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HomeMy WebLinkAbout03.19.01 Council Minutes COUNCIL MINUTES REGULAR March 19, 2001 1. CALL TO ORDER The meeting was called to order by Mayor Ristow at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Ristow led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Members Absent: Also Present: Ristow, Cordes, Soderberg, Strachan, Verch City Attorney Jamnik, City Administrator Erar, City Management Team 4. APPROYEAGENDA MOTION by Cordes, second by Soderberg to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS 6. CITIZEN COMMENTS a) Ms. Cheryl Retterath - Citizen Concerns At the March 5, 2001 Council Meeting, Ms. Retterath expressed concerns regarding the athletic fields in Farmington. Staff sent a response. b) Ms. Sue Miller - Citizen Concerns At the March 5, 2001 Council Meeting, Ms. Miller expressed concerns regarding the fact that the City currently does not have a Tree Preservation or Replacement Ordinance. Staff sent a response. Ms. JoAnne Payne, 20192 Akin Road, she watched the last Council Meeting and noticed when Akin Road was discussed the Chief of Police did not say one comment. She called him the other day and asked him why he did not speak. Ms. Payne said the Police Chief told her he is not allowed to make any comments unless he is directly addressed. That bothered her and she would like to have heard his comments and statistics regarding accidents on Akin Road. She felt residents are missing out if staff does not feel comfortable enough to make a comment or have an opinion about an ongoing situation. She would like Council to talk to staff and make them feel more comfortable addressing issues that are brought up at Council Meetings. Staff will respond. Mr. Dave Pritzlaff, 20255 Akin Road, is concerned with getting traffic off of Akin Road. He would like Council to look at placing a sign on Pilot Knob and Hwy 50 saying Farmington with an arrow pointing straight ahead. There are semi's, and dump trucks using Akin Road. Maybe people do not know the new alignment goes to Farmington. Council Minutes (Regular) March 19,2001 Page 2 Traffic needs to be taken off Akin Road. He asked if a study could be done on Akin Road regarding what weight vehicles can travel on Akin Road. Mr. Eric Wefel, 20210 Akin Road, has a line of pine trees that are 50 feet from the center line of Akin Road. He wanted to know if the trees will be removed or replaced because of the bike trail. Staff will respond. Mr. Henry Iwerks, 1105 Sunnyside Drive, stated tonight is City Administrator Erar's last meeting. He stated since Mr. Erar has been here the tax capacity rate has gone down every year for the last four years. He spoke to Finance Director Roland regarding the difference between the tax capacity rate and mill rate. She will place an article in the newspaper explaining the difference. Since Mr. Erar has been here there are all new department heads except three, the Parks and Recreation Director, Fire Chief, and Police Chief. We have a complete new Council. The message is out there that if you are going to be on the City Council you better pay attention and do the things the citizens want. In 1996 the current Mayor was elected by seven votes after a recount. This shows the importance of people voting. He gave credit to Officer Ted Dau and Police Chief Siebenaler for the parent meeting regarding the awareness of drugs. Mr. Greg Rappe, 19927 Akin Road, stated he works at East and West Middle Schools. There are approximately 800 kids at both buildings. The first hour class spent 27 minutes in line waiting to get out onto Akin Road. There are problems with the traffic. The children are a very important part of the future ofFannington. The two schools are very busy and growing rapidly. Something needs to be done about the traffic now. 7. CONSENT AGENDA Item 7a) Council Minutes (3/5/01) (Regular) was pulled so Councilmember Verch could abstain from voting as he was absent from that meeting. MOTION by Soderberg, second by Cordes to approve Council Minutes (3/5/01) (Regular). Voting for: Ristow, Cordes, Soderberg, Strachan. Abstain: Verch. MOTION CARRIED. MOTION by Soderberg, second by Verch to approve the Consent Agenda as follows: b) Adopted RESOLUTION R28-01 approving Grant Application - Metropolitan Regional Arts Council - Parks and Recreation c) Approved Private Development Street Sweeping Contract - Engineering d) Approved Temporary On-Sale Liquor License - Administration e) Acknowledged Interim City Administrator Designation - Administration f) Received Information Capital Outlay - Public Works g) Adopted RESOLUTION R29-01 approving a Gambling Event Permit - Administration h) Approved bills APIF, MOTION CARRIED. 8. PUBLIC HEARINGS Council Minutes (Regular) March 19,2001 Page 3 9. AWARD OF CONTRACT a) Publi(: Facilities - Grading Contractor Award - Administration The City held a bid opening on March 14, 2001 to receive contractor bids for site grading work for the construction of the new Central Maintenance and Police Facilities. Seven bids were received. The lowest bidder was Enebak Construction at a total bid of $325,000. MOTION by Cordes, second by Verch to award Bid Package # 1 for site grading and soils correction to Enebak Construction in the amount of $325,000. APIF, MOTION CARRIED. b) Public Facilities - Construction Contract Award -Administration (Supplemental) Twelve bids were received for the construction of the public facilities. Rochon Corporation was recommended for award on the basis of the total of their base bid and three alternates totaling $4,989,000. All bids received were significantly below the project bid estimates of $6,171,571. Merrimac Construction requested their bid be withdrawn due to a significant material omission in their bid proposal. Mr. Mike Cox, Wold Architects and Engineers, stated they have worked on 3-5 projects with Rochon and the projects have been successfully completed within budget and on schedule. The management of the project due to City Administrator Erar's efforts has resulted in a very positive outcome. He stated they look forward to working with the City. Groundbreaking is expected June 1, 2001 with occupancy expected in late May, early June 2002. Councilmember Cordes stated the bids coming in so low says a lot for the way this was put together. The Task Force should be made aware of the outcome due to their hard work. City Administrator Erar stated he had spoken to the Chairman of the Task Force and he would inform the rest of the committee. Staff recommended the following three actions: 1. Disqualify the actual low bidder, Merrimac Construction for a material omission in their bid proposal. This disqualification is being recommended by the project architect and requested by Merrimac Construction. 2. Award Bid Package #2 which includes the base bid and alternates 1-3 for the construction of the Police and Central Maintenance Facilities to Rochon Corporation in the amount of $4,989,000. 3. Reallocate $250,000 of existing budget project funds to the Public Facilities Project contingency from $250,000 to $500,000 to allow for a review of potential modifications to building components that were initially discarded due to budgetary considerations. The requested increase in project contingencies of $250,000 does not increase the approved project budget of $7,398,266 but simply reallocates existing project funding to the project contingency. Council Minutes (Regular) March 19,2001 Page 4 MOTION by Soderberg, second by Cordes approving the above recommendations. APIF, MOTION CARRIED. 10. PETITIONS, REQUESTS AND COMMUNICATIONS a) LaVerne's Pumping Service Request - Engineering City staff received a letter from La Verne's PmDping Service requesting permission to discharge wastewater pumped from septic tanks within the City of Farmington into the City's sanitary sewer system. The Metropolitan Council Environmental Services released a letter closing the Empire Wastewater Treatment Plant to septage haulers. Recently, the MCES has offered the Seneca WWTG in Eagan as an additional disposal site for the next 60 days. Based on requirements of MCES for approving a dump site, and the lack of manpower by the City to do proper supervision of the site, the request has been rejected by staff. 11. UNFINISHED BUSINESS a) Flagstaff Avenue Citizen Petition - Update - Engineering On November 6, 2000 the City Council received a petition requesting improvements to Flagstaff Avenue. On January 25, 2001, a neighborhood meeting was held to allow residents and petitioners the opportunity to voice their concerns regarding the road. Following are some of the comments received: The quality of the road is unacceptable and dangerous The City should maintain the road at a higher level Put morelhigher quality gravel on the road than has previously been used Make repairs to Flagstaff Avenue that are more permanent The issues brought forward by the residents are, for the most part, caused by the existing physical characteristics of the road. There are unsuitable soils under the gravel surface which retain water and cause deterioration to the surface, especially in the spring as the frost comes out. The lack of ditches in many areas inhibits drainage of water from the road which amplifies the problems caused by the poor soils. The City currently grades Flagstaff A ve~ue slightly more than once a week. In 2000, Flagstaffwas graded on 43 different days, relating to staffand equipment costs of$18,000. Approximately $6000 per year is expended on additional gravel on Flagstaff between CSAH 50 and the City's border to the north. Councilmember Cordes asked what the outcome was of the test material. City Engineer Mann replied they found clay soil that holds the water. The test hole was 12-15 feet deep. The area was backfilled with a granular material and installed drain tile to allow the drainage to leave the roadway and go off to the sides. That area is holding up much better than areas not addressed. Councilmember Strachan asked if the weight of the vehicles using the road makes a difference. Staff replied the heavier the vehicle the more deterioration the roadway will experience. There are construction vehicles, buses, farm equipment and milk trucks. Staff is reviewing if the City has the authority to make a lower weight restriction on the road. Councilmember Strachan asked if staff looks at Council Minutes (Regular) March 19,2001 Page 5 potential upgrades with an eye toward paving in the future? Staff replied that would depend on what improvements would be made, and how far Council wants to go with addressing the issues. Adding gravel would not address the soil issues. If something permanent was looked at, the soils issues would need to be addressed and grading. Mayor Ristow stated the City cannot continue current maintenance levels. He recommended staff present different options. City Engineer Mann stated a proposed schedule for available options would be brought to the next Council Meeting. 12. NEW BUSINESS a) Consider Resolution - 19Stb Street Feasibility Report - Engineering The feasibility report for the 195th Street extension east of Akin Road to the Autumn Glen development. The proposed design of the roadway has been coordinated with Dakota County as 195th Street will become County Road 64 in the future when it is extended further to the east to TH3. The intersection of Akin Road was reviewed for traffic control. Volume warrants were not met for all way stop control. However sight distance constraints at the proposed east leg do indicate the need for all way stop control. This will be introduced at the completion of the project. Three benefiting property owners will be participating in the cost of the project, the City, the developer of Autumn Glen, and Tax Free Exchanges, Inc. (former Reisinger property). Other properties abutting the proposed roadway have been previously assessed for CSAH 31 and would not be assessed for 195th Street. The total estimated project cost is $1,275,500. Costs are allocated as follows: City $806,400; Autumn Glen $335,100; Tax Free Exchanges $134,000. The roadway will consist of two lanes to allow for minimal reconstruction of the road when expanded to four lanes. There is a proposed trail along the north side of 195th Street. The City portion $806,400 is coming from fees received from development. Construction will occur somewhat concurrent with Akin Road. Both projects will be constructed this year. Councilmember Strachan stated the four-way stop was determined from a study initiated because of this construction. Will the same S'pe of study in terms of sight lines and development traffic be done on 193r and 203rd at a point before construction is completed on Akin Road? Staff replied that is correct. Staff will be scheduling a neighborhood meeting to discuss the project with residents. Mr. Dave Pritzlaff, 20255 Akin Road, asked who needs the road to begin with? If the county is taking over road, why not let the county build the road? Is this being done for builders? If so, let them pay for the road, not the taxpayers. Councilmember Strachan stated the project cost allocations of $335,000 and $134,000 are paid by the developments. The City portion is fees received by developers. The street is needed now to provide another outlet for Autumn Glen. Mr. Pritzlaff asked if a four-way stop sign will go in right away or is 195th Street the deciding factor. City Engineer Mann replied the easterly leg of 19Sth Street is the deciding factor. Sight lines will indicate a need for a stop sign. City Administrator Erar stated Mr. Pritzlaffs comments should not be taken as fact, but as questions from someone who may not have the knowledge of how roads Council Minutes (Regular) March 19,2001 Page 6 are constructed. Roads are not built as a four lane right from the start. Volumes have to be met. Roads are built to accommodate existing traffic. MOTION by Cordes, second by Soderberg adopting RESOLUTION R30-01 accepting the feasibility report, calling for a public hearing and authorizing preparation of plans and specifications. APIF, MOTION CARRIED. b) Consider Resolution - Authorizing Bond Sale for Public Facilities - Finance As identified in the funding plan submitted to and approved by Council on December 4, 2000, the Public Facilities will be primarily financed by a $5,830,000 Public Project Revenue Bond issued by the Farmington HRA. Repayment of this debt obligation will come from annual appropriations by the City Council in the tax levy. The balance of the financing for the facilities will come from a $1,655,000 General Obligation Utility Revenue Bond. These bonds would be repaid from revenues generated by the four City municipal utility funds; sewer, solid waste, storm water, and water. Due to the extremely favorable bids the City received on the project, the amounts of the bond issues have been reduced $800,000 from the original projects shared with the Council and the HRA. MOTION by Soderberg, second by Strachan adopting RESOLUTION R31-01 calling for the sale of $5,830,000 Public Project Revenue Bonds by the Farmington HRA on April 16, 2001. APIF, MOTION CARRIED. MOTION by Verch, second by Cordes adopting RESOLUTION R32-01 authorizing the sale of$I,655,000 G.O. Utility Revenue Bonds on April 16, 2001. APIF, MOTION CARRIED. c) Consider Resolution - Creating a Permanent Improvement Revolving Fund - Finance State Statute gives the authority for establishment of the Permanent Improvement Revolving Fund (PIRF). The statutory authority conveys the ability to issue general obligation bonds, which are secured by the revenues of the revolving fund. The difference from a traditional approach to improvement financing is the link between assessment revenues and bonds. State Law requires all revenues from special assessments to be paid into the debt service fund for the bonds issued to finance the improvements. The revolving fund proposed is established as a Capital Projects fund that receives all revenues and bond proceeds. Interest income is credited to the revolving fund and the balance accumulates in this fund. Monies are then transferred into capital project funds as needed to support individual projects and into debt service funds as needed to pay principal and interest on the bonds. Commencing with the issuance of the bonds for the Akin Road improvements, establishment of the PIRF will offer a more flexible financing option for future City improvement projects without creating the need to externally borrow funds and without creating any additional liability in terms of meeting debt service funding requirements. MOTION by Cordes, second by Soderberg adopting RESOLUTION R33-01 establishing a Permanent Improvement Revolving Fund. APIF, MOTION CARRIED. Council Minutes (Regular) March 19,2001 Page 7 d) Consider Resolution - Authorizing Bond Sale Akin Road Improvement - Finance Funding is necessary in order to construct the Akin Road improvements. The bonds recommended are General Obligation Permanent Improvement Revolving Fund bonds in the amount of $875,000. These bonds are issued under Minnesota State Statute 429 and subsequently, special assessments will be used to repay the debt, along with MSA revenues. MOTION by Soderberg, second by Verch adopting RESOLUTION R34-01 authorizing the sale of $875,000 General Obligation Permanent Improvement Revolving Fund Bonds on April 16, 2001. APIF, MOTION CARRIED. 13. COUNCIL ROUNDTABLE Councilmember Strachan: ALF hired and Assistant Ambulance Director who will start in three weeks. ALF also offered jobs to seven paramedics to add coverage for Fannington. Under Consent Agenda Council acknowledged Robin Roland as Acting City Administrator. He thanked City Administrator Erar for his hard work and wished him good luck in his next position. Councilmember Soderberg: He appreciated City Administrator Erar's good work and wished him luck in the future. He read an article in the newspaper regarding the school and the City designating property as MUSA for the school. If the school abandons their plans for that property, does the MUSA drop off of it? Community Development Director Olson replied the property has only been rezoned from Ag to R-I. Regarding MUSA, the school was included in the exception to the MUSA postponement policy. The school will have to purchase the property through eminent domain, which is the only way to get the property out of Ag Preserve early. If property stays under Donnelly ownership it is still in Ag Preserve. As another item, Councilmember Soderberg noted there were flyers around town advertising a garage sale hosted by a parent group at the school. Proceeds will be used for scholarships. Councilmember Cordes: wished him well. Thanked City Administrator Erar for his good work and Councilmember Verch: Wished City Administrator Erar good luck in his new job and good luck to Acting City Administrator Roland. City Administrator EraI': Thanked Council for their comments and stated it has been a pleasure and honor to work for the City of Fannington. There have been a lot of milestones and accomplishments and was pleased he was here during that time. The support of Council and a highly qualified staff have lead to those accomplishments. Wished best of luck to Acting City Administrator Roland. Finance Director Roland: Appreciates the delightful job presented to her and looks forward to the opportunity to serve. There is a Council Workshop on March 21, 2001 regarding the Traffic Safety Committee and to meet with the Brimeyer Group. Staff Council Minutes (Regular) March 19,2001 Page 8 received the final tax rate for the City which is 29.95%, which brought down the overall tax capacity rate from 1.22% to 1.18%. Mayor Ristow: Wished City Administrator Erar good luck and stated he has done a lot of good things for the City. He stated John had been a good mentor and he learned a lot from him. 14. ADJOURN MOTION by Cordes, second by Strachan to adjourn at 8:50 p.m. APIF, MOTION CARRIED. Respectfully submitted, ~fl~ ?7/~~ (/ Cynthia Muller Executive Assistant