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HomeMy WebLinkAbout06.04.07 Council Minutes COUNCIL MINUTES PRE-MEETING June 4, 2007 1. CALL TO ORDER The meeting was called to order by Acting Mayor McKnight at 6:30 p.m. Members Present: Members Absent: Also Present: Fogarty, McKnight, Pritzlaff, Wilson Soderberg Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Kevin Schorzman, Assistant City Engineer; Cynthia Muller, Executive Assistant 2. APPROVE AGENDA MOTION by Wilson, second by Fogarty to approve the Agenda. APIF, MOTION CARRIED. 3. CITIZEN COMMENTS 4. COUNCIL REVIEW OF AGENDA Councilmember Wilson asked about items on the list of bills regarding a payment to Yahoo for investigative services. Finance Director Roland replied that the Police Department does searches online. Councilmember Wilson then asked about a payment to Wold Architects identified as public facilities 2001. Finance Director Roland noted that should be coded to City Hall. Councilmember Wilson asked if it was unusual to make payments before bids are awarded. Finance Director Roland stated payments have been made to Wold since Council authorized the contract for plans and specifications. Councilmember Wilson noted there are a variety of purchases for mechanical items and services. Finance Director Roland replied there are some things our in-house mechanics are unable to fix such as transmission issues on squad cars. Councilmember Pritzlaff noted in past minutes regarding the City Hall, it mentioned a tour would be set up of various City Halls and that did not happen. 5. STAFF COMMENTS City Administrator Herlofsky noted Council received an invitation to the ceremony for the Post Office on June 23,2007. Council Minutes (Pre-Meeting) (DATE) Page 2 6. ADJOURN MOTION by Pritzlaff, second by Fogarty to adjourn at 6:34 p.m. APIF, MOTION CARRIED. Respectfully submitted, L~ ~CL /r?~ ~'~C4 c Cynthia Muller Executive Assistant COUNCIL MINUTES REGULAR June 4, 2007 1. CALL TO ORDER The meeting was called to order by Acting Mayor McKnight at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Acting Mayor McKnight led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Fogarty, McKnight, PritzlaffWilson Soderberg Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Kevin Schorzman, Assistant City Engineer; Jen Collova, Natural Resources Specialist; Cynthia Muller, Executive Assistant Sid Inman 4. APPROVE AGENDA MOTION by Pritzlaff, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) ALF Ambulance Annual Report - Tom Kelley Mr. Tom Kelley, ALF Ambulance, presented the 2005-2006 ALF Ambulance Annual Report. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Pritzlaff, second by Wilson to approve the Consent Agenda as follows: a) Approved Council Minutes (5/21/07 Regular) b) City Administrator Evaluation Summary - City Attorney Acting Mayor McKnight noted City Administrator Herlofsky is fully meeting the expectations of Council in all areas. He thanked City Administrator Herlofsky for his work over the last year. c) Approved Capital Outlay - Parks and Recreation d) Approved Appointment Recommendation Public Works - Human Resources e) Adopted RESOLUTION R48-07 Scheduling July 16, 2007 for the Assessment Hearing for the Mill and Overlay Project - Engineering Council Minutes (Regular) June 4, 2007 Page 2 f) Adopted RESOLUTION R49-07 Approving Gambling Premises Permit- Administration g) Approved Bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS a) Approve Therapeutic Massage License - Administration Mr. Joel Ward applied for a Therapeutic Massage License for Hadler Family Chiropractic. MOTION by Fogarty, second by Wilson to close the public hearing. APIF, MOTION CARRIED. MOTION by Fogarty, second by Pritzlaffto approve a Therapeutic Massage License for Joel Ward at 625 8th Street. APIF, MOTION CARRIED. 9. AWARD OF CONTRACT a) Award City Hall Bid and 1st Street Garage - Wold Architects Mr. Mike Cox, Wold Architects, presented the bids received for the City Hall and 1 st Street Garage. They received 12 bids. An alternate was requested for the expansion space at City Hall. The low bid was received from Merrimac Construction, however, due to a mathematical error they withdrew their bid. The second low bid was from Lund Martin Construction for a total bid of $7,705,000. The base bid for City Hall and 1 st Street Garage was $7,569,000 and the alternate expansion space was $136,000. Councilmember Pritzlaffrequested a history ofprojects done by Lund Martin. Mr. Cox stated Wold has done several projects with them and they also built the Fire Station. Councilmember Pritzlaff did not recall this going to the Planning Commission for site plan review and asked when this would go to the Planning Commission. He had a concern with accepting bids before the plan is reviewed by the Planning Commission in case they felt something should be changed. City Attorney J amnik stated there was no legal requirement for the Planning Commission to review the project. Any site plan review would be done by staff. Councilmember Wilson recalled there were six lots on this property. City Attorney J amnik stated staff has sent a request to Dakota County to combine the lots. After some checking by staff, City Administrator Herlofsky stated the site plan review will be going to the Planning Commission on June 12,2007. Councilmember Pritzlaff stated then this is out of procedure. He felt the Planning Commission should approve the site plan before bids are accepted. City Administrator Herlofsky stated he preferred it be done in this order. Councilmember Wilson stated after receiving this information, if Council approves the bid and then the Planning Commission finds something that should be changed, he would be concerned with seeing a change order before construction begins. He suggested continuing this item. He recalled the timeline Council Minutes (Regular) June 4, 2007 Page 3 was to award bids in May, however, he preferred to wait to approve bids until the June 18, 2007 Council Meeting. Councilmember Pritzlaff agreed with continuing this to the next meeting or he would vote no. He was also concerned that the process had gone this far without the Planning Commission reviewing the plans before the bids were received. He was uncertain whether it was up to Wold or staff to have brought this to the Planning Commission. Councilmember Fogarty stated she was confused that he thought this was being done out of order. This is exactly how the Fire Station was done. The City is not a private entity, it is a public entity. Weare constantly reviewing ourselves. It would seem very unlikely that the Planning Commission would find something we have not found ourselves because we are constantly working with the Planning Department. The change orders at the Fire Station were not anything the Planning Commission would have caught ahead oftime. They were things discovered during construction, not from looking at a site plan. Weare following the same procedures as previously by approving this tonight. Councilmember McKnight was comfortable with moving ahead. Council has seen these designs for 6-9 months. Planning staffhas seen it. He was ready to move forward with the schedule laid out a year ago. MOTION by Fogarty, second by McKnight to accept the low bid from Lund Martin Construction in the amount of$7,705,000 which would include Alternate #1 of finishes and toilets in the expansion space. Councilmember Pritzlaff asked if this is a tie vote, would it be better to table this to the next meeting. Councilmember McKnight was not concerned with putting the Planning Commission in the corner. They will say what is on their mind, whether it is something Council has voted on or not. He was ready to move forward. Voting for: Fogarty, McKnight. Voting against: Pritzlaff, Wilson. MOTION FAILED. This will be brought back to the June 18,2007 Council Meeting. The bids are good for 30 days. 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Laserfiche Update - Human Resources Staffhas purchased Laserfiche software to convert documents into a digital system. Council was presented with a timeline for scanning all of the documents in City Hall. b) Engineering Project Updates - Engineering Staff gave an update on engineering projects. Elm Street - The project will be awarded by Dakota County on June 5, 2007 without the street lighting alternate. The street lighting will be brought to the July Council Minutes (Regular) June 4, 2007 Page 4 16,2007 Council Meeting. The pre-construction meeting will be held June 12, and the project will start June 18,2007. The first communication group meeting will be held June 13,2007. The contractor would like to work extended hours to complete the project as quickly as possible. Flagstaff Avenue - The plans and specifications will be completed the week of June 18, 2007. Staff is expecting to receive a negative declaration on the EA W first of next week. The Met Council is in the process of reviewing the plans. The easement acquisition is ongoing. Properties are expected to be acquired June 25, 2007. The school district is grading a portion of Flagstaff in front ofthe high school. 195th Street - The plans and specifications are complete. Permits need to be finalized and will be brought to the next few Council Meetings for approval. The PUD Agreement with Newland is needed before the project moves forward. Well House No.8 - Construction is continuing and should be completed in September. TH3 Roundabout - Cooperative agreement funds have been accepted and the feasibility report is in process. TH3 Surface Transportation Program Application - The letter to request funds from MnDOT was sent today. The application should come to Council for review on July 2,2007. The application is due the end of July. Hunter Lift Station - Plans are being prepared and bids will be taken on June 29, 2007. Bids will be awarded on July 2,2007. Fairhills Pond Slope Project - The plans are being prepared. Bids will be taken on July 13, 2007 and awarded on July 16, 2007. Ice Arena Feasibility Report - Has just begun. Crack Sealing and Seal Coating - Crack sealing is done and the seal coating will begin next week. Sidewalk Replacement Project - June 5, 2007 is the last day to receive quotations. The project should start in late June/early July. Hill Dee Proj ect - Staff is working with the contractor on some items. The yards should be filled this week and curb and gutter patching items need to be done so the final wear course can be put on this summer. Mill and Overlay - Work order items are in process and should be complete by the end of next week. Council Minutes (Regular) June 4, 2007 Page 5 Ash Street Project - Staff is soliciting quotes for sod along Ash Street. Replacement should begin late this week/early next week. Easements for Spruce Street - Negotiations are being finalized. Charleswood Marketplace - Construction has started on CVS Pharmacy and the retail building. Staff is reviewing the plans for the medical building. It is anticipated the CVS Pharmacy and retail building should be completed late summer/early fall. Riverbend 2nd Addition - They are grading on the site and staff is reviewing the construction plans. The developer is revising the final plat. Staff is working on the Development Contract. Fairhill- The PUD Agreement and Development Contract discussions are in process. Staff would like to bring the PUD Agreement to Council on June 18, 2007, if the project is going forward this year. 11. UNFINISHED BUSINESS a) Boulevard Tree Policy - Engineering Currently the code requires boulevard trees be planted 40 ft. apart in new developments. In 2006, 1,000 new trees were planted within the boulevard. Each year this number has grown, and means more trimming is required. Staff recommended the following: Tree replacement - On residential streets, the decision to replace a tree or not is left to the homeowner. If the homeowner decides to replace a boulevard tree, it must be placed on private property and not in the boulevard. New developments - Staff recommended changing the policy of requiring trees within the boulevard to locating the trees on private property in new developments along residential streets. The only exception is if a Homeowner's Association would agree to maintain the trees forever. This would eliminate damage to City vehicles, tree trimming, and sidewalk and curb damage from tree growth would be reduced. Boulevard tree routes - Staff recommends continuing to plant trees in the boulevard along these routes. The majority of the routes are major collector streets. The City would continue to be responsible for replacing the trees in the boulevard. The impact to the budget would be a cost savings of $6,000 if boulevard trees were only replaced on boulevard tree routes. Councilmember Fogarty stated she was in favor of boulevard trees. Tree trimming is a responsibility of the City. Boulevard trees are traffic calming. The storm a few years ago created a huge backlog, but it is more the exception than Council Minutes (Regular) June 4, 2007 Page 6 the rule. The objective is to save the City money. She would agree with replacing trees being the homeowner's responsibility, but she would still want them in the boulevard, including new developments. She would not approve the recommendations. Councilmembers McKnight, Pritzlaff and Wilson supported staffs recommendations. Staff will revise the ordinance and bring it to the Planning Commission for review. b) Approve City Hall and 1 st Street Garage Bond Sale - Finance Finance Director Roland presented results of the bond sale to finance construction of the new City Hall and 1 st Street Garage. The City received 11 bids. The low bidder was Morgan Keegan at a net interest rate of 4.1866% and a total interest cost of$5,187,124 or $171,368 less than estimated. The bonds are for 20 years. MOTION by Pritzlaff, second by Wilson to adopt RESOLUTION RSO-07 awarding the sale ofthe $9,990,000 G.O. Capital Improvement Plan Bonds of 2007 A to Morgan Keegan. APIF, MOTION CARRIED. 12. NEW BUSINESS 13. COUNCIL ROUNDTABLE Councilmember Pritz/aff: Noted the City is taking applications for the Planning Commission. An ad will also be placed in the Farmington Independent. City Administrator Herlofsky: Gave credit to Finance Director Roland for obtaining such a low interest rate on the bonds for City Hall and 1 st Street Garage. 14. ADJOURN MOTION by Fogarty, second by Pritzlaffto adjourn at 8:05 p.m. APIF, MOTION CARRIED. Respectfully submitted, s?r~ /Y7d~ ~ (/' Cynthia Muller Executive Assistant