6/23/2020 - City Council - Special - Minutes.0 4��
SPRING PARK
On Lake a1nnemnka
CITY OF SPRING PARK
SPECIAL CITY COUNCIL MINUTES
JUNE 23, 2020 - 5:00 PM
SPRING PARK CITY HALL
1. CALL TO ORDER - The special meeting was called to order by Mayor Rockvam at 5:00 p.m.
Council Members Jerome P. Rockvam, Mayor; Mark Chase; Jeff Hoffman; Pamela Horton; and
Present: Gary Hughes
Staff Present: Dan Tolsma, City Administrator; Brian Hare, City Engineer; and Greg
Pederson, Mound Fire Chief
2. PLEDGE OF ALLEGIANCE — Mayor Rockvam led the audience in the Pledge of Allegiance.
3. ADOPT MEETING AGENDA
M/Hughes, S/Horton to adopt the meeting agenda.
4. PRESENTATIONS & GUEST SPEAKERS
a. West Arm Road West Utilities, Street, & Access Discussion
i. Project Recap
ii. Water & Sewer Repair Update
iii. Street & Stormwater
iv. Emergency Access & Fire Hydrants
v. Financial Considerations
vi. Resident Notification and Outreach
City Engineer Hare presented the West Arm Road West feasibility report. He discussed options
available for water, sewer, street, and stormwater improvements. He further discussed:
• Project Area History
• Fire Apparatus Access Road restriction, NFPA/IFC Non-compliance and Risk
• Aging Sanitary/Water and Risk
• Aging Street and Drainage needs
• Proposed Improvements, Schedule, and Cost
Mound Fire Chief Pederson discussed public safety issues regarding fire truck access on West Arm
Road West. He stated that the road, hydrants, and bridge are grandfathered since they were built to
Code at the time they were installed but are not up to today's standards and truck sizes. He stated
that the three priorities that Council should consider are 1) increasing bridge height/width to more
easily accommodate a ladder truck, 2) adding fire hydrants, and 3) widening the road since it is
currently only 14 feet wide.
Mayor Rockvam asked if the Hennepin County Regional Rail Authority (HCRRA) was open to
leasing, selling, or donating land to widen the road.
City Engineer Hare responded that HCRRA has said they would be open to leasing or selling land.
However, HCRRA noted that the land has been listed as a potential light rail expansion area. While
this particular expansion is highly unlikely, HCRRA did mention this potential future project in
regards to an easement.
Council Member Hughes stated that residents have voiced concerns about traffic speed increasing,
especially on the sharp corner, if the center bridge pillar is removed.
City Engineer Hare responded that there are ways to stripe and sign the road to help calm traffic.
Mayor Rockvam stated he was in favor of separating the bridge project from the proposed water
and sewer improvements.
City Engineer Hare responded that based on the types of contractors that would be bidding on the
water and sewer project, the bridge would need to be a separate bid process anyway.
Council Member Chase was in favor of splitting the projects for bidding, moving forward with the
water and sewer improvements including adding fire hydrants, looking for a solution to increase the
height/width of the bridge, and receiving more data on the proposed road improvement project.
He further mentioned that he believes road projects should be on a schedule and be more of a data -
driven decision instead of just basing all road projects on public opinion at the time.
Council Member Hoffman agreed with Council Member Chase and asked what the cost savings is
for trenching versus sliplining.
City Engineer Hare responded that they are comparable costs with an open road but West Arm
Road West is not an open road so the outliers are the shoreline area and front yard issues because
the project needs to be as minimally invasive as possible. He stated that trenching would potentially
bring 10-20% cost savings.
The City Council consensus was to move forward with water and sewer improvements including
adding fire hydrants, look into the option of leasing or buying HCRRA land to widen the road, and
researching an option to increase the height/width of the bridge for fire truck access.
City Administrator Tolsma stated he wanted to discuss the financial decisions for the proposed
projects including bonding options.
Council Member Hoffman asked if the City currently depreciates its assets in order to build a
replacement fund for its infrastructure.
City Administrator Tolsma responded that the depreciation is accounted for in regards to the City's
water and sewer infrastructure. There is currently some money in the cash reserves for water
improvements. However, sewer improvements hadn't been depreciated and accounted for in many
years and that was not changed with a rate increase until just a couple of years ago.
City Administrator Tolsma stated that a financial decision does not need to be made tonight but he
wants to the Council to start thinking about options. He stated that while there may be enough
money in cash reserves to cover the West Arm Road West water and sewer improvements, but that
it would be the last major project that could potentially be paid with cash reserves until there is
another bond and refunding resolution.
Mayor Rockvam asked for City Administrator Tolsma to send the City Council the current amount
in the City's cash reserves so they can be more informed when making their decision.
City Administrator Tolsma stated that rates are low right now and the Council needs to decide what
sort of financial position the City would like to be in. He added that if the cash reserves are used for
the project it basically is being paid for by residents that have lived here for quite some time and
built up that reserve fund. Whereas, if the City bonds for the project it is paid for by current and
future residents since they will be seeing the benefits of the project. This is philosophical question
that the Council will need to decide.
City Administrator Tolsma discussed resident notification and outreach options especially once the
project gets closer. He added that the normal process of having an open house is complicated by
the current COVID-19 pandemic so alternative options are being discussed.
Mayor Rockvam discussed the option of renting a larger space because he believes projects of this
type need to be discussed and presented in person.
Council Member Chase brought up the idea of having a video presentation prepared for
distribution before an in -person meeting. He believes this option could answer many questions
ahead of time to make the in -person meeting as efficient as possible.
The City Council discussed notification options including video presentations, an online open
house, renting a larger space for an in -person meeting, and distributing printed brochures.
Mayor Rockvam would like the Council to give serious thought to the Public Works contract and
getting into a long-term agreement with the City of Orono once the PeopleService contract expires.
The City Council consensus was they would like to see bids to compare service options and pricing.
City Administrator Tolsma responded that starting a proposal process early is good for all parties
involved. He added that he will contact Orono, Mound, and PeopleService to discuss interest,
possible services that could be provided, and a timeline for proposals.
5. MISCELLANEOUS — None.
6. ADJOURNMENT
The meeting was adjourned by unanimous consent at 6:25 p.m.
Date Approved: July 20, 2020
Dan Tolsma, City Administrator
Theresa Schyma, City Clerk