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HomeMy WebLinkAboutDraft January 4, 2010 Meeting Minutes PR.IO~ ~ 4646 Dakota Street S.E. ;;r:: Prior Lake, MN 55372-1714 l'1'j City Council Meeting Minutes January 4 2010 DRAFT REGULAR COUNCIL MEETING MINUTES OATH OF OFFICE City Manager Boyles explained the format that would be used to administer the Oath of Office. Mayor Mike Myser was sworn in by Pat and Buzz Myser. Councilmember Richard Keeney was sworn in by City Manager Boyles. Councilmember Warren Erickson was sworn in by Adam Erickson. CALL TO ORDER The meeting was called to order at 6:15 pm. Present were Mayor Myser, Councilmembers Erickson, Hed- berg, Keeney and Millar, City Manager Boyles, City Attorney Pace, Public Works Director/City Engineer Albrecht, Parks and Fleet Supervisor Friedges, Streets and Utilities Supervisor Eldred, Assistant City Engi- neer Poppler, Water Resources Engineer Bintner, Finance Director Erickson, Planner Matzke, Fire Chief Hartman, Police Chief O'Rourke, Assistant City Manager Meyer and Administrative Assistant Green. PUBLIC FORUM The Public Forum is intended to afford the public an opportunity to address concerns to the City Council. It will be no longer than 30 minutes in length and each presenter will have no more than ten (10) minutes to speak. Items to be considered on the agenda may be addressed at the Public Forum unless they have been or will be the subject of a public hearing or public information hearing at the City Council, the Eco- nomic Development Authority (EDA), the Planning Commission, or any other City Advisory Committee within the foreseeable future. Forum items are also restricted to City governmental topics rather than as a platform for private agendas. Matters that are the subject of pending litigation are not appropriate for the Public Forum. The City Council will not take formal action on Public Forum presentations. City Manager Boyles explained the concept of the Public Forum. Comments: No person stepped forward to speak. APPROVAL OF AGENDA City Manager Boyles requested that item 11 F, Consider Approval of a Report Regarding City Council Workshops, be removed from the agenda. MOTION BY MILLAR, SECONDED BY ERICKSON TO APPROVE THE AGENDA AS MODIFIED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. APPROVAL OF MEETING MINUTES MOTION BY ERICKSON, SECONDED BY HEDBERG TO APPROVE THE DECEMBER 21, 2009, MEETING MINUTES AS PRESENTED. VOTE: Ayes by Erickson and Hedberg. Myser, Keeney and Millar abstained. The motion carried. CONSENT AGENDA City Manager Boyles reviewed the items on the consent agenda. A. Consider Approval of Invoices to be Paid www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 City Council Meeting Minutes January 4 2010 DRAFT MOTION BY MILLAR, SECONDED BY HEDBERG TO APPROVE THE CONSENT AGENDA AS PRESENTED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. PRESENTATION Scott County Safe Community Coalition - Dr. Wilcox Mike Wilcox, MO, presented a report prepared by Scott County Public Health which discussed issues re- garding vehicle safety explaining that the goal is to reduce the number of traffic crashes, injuries and fatali- ties by using education, enforcement, engineering and emergency medical services. Provided Scott County statistics regarding fatalities and whether they were drug or alcohol related. Recent Scott County statistics appear to show that the number of road fatalities related to alcohol or improper seat belt usage is the lowest since 1944. Comments: Millar: Commented that it is clear the Coalition is doing some good work. Asked about 2009 statistics. Wilcox: Replied that the Coalition does not yet have figures for 2009, but he feels assured that numbers have shown a decline in 2009. Millar: Asked if there are statistics about crashes related to distracted driving. Wilcox: Replied the Coalition seems to have found a larger percentage related to distracted driving and plans to focus on educating the public about the reasons they should not focus on anything other than driv- ing. Hedberg: Noted that the City's Community Safety Advisory Committee Chair Spitzmueller was in the audi- ence and served as a member of the Coalition's advisory committee. Wondered if the statistics would still place Scott County in the top 15 counties for crashes if dangerous roads and per capita were factored. Wilcox: Explained that the information given to cities from the State is based on the death rate per 100 million vehicle miles traveled within the area. Hedberg: Commented that the City's Community Safety Advisory Committee encouraged Prior Lake to adopt a social host ordinance which subsequently was enacted and then taken to the Scott County Asso- ciation for Leadership and Efficiency (SCALE) organization to seek broader county involvement. Asked how the social host ordinance fits in with the Coalition's work. Wilcox: Affirmed that Prior Lake was the first city in the County to pass a social host ordinance. Noted that tonight's presentation was taken to many of the communities at about the time they were considering social host ordinance. Believes that providing this kind of ordinance shows our young that the adults will take charge and set a good example for driving safely without the influence of drugs or alcohol. Keeney: Queried what strategy is used to determine how the public should be educated. Wilcox: Replied that the Coalition's Mortality Review Committee analyzes cause of deaths, i.e. alcohol, weather, distraction, non-use of seat belts or helmets, etc. and presents those factors to the Coalition and from that a strategy for education is developed. Keeney: Asked if the Coalition believes there is a specific target group needing the education or if it is broad-based. Wilcox: Replied we need to educate the young. Stated the Coalition has strong partnerships with the schools in the County. Education also targets parents to help them effectively deal with the topics. Keeney: Asked how many of the injuries and deaths are children or young adults. Wilcox: Replied that it is a significant proportion and identified the high risk of new driver distraction and possible alcohol or drug influence. 2 City Council Meeting Minutes January 4 2010 DRAFT Keeney: Queried the accuracy of the statistic that there is a 30% chance of having an accident during the first year of driving. Wilcox: Affirmed that seemed correct. Added that legislators recently passed legislation that new drivers must travel with an adult for a period of time when they first earn their license. Erickson: Asked how the Coalition is working with local safety committees. Wilcox: Replied that representatives from each city are part of the Coalition. Their input is solicited to de- velop plans that are needed for public safety. Erickson: Suggested that someone from the Coalition attend a snowmobile committee meeting. Wilcox: Replied it might also be reasonable to have someone from the snowmobile committee come to Coalition meetings. Erickson: Asked if the Coalition has recommendations about alternative transportation from bars. Wilcox: Replied that having a designated driver is reasonable and the Coalition addresses that with young adults. Erickson: Noted that there is a shortage of taxi service or other public transportation in the City to serve the sober driver function. Myser: Asked what kind of data is included in the economic impact statistics of $5.5 million. Wilcox: Replied that it includes the cost of handling medical needs, loss of work and productivity, disability. Myser: Stated it appears the Coalition has reduction of fatalities going the right direction and thanked them for their work in creating a safer environment. Stormwater Grant Opportunity Water Resources Engineer Bintner reviewed the 2030 Vision element of natural resources and noted that it mimics requirements of State statute. Explained the State's standards for water quality. Reviewed recent stormwater grants and the City's agreement to match funds in order to receive them. Explained how the City manages runoff with water quality ponds, street sweeping and construction site erosion and sedi- ment control. Suggested that the proposed iron sand filter will provide benefits of increased efficiency in removing pollutants and greater cost savings. Identified costs of the grant to be approximately 40 hours of staff time and an additional $3,000 to $7,000 for the pond maintenance project. Comments: Keeney: Clarified that the actual cost is for adding the iron. Bintner: Replied it would be for purchasing the iron and changing the design of the filter to add the iron. Grant dollars would fund the University study of the tests to prove the concept, which could potentially move us to the next step of getting federal demonstration grants that could pay for materials or further uni- versity studies. Keeney: Noted a sense of urgency and queried whether it is because the project is in progress. Bintner: Affirmed. Although noted that another city could be the study site and the City could wait for the results of study. Erickson: Asked about the Total Maximum Daily Load restrictions identified for 2010. Bintner: Replied that the Minnesota Pollution Control Agency (MPCA) has the study for upper Prior and Spring Lake and they will set numerical values that the City cannot exceed. The City must make changes in order to meet their standards. Erickson: Commented that much of the phosphorus load comes from outside the City and queried whether many of the changes will have to be made to impact the water before it reaches the City. Bintner: Responded that the City is one of the MPCA permitted entities. Other entities are part of the cause and the Prior Lake-Spring Lake Watershed may have the role of working with partnerships. Stated 3 City Council Meeting Minutes January 4 2010 DRAFT that the portion of water quality standards designated in the City's water bodies will have to be borne by the City alone. Erickson: Asked about the bioretention and infiltration grant. Bintner: Replied that infiltration and water quality techniques will be included for stormwater treatment in Sunset and Northwood Park as part of the reconstruction of CR 12. Erickson: Commented that this grant should help us to spend fewer dollars in the future and would be a financially responsible thing to do. Bintner: Noted that if the City wants to become more involved with the other sectors, the LAC will be hav- ing two workshops in Jan and Feb that will bring some of those entities together to talk about how to solve the TMDL in a cost effective manner. Millar: Asked if the City is still under study for the street sweeping program. Bintner: Affirmed stating that the MPCA and Federal Environmental Protection Agency (EPA) will deter- mine the grant disbursements. Millar: Asked about the history of the iron/sand filter. Bintner: Replied it is a fairly recent discovery. Stated he first heard of it from Councilor Erickson and then again at the Water Resource Conference last October. Millar: Queried whether the City would be one of first field tests. Bintner: Replied that this retrofitting of the pond filters is new which is why the University of Minnesota would be studying it. MnDOT is looking at it for ditches and the watershed in Maple Grove is also consider- ing it. Millar: Commented that Prior Lake is building a reputation of being on the cutting edge evidenced by a number of things being done in public works. Much of the testing is proving to be environmentally friendly and resulting in cost savings to the City. Supports this project. Hedberg: Noted that the City could wait and let others prove the methodology first. Agreed with Millar's comments about being cutting edge for cost-effective practices adding that the lakes are a critical part of the City. Total Maximum Daily Load is a "new deal" measuring pollutants and the City has to improve to meet the objectives that will be mandated. Asked why it is not related to Lower Prior Lake. Bintner: Replied that Upper Prior and Spring Lake are impaired waters because they do not meet particu- lar chemical concentrations. Both lakes receive downstream pollutants. Hedberg: Asked how the best management practices used during street reconstruction programs such as holding ponds, narrower streets, rain gardens and reforestation fit the water quality program. Bintner: Replied that stormwater management has a dual goal of controlling volume and rate. Gave ex- amples of the rain gardens and ponds reducing phosphorus and sediment runoff and trees reducing vol- ume of runoff. Hedberg: Commented that those methods focus more on reducing the amount of stormwater rather than treating it. Asked why only two of the ponds in this project would add iron/sand filters rather than all six. Bintner: Replied that the outlet conditions for the other four ponds do not lend themselves to do this. Hedberg: Clarified that not all ponds would be planned to have an iron/sand filter. Bintner: Affirmed, stating that it was coincidence that two of these ponds were be set up with sand filters so the idea of iron/sand filters could be used for them. Myser: Asked if there is any negative impact on the life of the streets from street sweeping. Bintner: Replied that the most damaging things to streets are garbage trucks in the spring when the soil beneath streets is saturated. Abrasion of the street from the sweepers is not an issue. Noted that if a street is already deteriorating, chunks could be swept up but a good street with a normal crown will not be damaged by street sweeping. Myser: Queried what the City's liability might be to clean and retrofit all of the ponds. 4 City Council Meeting Minutes January 4 2010 DRAFT Bintner: Replied that potential liability with current designs could be $6.7 million, which annualized over the range of the various design lives, could come to about $450,000 per year to maintain the City's current system, which will not meet the TMDL requirements. Myser: Reiterated that with new laws, the City has a multi-million dollar responsibility to clean the ponds. Asked if the City participates in the process to set the standards. Bintner: Noted that the City has budgeted to be part of the League of Minnesota Cities. Have been a rep- resentative in the past. Myser: Asked if there are any other ideas being worked on that can help us address the quality of the lake water. Bintner: Replied that there are and those ideas will be brought forward through the usual Lakes Advisory Committee and budget processes. Myser: Asked what it would take to bring the lakes off the degraded list. Bintner: Replied that Spring Lake quality issues would have to be resolved which would require help from the agricultural sector or corresponding projects led by the Watershed in its district. MOTION BY MILLAR, HEDBERG TO ACCEPT THE REPORT. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. MOTION BY HEDBERG, MILLAR TO DIRECT STAFF TO PURSUE THE GRANT VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. PUBLIC HEARING No public hearing was held. OLD BUSINESS No old business was conducted. NEW BUSINESS Consider Approval of a Report Relating to Vehicle and Equipment Purchasing Consider Approval of a Resolution Authorizing the Purchase of Truck, Snow and Ice Control Appli- cation Equipment Upgrades and Funding for Vehicle and Equipment Refurbishing Parks and Fleet Supervisor Friedges asked for the above two agenda items to be discussed together. Council agreed. Friedges informed the Council of the past ineffectiveness of purchasing equipment with four-year bonds and the development of the Equipment Replacement Program which has identified 138 pieces of vehicles and equipment across all departments and their associated life expectancies. Explained the analysis used to determine replacement or addition of equipment to the Program. Stated that following the steps of the analysis has afforded cost savings and allowed the City to program smaller increments of annual funding while keeping the fleet effective. Streets and Utilities Supervisor Eldred described past and current practices for use of sand and salt for snow and ice control on the streets and explained the cost savings and reduced environmental impacts. Described bids solicited and received for upgrades of sand/salt equipment and acquisition of an underbody plow. 5 City Council Meeting Minutes January 4 2010 DRAFT Friedges described equipment (units 546 and 467) slotted for refurbishing and described work that is pro- posed to be done during the refurbishing process. Explained that the life expectancy of both vehicles would be extended. Comments: Millar: Clarified the savings that can be expected with the purchase of the new controllers. Eldred: Replied that the cost savings is the reflection of salt savings, adding that the City is experiencing a 400 pound per lane mile savings in salt use. Millar: Asked about the effect of salt use on streets. Eldred: Overuse of salt creates areas for moisture to get into pavement which leads to frost heaves. Less salt reduces the white cloud of dust caused by salt residue and reduces the amount that can runoff into the watershed. Explained that chloride levels in the lake are monitored and the City is working with the County on anti-icing efforts for County streets in the City. Noted results of the Blind Lake study show some reduc- tions of chloride in that lake this past year. Hedberg: Commented on benefits of the equipment matrix process noting that it includes a long-term look at equipment for planning, provides a complete inventory, allows the more fiscally conservative approach of setting aside money to reduce or eliminate future borrowing and establishes a long term program that gives us more flexibility to respond to needs. Noted the current equipment requests would save money, save street wear and save the environment. Asked the time and cost of the engine replacement on unit 546. Friedges: Replied that $8,100 was spent five months ago. The replacement cost of a one-ton dump body truck would be around $55,000-$60,000. Hedberg: Asked about the replacement cost of unit 467. Friedges: About $200,000. Hedberg: Asked about the usage statistic for both units. Friedges: The one-ton has 60,000 miles; the five-ton has 63,631 miles. Hedberg: Asked what data from the Fleet software program helps decide whether a piece of equipment is a good candidate for refurbishing. Friedges: Explained how data is gathered for the program and noted that the program flags when preven- tative maintenance should be done, tracks the repairs that have been made, cost of those repairs and hours of labor expended as well as projects when replacement or repair should be done. Added that the data coupled with good maintenance and operator training can extend vehicle life. Keeney: Commented that a helpful component of the equipment matrix would be to add something to aid understanding of why a particular life expectancy is chosen, i.e. miles, hours, etc. Asked where the resid- ual value of equipment shows up in the budgeting process. Asked whether there is any value of the old sander equipment that will be taken off when the new equipment is installed. Commented that adding that information in the reporting would be helpful. Friedges: Replied that the equipment matrix identifies life and mileage expectancy; existing sanders that will be coming off will be retained and reattached when the truck is traded off so the newly purchased sanders can be kept with the City. Keeney: Asked about the benefits of the underbody plow vs. the existing front plow. Eldred: Replied an underbody plow allows plowing to get to the pavement better due to greater down pressure. Believes using an underbody allows the City to use less salt. Keeney: Noted the refurbishment cost shown is materials cost and asked about the capital cost of build- ings and staff. Friedges: Replied that staff time will be determined when a project is underway and shop rates are not currently tied in with the mechanic rates. 6 City Council Meeting Minutes January 4 2010 DRAFT Keeney: Asked how the capacity of the shop and staff used to do a project is calculated. Friedges: Replied that mechanics have peaks and valleys in their work flow. Refurbishment work is gen- erally undertaken when work loads are down and when that piece of equipment is less needed. Such work is prioritized behind repair of emergency vehicles or seasonal-use equipment. Keeney: Clarified that the two expenditures are not in the budget at this time and asked if anything would be traded off to get back on budget. Albrecht: Explained that the Capital Improvement Program budget was amended at a previous meeting which would allow this project to move forward this winter if the Council approves. Erickson: Asked if the Cartegraph program will be used to monitor the equipment matrix and operating costs. Friedges: Affirmed. Erickson: Noted the report referred to the City moving to a higher percentage of bio in the biodiesel fuel. Friedges: Affirmed noting that it would plug up the fuel systems to try to switch to the highest percentage of bio in one step. Erickson: Believes the City's streets compare favorably to other streets in snow and ice clearance with the City's program of deicing and the extra five years of life expectancy on the equipment refurbished is a good return on the investment. Will support. Myser: Asked about the biodiesel use and whether there is a financial cost to switch or whether its use is State mandated. Friedges: Replied that the State will mandate certain bio levels over a period of time and the City is trying to meet those standards proactively. Noted there are no special costs associated with the switch. Myser: Commented that he likes where the City is heading with the analysis used to consider the pur- chase of new items and believes it is challenging some assumptions and discovering whether there are other approaches that would work. Asked if that challenging of assumptions should be formally incorpo- rated into the program to identify why the City is performing a service or practice and whether it should be continued. Eldred: Commented on efforts made to improve deicing and ideas challenged in that process. Albrecht: Agreed that challenging assumptions could be another step and posing questions about whether we would continue doing what we are doing could be added to the process. Myser: Queried whether a net present value calculation is performed when considering the costs of main- tenance and repair costs to learn the costs per annum when compared to the purchase of equipment or something other in the evaluation process. Likes seeing that kind of financial payback to assist in making decisions. Albrecht: As the refurbishing program evolves, the more data related to the net cost of continuing to own a vehicle gets to the decision process on refurbishing. Adding the information on the cost benefit would be a good piece to have for the Council. Myser: Asked if this process is applied to every piece of equipment we purchase for the City. Friedges: Replied that all of the equipment identified in the matrix is considered for refurbishing options. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 10-001 AUTHORIZING THE PURCHASE OF FIVE-TON TRUCK WINTER APPLICATION UPGRADES AND FUNDING FOR VEHICLE AND EQUIPMENT REFURBISHING VOTE: Ayes by Myser, Erickson, Hedberg and Millar. Keeney abstained. The motion carried. Comments: Keeney: Asked that an opportunity for Council deliberation on a given question be allowed before the vote is called. 7 City Council Meeting Minutes January 4 2010 DRAFT MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE THE REPORT RELATED TO EQUIPMENT PURCHASING AND ADDING FINANCIAL METRIC AS DISCUSSED. COUNCILOR HEDBERG AMENDED THE MOTION TO ACCEPT THE REPORT. MILLAR SECONDED THE AMENDMENT. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. MOTION BY HEDBERG, SECONDED BY KEENEY TO DIRECT STAFF TO INCORPORATE ADDITIONAL FINANCIAL ANALYSIS AND METRICS TO EXAMINE WHETHER THE IMPACTED SERVICE SHOULD BE CONTINUED AND WHETHER IT COULD BE DONE IN ANOTHER FASHION, AT A DIFFERENT LEVEL OR NOT AT ALL. Comments: Pace: Clarified whether the intent is to have a distinction between the service and whether it should be done, and how the service might be accomplished with a piece of equipment. Hedberg: Understood that the first step in challenging assumptions would be to discuss whether a piece of equipment is needed at all. Myser: Affirmed that it captured the intent for the equipment, and it should also examine whether the ser- vice should be continued. Keeney: Believes it is intertwined as there are pieces of equipment for multiple uses. Need to ask if we need this piece of equipment to do the service, do we need the service, do we need that level of service. Such questions should be an ongoing part of the process. Hedberg: Asked Pace if these comments require a change to the motion or is it a clarification for under- standing. Pace: Responded that comments made have been for clarification. Erickson: Suggested the Council is directing the staff to do something already being done. Believes the staff has been aggressive each time they consider a purchase providing an example of Webcasting and the ultimate decision of being able to provide it for $1,000. Questioned whether this direction to staff is neces- sary. Hedberg: Commented that during his initial orientation with maintenance staff, he had similar questions and over the next few months, the current steps emerged. Believes these proposed additions will be good and done in the spirit of improvements made in the past. Keeney: Suggested that to the extent these steps are already being done, perhaps this just formalizes it and will allow a similar feel to each presentation that is brought to the Council. Erickson: Will support the formalization of the process. Millar: Concurred with Erickson that the process is embedded in the matrix, but will support the formaliza- tion. Myser: Reiterated that the addition to the process will codify what is being done. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 10-001 AUTHORIZING THE PURCHASE OF FIVE-TON TRUCK WINTER APPLICATION UPGRADES AND FUNDING FOR VEHICLE AND EQUIPMENT REFURBISHING VOTE: Ayes by Myser, Erickson, Hedberg and Millar. Keeney abstained. The motion carried. 8 City Council Meeting Minutes January 4 2010 DRAFT Consider Approval of a Resolution Authorizing the Purchase of Two (2) 2010 Ford Crown Victoria Police Interceptors and One (1) Dodge Charger Police Chief O'Rourke explained the analysis used to determine replacement of police squad cars. Pro- vided costs from the State Cooperative Bid and stated that Wolf Motors has agreed to match that cost. Noted that the Dodge Charger is approximately $500 more than the Ford Crown Victoria, but it is antici- pated that will be recovered at the time it is cycled out and placed on the auction. Michigan State Police testing showed better performance for the Charger in braking, suspension and acceleration. Comments: Keeney: Asked about the fuel economy difference between the Charger and Crown Victoria. O'Rourke: Provided statistics from the manufacturers regarding fuel economy. Keeney: Asked if the Police Department prefers the Charger. O'Rourke: Replied it is faster but has the limitation of less room for two officers when the equipment is installed so it is not as useful for a training vehicle. Noted that Ford is not committing to the current Crown Victoria past 2010, but Chevrolet just introduced a new Caprice rear-wheel police package that will replace the Impala front wheel. Most of the industry is still using the police interceptor. Erickson: Queried about problems with front wheel. O'Rourke: Replied it has oversteering problems. Erickson: Asked if officers become involved with high speed chases in the City. O'Rourke: Replied that high speed pursuit is only authorized if deadly force criteria are met. Reiterated that the Michigan State Police study provides comfort in braking, suspension and handling specifications. Erickson: Queried about engine configurations and asked if the City would want to move to all Chargers; whether the gas mileage would warrant that; and whether it would make maintenance of vehicles easier to have them all the same. O'Rourke: Replied the City could try to get to one style of vehicle in the future but that would still be sub- ject to the future whims of car manufacturers. Commented that if three Chargers were ordered today, it would cost more to buy the equipment to outfit them as the equipment fittings for Chargers are not inter- changeable with the Crown Victoria. Friedges: Noted that the City has historical data on Crown Victoria's, but more data should be developed on Chargers regarding maintenance cost and whether the mileage is actually achieved. Erickson: Commented that Wolf Motors stated it would match the State bid, but that an Elk River dealer has the State bid contract. Asked City Attorney Pace if that would be a problem. Pace: Replied there would be a problem with going outside the State bid. Asked if the State cooperative bid included Chargers. O'Rourke: Replied the Charger was is from a dealership in Fergus Falls. Added that last year Ford did not give the exclusive bid to Elk River and other dealerships could bid on it. Noted that Wolf Motors origi- nally came in higher than the State bid, but agreed to match the State bid prices. Pace: Commented on competitive bidding law and noted the City has the option of using the State bid or going out for bid. Erickson: Clarified his understanding that the City would have to either use the State bid with whomever it is assigned to or use the bidding process and solicit three bids subsequently using the lowest bid. Pace: Queried whether the State bid the Charger with the specifications the City wants stating that, if so, the City would buy it from the dealer that has the State bid. Hedberg: Clarified whether the terms of Ford's award of the State bid last year allowed any of its dealers to participate rather than designating a specific dealer. 9 City Council Meeting Minutes January 4 2010 DRAFT O'Rourke: Replied that both last year and this year the Ford dealerships had an opportunity to competi- tively bid. Ford doesn't make it an exclusive bid and other dealerships could participate. Stated he prefers to stay with the competitive bid process. Pace: Proposed modifications to the resolution to identify that two Crown Victoria's and one Charger will be purchased rather than stating it will be three squad cars. Millar: Asked if there are any other costs that occur before the new cars are operated. O'Rourke: Replied that appurtenant equipment, lighting and graphics are added. Millar: Asked why squad cars are turned over with so little mileage. O'Rourke: Replied that the cars are run approximately 20 hours per day adding that the electrical equip- ment, AEDs, computers, etc. in the cars must be kept at moderate temperatures. Must be able to respond to emergencies. Hedberg: Asked about refurbishing squad cars. O'Rourke: Replied that a complete overhaul of electrical and mechanical components should consider cost effectiveness and a return on the investment. Friedges: Noted that squad cars are a specialized piece of equipment and teardown could take hundreds of hours to remove wiring, equipment, etc. No sandblasting could be done with any of the equipment at- tached. Based on current knowledge, does not see an effective cost return considering the initial cost of the vehicle. MOTION BY MILLAR, SECONDED BY ERICKSON SECONDED BY TO APPROVE RESOLUTION 10-002 APPROVING THE PURCHASE OF SQUAD CARS. Comments: Keeney: Commented that fuel savings on the Charger based on the statistics shown would be $2,000 over the life of the equipment. Suggested that the City buy higher efficiency vehicles and would have liked to see the proposal be for two Chargers and one Crown Victoria. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. Consider Approval of Annual City Council Appointments City Manager Boyles presented the proposed appointments for the Council to consider. Noted that the Equalization Committee could be served by establishing a special board which would have particular crite- ria to be met. Suggested that more research about a special board would be needed if the Council wished to pursue such an option. Informed the Council that the status quo of having the Council serve as the Equalization Board would continue if the recommended report is endorsed. Noted that Park Nicollet de- clined to be the Health Officer for 2010 and recommended the Council defer a decision on that position for now. Added that both Mayor Myser and Councilmember Hedberg are recommended as liaisons to the Shakopee Mdewakanton Sioux Community for 2010. Mayor Myser recommended Councilor Millar serve as Acting Mayor for 2010. Comments: Keeney: Supports the recommendation for Acting Mayor, the recommendation that the Council continue to serve as the Equalization Board and deferment of a decision on the Health Officer. Asked if anyone had particular preferences for appointments and indicated he would accept the assignments proposed for him. Erickson: Concurred with Keeney comments. Millar: Stated he would be happy to serve as the Acting Mayor and will support the recommendations. 10 Hedberg: Concurred. Myser: Concurred. City Council Meeting Minutes January 4 2010 DRAFT MOTION BY KEENEY, SECONDED BY HEDBERG TO APPROVE THE FOLLOWING APPOINTMENTS. Acting Mayor Official Newspaper Official Bank Equalization Committee Auditing Firm Fiscal Consultant Civil Defense Director Health Officer Animal Control Officer Weed Inspector Investment Authority Bylaws and Compensation Committee Special Assessment Committee Parks Advisory Lakes Advisory Planning Commission Community Safety Tech / Communications Economic Development Traffic Safety City Manager Evaluation Annexation Task Force Orderly Annexation Board Watershed Liaison Transit Review Board Downtown Redevelopment Snowmobile Task Force SCALE SMSC ISD 719 169 Corridor Coalition Councilmember Millar Prior Lake American U.S. Bank City Council Abdo, Eick and Myers Steve Mattson, Northland Securities Police Lieutenant Randy Hofstad Decision deferred 4 Paws through 5/1/10 Mayor Myser delegated to AI Friedges City Manager Boyles and Finance Director Erickson Councilmembers Keeney and Millar Councilmembers Keeney and Hedberg Councilmember Hedberg Mayor Myser Councilmember Keeney Councilmember Erickson Councilmember Keeney Mayor Myser Councilmember Keeney Councilmembers Hedberg and Millar Councilmembers Millar and Erickson Councilmember Millar Mayor Myser Councilmember Erickson Mayor Myser and Council member Hedberg Councilmember Erickson Mayor Myser Mayor Myser and Council member Hedberg Councilmember Keeney Councilmember Erickson VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. Consider Approval of the 2010 Official City Fee Schedule Finance Director Erickson reviewed the proposed changes to the schedule. In addition to the changes shown on the agenda report, added #29 which is a $3 per hour fee for canoe rental at Watzl's Beach. Comments: Millar: Asked why fees for antennas are proposed to not be included on the fee schedule. 11 City Council Meeting Minutes January 4 2010 DRAFT J. Erickson: Replied that all of the antenna rentals are by agreement. There is some consistency in the amounts charged, but depending upon where the agreement is in its life cycle, there is a staggered effect and not all agreements are in the same stage. Millar: Asked if we know each year's amount. J. Erickson: Affirmed, stating the contracts are in place. Sought Council input on how it would like that amount to be represented on the fee schedule. Boyles: Added that there are a number of agreements with various vendors on the City's water towers. The different vendors are on different steps of their contract so rates may differ depending on which step a particular vendor is at. Pace: Clarified that the agreements have renewal options. Hedberg: Will support the recommended fee schedule changes with #29 added. Keeney: Asked what types of cost the City incurs with on-sale liquor licenses. Boyles: Replied there are costs associated with enforcement. Enforcement is done twice per year and license fees are intended to cover the cost of that. Keeney: Asked what the cost would be to enforce additional compliance checks. Suggested raising the fee to fund additional compliance checks stating he would need more information to know what that amount would be. Boyles: Explained that the fee shown is the third year tier of an ordinance amendment which brings the fee to $6300. Noted that Council could direct staff to look into how to recover costs and could also apply additional inspections where there is high response business. Keeney: Asked if the amount proposed on the fee schedule would be locked in for the July renewals. Boyles: Replied the fee schedule could be revised if the research were done before July. W. Erickson: Asked about the different pricing for Club Prior rentals. J. Erickson: Replied that it is for resident vs. non-resident. W. Erickson: Asked about the Lakefront Pavilion rental fee. J. Erickson: Replied the rental fee was not set out in the agenda report because no change is being rec- ommended. W. Erickson: Asked about the garden lot fee. J. Erickson: Replied that is included with the park and facility fee rentals. W. Erickson: Asked why driveway permit fees are not being proposed that would cover the cost of admin- istering them. J. Erickson: Replied the City wants to encourage residents to come and get a permit so we can inspect impervious surface and widths issues. Erickson: Will support the changes, but invited comment on whether driveway permits should be at actual cost. Myser: Asked how much compliance the City is experiencing at the current $10 fee. Poppler: Replied there are about ten permits each year. When the City observes driveways in process, it stops the work and advises the property owner to get a permit. Believes the need for a permit should be better publicized. Myser: Asked if permits are sought after the fact. Poppler: Replied the City does not pursue that. Myser: Asked if it could be a transparency issue if the antenna rate fees are not in the fee schedule. J. Erickson: Believes that it could be and the City would want to be able to give a rate to anyone querying about placing an antennae on a water tower or on a pole. There is a range of rates being paid by different companies. Queried whether the Council would prefer to show a range of pricing or to indicate that it is per agreement. Myser: Asked if the agreements are public so others could see them and see if their rate is comparable. 12 City Council Meeting Minutes January 4 2010 DRAFT J. Erickson: Affirmed. Pace: Added that a standard agreement was developed with the first antenna request. Myser: Asked what the impact on revenue will be from any proposed changes in the fee schedule. J. Erickson: Replied that because the changes and volume are small, there is little impact to the budget. Myser: Asked how the City compares to the County and other metro cities regarding its rates and fees. Boyles: Replied that staff used to poll other communities to get a sense of what the market would bear but now uses a rational nexus of determining the cost of a service and tries to recover the cost. Gave the ex- ample of the lakes as causing higher costs for some items. Pace: Noted that as a general rule, the City cannot make a profit on any of the services it provides. MOTION BY MILLAR TO APPROVE THE 2010 OFFICIAL CITY FEE SCHEDULE. Councilor Hedberg suggested a friendly amendment to the motion in order to add #29, a $3 per hour fee for canoe rental at Watzl's Beach. Councilor Millar accepted the amendment. SECONDED BY HEDBERG TO APPROVE THE 2010 OFFICIAL CITY FEE SCHEDULE AS AMENDED TO ADD #29, A $3 PER HOUR FEE FOR CANOE RENTAL AT WATZL'S BEACH. Comments: Keeney: Asked about fees charged for the use of meeting rooms in city hall. Boyles: Replied there is no charge for rooms in city hall, although criteria must be met for residents or or- ganizations to use them. Keeney: Suggested listing the rooms as available at no charge. Boyles: Replied there is a brochure that is distributed. Keeney: Concurred that nothing further would be needed. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Millar. The motion carried. OTHER Keeney: Thanked staff for being at the meeting. Millar: Wished all a Happy New Year. Myser: Identified and congratulated the School District's Teacher's of the Year. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Millar and seconded by Hedberg. With all in favor, the meeting adjourned at 10:40 p.m. Frank Boyles, City Manager Charlotte Green, Administrative Asst. 13