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HomeMy WebLinkAbout07.07.08 Council Minutes 7~ COUNCIL MINUTES PRE-MEETING JULY 7, 2008 1. CALL TO 1UJER The meetin was called to order by Mayor Soderberg at 6:30 p.m. Members P esent: Members A sent: Also Prese : Soderberg, McKnight, Pritzlaff, Wilson Fogarty Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Kevin Schorzman, City Engineer; Lee Smick, City Planner; Lena Larson, Municipal Services Administrative Assistant; Danielle Cahlander, Communications Specialist; Cynthia Muller, Executive Assistant 2. APPROVE A GENDA MOTION y McKnight, second by Pritzlaffto approve the Agenda. APIF, MOTION CARRIED 5. EVIEW OF AGENDA 3. 4. ber McKnight asked about the Aliveo Learning Center. It was explained Red Wing and they have obtained a permit for the last several years. City Admi istrator Herlofsky noted a Councilmember needs to be appointed to the Metro Cities GE S Committee. This will be added to the Consent Agenda. 6. ADJOU MOTION y Pritzlaff, second by McKnight to adjourn at 6:35 p.m. APIF, MOTION CARRIE . Respectfully subm tted, ~M .. Cynthia Muller Executive Assist t COUNCIL MINUTES REGULAR JULY 7, 2008 1. CALL TO 1UJER The meetin was called to order by Mayor Soderberg at 7:00 p.m. 3. ROLL CA Members P esent: Members sent: Also Prese t: Soderberg, McKnight, Pritzlaff, Wilson Fogarty Joel Jamnik, City Attorney; Peter Herlofsky, City Administrator; Robin Roland, Finance Director; Brian Lindquist, Police Chief; Kevin Schorzman, City Engineer; Lee Smick, City Planner; Lena Larson, Municipal Services Administrative Assistant; Danielle Cahlander, Communications Specialist; Cynthia Muller, Executive Assistant 2. PLEDGE F ALLEGIANCE Mayor Sod rberg led the audience and Council in the Pledge of Allegiance. Audience: 4. APPROVE A GENDA Councilme ber Pritzlaffpulled item 7d) City Administrator Evaluation Summary for discussion. City Administrator Herlofsky added item 71) Appoint Councilmember to Metro Citie GEARS Committee. Councilmember Pritzlaff was appointed to that committee. MOTION y McKnight, second by Pritzlaffto approve the Agenda. APIF, MOTION CARRIE . 5. ANNOUN 'EMENTS a) Mi nesota Association of Government Communicators Award The 2008 Community Calendar received the Minnesota Association of Go emment Communicators Award of Excellence in the category of calendars, vis al design. There were 133 entries from across the state. The calendar was designed by Danielle CahIander and coordinated by Lena Larson. Mayor Sod rberg recognized them for their work on this project. 6. 7. CONSEN AGENDA MOTION Y Wilson, second by McKnight to approve the Consent Agenda as follows: a) Ap roved Council Minutes (6/16/08 Regular) b) Ad pted RESOLUTION R50-08 Approving Gambling Premise Permit- Ad inistration Council Minutes (Regular) July 7, 2008 Page 2 c) Adopted RESOLUTION R51-08 Approving Gambling Premise Permit- Administration e) Approved School and Conference - Parks and Recreation t) Adopted RESOLUTION R52-08 Approving Grant Agreement Dakota County Traffic Safety Group - Police Department g) Received Information 2nd Quarter Building Permit Report - Building Inspections h) Received Information 2nd Quarter Investment Report - Finance i) Approved Service Agreement with Power Net Global- Human Resources j) Pulled Voice Over IP Lease Agreement - Human Resources k) Approved Bills 1) Appointed Councilmember Pritzlaffto the Metro Cities GEARS Committee- Administration APIF, MOTION CARRIED. d) City Administrator Evaluation Summary - City Attorney Councilmember Pritzlaff had no concerns with the evaluation or the outcome. His concern was that at the beginning of the closed session only the evaluation would be discussed and not the contract for the City Administrator. He was concerned they went too far by talking about extending the contract and appointing two Councilmembers to work on that. He did not want to be part of the vote if they went too far with the open meeting law. City Attorney Jamnik stated the discussion at the end of the evaluation session was how the next step of contract negotiations should be done. The Mayor prefaced his comments that he did not want to go too far by discussing terms and conditions of the contract. They designated two Councilmembers to meet with the City Administrator to develop recommendations for changes to the contract and bring it back to Council. In his summary it is noted that Councilmembers Fogarty and Wilson are the Council representatives to do that. There was some discussion about the Flagstaff fire and it was cautioned to talk about it as far as the evaluation. Councilmember Pritzlaff requested in the future rather than appointing people at the last minute, that it be reviewed in a workshop as to who should be appointed. Councilmember Pritzlaff noted he is up for re-election and it was discussed that Councilmembers Fogarty and Wilson are not. He noted he is a Councilmember until the end of December. Mayor Soderberg noted he prefaced that by saying he had not talked to anyone on the Council prior to asking them if they would do that. He also made it clear the reason he wanted those two to work on this was because he did not want the City Administrator's contract negotiations to become a campaign issue, which it seems like that is where it is going. Councilmember Pritzlaff stated it will not be part of his campaign, but by stating someone is not up for re-election that made it political. Mayor Soderberg noted Councilmember Pritzlaff is making this political right now. MOTION by McKnight, second by Wilson to approve the City Administrator's evaluation summary. APIF, MOTION CARRIED. Council thanked City Administrator Herlofsky for another year of excellent work. Council Minutes (Re July 7, 2008 Page 3 8. PUBLIC 'ARINGS a) Adopt Resolution - Vacate Easements Allina Medical Clinic - Planning This is to vacate drainage and utility easements in the Glenview Addition for the new Allina Medical Clinic. MOTION by McKnight, second by Pritzlaffto close the ublic hearing. APIF, MOTION CARRIED. MOTION by Pritzlaff, seco d by McKnight to adopt RESOLUTION R53-08 to vacate the existing drai age and utility easements on Lot 1 Block 1 Glenview Commercial Addition. API , MOTION CARRIED. 9. AWARD 0 CONTRACT a) TH Roundabout Project - Engineering Sev n bids were received for the TH3 roundabout project. The low bidder was Ry Contracting Company in the amount of$I,I13,433.88. The project will be fun ed through MnDOT, Dakota County, Empire Township, the developer, and the ity with MSA funds. Cou cilmember McKnight noted at the end of the project any remaining funds wou d be distributed in an appropriate manner. He asked how that would be split up. inance Director Roland stated it would be based on the level of contribution outl ned in the original revenue sources. The City's portion is $539,000 ofMSA fun s. Whatever is not spent would be allocated back to the City proportional to the 539,000 of the $2.1 million. City Administrator Herlofsky noted the engi eering costs are not included in the construction cost. Councilmember Mc ight noted MnDOT is giving $550,000 and the City could take their full $55 ,000 and reduce the amount for the City or others. City Administrator Her of sky stated that is our first option and we will see how the numbers come out. Councilmember McKnight asked if Dakota County would be treated the sam way. City Administrator Herlofsky stated until the project is finished and all t e numbers are in, it is too early to decide how it will be divided. The City will work with the partners to make sure everyone is treated fairly. Co cilmember McKnight felt it was not too early to figure it out and Council will fight for the City's share. Cou cilmember Pritzlaff asked if there is anything coming up that is not included in t e base bid, such as a change order. City Engineer Schorzman stated nothing has een identified, however, it is a reconstruction project and once you get into the round things might change, but nothing is anticipated. This amount does incl de the landscaping in the center. Ma or Soderberg clarified the City is the lead agency. Councilmember Wilson aske when the project will start. City Engineer Schorzman stated the project will start on July 22, 2008 and be completed on September 30, 2008. MOTION by Prit laff, second by Wilson to adopt RESOLUTION R54-08 accepting the base bid fRyan Contracting company in the amount of$I,I13,433.88 and awarding the roject. APIF, MOTION CARRIED. Council Minutes (Regular) July 7, 2008 Page 4 b) Spruce /2nd Street Project - Engineering Nine bids were received. The low bid was $762,089.77 from Ryan Contracting. Councilmember Wilson asked if a communication plan has been established to notify businesses and residents. City Engineer Schorzman stated their intent is to have a meeting Thursday night to discuss the project. There is also a map showing how to get from the east side to the west side of Spruce, the Post Office, and the Library. The project will start at the end of this week and be completed on October 15,2008. The project includes the streetscape and curb work for the new City Hall. Councilmember McKnight asked about the assessment timeline. Finance Director Roland replied assessment bills would be received in November 2008. This would be too late for the 2009 tax statement, so assessments would be accepted early in 2009 and would be placed on the 2010 taxes. MOTION by Wilson, second by McKnight to adopt RESOLUTION R55-08 accepting the bid of Ryan Contracting Company in the amount of $762,089.77 and awarding the project. APIF, MOTION CARRIED. 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) 2008 Sealcoat Project Update - Engineering The seaIcoat project will begin tomorrow and last for two days. It will affect residents in Pine Ridge Forest, Nelson Hills, Charleswood, Riverside, the Tamarack area, and Spruce Street from TH3 to 4th Street. The product can be driven on as soon as the rock is rolled into it. He cautioned that the material will stay soft with the warm temperatures so to not disrupt the seal, he asked residents to consider that when turning into driveways and braking. This is a different oil than what was used in the past. There will be a couple of test strips along 6th Street and ih Street to determine how the product performs on a more deteriorated surface. Residents on 6th and 7th Streets will not be assessed for the test strips. 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) Police Bike Patrol - Administration Staff has been discussing the use of fuel. The Police Chief suggested having a bike patrol. This would allow easier contact with residents and save fuel. Funds already in the 2008 budget will be re-allocated. Council felt this was an excellent idea. MOTION by Pritzlaff, second by Wilson to re-allocate the budget resources for the Police Department to start a bike patrol. APIF, MOTION CARRIED. Council Minutes (Regu ar) July 7, 2008 Page 5 13. OUNDTABLE Councilme her Wilson: Now is a good time to reconnect with neighbors and form a block party or National Night Out. Councilme her Pritzlaff: Thanked everyone who volunteered to help with Rambling River Days. City Engin er Schorzman: He gave an update on Flagstaff A venue. Last month the new high sc 001 was hooked up to all utilities. The contractor is working near the main Donnelly F rm and turning the corner down 200th Street. The project will be completed this fall. Mayor Sod rherg: It came to his attention that there has been an unauthorized access to th CEEF bank account. As the City is fairly vested in their operation, he asked if the City c investigate to determine if any laws were broken. City Attorney Jamnik stated we w uld need a report from anyone on CEEF. In the latest edition of the City's newsletter, it contains a voter registration application for the upcomi g elections. 14. ADJOU MOTION y McKnight, second by Pritzlaffto adjourn at 7:32 p.m. APIF, MOTION CARRIED Respectfully subm'tted, f1r~U:~ rynthia Muller Executive Assistan ~