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HomeMy WebLinkAbout03 05 12 City Council minutes 4646 Dakota Street SE Prior Lake, MN 55372 REGULAR CITY COUNCIL MEETING MINUTES March 5 , 201 2 CALL TO ORDER The meeting was called to order at 7 :00 p.m. Present were Mayor Myser, Council members Erickson, Keeney and Soukup , City Manager Boyles, City Attor ney Pace , Public Works/Natural Resources Director Gehler, Community and Economic Development Director Rogness , Assistant City Manager Kansier, Assi s- tant City Manager Meyer , and Administrative Assistant Green. Council member Hedberg was a b sent. PUBLIC FORUM The Public Forum is intended to affo rd the public an opportunity to address concerns to the City Council. The Public Forum will be no longer than 30 minutes in length and each presenter will have no more than ten (10) minutes to speak. Topics of discussion are restricted to City government al topics rather than pr i- vate or political agendas. Topics may be addressed at the Public Forum that are on the agenda except those topics that have been or are the subject of a scheduled public hearing or public information hearing before the City Counci l, the Economic Development Authority (EDA), Planning Commission, or any other City Advisory Committee. The City Council may discuss but will not take formal action on Public Forum presentations. Matters that are the subject of pending litigation are not appropriate for the Forum. Comments: Lloyd Erbaugh, 17291 Marshfield Lane, addressed the Council and staff regarding refinancing bonds r e- sulting in savings. Spoke of ways the savings could be used such as recruiting new businesses, suppor t ing existing employers, etc. Commented on examples of new growth in the economy. Provided suggestions for fil l ing positions. APPROVAL OF AGENDA MOTION BY ERICKSON, S ECOND BY SOUKUP TO APPROVE THE AGEND A AS PRESENTED . VOTE: Ayes by Myser, Erickson , Keeney and Soukup . The motion carried. APPROVAL OF MEETING MINUTES MOTION BY SOUKUP, S ECOND BY ERICKSON TO APPROVE THE MINUT ES OF THE FEBRUARY 21 , 2012 MEETING AS PR E SENTED. VOTE: Ayes by Myser, Erickson, Keeney and Souk up. The motion carried. CONSENT AGENDA City Manager Boyles reviewed the items on the consent agenda. A. Consider Approval of Invoices to be Paid . B. Consider Approval of Resolution 12 - 022 Authorizing the Execution of the South Metro Cities Joint Power s Agreement (JPA) for Street Maintenance Services . C. Consider Approval of Resolution 12 - 023 Accepting Donations and Grants to the City During the 4th Quarter of 2011 . D. Consider Approval of Resolution 12 - 024 Accepting an Election Assistance Grant from the Minnes o ta Secretary of State and Authorizing the Mayor and City Manager to enter into the Grant Co n tract . E. Consider Approval of Resolution 12 - 025 Authorizing Funding for the Acquisition of Two Properties r e- lated to the Arcadia Intersection Improveme nts . Phone 952.447. 9800 / Fa x 952.44 7 . 4245 / www.cityofpriorlake.com Councilmember Keeney requested that item 5C , Consider Approval of Resolution 12 - 023 Accepting D o- nations and Grants to the City During the 4th Quarter of 2011 , be removed from the Consent Agenda for discussion. MOTION BY SOUKUP, SECOND BY KEENEY TO APPROVE THE CONSENT AGENDA AS MOD I FIED. VOTE: Ayes by Myser, Erickson, Keeney and Soukup. The motion carried. Keeney: Requested that the names of the donators and grantors be read. Myser: Reviewed the report. Boyles: Spoke of the Safe and Sober Ci ties and Counties grant that is listed as being from the City of Shakopee noting that the grant money is routed through the City of Shakopee who serves as the financial manager for it and disperses it to the other participating entities . MOTION BY KEENEY , SECOND BY SOUKUP TO APPROVE RESOLUTION 12 - 023 A CCEPTING D O- NATIONS AND GRANTS TO THE CITY DURING THE 4 QUARTER OF 2011 . TH VOTE: Ayes by Myser, Erickson, Keeney and Soukup. The motion carried. PRESENTATION No presentation was scheduled. PUBLIC HEAR ING No public hearing was scheduled. OLD BUSINESS No old business was scheduled. NEW BUSINESS Consider Approval of a Resolution Approving a Revised Purchasing Policy Assistant City Manager Kansier commented that the purchasing policy was most recently revised in 2008 and this update clarifies processes and incorporates an easier to read format. The reporting and accoun t- ability criteri on is more rigid and a policy on the use of credit cards is included. Staff training will be provi d- ed on the changes. Comments: Erickson : Asked if the total value of a contract is used to assure the appropriate level of criteria is met. Stated he would prefer that three quotes are required. Kansier : Responded that c urrent ordinance calls for two quotes. Erickson : C larified that ordinance would have to be changed. J. Erickson: Added that State s tatute requires two quotes for contracts less than $25,000. Keeney : Clarified that more than two quotes would be allowed, and that is only identifying the minimum. J. Erick son: Affirmed . Erickson : Stated he is not seeking to change the ordinance. Noted that the policy identifies that a State contractor is allowed rather than seeking two quotes and he would like to change that so that another quote is r e quired in addition to the State bid . Keeney : Asked if a specific individual ’s name will be on each credit card . J. Erickson: Affirmed . Keeney : Stated that is a good way to encourage responsibility , adding that he is not concerned about bad practices, but noted this will be easier to keep the accounting straight. 2 03 05 2012 City Council Minutes Soukup : Commented that the proposed policy looks good. Expressed that the credit cards would be pr i- marily used for dues or online payments, etc. Stated her understanding that the City has to take the lowest re sponsible bid for contracts and asked if that criterion is also used for other things . Kansier : Replied that generally using the lowest responsible bidder holds true for purchases other than professional services. Soukup : Commented that it appears this policy only goes up to a $100,000 threshold . J. Erickson: Replied the policy is intended for all purchasing, but it lays out the graduating thresholds and associated appropriate criteria . Myser : Asked if there is an annual total amount anticipated to be charged on credit cards. J. Erickson: Replied there is no history associated with credit card use at this time so it is hard to antic i- pate that amount. Myser : Noted that some credit cards have cash back and other similar opportunities. J. Erickson : Agr eed that the City may see revenues like that. Kansier: In response to Councilmember Erickson’s comments about the State’s cooperative purchasing agreement , noted that this purchasing policy does not exempt us from getting additional quotes. MOTION BY SOU KUP, SECOND BY KEENEY TO APPROVE RESOLUTION 12 - 026 APPROVING A R E- VISED PURCHASING POLICY. VOTE: Ayes by Myser, Erickson, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Delegating Authority for Paying Claims Finance Director E rickson reviewed criteria to be met in order to delegate authority for paying claims. Noted that it provides an opportunity for making payment to vendors on a more timely basis. Comments : Keeney : Stated the reason for taking this action was to remove so me of the detail of reviewing each and every payment from the Council. Supports delegating that responsibility to staff who have knowledge of what the payment is for and whether the budget supports it. Noted that currently invoice reporting is pr e- sented by budget line and that is fine. Believes this will make the payment process more timely . E x- pressed some concern about having invoices processed on alternating weeks rather than in alignment with semi - monthly Council meeting s . J. Erickson: Commented on the cycle of fulfilling payroll one week and accounts payable the other week . Erickson : Support s this change. Suggested the City m ay be able to take advantage of early payment di s- counts or cash with order. Concur s that the current report format is good and asked if the Council will be approving payments. J. Erickson: Replied that the Council will be receiving the report for information rather than approving payment. Noted that the Council retains the authority to disallow a payment. Added that the Co uncil might r e ceive a report for two check runs in the event that the bi - weekly cycle does not correspond with the semi - monthly meeting cycle , but there will be a report at each Council meeting. Soukup : Referred to the accompanying agenda report that cite s City Code section 106.500 Subdivision (9) that provides safeguard s. Agreed this would allow payment to be made in a t imely manner. Commen t- ed on the current reporting that breaks down invoices by the chart of accou nts vs. summarizing pa y ments to a vendo r stating that either presentation is acceptable and reporting should be done in the manner eas i- est to present. J. Erickson: Responded that the current report has a better explanation, but does not summarize pa y- ments to a particular vendor. T ypically p roviding an account code gives an explanation of what an expense is for. Noted that department heads are responsible for purchases in their department and they review and cod e the expenses. 3 03 05 2012 City Council Minutes Myser : Stated he like s the vendor summary format as it allows him to see the number of claims per ind i- vidual. Asked if the report could be provided in both formats for a few months , noting that he feels a r e- spons i bility to look at the expenses and could use both reports for cross referencing. Suggested simplifying S ection 106.500 Subdivision (9) by en d ing the sentence after the word “City.” Boyles : Noted that would require an amendment to the ordinance. Myser : Asked how many cities delegate the authority for paying claims. J. Erickson: Replied that State statu te allows cities to choose how to approve payments. Stated the City is receiving more requests from vendors for electronic payments and delegating authority would enable processing those requests more eas i ly and quickly. Myser : Asked if staff has a ny issues or concerns with moving to this kind of process. J. Erickson : None. Stated the process is set up to allow broad oversight by the Council. Myser: Asked if the Council has ever denied a payment. Boyles: Replied he had no recollection of a particu lar incident. Noted that claims for payment have been questioned and staff researches those questions. MOTION BY KEENEY, SECOND BY SOUKUP TO APPROVE RESOLUTION 12 - 027 DELEGAT ING A U- THORITY FOR PAYING CLAIMS AND DIRECTING STAFF TO AMEND THE ORDINANCE AS P R O- POSED. VOTE: Ayes by Myser, Erickson, Keeney and Soukup. The motion carried. OTHER BUSINESS Community Events No comments. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made b y K eeney and secon d ed by S oukup . With all in favor, the meeting adjourned at 7:44 p.m. ___ _______________________________ ________________________________ Frank Boyles, City Manager Charlotte Green, Admin. 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