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HomeMy WebLinkAboutDRAFT 04 08 13 City Council Minutes O4 PRip� ti � x v � 4646 Dakota Street SE Prior Lake, MN 55372 `�I�vrvESO'��` REGULAR CITY COUNCIL MEETING MINUTES April 8, 2013 CALL TO ORDER The meeting was called to order at 7:00 p.m. Present were Mayor Hedberg, Councilors Keeney, McGuire and Morton, City Manager Boyles, City Attorney Rosow, City Engineer / Inspections Di- rector Poppler, Public Works / Natural Resources Director Gehler, Maintenance Supervisor Theisen, Community and Economic Development Director Rogness, Planner Matzke, Assistant City Manager Kansier, Assistant City Manager Meyer and Administrative Assistant Green. Coun- cilmember Soukup was absent. 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 govern- mental topics rather than private or political agendas. Topics may be addressed at the Public Fo- rum 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 KEENEY, SECOND BY MCGUIRE TO APPROVE THE AGENDA. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. APPROVAL OF MEETING MINUTES MOTION BY MORTON, SECOND BY KEENEY TO APPROVE THE MINUTES OF THE MARCH 25, 2013 CITY COUNCIL MEETING. VOTE: Ayes by Hedberg, Keeney and Morton. McGuire abstained due to his absence at the meeting. Councilor Soukup was absent. 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 a Massage Therapy License for Rebecca Ulrich C. Consider Approval of Resolution 13-040 Authorizing Approval and Execution of the South Metro Cities Joint Powers Agreement (JPA) for Street Maintenance Services D. Consider Approval of Resolution 13-041 Approving an Expenditure of up to $48,000 for Road Salt, Approving the Annual Contract and Authorizing the Execution of Same Be- tween the City of Prior Lake and the State of Minnesota Cooperative Purchasing Venture E. Consider Approval of a Consent for Assignment on Behalf of TMobile Central LLC to T- Mobile USA Tower LLC Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com Morton: Requested that item 5C, Consider Approval of Resolution 13-040 Authorizing Approval and Execution of the South Metro Cities Joint Powers Agreement (JPA) for Street Maintenance Services, and item 5D, Consider Approval of Resolution 13-041 Approving an Expenditure of up to $48,000 for Road Salt, Approving the Annual Contract and Authorizing the Execution of Same Be- tween the City of Prior Lake and the State of Minnesota Cooperative Purchasing Venture, be re- moved from the Consent Agenda for discussion. MOTION BY MCGUIRE, SECOND BY KEENEY TO APPROVE THE CONSENT AGENDA AS MODIFIED. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. MOTION BY MCGUIRE, SECOND BY KEENEY TO CONSIDER APPROVAL OF RESOLUTION 13-040 AUTHORIZING APPROVAL AND EXECUTION OF THE SOUTH METRO CITIES JOINT POWERS AGREEMENT (JPA) FOR STREET MAINTENANCE SERVICES. Morton: Expressed concern that the contract has an "evergreen" clause and queried whether that aspect makes the agreement an all or nothing proposition. Gehler: Last year we approved the agreement with the other cities. The agreement continues each year and if the City chooses to, we participate in the JPA contract and move forward with the expenditure for quantities of product. Tonight's approval is to submit quantities with the bid pack- age. Morton: Commented that the agenda report indicated a modification made was about the ever- green provision and she understood that is what the Council was being asked to address. Gehler: Stated that the agreement has had the evergreen clause in place to manage administra- tion costs and management of the contract through the bidding process. Cities move forward each year with quantities. Morton: Clarified that each year the Council will review quantities and the JPA is in tandem with that. Gehler: Affirmed noting that the agreement puts the legalities in place. Morton: Questioned the amount of the fee for entering into the agreement. Hedberg: Clarified the amount was $750 to enter into the agreement. Theisen: Affirmed. Keeney: Asked if it is staff recommendation to continue with the agreement with the evergreen clause. Gehler: Replied that staff does recommend entering into the agreement and reiterated that quanti- ties and authorization to spend the money for the product is brought to the Council annually. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. MOTION BY KEENEY, SECOND BY MCGUIRE CONSIDER APPROVAL OF RESOLUTION 13- 041 APPROVING AN EXPENDITURE OF UP TO $48,000 FOR ROAD SALT, APPROVING THE ANNUAL CONTRACT AND AUTHORIZING THE EXECUTION OF SAME BETWEEN THE CITY OF PRIOR LAKE AND THE STATE OF MINNESOTA COOPERATIVE PURCHASING VENTURE. Morton: Asked if the amounts listed are based on our history of road salt use and cost. Theisen: Related past usages and noted that some of the salt is used with brine application. Morton: Commented on the conversion of salt to the liquid application. Gehler: Noted that last year's purchase was a lesser amount because there was salt in inventory, but this year's use is back to usual amounts. Morton: Asked when delivery of the salt occurs. Theisen: Delivery will be taken throughout the contract which runs through June 2014. DRAFT 04 08 13 City Council Meeting Minutes 2 Hedberg: Asked how much salt the City would be using if we had not switched to a liquid applica- tion. Theisen: Replied that approximately 100 tons of salt is used for brine annually. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. PRESENTATIONS No presentation was scheduled. PUBLIC HEARINGS No public hearing was scheduled. OLD BUSINESS No old business was scheduled. NEW BUSINESS Consider Approval of a Resolution Approving a Major Amendment to the Planned Unit De- velopment Known as Jeffers Pond and a Resolution Approving the Preliminary Plat to be known as Jeffers Pond 7 th Addition Planner Matzke reviewed the Jeffers Pond project and identified the area proposed for the 7 th Ad- dition. Reviewed the purpose of establishing PUDs to offer flexibility in development and additional value to the community; as well as the benefits of a PUD. Provided site details including concep- tual housing and landscape designs. Stated the reason for seeking this amendment is to change from the original plan of constructing twin homes to single family homes. City Engineer / Inspections Director Poppler stated that preliminary grading is already complete. Described the utilities connections. Noted that the original concept for the area was to have a pri- vate street; but the developer is now proposing a 32'-wide public street. Final platting will include additional easement at the entrance to allow for snow storage. Matzke reviewed the setbacks and noted they cause no issues. Discussed when fees will be paid. MOTION BY MCGUIRE, SECOND BY KEENEY TO APPROVE RESOLUTION13-042 APPROV- ING A MAJOR AMENDMENT TO THE PLANNED UNIT DEVELOPMENT (PUD) FINAL PLAN KNOWN AS JEFFERS POND. Morton: Asked what will happen if the request for easement is denied by the homeowners associ- ation. Poppler: Replied that if easements cannot be obtained, the street may remain private. There is not sufficient right of way at this time for this to be a public street. Morton: Referred to Planning Commission meeting minutes regarding setbacks and noted that some areas were marked "NA." Asked if that pertained to changing from twin homes to single family homes. Matzke: Affirmed, noting that those setbacks were not applicable to a single family home. Keeney: Asked if the PUD involves any covenants about building sizes. Matzke: Replied there are no covenants to City's knowledge. Suggested the developer may know if there are homeowner covenants in place. Added that members of the adjacent home- owners association attended the public hearing and voiced no concerns. Keeney: Asked if any additional trees were planned for removal. Matzke: Replied that no trees are planned for removal and that the grading has been done. McGuire: Asked if there is a maximum length for cul-de-sacs. DRAFT 04 08 13 City Council Meeting Minutes 3 Poppler: Replied that typically the maximum length is 1,000 feet, but that often is exceeded due to water features. This one is 1,200 feet long. Hedberg: Commented that this area would have been association managed if it had remained as twin homes on a private street. Asked if it will be association managed for other items. Matzke: Believes it is not intended to be an association because of lack of common items to be managed. Hedberg: Asked developer, Mr. Wensmann, if there will be a homeowners association. Wensmann: No association is planned at this time. If the street ultimately remains as a private street an association may be needed. Stated he has spoken to the association adjacent to this street and they voiced no concerns about it. Hedberg: Clarified that the lots will be independent of each other and managed by the property owners. Wensmann: Affirmed. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. MOTION BY MORTON, SECOND BY KEENEY TO APPROVE RESOLUTION 13-043 APPROV- ING A PRELIMINARY PLAT TO BE KNOWN AS JEFFERS POND 7 ADDITION. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. Consider Approval of a Resolution Approving a Professional Services Agreement for an En- terprise Resource Planning (ERP) Software Selection Consultant Finance Director Erickson provided background on the proposal of acquiring enterprise resource planning software. The Request for Proposals was described. Five proposals were received and interviews were conducted. The rating scale applied to the proposals was described. Proposals were taken to the Communications and Technology Advisory Committee for review and both the Committee and staff concur with the recommendation of Berry Dunn. MOTION BY KEENEY, SECOND BY MCGUIRE TO APPROVE RESOLUTION 13-044 SELECT- ING BERRY DUNN AS THE CITY'S ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE SELECTION CONSULTANT, AUTHORIZING AN AMENDMENT TO THE 2013 GENERAL FUND BUDGET, AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE AGREEMENT. Morton: Asked if the vendor will be responsible to do a time study of each function as part of the overall view. Erickson: Replied that they will conduct onsite interviews about current processes to learn about the needs of the organization. Morton: Asked if they will make recommendations about future changes in processes. Erickson: Replied that if they find something that will benefit from an efficiency standpoint, they will make a recommendation. Morton: Clarified costs for proposals. Keeney: Commented on the scope of services including an assessment of the current system stating he is not interested in receiving a report on the existing system, but rather wants to concen- trate on moving forward. Erickson: Responded that there will be a phased approach as it would be limiting to only replace what we currently have. Other software needs that are being served by outdated software will be reviewed. Morton: Stated that all processes should grow and evolve. Erickson: Commented that the questions during the interview focused on looking forward. Hedberg: Believes this implementation should not yet get involved in areas where there has not been much thought given to business processes, but rather it should focus on the core financial DRAFT 04 OS 13 City Council Meeting Minutes 4 functions. Believes that purchasing, project accounting, grant tracking, special assessments and human resources are extending beyond the core and his preference would be to have these items be bid alternates. Erickson: Replied that special assessments would have to be replaced in some form as that is a function of the current system. Said the Request for Proposal for the software program will be writ- ten to call out pricing on each of the modules. We will have to determine if a module meets our needs and if we can implement it to replace what we have. We will not want to run both the old system and a new system. Stated that some items will have much value and used purchasing as an example explaining that a purchasing module could reflect encumbered funds and reports can be pulled to show what has been paid and what is encumbered. Hedberg: Responded that there is not an established operational process for how to do purchas- ing and that is the kind of thing that creates a lot of consulting time because we would have to use a consulting process to determine the operational process. Concerned about having that distract us from meeting our deadline for implementation next year. Keeney: Hard to get all of those processes in place all at once. Would be good to get some expe- rience with a new system to see how we would like to see our processes change. Some kind of prioritization should be part of the deliverable. Erickson: The implementation consultant will be instrumental in laying out that strategy for phas- ing in modules. We do not want to buy modules we are not ready to implement right away. Hedberg: Wants the Council to go on record with direction to staff to ensure that whatever analy- sis is done gives prioritization and cost breakouts so we can decide what to implement at what point in time. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. MOTION BY HEDBERG, SECOND BY KEENEY DIRECTING STAFF TO COME BACK TO THE COUNCIL WITH AN ANALYSIS THAT PROVIDES PRIORITIZATION, COST BREAKOUTS PER MODULE AND A PLAN FOR STAGING THE IMPLEMENTATION. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. Consider Approval of a Resolution Authorizing 2013 Vehicle and Equipment Purchases Public Works / Natural Resources Director Gehler reviewed the vehicles and equipment in the fleet. Stated that the City manages those assets using the equipment replacement plan, which is annually reviewed to determine which vehicles should be replaced or refurbished. Described the analysis used for the review including options of partnering, leasing, renting or repairing to meet needs. Described equipment proposed for replacement this year. MOTION BY MCGUIRE, SECOND BY KEENEY TO APPROVE RESOLUTION 13-045 AUTHOR- IZING REPLACEMENT OF 1999 FORD F-350 WITH PLOW (UNIT 457); RESOLUTION 13-046 AUTHORIZING REPLACEMENT OF 1999 FORD F-350 WITH PLOW (UNIT 543); AND RESOLU- TION 13-047 AUTHORIZING REPLACEMENT OF 1999 FORD F-350 WITH DUMP (UNIT 545). Keeney: Asked if the old vehicles are being replaced with diesel or gas. Gehler: Gas. Keeney: Asked if the plow is part of the package. Gehler: Yes. Keeney: Asked if the City considered any model besides the Ford F-350 commenting on difficul- ties with vehicles used by the Fire Department. Gehler: Replied that Ford, Dodge and Chevrolet dealers were approached. Chevrolet did not re- turn quotes within the timeline and Dodge had a higher quote. This engine is different than the ones causing problems in the Fire Department. DRAFT 04 08 13 City Council Meeting Minutes S Keeney: Disturbed that other quotes were not received; but believes we will not go wrong with Fords. VOTE: Ayes by Hedberg, Keeney, McGuire and Morton. Councilor Soukup was absent. The mo- tion carried. OTHER BUSINESS No other business was brought forward. ADJOURNMENT With no further business brought before the Council, a motion to adjourn was made by Morton and seconded by Keeney. The motion carried and the meeting adjourned at 8:12 p.m. Frank Boyles, City Manager Charlotte Green, Administrative Assistant DRAFT 04 08 13 City Council Meeting Minutes (