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HomeMy WebLinkAbout052107 MinutesCity Council Meeting Minutes May 21, 2007 izing Advertisement for Bids for 2007 Lift Station Project. G. Consider Approval of Resolution 07-095 Approving the Final Plat and Development Contract for the Development of Land as a Planned Unit Development for Stonebriar. H. Consider Approval of Resolution 07-096 Approving the Final PUD Plan and Contract for Stonebriar. I. Consider Approval Of Resolution 07-097 Modifying The 150th Street Easement Access Agreement. J. Consider Approval of Resolution 07-098 Accepting Quotes and Authorizing Purchase and Installation of Well #9 Pump and Appurtenant Electrical Equipment. K. Consider Approval of a Resolution Approving Cost Participation with the City of Savage for the 150th Street / TH 13 Intersection Study. Councilor Hedberg requested the removal of 5A, Invoices to be Paid; and 5K, Consider Approval of a Resolution Approving Cost Participation with the City of Savage for the 150th Street / TH 13 Intersection Study, from the Consent Agenda. MOTION BY MILLAR, SECONDED BY LEMAIR TO APPROVE THE CONSENT AGENDA AS MODIFIED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Hedberg: Questioned a bill paid for construction service for Kop Farm demolition. Noted that the house is not demolished yet and requested an update on the demolition. Friedges: Replied that a garage and two porch areas have been removed from the site which has allowed for better securing of the site. A company that was removing asbestos left one item and has to return to complete that item. Staff plans to start demolition of the house on Wednesday. Hedberg: Asked about the payment to the Scott County Treasurer for pay dump clean-up. Boyles: Replied that several years ago, the City operated the Prior Lake Pay Dump outside of the corpo- rate limits of the City. The dump was closed and capped off for a period of time; but at the time Scott County initiated improvements on the intersection of CR 44 and CR 27, removal and clean-up of the dump became necessary. The County paid $360,000 for the clean-up and since the City had ownership of the operations in the past, the County believed the City should participate in the responsibility to help with the clean-up. Three $90,000 payments are being made to the County for our share of the clean-up project. MOTION BY HEDBERG, SECOND BY MILLAR TO APPROVE INVOICES TO BE PAID. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Hedberg: Commented that the TH 13/ 150th Street intersection has safety concerns related to it. He sup- ports the study and wants to know where we are at on the process. Albrecht: Replied that last year the City received correspondence after an accident occurred in that area involving high school students. The accident spurred debate about planning for the intersection and with safety concerns, the Council added this study to the Capital Improvement Program last year. Stated that Savage did the same and the two cities will work in partnership with Savage as the lead agency because they have a frontage road issue to address and larger costs for land acquisition. Noted that Prior Lake has acquired the land it needs for realignment. Also stated that the study will include the other intersections on TH 13 north of Fish Point Road to correct dangerous areas. Hedberg: Asked if the potential improvements are budgeted in the CIP in either Prior Lake or Savage. Albrecht: Stated they are not, but that there are cooperative funds that MnDOT may use. If the cities have approved a layout for the project, they can apply for the funds. Haugen: Stated it is good to have the City working on this and asked if intersections can be posted differ- ently where drivers are passing on the right lanes. 2 City Council Meeting Minutes May 21, 2007 sented the Get Ready program and commented that the Red Cross wants to offer presentations to the pub- lic on safety as well as CPR training. Mayor Haugen read the Red Cross Get Ready proclamation. Comments: Erickson: Related his experience with a flood where the Red Cross stepped in with assistance and com- mented that he understands what the Red Cross can bring to a community. Millar: Commented that staff can help schedule the presentations and CPR training at city hall. Asked about the Get a Kit portion of the program. McDaniel: Replied that referred to people putting together a survival kit and the brochures explain how to do that. Consider Proclamation of National Public Works Week for the Week of May 20-26,2007. Public Works Director Albrecht explained it is National Public Works week. Spoke of the public works staff and the kind of work they accomplish on the 100 miles of City streets and 800 acres of City parks. Introduced staff who were present. Comments: LeMair: Congratulated the staff and noted that he receives compliments on snow plowing on winter days and the consistent good care of parks. Erickson: Expressed appreciation to the staff. Hedberg: Thanked the staff members who were present. Noted they do a great job and it is appreciated. Millar: Expressed appreciation to the staff. Haugen: Commented on staff's commitment to quality, the significant quantity of infrastructure, and the innovative approaches such as buckthorn removal on public properties and the no sand ice removal. Mayor Haugen read the proclamation acknowledging Public Works Week. PLAY Presentation. City Manager Boyles explained that PLAY (Prior Lake Athletics for Youth) is a volunteer organization. Introduced Randy Geister and Mark Schroeder. Schroeder presented the $150,000 donation from PLAY to be used for improvements at Ryan Park. Geister presented a PowerPoint depicting the growth of PLAY since its inception in 1972. Stated that PLAY wants to create a strategic vision for growth of the program. Informed the Council of participation statistics in baseball, football, lacrosse and soccer and the anticipated need for fields. Expressed appreciation for the efforts of the parks department in field development and maintenance and believes the PLAY donation will help Ryan be the "pearl" for community baseball and ath- letics in the future. Comments: Haugen: Thanked PLAY for their financial contribution of $250,000 over the past years and noted this cur- rent donation of $150,000 was paid in advance of PLAY's anticipated ability to give it. LeMair: Thanked PLAY for its financial contribution as well as the time and effort that Geister and Schroe- der put into the community. Erickson: Thanked PLAY for money, time, programs and dedication shown. Expressed amazement at the number of kids participating in the football programming. Millar: Noted the PLAY organization was helpful to his family and thanked Geister and Schroeder for keeping the organization growing. Believes it is a testimony to the quality of people in this community. 4 City Council Meeting Minutes May 21, 2007 Comments: LeMair: Will support. Erickson: Questioned why the bid should be rejected when the same company submitted the bid as well as the lowest quote. Eldred: Only received one bid so wanted to ask for quotes for a comparable. Quotes show that L10yds is very competitive. Noted the project is less than $50,000 so is eligible for quotes. Pace: Noted the process was just trying to be efficient and expedite the project. Albrecht: Agreed it is a formality for staff to show the Council that we got the best price available. Seemed prudent to take the extra step. Because the project is under the $50,000 threshold, it is legally possible. Millar: Will support. Hedberg: Asked about funding. Albrecht: Replied that funds are coming from the Trunk Reserve Fund which has a healthy balance. Hedberg: Will support. Haugen: Will support. MOTION BY MillAR, SECONDED BY HEDBERG TO APPROVE RESOLUTION 07.103; 1) REJECTING BIDS AND ACCEPTING QUOTES, AND 2) AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED CONTRACT FOR 2007 WATER SYSTEM IMPROVEMENTS. VOTE: Ayes by Haugen, Erickson, Hedberg, leMair and Millar. The motion carried. Consider Approval of a Report Regarding City Boat Slips, Police Patrolling and Gating. City Manager Boyles presented the report regarding adding fencing as a security precaution relating esti- mated costs for gating, installation and locking. Evaluated the logistics and advisability of gating. Comments: Millar: Willing to move forward with patrolling and get a status report in mid-July and reevaluate at that time. Erickson: Will support the suggestion to proceed without gates. Asked about rules regarding park closing exceptions. Boyles: Stated he has the authority to extend the hours for particular occasions. Erickson: Noted that all reservations so far are for July 4th and wondered what time the park closes that day and what other dates might have extended hours. Boyles: Replied that hours are extended for July 4th and lakefront Days. Noted that public safety and maintenance personnel can be there at any time. LeMair: Will support. Asked about signage at boat accesses or other ways that information about the slips is being made available. Stated that when the topic is revisited in July, would like to have had something at the accesses. Haugen: Suggested boat slip information also be provided at Captain Jack's and the Wagon Bridge Ma- rina. Boyles: Replied the City places information at 15 different sites in the community including Captain Jack's and on the Website. Will also provide it at the boat accesses. Hedberg: Will support and agrees the Council should have a report in mid-July. Haugen: Stated the report should also show frequency of rentals. 11 City Council Meeting Minutes May 21, 2007 MOTION BY MILLAR, SECONDED BY ERICKSON TO RELY UPON POLICE PATROL FOR SECURITY PURPOSES AND TO HAVE A REPORT BACK TO THE COUNCIL BY MID-JULY. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. NEW BUSINESS Consider Approval of 2006 Annual Finance Report and Management Letter. Finance Director Teschner presented the financial report and management letter. Comments: Hedberg: Noted he is looking forward to working with Teschner and Communications Coordinator Peter- son about how to communicate the financial gold standards to the public. Millar: Will support. Haugen: Noted the financial gold standards is clearly reflected in the results of the work. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE THE 2006 ANNUAL FINANCE REPORT AND MANAGEMENT LETTER VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of a Resolution Authorizing General Fund Transfer to the Severance Compensa- tion Fund. Finance Director Teschner presented. Noted that as a follow-up to the approval of annual finance report and management letter, the Council usually takes action to earmark General Funds to other funds for par- ticular projects. Requested transfer of funds to the Severance Compensation Fund to work towards a 50 percent funded status. Comments: Erickson: Noted that several governmental agencies are not funding their retirement as they should and he wants to assure that Prior Lake is doing the responsible thing and not passing along a financial burden to future generations. Hedberg: Concurred with Erickson's comments and asked what factors cause auditors to establish these high reserves for the General Fund. Teschner: Replied that the City needs working capital to fund expenditures before tax revenue arrives and the State has determined that 50 percent is needed for those expenditures. Noted that some cities borrow to meet their commitments until tax revenue arrives. Prior Lake also has the Contingency Fund for emer. gency situations. Explained that from a bond rating standpoint, anything above 40 percent is a strong indi- cation of financial strength. Millar: Will support the request. Asked for explanation of why we want to designate $400,000 for the 800 MHz system. Boyles: Replied that all metro counties are moving to this system. Scott County is putting up antennas and other equipment and Prior Lake will have to adapt to it to allow the system to work enabling rescue personnel to have a common communication system. LeMair: Will support. Haugen: Will support. MOTION BY HEDBERG, SECONDED BY LEMAIR TO APPROVE RESOLUTION 07-102 AUTHORIZING GENERAL FUND TRANSFER TO THE SEVERANCE COMPENSATION FUND. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. 12