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HomeMy WebLinkAbout06.18.18 Council Minutes CITY OF FARMINGTON CITY COUNCIL MINUTES REGULAR MEETING JUNE 18, 2018 1. Call to Order Mayor Larson called the meeting to order at 7:00 p.m. 2. Pledge of Allegiance Mayor Larson led those in attendance in the Pledge of Allegiance. 3. Roll Call Present-Larson, Bernhjelm and Craig Absent-Bartholomay and Donnelly Staff Present-Administrator McKnight, Finance Director Malecha, Public Works Director Gehler, Parks and Recreation Director Distad, Human Resources Director Wendlandt and Attorney Jam nik. 4. Agenda Motion by Craig, second by Bernhjelm,to approve the agenda as amended pulling item 7L off of the consent agenda for discussion. APIF, motion carried. 5. Announcements/Commendations None 6. Citizen Comments None 7. Consent Agenda Motion by Bernhjelm, second by Craig,to approve the consent agenda: a) Approve Minutes of the June 4, 2018 City Council Meeting-Administration b) Approve Minutes of the June 11, 2018 City Council Work Session-Administration c) Approve Agreement with Helm Electric to Light City Entrance Sign-Parks d) Adopt Resolution R21-2018 Accepting a Donation from Dakota Electric for Pollution Prevention Day-Public Works June 18,2018 Minutes - 1- e) Approve Solid Waste Policy Update-Public Works f) Approve Community Solar Garden Subscription Contract-Public Works g) Appointment Recommendation Fire Department-Human Resources h) Appointment Recommendation Fire Department-Human Resources i) Appointment Recommendation Fire Department-Human Resources j) Approve Position Reclassification Finance-Human Resources k) Approve Position Reclassification Information Technology-Human Resources I) Pulled for Discussion m) Approve Seasonal Hiring-Human Resources n) Adopt Resolution R22-2018 Declaring Surplus Property-Fire o) Acknowledge Financial Review for Quarter Ended March 31, 2018-Finance p) Approve Bills-Finance APIF, motion carried. Mayor Larson pulled item 7L off of the consent agenda for discussion. He had concerns that the building fund was being used to fund a portion of the UPS purchase. Administrator McKnight offered some alternatives to fund the proposed building fund portion of this purchase. The city council directed the city administrator to use his best judgement in determining the funding source for this purchase. Motion by Larson, second by Bernhjelm,to approve replacement of the city hall UPS. APIF, motion carried. 8. Public Hearings None 9. Award of Contract a) Agreement with Wold Architects and Engineers for Preliminary Design and Construction Cost Estimates for Schmitz-Maki Arena Improvements Parks and Recreation Director Distad reminded the city council that on April 9, 2018 they discussed possible building improvements at the Schmitz-Maki Arena. Direction was provided to complete a request for proposal process for professional services related to completing preliminary design and construction cost estimates for the projects. The RFP was mailed to three firms familiar with arena improvement projects. Staff reviewed the two proposals submitted and is recommending Wold Architects and Engineers be hired by the city to complete the arena's preliminary design and construction cost estimates based on: • Partnership with Stevens Engineering • Previous experience with completing city facility analysis study • Understanding of the scope of services the city requested June 18,2018 Minutes -2- • Proposed cost to complete the work at$9,500 versus the cost proposed by Stantec of $22,810. Wold has proposed preliminary design and construction cost estimates to be completed by the end of October 2018. The cost of this work will be taken from the arena capital improvement fund balance. Mayor Larson asked if we knew of any reason for the large difference in the two bids submitted. Distad responded that he was not sure of the reason for the difference in bids. Councilmember Bernhjelm supports this plan and wants staff to be ready to find partners for these projects once the plan is complete. Distad stated that discussions with partners is already underway. Councilmember Craig also wants to see the follow up once this plan is complete. Motion by Bernhjelm, second by Craig, to approve the agreement with Wold Architects and Engineers for the preliminary design and construction cost estimates for projects at the Schmitz-Maki Arena at a cost of$9,500 and for this expense to be paid out of the arena capital improvement fund. APIF, motion carried. b) Award Contract for City Hall Office Renovation Project for USDA Lease Space Parks and Recreation Director Distad presented bids for the city hall office renovation project for the USDA lease space. Five bids were submitted for the project. The bids included: Parkos Construction $134,600 Cal-Tex $141,000 Green Construction Services $144,200 RAK Construction $144,877 Versacon, Inc. $165,500 The funding for this project will come from the General Fund balance of dollars not spent in 2017 Councilmember Bernhjelm asked if the original construction schedule is still on time. Distad stated that it is and a mid-September move in date is anticipated. Motion by Craig, second by Bernhjelm,to adopt Resolution R23-2018 accepting the low bid from Parkos Construction in the amount of$134,600 and award the contract for the city hall renovation project for USDA leased space. APIF, motion carried. c) Westview Street and Utility Improvement Project Professional Services Contract June 18, 2018 Minutes -3- Public Works Director Gehler shared that a request for proposal (RFP) was prepared for engineering services related to survey, preparation of the feasibility study, design and construction administration for the Westview Street and Utility Improvement Project. The RFP was sent to four engineering firms who have experience with street and utility reconstruction in or near Farmington. All four consultants submitted proposals. State statute does not require professional services to be awarded to the lowest provider,the city council can determine the best value and award the contract accordingly. A committee of city staff members reviewed and rated the proposals based on pre-established criteria to determine the best value. The scoring for the proposals were very close with Bolton and Menk having a more experienced team with the lowest average hourly rate. Staff feels there is an opportunity to refine the scope of service equating to a more cost effective contract. City staff is recommending Bolton and Menk for the 2019 Westview Acres Reconstruction Projected based on the scoring criteria for the proposals. Councilmember Bernhjelm stated she trusts staff's opinion and the evaluation process used. Councilmember Craig agreed. Motion by Bernhjelm, second by Craig, to authorize the mayor and city administrator to execute the city's standard contract for professional services related to the Westview Acres Street and Utility Improvement Project. APIF, motion carried. 10. Petitions, Requests and Communications 11. Unfinished Business a) Franchise Renewal with Charter Cable Human Resources Director Wendlandt shared that the Apple Valley-Farmington-Rosemount Cable Commission has reached an agreement with Charter Cable Partners, LLC to enter into a new franchise agreement for the company to operation video services in each city. The commission voted last month to recommend approval of the franchise agreement to each city council. The commission began to prepare for negotiations over the Charter franchise in 2012. The commission recommended and city council's approved extensions of the franchise agreement twice in an effort to facilitate an agreement. For the last few years Charter has been operating in communities under an expired agreement without an extension. Negotiators for the June 18, 2018 Minutes -4- commission and Charter continued negotiations through 2017, reaching an agreement over tentative franchises for the cities this spring. The proposed franchise covers a period of ten years. The major points of the new agreement include: • Increasing the monthly public-education-government (PEG) fee from $0.50 to $0.75 per cable subscriber. Part of the increase will reimburse the city for equipment upgrades already completed. The 5%franchise fee continues. • Changing the purpose and accounting for spending of the PEG fee, the fee will now be limited to equipment or capital expenses by the commission. The agreement calls for the commission to keep records of capital costs paid by the fee and the amount of local programming generated. • Distributing all of the commissions government and education channels in high definition, utilizing the improved video permitted by equipment upgrades of the past few years. • Cancelling the claimed amount due on outstanding bills for cable boxes at the city and school facilities as of the date of the new agreement takes effect. • Instituting a fee going forward for most boxes at the facilities, currently at a cost of $7.00 per month per box. The cable commission board voted 3-0 on May 7, 2018 to recommend approval of the proposed franchise by the city council's. Councilmember Craig asked how many boxes the city will need. Wendlandt estimated approximately 14 boxes. Craig asked for clarification on the use of PEG fees with this agreement. Wendlandt stated the new agreement does not allow these fees to be used for operations. Jeannie Hill, 621 Oak Street, expressed her concerns about the services provided by Charter and the limited options in the city. Councilmember Bernhjelm asked if the city had reached out to other providers. Wendlandt stated that there are no restrictions to other service providers operating in the city but we are aware that they market share for other providers to move in to the city is probably not in place yet. Motion by Bernhjelm, second by Craig,to approve the franchise agreement, Resolution R24- 2018 and Ordinance 2018-739 granting a franchise renewal to Charter Cable Partners, LLC. APIF, motion carried. APIF, motion carried. June 18, 2018 Minutes -5 - 12. New Business None 13. City Council Roundtable Bernhjelm-Thanked everyone involved with Dew Days and reminded residents there are two seats open on the Rambling River Center board. Craig-Thanked everyone involved in Dew Days. Distad-Reminded everyone about the Music in the Park event scheduled for June 28, 2018 at 7:00 p.m. Larson-Thanked everyone involved in Dew Days and encouraged residents to shop local. Adjourn Motion by Bernhjelm, second by Craig,to adjourn the meeting at 7:33 p.m. APIF, motion carried. Respectfully Submitted Deweiive2 mo David McKnight, City Administrator June 18, 2018 Minutes -6-