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HomeMy WebLinkAbout09 10 12 City Council Minutes 4646 Dakota Street SE Prior Lake, MN 55372 REGULAR CITY COUNCIL MEETING MINUTES September 10 , 201 2 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 Attor ney S ch warzhoff , Finance Dir ector Erickson, City Engineer / Inspections Director Poppler, Public Works/Natural Resources Director Gehler, Natural Resources / Fleet / F a- cilities Manager Friedges, Community and Economic Development Director Rogness , Assistant City Manager Kansier, Assi stant 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. The Public Forum will be no longer than 30 minutes in length and eac h presenter will have no more than ten (10) minutes to speak. Topics of discussion are restricted to City governmental topics rather than private or polit i cal 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 Cou n cil, the Economic Development Authority (EDA), Planning Commission, or any other City Advisory Committee. The City Council may discuss but w ill 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 M OTION BY HEDBERG, S ECOND BY SOUKUP T O APPROVE THE AGEND A AS PRESENTED . VOTE: Ayes by Myser, Erickson, Hedberg , Keeney and Soukup . The motion carried. APPROVAL OF MEETING MINUTES MOTION BY SOUKUP, S ECOND BY ERICKSON TO APPROVE THE MINUTES OF THE AUGUS T 20 , 2012 , MEETING AS PRESEN T ED . 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 Resolution 12 - 140 Entering into a Master Contract with the Minnesota Department of Transportation C. Consider Approval of Resolution 12 - 141 Approving a Final Plat and Development Contract to be known as Jeffers Pond 6th Addition D. Consider Approval of Resolution 12 - 142 Permitting a Special Deer Hunt in Spring Lake Regional Park MOTION B Y ERICKSON , S ECOND BY SOUKUP T O APPROVE THE CONSENT AGENDA AS PRESENTED . VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. PRESENTAT ION Domestic Violence Awareness Proclamation Phone 952.447. 9800 / Fax 952.44 7 . 4245 / www.cityofpriorlake.com City Manager Boyles introduced Woody Spitzmueller , Chair of the Community Safety A dvisory Committee (CSAC) . Spitzmueller stated that the CSAC will sponsor an awareness event at the Community Fall Fest on Septe mber 17. Described services offered by the Southern Valley Alliance for Battered Women and its statistics for people served in Scott County and Prior Lake. Ident i fied the CSAC members. Comments: Hedberg: Commented that he served as liaison to the CSA C for several years. Stated that the Committee has quietly championed and helped to achieve the City’s leadership in passing s ocial h ost ordinance; promoted use of door hangers left by police when they discover a garage door left open at night to create awareness; and hosted awareness events regarding domestic vi o lence. Myser: Queried whether the walk for awareness would be held this year. Spitzmueller: Replied that the event at the Community Fall Fest will be replacing th e walk this year. Mayor Myser read a proclamation declaring October as Domestic Violence Awareness Month in Prior Lake. Constitution Week Proclamation City Manager Boyles introduced the Constitution Week recognition . Mayor Myser read a proclamation decla r- ing September 17 - 23, 2012 as Constitution Week in Prior Lake. SCALE "First Stop Shop" City Manager Boyles stated that Prior Lake is a member of the Scott County Association for Leadership and E f- ficiency (SCALE). One of the most active elements of SCALE is its Transportation and Economic Development (TED) Committee . TED has learned that when developers and business persons want to explore areas in Scott County, they want quick and accurate answers to their questions. Lezlie Vermillion , Scott County Deputy County Administrator , s poke about th e goal of the unified economic development, land use and transportation plan to develop a county - wide strategy to achieve a vision of providing enough jobs in the County to support 50% of the labor force. Stated that Carlson School of Busines s developed a plan for a customer service initiative know n as the First Stop Shop (FSS) . Explained the research that was undertaken and its findings. Stated that the Scott County Community Development Agency will host FSS and personnel will be hired to i m p lement it. Comments: Keeney : Believes this to be a good fit at a County collaboration level. Asked if the program would be able to feed information back to communities about data it has collected. Vermillion : Noted that Carlson Project cautioned a focus on getting the database up and running first. Keeney : Asked if cities would have access to the database to see how they compare to each other and to be able to tailor activities to customers. Vermillion : Replied that s taff would have access to the database and cities would be taking the applications. First Stop Shop would be a service provider. Myser : Stated that Prior Lake’s EDA has started the process of collecting data about available buildings, lots and other business inventory. Keeney : Hope s to expand that to have access to the other entities data and to hear about their su ccess stories . Erickson : Commented on the Twin Cities’ Itasca project stating that this has parallels. Vermillion : Noted that the Itasca group had several key f ocus areas (transportation, education, economic d e- velopment) and they learned that they lacked identity as a region. Their f ocus is to market the metro politan ci t- ies on national level. FSS is a micr o cosm of that. Erickson : B elieves it is a b ig adva ntage that they are marketing a cohesive twin cities area and the FSS plan brings it to marketing Scott County. Asked about sites that are pad ready. Vermillion : Replied that there are few pad ready sites in the County. 2 09 10 2012 City Council Minutes Erickson : Stated he has en coura ged pad ready sites in Prior Lake. Asked what FSS needs from the City and the Prior Lake EDA to keep things moving fo r ward. Vermillion : Stated it needs to develop a communicative relationship with staff and EDA and then will be su c- cessful. Soukup : Comme nted that it is based on all cities putting their information in the database and asked whether the majority of the data has been entered . Vermillion: Replied that the database is not ready to go and she believes will be ready at the end of first qua r- te r of 2013. Noted that the business community identified this database as a need. Hedberg: Concurred this is a necessary component. Noted that FSS is not intended to favor one city over a n- other or become another layer of bureaucracy. Believes it will b e key to the flow of information to stimulate co n- nections between staff and EDAs in the different cities. We have not had interactions with o ther EDAs . Vermillion : Commented that TED’s technical committee is very active and currently has members rep resenting planning or economic development departments of all cities. Stated they are also trying to work with some of the Chambers and trying to get them to engage with SCALE. Myser : Commented on SCALE’s goal of getting jobs in the County for 50% of re sidents. Asked what percen t- age work in Scott County now. Vermillion : Believes it is 37% and Prior Lake is less than 20%. There are several home - based jobs in Prior Lake . Myser : The Council has made economic development a priority and is developing plans and strategies to help increase the number of residents working in the community . PUBLIC HEARING Consider Approval of a Resolution Approving the Vacation of Drainage and Utility Easements Loca t ed in Jeffers Pond 2nd Addition Community and Economic Development Director Rogness displayed the area that was replatted and the a r- ea to have easements vacated. Stated that d rainage and utilities easements are being replaced in the new plat. MOTION BY HEDBERG, SECOND BY SOUKUP TO OPEN THE PUBLIC HEARING . V OTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried and the public hearing opened at 8:02 p.m . Comments: No person stepped forward to speak . MOTION BY ERICKSON, SECOND BY SOUKUP TO CLOSE THE PUBLIC HEARING. VOTE: Ayes by Myse r, Erickson, Hedberg, Keeney and Soukup. The motion carried and the public hearing closed at 8:03 p.m. MOTION BY SOUKUP, SECOND BY HEDBERG TO APPROVE RESOLUTION 12 - 143 PROVIDING FOR THE VACATION OF DRAINAGE AND UTILITY EASEMENTS LOCATED WITHIN JEFFERS P OND 2 ADD I TION. ND VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Authorizing Abatement of Oak Wilt on Omega Trail and Fish Point Road Natural Resources / Facilities / Fleet Manager Fried ges described the affected area of oak wilt. Stated that the cost of oak wilt abatement would be spread against the benefited properties . Noted that the hilly t opogra phy makes removal costly. Reviewed pertinent ordinance. Currently four trees have been identified, but staff is co n- tinuing oak wilt inspections and finding a f fected trees. 3 09 10 2012 City Council Minutes Comments: Hedberg: A sked if a streamlined process that does not entail public hearing is consistent with C ity ordinance. Friedges: Replied that two years ago, staff sought and received permission to streamline the process to allow faster response. Noted that legal counsel is looking at rewriting the ordinance so it conforms with this request. Hedberg: Concurred that this is a containment option. MOTION BY HEDBE RG, SECOND BY SOUKUP TO OPEN THE PUBLIC HEARING VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried and the public hearing opened at 8:11 . Comments: No person stepped forward to speak. MOTION BY SOUKUP, SECOND BY HEDBERG TO C LOSE THE PUBLIC HEARING. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried and the public hearing closed at 8:12 p.m. Comments: Erickson : Asked how oak wilt spreads. Friedges : Replied that i t spreads either by an insect t hat picks up the virus from an infected tree and alights on a tree with an open branch that might be releasing sap ; or the virus spreads through the root system of neig h- boring trees. Erickson : Stated the g oal is not to take oak trees down, but to try to s ave them. If abatement is not done, it will spread and we need to respond quickly when diseased trees are found. Keeney : Clarified that property owners have been contacted. Asked if it makes sense to spray to keep be e tles from moving off these trees. Myser : Asked if public education efforts in the ground zero area have been held . Friedges : Replied that two training sessions were held a couple of years ago where oak wilt disease, preve n- tion tactics, and collaboration between neig h bors were discussed . MOTION BY HEDBERG, SECOND BY KEENEY TO APPROVE RESOLUTION 12 - 144 AUTHORIZING THE ABATEMENT OF TREES INFECTED BY OAK WILT, SPECIAL ASSESSMENT AGAINST AFFECTED PRO P- ERTIES AND DECLARATION OF AN IMMINENT THREAT TO COMMUNITY OAK TREES. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. PUBLIC FORUM A member of the public approached the Council requesting to make a public forum statement. He had inadver t- ently signed up for public hearing comments. The consensus of the Council was to allow him to speak at this time. Glen n Mueller , 16672 Creekside Circle , stated the following comments are the kinds of things he hears from people in the community.  Queried why McDonald’s must install holding tanks under the parking lot for ca tching the runoff of the parking lot when the City is allowed to dump snow in the empty lot and the snow melt runs into the hol d- ing pond behind McDonald’s.  The business sign installed downtown is quite extravagant.  The consultant fees for Bolton & Menk for the downtown study are very excessive and not doing any good. 4 09 10 2012 City Council Minutes  The Farmer’s Market prevents people from getting into the downtown on Saturdays and finding a par k- ing spot if they want to make any purchas es at local stores. OLD BUSINESS Consider Approval o f a Resolution Accepting Bids, Awarding Contract a nd Authorizing the Execution of the City’s Standardized Construction Contract for the Replacement of a Roof on Fire Station No. 1 Natural Resources / Facilities / Fleet Manager Friedges stated that Fire Sta tion No. 1 is 17 years old and the roof has exceeded its natural life. In 2008, the Building Resource Group performed an analysis of the condition of the roof and identified options as repair or replacement. Repairs were made in 2008 and now replacement of the roof is proposed . Described bid and alternates specifica tions and the bids r e ceived. Comments: Erickson: Asked for clarification of the estimated cost of $225,000 being reduced to $154,000 and then to $59,000. Friedges: Stated the original e stimates were based on the Building Resources Group analysis. That proposal was to remove all existing insulation and replace with a greater R - value requiring a different kind of roof . Staff determined there is adequate insulation so a different kind of roof is not needed which accounts for some of the savings . S ome are as h ave wet and sagging insulation which will need replaced; but not all insulation will be r e- placed which is another potential savings . Keeney : A sked what type of insulation is being u sed . Friedges : Polyurethane foam. Keeney : Concurred that the sh eet metal which helps affix the membrane to the building should be replaced. Asked if there is any warranty claim on the existing roof. Friedges : The original warranty has expired and the w arranty on the new roof will be tracked in Cart e graph. Hedberg : Considering the gap from estimate d cost to bid , questioned whether Building Resource Group should continue to be a resource for soliciting estimates. Myser : Stated he understands the a esthetic issue associated with alternate bid 1, but asked if there is a pe r- formance issue. Friedges : Replied there is potential for leakage at sites of joining new flashing to existing flashing. MOTION BY KEENEY, SECOND BY SOUKUP TO APPROVE RESOLUTIO N 12 - 145 ACCEPTING BIDS, AWARDING A CONTRACT AND AUTHORIZING THE EXECUTION OF THE CITY’S STANDARDIZED CO N- STRUCTION CONTRACT FOR THE REPLAC E MENT OF A ROOF ON FIRE STATION NO. 1. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried . Consider Approval of a Resolution Accepting Bids, Awarding Contract and Authorizing the Execution of the City’s Standardized Construction Contract for the Repair and Sealing of concrete f loors at the Maintenance Center Natural Resources / Facilities / Fleet Manager Friedges described the damaged maintenance center floor. Described proposed repairs. Discussed various epoxy seal products and which products are proposed by di f- ferent bidders. Recommends Sandman Enterprises Inc. as the epoxy product they propose meets the specific a- tions defined in the project. Comments: Soukup : Asked about product that could be applied in areas where buckets are dropped. Friedges : Explained the use of the vehicles and process of cleaning the floors and describ ed the d ifficulty and expense of using mats. Hedberg : Shares concern over lack of response from the Northland who was asked for the chemical analysis of their product. 5 09 10 2012 City Council Minutes Keeney : Asked if the floor system proposed for approval has any warranty . Friedges : Affirmed that it has a warranty, which include s requirements about how the floor is maintained and used. Installation warranty is one year. Erickson : Hired a professional to evaluate this for us and they have done due diligence. Myser: Will support. MOTION BY SOUKUP, SECOND BY KEENEY TO APPROVE RESOLUTION 12 - 146 ACCEPTING BIDS, AWARDING A CONTRACT AND AUTHORIZING THE EXECUTION OF THE CITY’S STANDARDIZED CO N- STRUCTION CONTRACT FOR THE REPAIR AND SEALING OF CONCRETE FLOORS AT THE MAINT E- NANCE CENTER. VOTE: Ayes b y Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. NEW BUSINESS Consider Approval of a Resolution Adopting an Amendment to the 2012 Prior Lake General Fund and Economic Development Authority Budgets Community and Economic Development Dir ector Rogness commented that budget amendments were di s- cus s es at work session. Reviewed background of the budget amendment request. Reviewed the three phases of the business plan: incubation of four to six businesses in City Hall; expansion of incubati on from City Hall to other office buildings in P rior Lake; and supporting construction of a technology campus. Displayed map of city hall floor plan for incubator businesses plan. Reviewed the proposed three - year operating budget . Summ a rized the o p erati ons plan. Comments: Hedberg : Believes the approach proposed allows use of underutilized space in City Hall. Noted that some of the expenses are for remodeling which could have other potential uses. This plan would create new jobs. Pr o- vided statistic s about success rates for businesses that start up in homes vs. an i ncubator setting. Believes the EDA needs to provide an answer on where the businesses move to post - incubator before the program moves to phase two. Want s to get this program launched to learn the les sons of how to make it work. Soukup : Stated that the EDA is taking on economic development which is a project that n eeds to be nurtured in the City . Believes an i ncubator concept of a technology village is some thing the City can help grow. Erickson : Expressed concern about where incubated businesses will move to after incubation. Reiterated that the City needs pad ready sites as we do not want to develop a company and then have them go to First Stop Shop to find another location. Also expressed concern that future costs to the City for this program may be high citing the plan for a business manager as well as the diversion of current staff time and additional costs of maintenance and building wear. Keeney : Stated he is h appy to see u nderutilized space in City Hall being utilized for something that benefits the community and believes we can decide if further investment in that space makes sense. Agrees it is important to retain the businesses that we incubate and having pad ready site s will be as important as any of the other phases. Myser : Stated this will feed additional j obs, services and a more stable tax base in Prior Lake. Believes this is important for Prior Lake and that the EDA took time to figure out strategy that would wo rk for our community. Technology companies do not need roads and highways. This is an opportunity to get our feet wet and do it without significant cost. Erickson : Asked how property tax will be affected in the portion of city hall that will be rent ing space to for - profit business es . Schwarzhoff : Replied that a s long as it is running through the EDA and has clear public purpose, there should be no issues . 6 09 10 2012 City Council Minutes MOTION BY HEDBERG, SECOND BY KEENEY TO APPROVE RESOLUTION 12 - 147 ADOPTING AN AMENDMENT TO THE 2012 PRIOR LAKE GENERAL FUND AND ECONOMIC DEVELOPMENT AUTHORITY BUDGETS. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Adopting Proposed 2013 City Budgets and Certifying Preliminary 201 3 City of Prior Lake Property Tax Levy to Scott County Department of Taxation Finance Director Erickson provided information on the components of the tax levy. Stated that key points of the proposed budget are: no change in service levels, no new pos i tion s; $9.3 million of payments from escrowed funds for debt service ; capital improvements ; and proposed rated increases. Suggested that the levy could be refined when better information is received about the Fire Station No. 1 roof project. Listed options f or reducing the tax levy. Spoke of General Fund Reserves trending down to 40.2% of projected expenditures by 2014, no t- ing that going below 40% would necessitate a plan for replenishment. Described the projected impact of this tax levy on the average valu ed home. Public Works Director Gehler talked about the pavement degradation study. Discussed the road conditions and what percentage of roadways need maintenance, resurfacing and r e- construction. Identified the costs associated with the road cond i tions. Comments: Keeney : Aske d if the total increase reflects the 2012 budget as amended or as the original. J. Erickson: Replied that 2012 is the original budget. Keeney : Asked if it includes the $100,000 that has been amended to this point. J. Erick son: Replied that it has been amended twice for engineering and $ 50,000 for EDA and some expen s es associated with the Technology Plan. Keeney : Clarified that $100,000 as amended on the 2012 budget, $400,000 for Pike Lake Park; and $332,000 on the techno logy plan is not i n cluded in the budget. J. Erickson: Affirmed. Keeney : Stated that on expense side, he wants to assure that people do not believe we are making a 2.83% change over two years . Believes the technology plan fund should have a c ategory in budget for one - time e x- penditures so it is called out and easily seen in the document. Last year we l ooked at reserves and there was concern that the money should be returned to the taxpayers. Instead of continuing to return it, we have come up with ways to spend it. Supported the Pike Lake acquisition and stated that when he did that, he commented that we would have to find a way to trade it off for other things in our future plans because we cannot conti n ue to tell ourselves we are only increasing spen ding by a certain amount if we have special expenditures each year. Seems that, historically, we spend between $500,000 and $ 1 million each year on one - time things. Would have liked the levy to remain at a lower level for another year to pay the fund bal ance back to taxpayers and not have spent the money. W. Erickson: This is maximum levy, not the final. It probably will be reduce d before final approval. Last year, a lower levy was approved in order to refund monies back to the taxpayer from excess f unds. This proposed i n- crease of levy of 9.8% is really an increase of 7.8% to reinstate what was given back last year in taxes . This year we are using 100,000 of reserves to provide a one percent buy - down of tax levy . J. Erickson: Reiterated that in 2012, we used $736,000 of fund balance reserves. This proposed budget u s es $ 400,000 of fund balance reserves in 2013. Basically, we are r eplacing $ 336,000 of reserves with tax levy. There are increases associated with personnel costs, reductions of cur rent expenditures and an increase of non - tax revenues totaling $ 486,000. The d ifference is associated with new initiatives. Listed th ose associated i nitiatives . W. Erickson: Summarized that it is a three percent increase in levy when comparing 2013 vs . 2011. Hedberg : S upport s delaying the residential survey; but would like discussion of regular cycling of residential survey and wants that brought back to the Council early in the year. Suggested that amounts on street maint e- nance and facilities mana gement flip next year as he would like to be closer to the amount needed for the 7 09 10 2012 City Council Minutes pavement management plan. Would support a larger reduction in the facilities management plan. Believes the per household measure should be used for comparing the tax levy ye ar over year . Noted that the levy increase since 2008 is 5.7% , which is well below the level of inflation. Clarified that 2010 figures used to calculate levy per household were based on the census. W ould support presenting budget and spending data on a regular basis with a line below the budget which identifies unbudgeted spending so all spending is consistently repor t ed and whether it was budgeted or unbudgeted to enhance transparency. The t echnology p lan and Pike Lake Park acquisition have been cons istently shown as items that we would consider for use of reserves. These re p resent nearly half of excess reserves we had a year ago. This plan brings us down to 40.2% of reserves by 2014 . Stated he is hopeful that we will generate some modest reserve a nd not g et down to the range where we have to esta b lish a replenishment plan. Soukup : Agreed that s ome kind of line showing unbudgeted expenditures is good idea. Noted the current f i- nancial system dates to 1984 and a new system should not be considered unbudgeted at this point. Rather than $332,000 in 2013, perhaps the phases and modules should be included as line item s . Asked if the dow n- town tr affic stu d ies occurred in 2005. J. Erickson: Replied these are studies that are happening this year. Soukup : A sked if they were in any budget since they have been happening for a number of years. Gehler : We have studied downtown over a number of years; the current study summarizes all of those studies. Soukup : Propose d that there be a line item for downtown studies since they seem to be ongoing. Agreed that with the proposed savings on the Fire Station No. 1 roof, the facilities management fund could be considered for reduction. Asked about the current level of building pe r mits. J. Erickson: Replied that 105 building permits have been issued . Updated numbers will be available when the Council meets regarding the budget in November. Soukup: S tated the lot inventory should also be discussed. Myser: Stated he is happy to see the charts reflecting the n et levy on a household basis believing that is more transparent . Commented that we still show continued use of reserves for a phase in of the homestead market credit , but believes that was a one - time event and we are really phasing in the addition of thre e employees. Stated his p erspective on the overall levy was that he advocated the reduction of reserves in one year so res i- dents would not necessarily get used to multiple years of a lower tax level before coming back to previous le v- els. Stated he has n o qualms about moving the levy back up. Believes the overall levy is somewhat reason a- ble, but a serious issue is tightening up facilities management to capture savings. Support s making appropriate inves t ments in roads . The EDA levy is to fund a war ches t to do economic development, but he is a proponent of having a plan first. Would like to see a 2.5% levy increase outside of the r eplenishment of r e serves. Keeney : Stated he would have supported not turning the levy back . Choices were made that in creased spen d- ing over the past two years. Each decision made in isolation sound s reasonable; but decisions need to be made in the total context of spending for our citizens. My ser : Clarified he will vote no on the budget because of the need to cut expe nses; but does not have issue with the levy. MOTION BY HEDBERG, SECOND BY SOUKUP TO APPROVE RESOLUTION 12 - 148 ADOPTING PR O- POSED 2013 CITY BUDGETS AND CERTIFYING PRELIMINARY 2013 CITY OF PRIOR LAKE PROPERTY TAX LEVY TO SCOTT COU N TY DEPARTMENT OF TAXATION. VOTE: Ayes by Erickson, Hedberg, and Soukup. Nays by Myser and Keeney . The motion carried. MOTION BY HEDBERG, SECOND BY SOUKUP TO APPROVE RESOLUTION 12 - 149 ADOPTING PR O- POSED 2013 ECONOMIC DEVELOPMENT AUTHORITY BUDGET AND CERTIFYING PRELIMINARY 2013 ECO NOMIC DEVELO P MENT AUTHORITY P R OPERTY TAX LEVY TO SCOTT COUNTY DEPARTMENT OF TAXATION. Comments: 8 09 10 2012 City Council Minutes Keeney : Commented that a $200,000 levy is proposed for the EDA budget with an operating budget of $15 0,000. Part of the levy is a built - in surplus in the bud get to build up funds. Believes we n eed to be transpa r- ent and have appropriate accounting in place. Commented that there are significant resources for EDA a l ready. J. Erickson: Those funds have restricted uses and cannot be used for operating expenses. Keeney : Concurred, but wants to be transparent that we are intentionally increasing EDA reserves. W. Erickson: Asked if this is a prelim inary budget for EDA. J. Erickson: Affirmed. W. Erickson: Agreed there are other funds for EDA. Myser : Clarifi ed that he supports the main operating budget for EDA. Would like to modify the levy to reduce it to $150,000. Hedberg : Stated that n ot passing the resolution is a problem as a preliminary levy must be certified or it r e verts to the previous year’s budg et which would mean the EDA would disa p pear. Myser : Asked if he could make an amendment to the resolution to r educe the base levy to $ 150,000 . Hedberg : Suggested the levy match the proposed operating budget of $151,450. Myser : Affirmed he would support that. Hedberg : Will accept that friendly amendment. Soukup: Second ed the amendment. MOTION BY HEDBERG, SECOND BY SOUKUP TO APPROVE RESOLUTION 12 - 149 ADOPTING PR O- POSED 2013 ECONOMIC DEVELOPMENT AUTHORITY BUDGET AND CERTIFYING PRELIMINARY 2013 ECONOMIC DEVELO P MENT AUTHORITY PROPERTY TAX LEVY TO SCOTT COUNTY DEPARTMENT OF TAXATION IN THE AMOUNT OF $151,450. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Authorizing Execution of the City ’s Standardized Professional Se r- vices Co n tract for General Engineering Services for 2013 Projects City Engineer / Inspections Director Poppler stated that planning needs to begin for the projects approved in th e 2013 - 2017 Capital Improvement Program . Note d that the design work for all projects cannot be done in house and proposals have been solicited from consultants in the approved consultant pool. Reviewed the bids received and recommended WSB and Assoc i ates. Comments: Hedberg : Queried whether the des ign work is being outsourced because it is beyond the technical ability of staff or if it is a time issue. Poppler : Replied staff c ould do the Welcome Avenue project in house if had time. Stated the Ridgemont pr o- ject will involve state aid funds and must follow particular design requirements. Hedberg : A combination of resource availability and technical expertise. The t ransportation plan call s for these projects. Believes it a good plan to use outside resources rather than staffing up if it is not a l ong - term requir e- ment. Soukup : Will support. Asked about the range of bids. Poppler : Replied that WSB just completed a project similar to our Ridgemont project, which may have helped them in this proposal. Erickson : Will support WSB. City has great h istory with them. Keeney : Asked what other projects are scheduled for 2013. Poppler : Replied that the remainder of CR 12 and Sunset Avenue reconstruction are scheduled . Keeney : Asked if any consideration was given to splitting th e projects up over mult iple years . Poppler : Believes there is value in grouping them together; i.e. construction observer can manage multiple pr o- jects. 9 09 10 2012 City Council Minutes Myser: Asked if consideration could be given to having the vendors bid as separate jobs to learn whether mo n- ey could be saved . MOTION BY SOUKUP, SECOND BY KEENEY T O APPROVE RESOLUTION 12 - 150 AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S STANDARDIZED PROFESSIONAL SERVICES CONTRACT WITH WSB AND ASSOCIATES FOR GENERAL ENGINEERING SERVICES FOR 2013 PR O- JECTS. VOTE: A yes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Approving Plans and Specifications and Authorizing Solicitation of Bids for the Purchase of an Asphalt Reclaimer Public Works Director Gehler state d the City started exploring new ways of pavement repairs in 2009 . An a s- phalt reclaimer was rented to implement that program. I nfrastructure repairs, water main breaks and street patches, trail replacements have been evaluated to learn where there are co st savings. Natural Resources / Facilities / Fleet Manager Friedges d escribed traditional repair methods and sustainability of those pavement repairs. Described repair methods used with an asphalt reclaimer. Discussed rental vs. purchase as well as r e- p air costs. Talked about collaboration with Savage and Scott County to exchange use of specialized equi p ment. Discussed fun d ing sources . Comments: Erickson : Asked what maintenance costs are associated with the reclaimer. Friedges : Replied that staff is already trained on operating this equipment . Stated the reclaimer runs 40 - 60 hours on a set of bits and replacement of bits is a pproximately $1,000 whether it is rented or owned. Other maintenance i nvolves typical oil changes, belts and filters. Erickso n : Asked who will be responsible for bit replacements when it is loaned to Savage or Scott County. Friedges : Replied our operator would go with the equipment. There will be additional wear, but the equi p ment we borrow from them also incurs wear. We a nticipate that we will not charge out the wear. Erickson : Asked if this would reduce the costs of street and park maintenance, or would it result in getting more work done. Gehler : Replied this equipment will allow us to stretch dollars further and al low us to get more work done. Keeney : Asked if it can t ake off just top surface and leave some pavement behind. Gehler : Yes, can do everything from skin milling to reclaim ed material. Allows a lot of flexibility. Keeney : Supports. Noted as we add equ ipment to the fleet, we take on the responsibility of capital costs and maintenance costs. Better than rental costs. Soukup : Commented that future budget discussion s should include something to sh ow the overall cost savings in expenditures made for the y ear. Will support. Hedberg : Clarified whether this will enable us to do some of mi ll and overlay projects in house . Gehler : Affirmed the reclaimer will be used for edge milling. Hedberg : Encouraged the borrowing and lending of equipment with Savage and Scott County. Myser : Clarified that we are already sharing equipment. Friedges : Affirmed, noting that the Savage paver is something new and ha s not been b orrow ed in the past. Myser : Asked about the cost of a paver. Friedges : Replied Savage purc hased it for $ 86,000. Myser : Commented that the Capital Improvement Program allows purchases of equipment. This item came up late in the process. See s the economic justification for purchasing, but would rather see equipment come up in the normal planni ng process. Asked w hat other pieces of equipment should have been consi d ered. Boyles : Replied that this came up in discussion of continuing rentals and Council directed staff to look at ren t- als and see if money can be saved. This is an example where savi ngs are possible. Gehler: Added that this was a long - term rental. 10 09 10 2012 City Council Minutes MOTION BY SOUKUP, SECOND BY HEDBERG TO APPROVE RESOLUTION 12 - 151 APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING SOLICITATION OF BIDS FOR THE PURCHASE OF AN A S- PHALT RECLAI M ER. VOTE: Ay es by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. Consider Approval of a Resolution Authorizing the Purchase and Conveyance of Tax Forfeited Prope r ty Finance Director Erickson identified two parcels forfeited due to non - payment of t axes. Council can choose to withhold the parcels from public auction to determine if it wants to purchase them. Could be acquired for $400 each for stormwater purposes. If purchase d , the City would not have to worry about future uses. If Cou n- cil choose s to withhold them from the auction, the Planning Commission will consider them to see if they a p- prove purchasing parcels. Comments: Soukup : Clarified the $400 purchase price. J. Erickson: Affirmed. Stated that the City has easements over properties. Hedberg : Supports purchase if the land is being used for stormwater management. Commented on the long - range plan of having Maple Glen tie with Hickory Shores noting that a feature of Hickory Shores is the linear park going around lakes and wetlands . As these two developments build out, these parcels would give us more options and flexibility in park dedication to continue the linear park in Maple Glen. Keeney : Asked if abandoning outlots is taken care of at the time of platting if that is what a develop er plans to do . J. Erickson: Replied that w ith current plats, that is the case. These were done in 2005 and staff is not sure why these lots were not dedicated to the C ity in the first place. W. Erickson: S uggested that we talk to Scott County to learn if the County administration and recording fees can be waived on these parcels. Boyles : Reiterated that tonight’s action is only to consider withholding the parcels from auction. MOTION BY KEENEY, SECOND BY HEDBERG TO APPROVE RESOLUTION 12 - 152 RELATI NG TO TAX FORFEITURE PROPERTIES. VOTE: Ayes by Myser, Erickson, Hedberg, Keeney and Soukup. The motion carried. OTHER BUSINESS Community Events Erickson: Fall Community Fest is being held at the high school on Monday, September 17. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by Keeney a nd seconded by Erickson. With all in favor, the meeting adjourned at 11:00 p.m. __________________________________ ________________________________ Frank Boyles, City Manager Charlotte Green, Admin. Assistant 11 09 10 2012 City Council Minutes