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HomeMy WebLinkAbout06.18.07 Council Minutes COUNCIL MINUTES PRE-MEETING June 18, 2007 1. CALL TO ORDER The meeting was called to order by Mayor Soderberg at 6:30 p.m. Members Present: Members Absent: Also Present: Soderberg, McKnight, Pritzlaff, Wilson None Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Lee Mann, Director of Public Works/City Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant 2. APPROVE AGENDA MOTION by Pritzlaff, second by McKnight to approve the Agenda. APIF, MOTION CARRIED. 3. CITIZEN COMMENTS 4. COUNCIL REVIEW OF AGENDA Councilmember McKnight asked about the May Financial Report and noted the liquor store revenues versus expenditures had a $100,000 difference. Finance Director Roland replied there is a difference in cost of goods sold and the journal entry was made backwards. The liquor store broke even for the month. Staff is monitoring liquor store operations and will be developing a plan to address possible concerns. 5. STAFF COMMENTS Police Chief Lindquist noted the Torch Run is on Thursday from Mendota Heights to Farmington. As traffic is being diverted to Ash Street because of the Elm Street project, police officers have been spending more time on Ash Street. The Police Department is also prepared for Rambling River Days this weekend. 6. ADJOURN MOTION by McKnight, second by Pritzlaffto adjourn at 6:37 p.m. APIF, MOTION CARRIED. Respectfully submitted, (2__ ~~ .4-::? I~:.o--:-:-: ~~~ Cynthia Muller Executive Assistant COUNCIL MINUTES REGULAR June 18, 2007 1. CALL TO ORDER The meeting was called to order by Mayor Soderberg at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Soderberg led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Audience: Soderberg, Fogarty, McKnight, Pritzlaff, Wilson None Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Lee Mann, Director of Public Works/City Engineer; Lisa Shadick, Administrative Services Director; Brenda Wendlandt, Human Resources Director; Cynthia Muller, Executive Assistant Bill Pritchard, Ron Thelen 4. APPROVE AGENDA Mayor Soderberg and Councilmember Fogarty pulled the Council Minutes to abstain from voting. Councilmember Wilson asked about item 9a) Award City Hall and 1 st Street Garage Bid. He noted this was the same information from the previous meeting and did not see any action requested, so he was unsure as to what was to be done with this item. Mayor Soderberg replied the action is to accept the bids. City Administrator Herlofsky stated the Planning Commission did take action on this item. Councilmember Wilson asked that when there is action from another commission, it be included in a separate cover memo along with the action requested. City Engineer Mann pulled item 5a) Introduce Promoted Employee to bring back to the next meeting. MOTION by McKnight, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS b) Farmington Rotary History Update - Chad Collignon Mr. Collignon was not present at the meeting. 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Wilson, second by McKnight to approve the Consent Agenda as follows: b) Awarded Annual Sidewalk Replacement Project Contract - Engineering c) Received Information Seasonal Employees - Human Resources Council Minutes (Regular) June 18,2007 Page 2 d) Adopted RESOLUTION R51-07 Accepting Safety Camp Donation - Parks and Recreation e) Received Information May 2006 Financial Report - Finance f) Approved Extension Request Recording of Twin Ponds Final Plat - Planning g) Approved Extension Request Fairhill Preliminary Plat - Planning h) Adopted RESOLUTION R52-07 Authorizing Advertisement for Bids Flagstaff Avenue Project - Engineering i) Approved Bills APIF, MOTION CARRIED. a) Approve Council Minutes (6/4/07 Regular) (6/11/07 Special) MOTION by Fogarty, second by Wilson to approve the June 4, 2007 Minutes. Voting for: Fogarty, McKnight, Pritzlaff, Wilson. Abstain: Soderberg. MOTION CARRIED. MOTION by Pritzlaff, second by McKnight to approve the June 11,2007 Minutes. Voting for: Soderberg, McKnight, Pritzlaff, Wilson. Abstain: Fogarty. MOTION CARRIED. 8. PUBLIC HEARINGS a) Adopt Resolution - Vacate Drainage and Utility Easement Riverbend- Planning Mattamy Homes is requesting vacation of several drainage and utility easements within the original Riverbend plat approved in 2005. They are replatting the northern 75 acres ofthis development and adding 13 lots to what was originally approved. Due to the new lot configurations, the easements need to be vacated and new drainage and utility easements will be dedicated with the plat. MOTION by Pritzlaff, second by McKnight to close the public hearing. APIF, MOTION CARRIED. MOTION by Fogarty, second by Wilson to adopt RESOLUTION R53-07 vacating the drainage and utility easements in outlots A, B, D and E and lots 1-22, Block 1; lots 1-12, Block 2; lots 12-15, Block 7; lots 1- 5, Block 8; lots 1-15, Block 9; lots 1-7, Block 10 in Riverbend. APIF, MOTION CARRIED. 9. AWARD OF CONTRACT a) Award City Hall Bid and 1 st Street Garage - Wold Architects Mr. Mike Cox, Wold Architects, presented the bids for City Hall and 1 st Street Garage. The Planning Commission approved the plans on June 12,2007 with some conditions: 1. Screen or relocate the mechanical equipment on the City Hall roof. The intent is to minimize the sight line ofthe equipment. The equipment will be moved 20 ft towards the back. 2. Add 1 ft. in width to an entry driveway. 3. Stripe an additional vehicle stall at the 1 st Street Garage. These items have no or minimal impact on the project. Council Minutes (Regular) June 18, 2007 Page 3 The low bidder is Lund Martin Construction. The bid is $7,569,000 plus the alternate of$136,000 for a total cost of $7,705,000. Councilmember Pritzlaffread a portion of the June 4, 2007 Council Minutes. He reviewed the code and noted major projects are to be reviewed by the Planning Commission. At the Planning Commission meeting it was stated the packet was received from Wold on May 9,2007 for review. This gave staffless than 30 days to review the plans and receive bids. Other developments have a 60-day review period. He was concerned with the procedure and the process. He did not want to see this project receive special treatment. We have procedures and we need to follow them. He asked about the height of the building and saw where it was 42 ft. tall. The mechanical system is 9 ft. tall. He was aware the roof deck may sit down from the outside wall, but it could still put us over the 45 ft. height limit. Mr. John McNamara stated the top ofthe curved roof is 42 ft. in height and the mechanical system is on a lower roof and is 8 ft. off the lower roof. The maximum height is the curved roof at 42 ft. Councilmember Pritzlaff also was not comfortable with a City employee being the project manager. He noted we would not have an outside person to hold accountable. City Administrator Herlofsky replied a construction manager is a different process. Doing a project with an architect and a contractor and having a City employee as project manager is not unusual. Councilmember Pritzlaff wanted to see a process for change orders, how they come to Council and a timeline. City Administrator Herlofsky stated most of the time routine change orders come up during construction and an adjustment needs to be made. Items of major consequence will be brought to Council for consideration. If an item occurs, Council will be informed as soon as possible. There are times a decision will need to be made so the project can continue. Mayor Soderberg noted City Administrator Herlofsky has been given the latitude to make those decisions. There are statutorily limits on dollar amounts he can approve. He felt the City was well protected by having City Administrator Herlofsky as the project manager. Councilmember Wilson asked Mr. Cox to be more specific with moving the equipment on the roof and if it would be a reduction or an increase in the cost of the project. Mr. Cox explained the procedure and that it might decrease the cost. Councilmember Wilson asked how confident Wold is in what is proposed by Lund Martin meeting the way Council intends to have the building designed. Mr. Cox stated there will be change orders for adjustments and ifthere is something unknown, the contingency would be used. Councilmember Wilson was confident City Administrator Herlofsky would do a good job managing the project. He noted the school district put together a change order process for the high school and he was impressed by that. Councilmember McKnight thanked Wold Architects and staff for their work. Councilmember Fogarty asked if where the Blaha building is located would be mostly parking lot. Mr. Cox stated soil borings have been taken and there could Council Minutes (Regular) June 18, 2007 Page 4 always be issues with where a building is located. The parking lot will be located where the Blaha building is, but the question is what was there before that building. There are water conditions so there will not be a basement in the building. Councilmember Fogarty thanked Wold and staff for all their hard work. Mayor Soderberg thanked all of the members ofthe City Hall Task Force for their participation in this proj ect. MOTION by McKnight, second by Fogarty to enter into a contract with Lund Martin Construction for a total amount of$7,705,000 including the Planning Commission recommendations. APIF, MOTION CARRIED. 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Comprehensive Annual Financial Report December 2006 - Finance Finance Director Roland and a representative from Eide Bally presented the December 2006 Financial Report. The fund balance increased in 2006 by $263,453, bringing the fund balance to $1.5 million or 21 % ofthe annual expenditures of the year. Budgeted revenues were short by $81,000, however expenditures were $291,000 less than budgeted. Finance Director Roland noted the Public Works Department did an outstanding job in compiling information from the GIS system to come up with a cost estimate for infrastructure. MOTION by Wilson, second by Pritzlaffto approve the December 31,2006 Comprehensive Annual Financial Report. APIF, MOTION CARRIED. b) Dakota County 2008-2012 CIP Requests - Engineering The City would like the following projects included in Dakota County's 2008- 2012 CIP: - CR 64 (195th Street) from Autumn Glen to TH3 - 2008/2009 Newland is not willing to start this project this year based on marketing conditions, but are willing to start the project next year. - CSAH 31, CSAH 50 to CSAH 74 - 2009 - CSAH 74, Denmark to CSAH 31 - 2009 - Traffic Signal at Flagstaff and CSAH 50 - 2009 Due to the new high school on Flagstaff, Mayor Soderberg would like to see a signal installed early and then get reimbursed by the County. City Engineer Mann suggested this be included in the August Transportation Workshop. - 195th Street, Flagstaff to Cedar- 2012 - Traffic Signals along Pilot Knob Road This will also be discussed at the August Transportation Workshop. Council Minutes (Regular) June 18, 2007 Page 5 - 208th Street - Cost Participation Policy Mayor Soderberg requested staff check with the railroad on assisting with the cost of 208th Street. Mayor Soderberg asked staffto check with the County on placing speed monitors on County roads such as Ash Street. Council agreed with these projects. c) Adopt Ordinance - Zoning Code Definitions - Planning Staff provided Council with a schedule for updating the zoning ordinance. The first update is zoning definitions. The Planning Commission recommended approval of the ordinance. Council discussed several ofthe changes in the definitions. Council decided to delete the change for daycare facilities as they already have state regulations. MOTION by Fogarty, second by McKnight to adopt ORDINANCE 007-573 approving all changes except daycare facility, in home. APIF, MOTION CARRIED. d) Adopt Resolution - Approve Riverbend 2nd Addition Final Plat - Planning Mattamy Homes is planning 27 lots and several outlots in the Riverbend 2nd Addition. These lots will be in the southern portion of the development. The development is also proposing a centrally-located park. There are also a number of trails. There is an adverse possession claim regarding a certain piece of property. A number of property owners within Dakota County Estates are claiming they have property rights to these areas as they have been maintaining them for a number of years. The developer is outloting the areas in question to proceed with the platting ofthe property. Mayor Soderberg asked about when the trails will be built as the ordinance requires they be built prior to construction of homes. If they are outlots, he understood they would not be built until a later date. City Engineer Mann noted the actual construction of the trails will be addressed in the development contract. The City is not allowed to put trail easements on plats. Councilmember Fogarty asked ifthere could be a trail overlay shown in the future. MOTION by Pritzlaff, second by McKnight to adopt RESOLUTION R54-07 approving the Riverbend 2nd Addition Plat contingent upon the preparation and execution ofthe Development Contract and the satisfaction of all engineering comments as well as approval of the construction plans for grading, storm water and utilities by the Engineering Division. APIF, MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS Council Minutes (Regular) June 18, 2007 Page 6 13. COUNCIL ROUNDTABLE Councilmember Fogarty: Rambling River Days is this weekend. Councilmember McKnight: Council received calls on the Elm Street project and encouraged residents to continue to shop all the businesses that are difficult to access. He received calls regarding speed on the detour and Council spoke with the Police Chief and they are doing enforcement. He urged residents to go the speed limit and follow the detour routes. He encouraged residents to enjoy Rambling River Days this weekend. Councilmember Wilson: The Post Office dedication is Saturday at 10:30 a.m. Councilmember Pritzlaff: He attended a meeting on Elm Street and the contractor will have more people working on this project than usual. It will be a long project and should finish around November 15, 2007. He spoke with staff about the detour route and the difficulty with reaching the businesses. The mill and overlay on Denmark should be finished this week. The County will open Elm Street on Friday at noon, so it will be open for Rambling River Days. City Attorney Jamnik: Property acquisitions along Flagstaff are continuing negotiations. The City may have to file on parcels the first week of July in order to maintain the construction timeline. An update will be provided at the July 2,2007 Council Meeting. City Administrator Herlofsky: There will continue to be weekly meetings at City Hall on the Elm Street project for anyone wanting information. County representatives will be in attendance to outline what has been completed and what to expect in the future. There will be a final Rambling River Days meeting on Tuesday night. City Engineer Mann: Regarding the infrastructure information provided for the financial report, the credit belongs to Kevin Schorzman along with several ofthe Engineering staff. Mayor Soderberg: He received comments at 5:30 a.m. on the Elm Street project and about the overlay on Denmark. He spoke with County representatives prior to the Council Meeting, and the Denmark project should be done in two days. They also discussed the signage issue. They were very responsive to concerns and want to make sure businesses remain accessible. Crossings will be left open as long as possible as a hard surface. Crossings at 1 st Street, 3Td Street and 6th Street will be open. Others will be Council Minutes (Regular) June 18,2007 Page 7 closed. He heard the intersection at 1 st and Spruce is a difficult crossing. A resident asked if we can have an all-way stop at that intersection. Staffwill review the situation. Saturday night there was a musical group playing in the McVicker lot. There were several people attending and businesses stayed open later than usual. The Downtown Business Association will continue that practice on the 3Td Saturday of the month. He encouraged residents to have fun at Rambling River Days. 14. ADJOURN MOTION by Fogarty, second by McKnight to adjourn at 8:36 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~M~ (/ Cynthia Muller Executive Assistant