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CC 2010 06 14 CHANHASSEN CITY COUNCIL REGULAR MEETING JUNE 14, 2010 Mayor Furlong called the meeting to order at 7:05 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman Litsey, Councilwoman Ernst, Councilwoman Tjornhom, and Councilman McDonald STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Kate Aanenson, Paul Oehme, Todd Hoffman, Greg Sticha and Roger Knutson PUBLIC ANNOUNCEMENTS: Mayor Furlong: Well thank you and welcome to those here joining us this evening. We’re glad that you joined us as well as those watching at home. I’d like to start at this time by asking members of the council if there are any changes or modifications to the agenda for tonight’s council meeting. If not, without objection we’ll proceed with the agenda as published. CONSENT AGENDA: Mayor Furlong: If there’s desire for separate discussion on each of the items 1(a) through 1(h), either by the council or others present in the audience, I’d ask that you let me know at this time. Todd Gerhardt: Mr. Mayor, council members. Mayor Furlong: Yes. Todd Gerhardt: I got a phone call later this afternoon from the Chanhassen Lions asking for their temporary on-sale beer license to be removed due to the fact that limited number of teams signed up for the tournament. Mayor Furlong: Okay. So we’re removing table (e). Okay. That will be item 1(e). Greg, you okay with that? Greg Sticha: Yeah. Just one other note, I just noticed on the consent agenda that the resolution authorizing the transfer. Mayor Furlong: This would be 1(f). Greg Sticha: I don’t think it’s part of that 1(f). It says approve resolution authorizing the issuance of the CIP bonds and resolution authorizing the bonds of the City. That should also include resolution authorizing the transfer. Chanhassen City Council - June 14, 2010 Mayor Furlong: That’s the actual staff report. Well why don’t we talk about that quickly, 1(f). The actual staff report shows three recommended resolutions from the City. One, adopting the street reconstruction plan and approving general issuance of general obligation bonds. The second would be a resolution authorizing a fund transfer to the EDA for the bond sale. And the third being a resolution providing for the issuance and sale of the general obligation temporary street reconstruction bonds. Greg Sticha: Yeah. Mayor Furlong: Those would be the three items, that’s in the staff report so that’s what. Greg Sticha: That’s right. Todd Gerhardt: The agenda doesn’t coincide with the recommendation but the motion would be to adopt the motion in the staff report. Mayor Furlong: So those would be the three items. Greg Sticha: Okay. Mayor Furlong: Any other items then on the consent agenda? If not, is there a motion to adopt items 1(a) through (h) excluding (e). Councilman Litsey: So moved. Mayor Furlong: Thank you. Is there a second? Councilman McDonald: I’ll second. Councilman Litsey moved, Councilman McDonald seconded to approve the following consent agenda items pursuant to the City Manager’s recommendations: a. Approval of Minutes: -City Council Work Session Minutes dated May 24, 2010 -City Council Verbatim and Summary Minutes dated May 24, 2010 Receive Commission Minutes: -Planning Commission Verbatim and Summary Minutes dated May 18, 2010 -Park and Recreation Commission Verbatim and Summary Minutes dated May 25, 2010 Resolution #2010-53: b. Approve Change Order No. 1, Audubon Road Reconstruction Project. Resolution #2010-54: c. 2010 Infiltration/Inflow Project 10-06: Accept Quote for Smoke Testing. 2 Chanhassen City Council - June 14, 2010 d. Approval of Wetland Alteration Permit for Audubon Road Reconstruction Project. f. Audubon Road Reconstruction Project: Resolution #2010-55: 1. Approve Resolution Adopting a Street Reconstruction Plan and Approving the Issuance of General Obligation Street Reconstruction Bonds for Financing the 2010 Audubon Road Reconstruction Project. Resolution #2010-56: 2. Approve Resolution Authorizing a Fund Transfer to the EDA for a Bond Sale to the City. Resolution #2010-57: 3. Approve Resolution Providing for the Issuance and Sale of $1,540,000 General Obligation Temporary Street Reconstruction Bonds, Series 2010 and Levying a Tax for the Payment Thereof. Resolution #2010-58: g. Approve Resolution Amending No Parking Zone, Lotus Trail. Resolution #2010-59: h. Approve Resolution Leasing Space for Vending Machines. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS: None. PUBLIC HEARING: MEDICAL ARTS PARKING LOT REHABILITATION PROJECCT 10-05. Mayor Furlong: Mr. McDonald. Councilman McDonald: Yes Mr. Mayor. On this particular issue I may have somewhat of a vested interest since I rent property over there so I would like to recuse myself from any further discussions. I’ll just go outside and when you’re ready I’ll come back. Mayor Furlong: Alright, thanks. Or just join us in the audience if you’d like. That’d be fine. Let’s move then to a staff report on this matter. Paul Oehme: Thank you Mayor, City Council members. I’d like to just give a brief presentation on the proposed improvements at the Medical Arts and Colonial Square parking lot. The project is located in the downtown of Chanhassen and incorporates the Medical Arts buildings here as th shown along 78 Street, Axel’s restaurant and then also the Colonial Square building as well. Parking facilities down there. So the existing conditions are shown here. The property owners have requested that the parking lot at these facilities be upgraded, improved at this time in conjunction with the Medical Arts building. The Colonial Square owner also has requested that these parking lots for their facility also be upgraded at this time as well as the Medical Arts parking lot. The City owns and has maintained the parking lot up into this point. The parking lot is over 20 years old and is in need of repair. We do survey the parking lot every 3 years and the paving condition index that we obtained 2 years ago is at 50 which is about half the life expectancy of the parking lot so, if you consider 100 score being a brand new parking lot. So there is an agreement between Medical Arts facilities, Axel’s for the City to maintain those parking lots and any improvement cost associated with the improvements to the parking lot 3 Chanhassen City Council - June 14, 2010 should be born by the benefitting property owners. So again shown in this kind of pinkish color is the Medical Arts parking lot. Shown at this location and then also the Colonial Square parking th facility just on the corner of West 78 Street and Great Plains Boulevard. The improvements to the Medical Arts parking lot both include that the surface drainage. Replacing some of the curb. The damaged curb that’s out there. Repaving or removing the existing pavement. All of the existing pavement and repaving the entire parking lot. There’s some drainage improvements that we’d like to also include in the parking lot to improve drainage for this facility. There is some poor sub-grade areas that we’ve identified. We’d like to rip those areas out and put in a little bit better structural section in there and then also damaged curb throughout the parking lot will also be replaced. Not entire curb and gutter but a portion of the curb and gutter. Along with that the Colonial Square parking lot, we are anticipating that this parking lot would be milled down to about 2 inches and resurfaced with 2 inches of new asphalt. There is some drainage improvements that we’d like to consider in this parking lot at the low points to help that parking lot also to drain better. The cost for the improvements are shown here as well. The entire project is proposed to be assessed back to the benefiting property owners. There’s benefit for these facilities since they do utilize this parking facility for their businesses so. The terms of the assessment are proposed at 10 years at 6% interest. The edge mill for the Colonial Square parking lot is over here and that estimate is just over $73,000. And then for the full depth overlay of the Medical Arts facility there are three assessments that are proposed for the benefiting property owners at this location. This estimates are, are just estimates at this time. Once we, if the council so chooses to move forward and bid out the project, we’ll get actual costs from the contractor and then once we have those costs in hand we’ll recalculate the assessments based upon those new numbers. We’re still working with Medical Arts property owners and Colonial Square on exactly what is the exact split of the assessments at this time. We’ve always based our assessments on benefiting parking area based upon their square footage and their parking requirements for these lots. We are still looking at making sure that those square footages for the building, for the Medical Arts especially are correct and that the correct assessment percentage is allocated to each of those buildings. So if the project would move forward a proposed schedule is shown here. We would propose they open bids sometime in July. Assessment hearing in August and begin the construction shortly thereafter and hopefully have the project completed in September so. One other note too, we’re still working with Axel’s on their parking lot area too. We’re going to meet with them on Friday and they just had some questions for us on the design of the project as well so we’re still working with all the property owners out here. It’s kind of a little bit in flux yet. It’s kind of a work in progress right now but we just want to make sure that the council’s aware of where we’re at with this project as it moves forward so with that I’d be happy to try to answer any questions at this time and I would recommend the public hearing be opened as well. Mayor Furlong: Okay, thank you. Any questions for staff at this time? Mr. Oehme, a couple questions I guess then on my part. First of all existing medians throughout the parking lot, are those expected to be retained? Paul Oehme: They will. Mayor Furlong: So the traffic flow through the parking lots will be the same. 4 Chanhassen City Council - June 14, 2010 Paul Oehme: Yeah. The traffic flow’s going to be basically the same as it is right now. Medians are going to stay in the same locations. Most of those medians have parking lot lights in them so we’ll keep those at their current location. Mayor Furlong: Okay, thanks. And then what about steps to minimize interruption for the businesses. In terms of when the reconstruction’s taking place. What are your thoughts there? Paul Oehme: Yeah we’re still talking with some of the property out there and one of the thoughts is to try to do a lot of the work during the weekend time period, especially in maybe the Medical Arts area parking lot so that schedule in terms of when the actual construction takes place is still unknown but that’s kind of what we’re pushing for. Maybe a Friday to Saturday and even into Sunday. Have the schedule to get at least the majority of the work done. Mayor Furlong: And are there any, with your timing of your construction in August and September, are there any special events or activities that the businesses have made you aware of at this point that might conflict with the construction schedule? Paul Oehme: Not that I’m aware of. Mayor Furlong: Alright. Okay. Any other questions for staff at this time? Okay what I’d like to do then is go ahead and open up the public hearing and invite interested parties to come forward and address the council on this. Now again for clarification, this is a feasibility study, public hearing with regard to the feasibility of the overall project so I think some of the questions that the council would be interested in hearing from interested parties would be whether or not the project is needed. Whether the scope of the project is reasonable and the proposed funding for the project as well. And obviously if there are other issues you’d like to address the council with that’d be fine as well so at this point I’ll open up the public hearing and invite people to come forward or address the council. Ken Talley: My name is Ken Talley. We’re owners of the Medical Arts and Colonial Square building and I think I can say with assurance that the project is needed. Mayor Furlong: Just for the record. I appreciate that. Ken Talley: And look forward to working with staff on the specs and the various allocations in accordance with the ordinances in terms of parking requirements and so on so we’re looking forward to get it done as quickly as we can. Mayor Furlong: Okay, thank you. Anyone else that would like to address the council on this matter? If not then without objection we’ll close the public hearing and bring it back to council for discussion. Any thoughts or comments? Councilman Litsey: Pretty straight forward to me. Mayor Furlong: Alright. Same? 5 Chanhassen City Council - June 14, 2010 Councilwoman Ernst: Yeah my question I think…this before but the assessment will be over a 10 year period at 6% interest, is that correct? Paul Oehme: Yes, that’s correct. Our standard assessment practice for these type of projects. Mayor Furlong: Okay. Alright. And that would come back at the assessment hearing I would assume. Paul Oehme: That’s correct. Mayor Furlong: Once the bids are back in and then we know what the actual amounts would be. Paul Oehme: Right. And then these, the projects will be taken on this year. We’re also pegging our interest rate at prime plus a couple percentage points for cost of selling those bonds too. Mayor Furlong: So 6% is for planning purpose for placeholder at this point. Paul Oehme: Exactly. Mayor Furlong: The plan is to follow our current practice with regard to road assessment. Paul Oehme: Exactly. Mayor Furlong: Projects. Okay. Alright there is no action required this evening. The purpose tonight was simply to hold the public hearing. Paul Oehme: There was a typo in the background but there is a resolution associated with the background so if council would be. Mayor Furlong: Okay, and that was in our packet. Okay. Alright. So the resolution simply states that the improvement is necessary, cost effective and feasible and that it is hereby ordered by the council and that the City of Chanhassen is designated as the engineer for this improvement. Engineering will prepare plans and specifications for making such improvement. Somebody like to make a motion to adopt that resolution? Councilwoman Tjornhom: I’ll make a motion to adopt that resolution. Mayor Furlong: Thank you. Is there a second? Councilman Litsey: Second. Mayor Furlong: Thank you. Motion’s been made and seconded. Is there any discussion on the motion? Hearing none we’ll proceed with the vote. Resolution #2010-60: Councilwoman Tjornhom moved, Councilman Litsey seconded to adopt the Resolution ordering improvements for the Medical Arts Parking Lot 6 Chanhassen City Council - June 14, 2010 Rehabilitation Project 10-6. All voted in favor and the motion carried unanimously with a vote of 4 to 0. Mayor Furlong: Thank you everyone. Appreciate your time and effort and Paul thanks for continuing to work with the property owners on those issues. Councilwoman Ernst: Can I just get a point of clarification? Mayor Furlong: Certainly. Councilwoman Ernst: So the resolution that we just voted on was. Mayor Furlong: Basically it was. Todd Gerhardt: Authorizing plans and specifications and we’ll be bringing that back in 2 weeks th for your August 28 meeting for you to approve plans and specs. Roger Knutson: The technical jargon is you ordered the project but that’s sometimes confusing because you have to order the project before you can do the subsequent steps such as ordering preparation of bids, plans and specs. Going to bid and all that and ordering the project sets certain time lines in place so it’s a necessary step along the way, but you can still pull the plug. I mean you can approve the plans and specs and not award the bids. Mayor Furlong: Okay? We’re good. Thank you. Short agenda this evening. That does complete our items under for business tonight. Unfinished and new business. COUNCIL PRESENTATIONS: Mayor Furlong: Any presentations from members of the council? I would like to say thank you to Mr. Gerhardt and Laurie Hokkanen and all our city staff. Kate was out there and Greg to the Chamber picnic last week. I think it was on Thursday. Seems like a long time ago but it was just last Thursday. Little rainy but still a great turnout by members of the Southwest Metro Chamber and thanks to again everybody for getting the fire started and grilling the meat and good meat from VonHansen’s this year. Member of the chamber and those burgers went really fast with blue cheese and such in them so thank you. It was a great turnout and I appreciate all the staff’s efforts for organizing, coordinating and hosting that on behalf of the City so. Todd Gerhardt: Yeah. It’s been a tradition of the City to sponsor one of the Southwest events and we’ll usually do a picnic and serve brats and hamburgers and I think we had about 50 people show up and we had the Red Bird show up, mascot and talked a little bit about the Red Birds being 3 and 1 and look forward to seeing the rest of their games this summer. Mayor Furlong: Chaska Cubs at Chanhassen High School, home game for the Red Birds this coming Friday so should be a fun night. Anything else from the council? If not then Mr. Gerhardt, administrative presentations. 7 Chanhassen City Council - June 14, 2010 ADMINISTRATIVE PRESENTATIONS: Todd Gerhardt: Just wanted to update you on Highway 5. They’re putting in an acceleration lane going eastbound on Highway 5. Where it was supposed to be open here and the work completed for that acceleration lane here today but due to the weather we had some delays out there and I’d like to give you when everything is going to be done but again with the rains going on, it’s uncertain so hopefully within the next week or so. MnDOT’s doing a great job of keeping everybody informed of the electronic sign and that’s probably the best way to monitor the activities. Mayor Furlong: Do they expect any more lane closures on 5 east or this last weekend was the only lane closure? Paul Oehme: My understanding is last weekend was the only lane closure so. Mayor Furlong: Okay. And were there any problems with the detour? Any traffic problems? Paul Oehme: Not that I heard, no. They did delay the concrete pour today and it’s scheduled tomorrow so in 2 days they should have all the concrete poured and it has to cure a little bit so hopefully it opens up by next week. Mayor Furlong: Okay. Alright. Very good. Anything else Mr. Gerhardt? Todd Gerhardt: That’s it. Mayor Furlong: Any questions for Mr. Gerhardt or his staff? No? CORRESPONDENCE DISCUSSION. None. Councilman Litsey moved, Councilwoman Ernst seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 5 to 0. The City Council meeting was adjourned at 7:25 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim 8