theatre-in-the-round. Mr. Tideman indicated that this type of performance is somewhat limited in this facility because of the lack of depth. Council Member Mulvihill suggested that the stage not be permanent so in the future theatre-in- the-round performances can be an option. Mayor Zaun recommended that as the project moves forward that the architect inspect the altar area floor to make sure it is solid enough for performances. Council Member Sindt inquired about the accessibility • to the stage by handicapped individuals who may be in a performance. Mr. Tideman indicated handicapped individuals could use the existing elevator on the northwest side C' cr ~ Council Work Session Meeting Minutes Page 2 January 3, 2000 . of the building along with the ramp and/or lift that is proposed to be constructed as part of the renovation project. Council Member Ryan envisioned the basement being used more for music/instrumental lessons versus arts and pottery classes and asked if the architect researched the cost of modular practice rooms. Mr. Tideman indicated that an 8' x 8' Wenger modular practice room costs approximately $13,000 apiece brand new. Council Member Ryan suggested researching the possibility of purchasing used units. Council Member Ryan was also concerned that the pottery/sculpture area could create a significant amount of dust that could be a maintenance issue regarding the up-keep of the building, Mr. Erickson indicated that facility management will be a challenge but believes performing arts and physical arts can co-exist in the building. Staff is requesting that the Council give preliminary approval on the plan. A Performing Arts Advisory Committee will then be created which can review the proposal and provide recommendations on specific issues. Council Member Mulvihill felt the front of the building and entryway is lacking style. Mr. Tideman suggested additional landscaping, circular seating areas, artwork or even a fountain could be installed/constructed to improve the aesthetics. Mr. Tideman indicated the plan is conceptual but the total estimated construction cost is $1.18 million. An additional $450-500,000 would be needed for site improvements, remodeling the north entry, stage equipment, comfortable stacking chairs and other miscellaneous items. Although the entire building is not required to be sprinkled, Mr. • Tideman recommends the Council seriously consider sprinkling the entire building. Mr. Erickson is concerned about the aesthetics of a sprinkler system in the main floor and balcony area. Mr. Tideman indicated a dry sprinkler system could be installed where heads are well hidden. Mr. Tideman indicated that his firm would have to begin the process of creating the architectural and engineering plans no later than May for August construction. Council directed staff to prepare a resolution establishing a Performing Arts Advisory Committee for consideration at a February City Council Meeting. Council also directed Grooters, Leapaldt, Tideman Architects to submit a cost and timeline proposal for the preparation of architectural and engineering plans and specifications. ITEM NO. 2 -REVIEW PROPOSED SURFACE WATER MANAGEMENT FEE FOR TOWNHOMES AND DUPLEXES. Mr. Feller indicated that Barr Engineering completed a feasibility report in 1994 which was the impetus for the Surface Water Management Utility Ordinance which currently exists. Staff is recommending that townhome lots be charged half as much as a single- family residential parcel since it is approximately half the size. Because the overwhelming majority of duplexes are approximately half the size of asingle-family . residential parcel, staff is proposing that the fee for duplexes remain unchanged at half Council Work Session Meeting Minutes Page 3 January 3, 2000 • the single-family residential rate. Staff is proposing to increase the Surface Water Management Fee for townhomes from $1.19 to $2.38 per quarter. Council Member Mulvihill doesn't believe this is a large increase and recommends approval of the proposal. Council Member Sindt noted that Federal, County and State properties are not exempt and wondered how many of these properties existed in the City. Mr. Erickson didn't have a number but indicated that the City has not had a problem with these public agencies paying the Surface Water Management Fee. Mayor Zaun noted City properties are exempt and questioned if the City should be charged the fee for equity purposes. Mr. Feller indicated the Surface Water Management Fee generates approximately $300,000 annually. Mr. Erickson suggested that the ordinance amendment not take effect until January 1, 2001, so townhome associations can be notified which will allow them to budget accordingly. Council directed staff to amend Ordinance 7-13-1 regarding Surface Water Management Utility Fees which will increase the quarterly fee for townhome properties to $2.38/qtr. Federal, State, County, City and School District property will not be exempt from the fee. The ordinance amendment will take effect on January 1, 2001. The fee for duplexes will remain unchanged at half the single- family rate. • ITEM NO. 3 -REVIEW PROPOSED SNOW AND ICE CONTROL POLICY Mr. Volk informed Council Members that the League of Minnesota Cities Insurance Trust, the City's insurance provider, recommends the City establish a Snow and Ice Control Policy. The policy establishes guidelines for snow and ice removal on City streets, trails, and sidewalks and establishes policy for mailbox replacement and repair of damage to boulevards. Mr. Erickson indicated the written policy will make it easier for the Public Works Secretary/Receptionists to answer questions from the public on snow removal issues. Council Members noted typographical changes they asked Mr. Volk to make to the document. Council directed staff to place the proposed Snow and Ice Control Policy on the January 18, 2000, City Council agenda for their consideration. ITEM NO. 4 - DISCUSS APPOINTMENTS/REAPPOINTMENTS TO ADVISORY COMMITTEES/COMMISSIONS. Mr. Hennen informed the Council they are being asked to consider reappointments to various advisory groups as noted in the December 28, 1999, memo to the Mayor and City Council from the City Administrator. Council Member Sindt mentioned that the Farmington School District Representative on the Telecommunications Commission was absent from a number of meetings. The City intentionally took the steps to have • someone from each of the three School Districts in our City on the Commission to keep them apprised of telecommunications issues and was concerned with the fact that this ~, i' Council Work Session Meeting Minutes Page 4 January 3, 2000 • individual has .missed a significant number of meetings. Mr. Erickson indicated he has spoken with Superintendent Robert Endersbe who indicated that the commission member had a number of personal issues over the year that contributed to her absences. Council Member Mulvihill asked if individuals who are consistently absent from the meetings are spoken to or addressed in some manner. She is also concerned about the excused absence policy and in some cases, the lack of alternates attending meetings. Mr. Erickson mentioned that he has spoken with a Committee Member who also had a significant number of absences. Mr. Erickson indicated he realizes it's his job to approach them, but did not feel good about the experience because the individual seemed to question his authority. A staff meeting has been set for the recording secretaries to discuss the importance of being diligent in having commission/committee members fill out excused and/or unexcused absence forms. Regarding the alternate issue, typically staff is not informed that a member cannot make a meeting until the day of the meeting which doesn't give an alternate much time to make plans to attend. Economic Development Commission Member Alternate Jerry Erickson does attend the majority of meetings even if he is not filling in for a member. It was decided that Mayor Zaun would send out a letter to all commission/committee members diplomatically reminding them of the importance of regularly attending meetings. Mr. Hennen noted that the Council Member's work session packet included a draft • ordinance amendment concerning the Planning Commission that establishes an Environmental Affairs Subcommittee of the Planning Commission. Also included in the packet is a proposed amended Parks and Recreation Advisory Committee by-laws which establishes a Hunting Subcommittee. These items were previously discussed at the December 2, 1999 City Council Work Session. Mayor Zaun suggested that the Environmental Affairs Subcommittee be entitled "Environmental Review Subcommittee". Mayor Zaun indicated that when he returns from his vacation he will meet with Environmental Affairs Committee and Hunting Committee members to share with them the direction the Council is considering regarding changes to their respective committees/commissions. The Council will proceed to reappoint various advisory committee members to their respective committees/commissions at the January 3, 2000, City Council meeting. ITEM NO. 5 - CONSIDER I-35W SOLUTIONS ALLIANCE REQUEST FOR APPOINTMENTS TO DAN PATCH CORRIDOR (LINE L) ADVANCED CORRIDOR PLAN FOR COMMUTER RAIL. Mayor Zaun informed Council Members that the I-35W Solutions Alliance, under the direction of the Dakota County Regional Railroad Authority, is requesting Lakeville's participation in the Dan Patch Corridor (Line L) Advanced Corridor Plan for Commuter • Rail. The I-35W Solutions Alliance is requesting that Lakeville appoint two members to ,~,~, .; Council Work Session Meeting Minutes Page 5 January 3, 2000 • the Policy Committee and one member to the Technical Advisory Committee. Council Members agreed that Mayor Zaun and City Administrator Robert Erickson would serve on the Policy Committee and Tim Hanson, Assistant City Engineer, would serve on the Technical Advisory Committee. Council .Members agreed they will consider the appointment of Mayor Zaun and City Administrator Robert Erickson to the Policy Committee and Assistant City Engineer Tim Hanson to the Technical Advisory Committee at the January 3, 2000, City Council meeting. ITEM NO. 6 -STATUS UPDATE ON VERMILLION AND BLACK. DOG WMO .AND APPOINTMENT OF COMMISSIONERS. City Attorney Roger Knutson mentioned that all five-member communities have approved the Revised and Restated Joint Powers Agreement for the Black Dog WMO. Lakeville shares one commissioner appointment with the City of Savage. 3,700 acres of land is proposed to be added to the Black Dog WMO. The majority of this land lies west of I-35. Regarding the Vermillion River WMO, all 21-member communities have executed the amended Joint Powers Agreement extending the expiration date to August 1, 2000. During the next nine months, the intention is to reach agreement on a comprehensive revision to the agreement. City Engineer Keith Nelson's term as a commissioner expired on December 31, 1999. He is not eligible for reappointment because staff members can no longer be commissioners but will remain as a commissioner until his successor is appointed. Mr. Erickson mentioned that Council Member Luick and one resident from the Valley Park neighborhood, who is a civil engineer for Barr Engineering Company, have expressed interest in serving on the Vermillion River WMO. The Council directed City Engineer Keith Nelson to obtain a letter from Council Member Luick expressing his interest in serving as a Board Member on the Vermillion River WMO. OTHER BUSINESS Mr. Erickson indicated staff has been approached by individuals requesting to use a City meeting room to discuss the establishment of a Charter School in Lakeville. Mr. Erickson asked if Council Members had any concern with the request because it may lead people to believe that the City is advocating that a Charter School be established in our community. Council Members did not have a concern with the group using City facilities. • ~, .~ ~ . Council Work Session Meeting Minutes January 3, 2000 Page 6 • Mr. Erickson indicated the City was successful in having the roof on the Heritage Library redesigned. Dakota County is .now requesting the City pay $3,000 to assist in the $11,000 extra cost the architect charged Dakota County for the redesign. Council Members agreed to pay the $3,000. The meeting was adjourned at 6:30 p.m. pec ully s bmitted, hn Hennen dministrative Assistant • •