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HomeMy WebLinkAbout06.16.08 Council Minutes 7 a.., COUNCIL MINUTES PRE-MEETING JUNE 16,2008 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 Fogarty Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Kevin Schorzman, City Engineer; Todd Reiten, Municipal Services Director; Brenda Wendlandt, Human Resources Director; Lee Smick, City Planner; Cynthia Muller, Executive Assistant 2. APPROVE A GENDA MOTION by Pritzlaff, second by McKnight to approve the Agenda. APIF, MOTION CARRIED. 3. CITIZEN COMMENTS 4. COUNCIL REVIEW OF AGENDA Councilmember McKnight asked if the amendment to the EDA compensation would be effective this year or next year. Mayor Soderberg thought it would be this year. Councilmembers Pritzlaff and Wilson assumed it would be next year with the Council raise. City Attorney Jamnik recommended it be effective next year for the new Council. Councilmember Wilson asked about the seeding estimate for the Hill Dee and Sunnyside neighborhoods. He did not want this to be the norm that the City repairs grass after the project is done. He felt it represents poor drafting of the contract for the project. City Engineer Schorzman noted other cities have also had problems with sod the last couple years. The cost to re-seed the boulevards in these areas is $10,830. City Administrator Herlofsky suggested allowing 60 days after the project is finished. Councilmember Wilson stated some residents may not like the fact that we assessed them for a project and they have the responsibility for watering. Councilmember Wilson asked about the cost for the Citywide IP Video Surveillance System. Human Resources Director Wendlandt replied there is not a cost estimate as the original estimate was under $100,000 and the bids received were significantly over that amount. Staff will be going out with a base bid for City Hall with alternatives. Councilmember Wilson asked if voice over IP is becoming more common. City Administrator Herlofsky replied yes, it will be part of the computer system. Human Resources Director Wendlandt stated the IT system can crash, but we will still have Council Minutes (Pre-Meeting) June 16, 2008 Page 2 working phones. This will cut the monthly Frontier bill by $300/month. After five years the City will own the system. Councilmember Wilson complimented City Administrator Herlofsky for his work with ALF on providing contractual ambulance service. City Administrator Herlofsky noted Dennis Feller, City of Lakeville, did the majority of the work. Councilmember Pritzlaff asked about the seeding estimate for Hill Dee and Sunnyside and noted there are funds remaining in the projects to cover the cost of the seeding. He asked why so much money was left over. City Administrator Herlofsky stated the engineering costs were over estimated. If the money was not needed, it would be used to pay the bonds. Councilmember Pritzlaff stated we had to have someone redo the sod on Ash Street and now it is coming back on Elm Street. He asked why areas on Elm Street have not been repaired. City Engineer Schorzman stated there will be re-seeding on Elm Street, but it will be part of the project, not a separate issue. Councilmember Pritzlaff asked about the North Creek Park improvements and if we have the money to do this now. City Administrator Herlofsky replied we do have the money to do the work now, but it is Council's option to put it off. Councilmember Pritzlaff stated it is $48,000 and we have a tight budget. City Administrator Herlofsky noted this comes out of the park improvement fund, not the general fund. Mayor Soderberg pulled the Special Minutes of 6/9/08 to abstain. 5. STAFF COMMENTS City Administrator Herlofsky pulled the gambling premise permit for Farmington Youth Hockey as the fee has not been paid. He added item 7k) an addendum to the liquor license for Farmington Lanes to add a patio area. Regarding the ALF proposal, a provision will be added to the RFP to include blood draws to measure alcohol levels. City Planner Smick provided Council with an update to the Comprehensive Plan. The Met Council is late with their housing comments, but that portion looks good. City Administrator Herlofsky noted Farmington was the first City to have their Comprehensive Plan done and one of few to do it inhouse. We have received very positive comments on the work done by the Planning division. 6. ADJOURN MOTION by Pritzlaff, second by McKnight to adjourn at 6:46 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~/Y7~ Cynthia Muller Executive Assistant COUNCIL MINUTES REGULAR JUNE 16,2008 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: Soderberg, Fogarty, McKnight, Pritzlaff, Wilson None Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Kevin Schorzman, City Engineer; Todd Reiten, Municipal Services Director; Brenda Wendlandt, Human Resources Director; Lee Smick, City Planner; Cynthia Muller, Executive Assistant Audience: 4. APPROVE A GENDA Councilmember McKnight clarified item 7f) Amend Ordinance EDA Compensation will be effective January 1,2009. City Administrator Herlofsky pulled item 7e) Approve Gambling Premise Permit and added item 7k) On-Sale Liquor License Addendum. Mayor Soderberg pulled the June 9, 2008 Special Minutes to abstain. MOTION by Pritzlaff, second by Wilson to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS 7. CONSENT AGENDA MOTION by Pritzlaff, second by McKnight to approve the Consent Agenda as follows: a) Approved Council Minutes (6/2/08 Regular) b) Received Information May 2008 Financial Report - Finance c) Approved Fairhill Railroad Permit Agreements - Engineering d) Approved Seeding Estimate - Engineering f) Amended ORDINANCE 008-584 EDA Compensation - Administration g) Authorized Advertisement for Bids Citywide IP Video Surveillance System - Human Resources h) Approved Agreement North Creek Park Improvements - Parks and Recreation i) Received Information Metropolitan Council Informal Review - Planning j) Approved Bills k) Approved On-Sale Liquor License Addendum - Administration APIF, MOTION CARRIED. Council Minutes (Regular) June 16, 2008 Page 2 MOTION by Pritzlaff, second by Fogarty, to approve Special Minutes 6/9/08. Voting for: Fogarty, McKnight, Pritzlaff, Wilson. Abstain: Soderberg. MOTION CARRIED. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) Adopt Resolution - Allina Medical Clinic Preliminary and Final Plat- Planning The clinic site is surrounded by TH3 on the west, 213th Street on the south, and 9th Street to the east. The clinic is planning to split the property in two lots. Easements need to be platted along with the vacation of some easements which will be brought to Council on July 7,2008. Anna's Banana's will build a 14,600 sq. ft. daycare facility on the north lot. There will be a playground along TH3 and they have received a variance to allow a 6 ft. tall wrought iron fence. All of the conditional use and site plan requirements have been met. Allina Medical Clinic will be built on the south lot. They are proposing a 13,468 sq. ft. clinic. There is no need for park dedication as that was taken care of through the Giles commercial addition. Contingencies include: 1. The satisfaction of any engineering and planning comments. 2. The applicant vacates the existing drainage and utility easements before the final plat is recorded. Councilmember Pritzlaff noted the groundbreaking was a while back and asked if this should have been done at that time. City Planner Smick replied Allina owns the entire property. They received approval of the site plan and conditional use which allows them to start grading once the grading plan is approved. MOTION by Fogarty, second by McKnight to adopt RESOLUTION R48-08 approving the Allina Medical Addition Preliminary and Final Plat with the above contingencies. APIF, MOTION CARRIED. b) Water Meter Replacement Project - Municipal Services Currently the City has 6,000 water meters in residences and businesses. There are three different types of water meters. It takes one staff person 7-10 days to read a quarter of the meters in the City. The Water Board has decided to upgrade all water meters that are not of a radio read type technology. This will allow all of the meters in the entire City to be read in half a day. In addition to the radio reads, there are 3,000 water meters in homes and businesses that are over 15 years old and need to be replaced to ensure the accuracy of billing for water consumption. Meters on the replacement schedule would be switched out at the same time as the radio reads. A contract has been awarded to SL Circle. They Council Minutes (Regular) June 16,2008 Page 3 will be sending a letter to residents within 60 days outlining the replacement process. The project will take place over the next six months at no cost to the homeowner or business assuming all plumbing is operational. The new Orion radio reads will be good for 20 years and the meters would be good for 30 years. 11. UNFINISHED BUSINESS a) City Hall Budget Update -Administration Council received an updated budget for the new City Hall. Currently, 62% of the budget has been spent. Staff is expecting to move in early August. 12. NEW BUSINESS a) Lease Agreement Voice Over IP - Human Resources Along with moving to the new City Hall, the telephone system will be changed to Voice Over IP. The phone system will be provided through ShoreTel. The system will be able to operate even ifthe network system goes down. ShoreTel offered two lease options. One is a fair market value lease the other is a $1 buyout at the end of the lease period. Staff is recommending the second option which would be a 60-month lease and eventual purchase of the Voice Over IP system. The funding is included in the 2008 budget in the amount of$168,000. The estimated cost of the ShoreTel system is $103,000. The savings between Frontier and this system will save the City $300/month for the first five years and more after the IP system has been purchased. b) Approve Change Order Fairhills Slope Stabilization Project - Engineering After work stopped on this project for the winter, staff noticed more areas that needed to be patched along the trail. Staff held discussions with the contractor to provide pricing for a complete reconstruct of the southern 2/3 of the trail rather than patching, leveling, and overlaying. The cost is $9,000 less than to patch the trail. The change order reflects the $9,000 deduction which offsets the first two change orders. MOTION by Fogarty, second by Wilson to approve the change order in the amount of -$9,152.24. APIF, MOTION CARRIED. c) Adopt Joint Resolution - Contractual Ambulance Service -Administration The concern is the ability to get people to work and have the staffing to meet the needs of the community. ALF has a 24-hour work day. There are 23-24 people who go out on calls. This requires people to work 3,000 hours per year as opposed to the normal 2,080. The other concern is quality care for the customer. The actual time spent on calls has risen to 25%. This does not include preparation time and clean-up afterwards. An option being presented to all City Councils is to put out a request for proposal to neighboring agencies to see if they would like to participate in providing services to the cities. There would be 12-hour shifts rather than 24-hour shifts and the ambulances will still be housed in the current locations. Councilmember McKnight asked if the 24-hour shift was the impetus to the change. City Administrator Herlofsky replied it is the issue of getting people to Council Minutes (Regular) June 16, 2008 Page 4 work. A 12-hour shift would be better. If we are part of a larger organization, there would be better backup with neighboring agencies. We have a small organization and it would be better if it was larger. We have reached a point where the population requires a larger organization. The best way to do that is to contract with a larger organization. Councilmember McKnight asked if the neighboring organization would replace ALF or take over ALF. City Administrator Herlofsky stated there would be the same ALF Board and employees would be employees of the other agency. We would be more involved with contract management rather than the actual implementation. Councilmember McKnight asked if all options have been explored with employees to go to a 12- hour shift. City Administrator Herlofsky stated there have been two negotiations which were unsuccessful. MOTION by Wilson, second by Pritzlaffto adopt joint RESOLUTION R49-08 approving the budget and authorizing the ALF Ambulance Service to pursue and perhaps enter into a contract to provide contractual ambulance service. APIF, MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Fogarty: Encouraged people to enjoy Rambling River Days. She was asked by someone from another city why the City does not mow in front of the Police Station. She felt the prairie restoration looked great, but suggested having signage to inform the public what that area is. Councilmember McKnight: Encouraged everyone to enjoy Rambling River Days. Councilmember Pritzlaff: He participated in several Rambling River Days events. Mayor Soderberg: There are a lot of events for Rambling River Days and encouraged residents to participate. MOTION by Fogarty, second by McKnight to recess at 7:42 p.m. and reconvene into Executive Session. APIF, MOTION CARRIED. 14. EXECUTIVE SESSION a) City Administrator Evaluation 15. ADJOURN MOTION by Fogarty, second by McKnight to adjourn and directed City Attorney Jamnik to prepare a summary of the City Administrator's evaluation. APIF, MOTION CARRIED. Respectfully submitted, ~ /?--?~ <C;nthia Muller Executive Assistant