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Home My WebLink AboutDRAFT 7-9-12 Minutes4646 Dakota Street SE Prior Lake, MN 55372 REGULAR CITY COUNCIL MEETING MINUTES July 9, 2012 CALL TO ORDER The meeting was called to order at 7:00 p.m. Present were Mayor Myser, Council members Erickson, Hedberg, Keeney and Soukup, City Manager Boyles, City Attorney Rosow, Finance Director Erickson, City Engi- neer /Inspections Director Poppler, Public Works /Natural Resources Director Gehler, Community and Economic Development Director Rogness, Fire Chief Doug Hartman, Natural Resources /Facilities /Fleet Manager Al Friedges, Maintenance Supervisor Jake Theisen, and Assistant City Manager Kansier. PUBLIC FORUM The Public Forum is intended to afford 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 governmental topics rather than private 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 Council, 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: No person stepped forward to speak. APPROVAL OF AGENDA MOTION BY SOUKUP, SECOND BY ERICKSON TO APPROVE THE AGENDA AS PRESENTED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. APPROVAL OF MEETING MINUTES MOTION BY SOUKUP, SECOND BY HEDBERG TO APPROVE THE MINUTES OF THE JUNE 18, 2012, MEETING AS PRESENTED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. CONSENT AGENDA City Manager Boyles reviewed the items on the consent agenda. A. Consider Approval of Claims Listing B. Consider Approval of Election Judge Appointment for August 14, 2012 Primary and November 6, 2012 General Election C. Consider Approval of a Resolution Accepting Bids and Authorizing the Mayor and City Manager to Execute the City's Standardized Construction Contract for the 2012 Overlay Project 12 -500 and Con- crete Repairs D. Consider Approval of a Resolution Authorizing Payment to Scott County for the Electronic Backup System and LED Fixtures for Eagle Creek Transit Station E. Consider Approval of a Resolution Authorizing Submittal of a Minnesota Business Development Capi- tal Projects Grant Program Application for the Welcome Avenue Improvements Project F. Consider Approval of a Resolution Authorizing Extension of the Deadline for Recording a Final Plat Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com and Development Contract for Hickory Shores 3rd Addition until August 18, 2012. Mayor Myser requested item 5E Consider Approval of a Resolution Authorizing Submittal of a Minnesota Busi- ness Development Capital Projects Grant Program Application for the Welcome Avenue Improvements Project be removed from the Consent Agenda. MOTION BY HEDBERG, SECOND BY KEENEY TO APPROVE THE CONSENT AGENDA AS PRESENTED. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. ITEMS REMOVED FROM CONSENT AGENDA Consider Approval of a Resolution Authorizing Submittal of a Minnesota Business Development Capital Projects Grant Program Application for the Welcome Avenue Improvements Project Myser asked if the grant application was tied to any particular option for the Welcome Avenue improvements. City Manager Boyles stated the grant is based on the option 4A, which is the do everything option. The grant requires a 50% match. Myser clarified if we are successful in the application, we can use the grant to fund any of the potential options as long as we provide a 50% match. MOTION BY HEDBERG, SECOND BY KEENEY TO APPROVE A RESOLUTION AUTHORIZING SUBMITTAL OF A MINNESOTA BUSINESS DEVELOPMENT CAPITAL PROJECTS GRANT PROGRAM APPLICATION FOR THE WELCOME AVENUE IMPROVEMENTS PROJECT. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. PRESENTATION None scheduled. PUBLIC HEARING None scheduled. OLD BUSINESS None scheduled. NEW BUSINESS Consider Approval of a Resolution Adopting a 2012 Facilities Management Budget Finance Director Erickson explained the Facilities Management Plan was adopted by the City Council in 2011 recognizing the necessity to plan for major replacements and maintenance of various components of our city buildings to optimize the taxpayer investment in each What we did not do is to establish a budget so that the Facilities Management Fund could be administered in accordance with city council approval during the year. That is the purpose of this agenda item. As such it is housekeeping in nature. Going forward, future Facilities Management Fund requests will be included in the annual budget process. Finance Director Erickson outlined the proposed timeline for implementation of the projects at the three facilities is included with this agenda report. She noted the Facilities Management Fund has approximately $627,000 earmarked to fund the 2012 expendi- tures. This includes $168,000 of insurance proceeds that were received for roof damage on Fire Station #1. The remaining fund balance will be approximately $126,000. Comments: Erickson: Stated the consensus reached at the City Council workshop was to postpone design of the heating, ventilation and air conditioning systems at Fire Station #1 and at the Maintenance Center until a later date. This DRAFT 07 09 2012 City Council Minutes 2 would result in a reduction of approximately $23,000 in the 2012 Facilities Maintenance budget. He stated his supports for this option. Keeney: Agreed it makes sense to defer the HVAC design for those two buildings until we get some experience with the current project. The current conditions of the HVAC system at the Library and Club Prior makes this project urgent and necessary to do this year. He supports the budget as amended. Hedberg: Noted there are several projects scheduled for this year that must be done, including a new mem- brane roof and parking lot at the Maintenance Center and the HVAC system at the Library and Club Prior. He supports the budget as amended. Soukup: Asked for clarification on the issues at the Library and Club Prior and what makes this project urgent. Natural Resources /Facilities /Fleet Manager Friedges: Explained the issues at the Library have been ongoing for several years. The HVAC rooftop units overheat, and are wearing out. In Club Prior, the duct work was in- stalled under the floor when the building was built. Because there is no basement, the moisture has been build- ing up and is causing odors, rotting and potential mold. Proposal is to eliminate underground duct work and use overhead ducts, abandon existing ducts and cap with concrete. Soukup stated she supports the budget as amended. Myser: Also supports the budget as amended. MOTION BY HEDBERG, SECOND BY SOUKUP TO APPROVE RESOLUTION 12 -110 ADOPTING A 2012 FACILITIES MANAGEMENT BUDGET LESS THE HVAC DESIGN FOR FIRE STATION #1 AND THE MAINTENANCE CENTER. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. OTHER BUSINESS Community Events Erickson: Lakefront Music Festival this weekend. Wondered if CSAH 21 be in better shape between now and Friday. City Manager Boyles stated the contractor can put an additional lift on the road to accommodate the traffic this weekend, but would charge $2,000 for the additional work. The question is who should be responsi- ble for this cost, the Rotary or the City? Stated we will continue to work with the Rotary. Erickson commented he is looking forward to the event. Soukup: Wanted to remind boaters and others to please be aware of people in water as they are out enjoying the lake. Myser: Commended the Prior Lake Association for a wonderful July 4th fireworks show. He also commented on the recent storm damage throughout community, and the significant effort by City staff and the SMSC to clean- up debris. The SMSC took in 4,000 pounds of debris at the compost center. Myser asked if there are still op- portunities for residents to work with the City to get storm debris picked up. Maintenance Supervisor Theisen stated the opportunity is still there and residents should contact the Maintenance Center for more information. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Hedberg and seconded by Keeney. With all in favor, the meeting adjourned at 7:17 p.m. Frank Boyles, City Manager Jane Kansier, Assistant City Manager DRAFT 07 09 2012 City Council Minutes