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HomeMy WebLinkAboutDraft 2/5/07 minutes 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 City Council Meeting Minutes February 5, 2007 DRAFT REGULAR COUNCIL MEETING MINUTES CALL TO ORDER Present were Mayor Haugen, Councilmembers Erickson, Hedberg, LeMair and Millar, City Manager Boyles, City Attorney Pace, Public Works Director/City Engineer Albrecht, Parks and Fleet Supervisor Friedges, Planning Director Kansier, Finance Director Teschner, Assistant City Manager Meyer, Communications Coordinator Peterson 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. Speakers receive a maximum of ten minutes; less if there are more than three speakers. Items to be considered as part of the Council's regular agenda may not be addressed at the Public Forum. Topics of discussion are also restricted to City governmental topics rather than private or political agendas. The City Council will not take formal action on issues presented during the Public Forum. City Manager Boyles reviewed the concept of the public forum. Lyle Malecha, 5036 Bluff Heights Trail, commented on growth in recent years and noted there were no population signs posted to reflect the growth. Described noise pollution issues in the City and stated he was told there is no noise ordinance to address such things as loud vehicle emission noise. Distributed information from other cities' code and State Statute. Asked Council to address noise pollution. Comments: LeMair: Stated the subject has not been brought up to him before and believes it is worth looking into. Haugen: Believes the City does have a noise ordinance and it could be revisited and enforcement considered. Boyles: Stated that the City's ordinance tries to retain quiet from 10 p.m. to 6 a.m. Will share the information Malecha brought and work with the Police Chief to consider enforcement options. Hedberg: Thanked Malecha for his presentation and his civic spirit. Millar: Stated that it is the first time he has heard of the issue and concurs the ordinance should be reviewed. Erickson: Agreed with Malecha's observation of noise pollution and stated that there is excessive traffic noise in his residential area also. Haugen: Believes the noise ordinance has usually been dealt with in concurrence with events and that it is the first time traffic noise has been brought to attention of the Council. Thanked Malecha for coming to the Council meeting and assured him the topic will be reviewed. APPROVAL OF AGENDA MOTION BY LEMAIR, SECONDED BY MILLAR TO APPROVE THE AGENDA AS PRESENTED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. www.cityofpriorlake.com 1 Phone 952.447.9800 / Fax 952.447.4245 City Council Meeting Minutes February 5,2007 DRAFT APPROVAL OF MEETING MINUTES MOTION BY LEMAIR, SECONDED BY MILLAR TO APPROVE THE JANUARY 16, 2007, MEETING MINUTES AS PRESENTED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. 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 07-016 for the Purchase of Materials by Staff for the Construction of the Hickory Shores Boardwalk and Fishing Pier. C. Consider Approval of Resolution 07-017 Authorizing the Purchase of Materials to Construct a Boardwalk at Jeffers Pond. D. Consider Approval of a Massage Therapy License for Shannon Foline. E. Consider Approval of a Report Directing Staff to Negotiate Easements for the CR 21 Trail and 150th Street Lift Station. Councilor Hedberg requested removal of agenda items Band C removed from the consent agenda. MOTION BY HEDBERG, SECONDED BY LEMAIR TO APPROVE THE CONSENT AGENDA WITH ITEMS BAND C REMOVED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Hedberg: Asked about the process and level of commitment from DNR for the fish stocking plan and wondered if the City is creating a long-term maintenance and replacement obligation; and if so, how it will fit into budgeting plans. Friedges: Replied that this is the second project done with fisheries and the DNR. Sizable northern pike, blue gills, crappies and bass are stocked to promote fishing programs and give additional access for the public to fishing areas. Ponds are selected that are normally too shallow to sustain fish over most winters and aeration systems are installed. Over time, the fish will reproduce so the DNR won't have to continue restocking. Hedberg: Asked if we have a documented commitment from the DNR to continue this in their plans. Friedges: Replied that there is no contract and described the City's experience with the DNR stocking program and that they have demonstrated an ongoing commitment to sustain future fishing. Commented regarding long-term maintenance for boardwalks that best warrantied products are chosen such as pressure-treated lumbers and plastic coated floats. Albrecht: Commented that an inventory of trails, sidewalks and boardwalks allows staff to track construction and maintenance and a trail and sidewalk reconstruction line item has been added to the budget. Friedges: Stated that a parks inventory has been started to track purchases of items or building construction and staff plans to start budgeting years in advance for upgrading or repair of buildings and park amenities. Hedberg: Noted that City parks, both passive and active, are one of our most attractive resources and he is glad there is a long-term plan to have them well-kept. Millar: Asked if there is any tracking how much boardwalks and trails are being used by the public. Friedges: Replied that staff makes drive-by observations. Boyles: Noted that tracking would be fairly low-tech and might consist of stationing a person to watch for 2 City Council Meeting Minutes February 5,2007 DRAFT a period of time. LeMair: Believes parks are used heavily and gave the example of the Sand Point fishing pier that is busy on any given day. MOTION BY HEDBERG, SECONDED BY LEMAIR TO APPROVE ITEMS BAND C FROM THE CONSENT AGENDA. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. PRESENTATION Scott County Sheriff Kevin Studnicka City Manager Boyles introduced Scott County Sheriff Kevin Studnicka. Studnicka informed the Council of his past experience and mentioned that he intends to work on County issues related to growth, crime rate and staffing issues. He related Prior Lake statistics regarding dispatch calls and lake enforcement. Comments: Millar: Thanked Studnicka for coming to the meeting and asked what is the biggest crime problem is in Scott County right now. Studnicka: Drugs, as they often accelerate minor crime to serious crime. Millar: Asked if Studnicka concurred with publicity that states crime is moving to the suburbs. Studnicka: Agreed. Millar: Asked if the County experienced gang activity. Studnicka: Replied there is some Latino gang activity in the western part of the County and noted that the recreational activities in the vicinity such as Valley Fair and the Elko Speedway could lead to additional activity . Hedberg: Asked how the DNR coordinates with the County on lake patrols. Studnicka: Replied there is a boat and water grant through DNR that allows the County to use 1400 hours of overtime to pay deputies to do boating while intoxicated enforcement. Commented that DNR education programs and presentations take away from their time in the field and that Scott County could do some of that education. Hedberg: Commented that if there is any way to get better coordination on standards of enforcement on the lake, it would be appreciated by the public. LeMair: Noted that he would like to see prevention of gang activity in Prior Lake even to the degree of funding another officer. Erickson: Asked Studnicka to comment about the upcoming 800 MHZ and county-wide fiber-optic system. Studnicka: Replied that Scott County geography doesn't work well with VHF because of hills and such in addition there is a limited number of channels. The 800 MHZ system will provide a smoother operation for both police and fire safety. Erickson: Commented that fiber-optics should handle all transmission of information almost simultaneously. Studnicka: Agreed the systems will both be conducive to public safety network. Haugen: Asked what the cost is of being understaffed. Studnicka: Replied that there are minimums to be on patrol at any given time and for special events such as the County Fair and Renaissance Festival, and that covering vacation and sick time results in going over on overtime budget. Haugen: Asked what Prior Lake can do to help. Studnicka: Replied that there is a good working relationship, and the City and County work together with the lake association on parking and lake coverage. 3 City Council Meeting Minutes February 5, 2007 DRAFT Steve McDonald - Abdo, Eich and Meyers City Manager Boyles spoke of changes that will be effective with the 2006 audit and introduced Steve McDonald of Abdo, Eich and Meyers. McDonald informed the Council of the impact of the changes as: 1. how audit reports are dated which encourages getting things done on time and reported, 2. how problems are defined when they are found and that the monitoring of them builds a control environment, and 3. that risk assessment is an ongoing and continual process. Referred to the new set of audit standards as risk assessment and this is the approach that will be used when auditors look at how the City does things. Comments: Erickson: Asked if the City is subject to the Sarbanes-Oxley Act. McDonald: Replied that Sarbanes-Oxley does not apply to municipalities, but essentially these changes correspond to Sarbanes-Oxley regulations for private companies. Erickson: Noted that Laserfiche has the capacity for the check-in and check-out of documents and the City has Laserfiche. McDonald: Agreed that Laserfiche is a great example of how documents can be controlled and shared. Millar: Asked about details of risk assessment in relation to the City. McDonald: Gave identifying trigger points as an example - things that have to be done every time you go through a process - such as a change of employee. Oath of Office - Fire Chief, First and Second Assistant Chiefs City Manager Boyles commented that though an oath of office has been administered to police officers in the past, this is the first time an oath of office will be administered to fire officers. Mayor Haugen stated that even though the City has a volunteer Fire Department, it is a department of professionals. He administered the oath of office to Fire Chief Doug Hartman, First Assistant Chief James Larson, Jr., and Second Assistant Chief Mark Friedrich. Fire Chief Hartman thanked the assistant chiefs and all firefighter families for their support and thanked the Council for its confidence in them. RECESS Mayor Haugen called a recess at 7:11 p.m. RECONVENE The meeting reconvened at 7:20 p.m. PUBLIC HEARING No public hearings were scheduled. OLD BUSINESS Consider Approval of a Resolution Authorizing Purchase of Materials by Staff for Construction of the Floating Boat Slips at Sand Point Beach. Parks and Fleet Supervisor Friedges commented that boat slips are needed at Sand Point Beach due to provide a safe place for the increased numbers of boaters at the access using the restrooms, shelters and swim areas. Identified the optimum location and noted that the procedures would be the same as at the Watzl's Beach boat slips. Commented that canoe and kayak rental racks are recommended by the PAC and LAC and they are proposing racks to store six canoes and kayaks. Actual construction of boat slips would be done by city staff. 4 City Council Meeting Minutes February 5, 2007 DRAFT Comments: LeMair: Welcomes the slips at Sand Point and at Watzl's and stated that concept came out of the 2030 Vision and Strategic Plan after discussion about how to get additional space on the lake. Erickson: Asked when canoe/kayak rack rental will be available for people to apply for them. Friedges: Responded that the Recreation Department will manage the permitting and that information can be learned from them. Erickson: Asked if residents and non-residents would have the same date for application or if residents would have first availability; and if non-residents would be able to rent a boat slip. Friedges: Replied that question has not been addressed, but he will bring it to discussion. Erickson: Asked if there would be limitations on reservations such as how often or how far in advance. Haugen: Asked the City Attorney to comment on preferential treatment. Pace: Stated the City is making a capital investment in docks and is providing preferential fees for residents and non-residents. Stated she has looked at the issue before and found there could be difficulty with preferential treatment on Prior Lake because it is a public lake. Noted she could review whether a capital expenditure, like the docks the City has paid for could be restricted. Erickson: Noted that canoe/kayak racks would not be on the water, but in the park. Hedberg: Is glad the plan is going forward. Noted that there is a problem of boats clustering at the access and wondered how boat slips will affect that. Friedges: Replied the boat slips could assist as there would be a place to park the boat, move the vehicle from the boat access and load items into the boat from the slip. Hedberg: Asked if a trail would be placed from the parking lot to the boat slips. Friedges: Replied there has been much erosion on that bank and a shore restoration has just been completed. Believes there is not room to put a trail there. Hedberg: Asked how the fishing pier will be affected by the location of the boat slip. Friedges: Replied it should be safer because people will have an area to pull up and use the park and beach without illegally pulling the boat up on the beach. Hedberg: Asked if the canoe/kayaks rental racks would need to be secured. Friedges: Replied that people will be able to lock the canoe or kayak onto the rack and the liability for damage or loss will remain the responsibility of the owner. Hedberg: Asked if there will be a canoe/kayak rental concession. Friedges: Responded that could be brought up at a PAC meeting. Millar: Commented that he likes the relationship of the location of the boat slips and boat launch and clarified that there is a walkway to the beach from the docks. Wants overnight reservations to be considered and believes it is reasonable to try it and see if it will work. LeMair: Agreed with the overnight reservations and believes that the lack of reservations of boat slips is because no overnights are allowed. Haugen: Supports the boat slips but believes it will not alleviate the stacking of boats at the access for loading and unloading. Thinks it may be restrictive for someone to be able to rent a canoe/kayak rack for the entire season. Believes the City should consider renting the canoe/kayak and not just the rack. Mr. Haugen said he will support trying overnight boat slip rental if the enforcement of the park closing time can be resolved. LeMair: Reiterated desire to develop a plan for overnight boat slip rental. Erickson: Suggested reviewing Lake Phalen policies for rentals of sailboats. MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 07.018 AUTHORIZING PURCHASE OF MATERIALS BY STAFF FOR CONSTRUCTION OF THE FLOATING BOAT SLIPS AT 5 City Council Meeting Minutes February 5, 2007 DRAFT SAND POINT BEACH. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. MOTION BY LEMAIR, SECOND BY HEDBERG TO DIRECT STAFF TO DRAFT A POLICY FOR BOAT SLIP AND CANOE/KAYAK/SAilBOAT RENTAL, AND OVERNIGHT BOAT SLIP RENTALS AT WATZl'S BEACH AND SAND POINT BEACH AND BRING IT TO THE COUNCIL BEFORE APRIL 15, 2007. VOTE: Ayes by Haugen, Erickson, Hedberg, leMair and Millar. The motion carried. Consider Approval of a Resolution for the Deconstruction of the Heritage Farmstead Farmhouse. Parks and Fleet Supervisor Friedges presented a model of the proposed deconstruction of the house to create an architectural ruin. Noted that the proposal is a best-case scenario and not all of the walls may be able to be saved. Described the condition of the house and identified the need to deconstruct it to eliminate a potential safety hazard for the public. Comments: Millar: Asked if a structural engineer opinion is needed. Albrecht: Stated that Friedges had contacted a consultant about the feasibility of the project. Friedges estimated the cost at $9,400 to have a structural engineer determine if any of the structure could be saved. Believes the biggest issue is safety and that it should be resolved before activity at lakefront is at its peak again. Offered that if, when the project is underway city staff believed it could not make the decision a consultant could still be brought into the project. Believes if the building is in that bad of a condition, it should be removed. Millar: Stated he had decided deconstruction was a good choice, but asked who will make the decision about how much can be saved if a ruin cannot be created. Friedges: Responded that it would be himself and Building Official Hutchins. Stated he could learn the hourly rate to have a structural engineer make periodic checks throughout the project. Millar: Believes that might be reasonable and stated that even though he understands the need for the deconstruction he still wants to save as much as possible in line with plans that we have been looking at. Hedberg: Asked how many people are using the site now. Friedges: Responded it is not open now, but people have been there. Stated staff boarded up the house because it has been entered and some windmills are broken. Hedberg: Believes retaining a ruin is important and this is one of the last ways to permanently honor the history of Prior lake as farming community. Agrees with Millar to do what we can to save something and that it would be a good idea to learn the hourly rate to have a structural engineer consult on what to save and give ideas on how to save. LeMair: Noted the plan shows nothing addressing floor joists or basement. Friedges: Stated the floor joists would be removed, the basement filled and lawn seeded. LeMair: Noted the report did not include expenses regarding that. Friedges: Confirmed he had not included the labor of the staff. LeMair: Asked if a soils engineer would have to test it after it is backfilled. Friedges: Did not believe we would have to. LeMair:Questioned whether a structural engineer would want to take the job and be liable without researching the whole structure. Mr. leMair s that a professional engineer should be engaged to make this type of decision. He wants to avoid subjecting the City to liability. Sand believes the extra money to engage a consultant is worthwhile. Stated he wants to see something at the location that would resemble what was there and that he wants the community to be able to use that portion of the park. Erickson: Asked if there was asbestos on the site. 6 City Council Meeting Minutes February 5, 2007 DRAFT Friedges: Replied it has not been tested for asbestos. Erickson: Noted that if there is asbestos, that could be a major cost component of demolition as well as lead paint. Commented that he likes the concept of a ruin, but believes the City should be looking at true cost and what we will end up with and that there could be very high expense and the City would not end up with a ruin anyway. Will approve it because we need to make a safe situation, but wants a report back about whether it will be a total deconstruction or partial one as we get started on it. Haugen: Also wants to move forward because of liability exposure. Agrees there is unknown cost regarding asbestos, lead paint, staff hours and the cost of a structural engineer. Does not want to incur personnel risks in doing deconstruction work if that is outside of their experience. Mr. Haugen stated he is in favor of a ruin if it can be done without excessive cost because the property is recognized as the oldest home in the community. Hedberg: Concurs and would like more information about liabilities and costs. Millar: Agrees it is wise to have the building looked at. Erickson: Asked if there is a logical first step to start with deconstruction that would give more information. Friedges: Replied staff would start with the roof and work down. Erickson: Asked if we could start with the roof and if noticing that there will be more problems than expected, that information could be brought to the Council. Friedges: Noted that when deconstruction is started the project could not be left open and a decision would have to be made quickly. Affirmed the Council's concern about safety and stated that his top priority is the safety of staff. Informed the Council of activities an engineer would conduct including a kick-off meeting and site visits with staff; preparing strategy for process and temporary shoring to disassemble building, preparing drawings of the remaining house walls, reviewing plans with staff, and conducting site observation visits during deconstruction. LeMair: Stated that it appears we need a structural engineer to design the arbor as well as provide assurance that the walls are safe when the general public is on the site. Millar: Asked if the staff has expertise deconstructing buildings. Boyles: Responded that they deconstructed a garage near the library. Millar: Asked how we would find out about possible asbestos and lead paint. Boyles: Summarized that we are struggling with a lack of certainty and noted that there is no way of knowing what we will find until we get there. Suggested that staff consult professionals and get their opinion(s) regarding the cost of complete deconstruction and building a memorial; and learn the safety issues. That information could be brought back to the Council to take action as appropriate. LeMair: Believes it would be expensive to have someone else take it down and suggested just having structural engineer to tell us what can be saved and what can't and believes that information would be needed anyway to preserve the site. Haugen: Concurs. Confirmed that a structural engineer would create a strategy for deconstruction, find out what is possible and the way to do it. Boyles: Noted that if there is asbestos removal cost, it would be over the $9,400 cost of a structural engineer. Haugen: Stated that if a structural engineer says the building walls can survive deconstruction, then the Council can consider whether the costs of staff, asbestos removal, etc. are reasonable and reminded the Council that this work is assumed to be done through donations to offset city costs. LeMair: stated that the status of lead paint and asbestos can be learned easily and proposed a motion to have staff consult with appropriate experts to check for lead and asbestos and, if that is clear, hire a structural engineer to proceed with the project at a cost not to exceed $9,400. Pace: Suggested that a motion should ask what extra disposal costs the City will incur to dispose of contaminated debris. 7 City Council Meeting Minutes February 5, 2007 DRAFT Albrecht: Noted that the City has had asbestos and lead paint inspections done before and the cost is not high. Mr. Albrecht suggested that the motion should also include where the funding would come from for the costs of a structural engineer. LeMair: Believes some of these expenses would be incurred anyway and the City has to assume the responsibility at this time. MOTION BY LEMAIR, SECONDED BY ERICKSON TO DIRECT STAFF TO PROCEED WITH LEAD AND ASBESTOS ABATEMENT REPORTS ON THE HOUSE AND TO PROCEED WITH BIDDING OR HIRING A STRUCTURAL ENGINEER AT A COST NOT TO EXCEED $9,400 TO BE PAID OUT OF THE CONTINGENCY FUND AND RETURN TO THE COUNCIL WITH A TIMELlNE, PROCESS AND COST TO COMPLETE THIS WORK. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. NEW BUSINESS Consider Approval of a Resolution Ordering the Preparation of a Feasibility Report for the Welcome Avenue Area Industrial Park Utility and Street Improvement Project. Public Works Director Albrecht displayed the area of the proposed project and where it is in relationship with the wellhead protection area. A petition has been received from property owners to request a feasibility study for utility and street improvements. Stated there can be no new development in this industrial park until improvements are made and that a feasibility study would determine costs. The City Engineer requested authority to retain a consultant for related engineering services to conduct the feasibility study. Comments: leMair: Recused himself from voting because of his financial interest in a property in the industrial park. Erickson: Asked about the timing of the project. Albrecht: Replied that assessments could be well over $30,000 per property. Since this would be a one- hundred percent assessable project believes we should use the option that allows the Council to conduct an assessment hearing and have a 30-day appeal time before awarding a contract for the work. Erickson: Asked if the City would have any liability if the total cost was not calculated correctly. Albrecht: Replied that the projects for the past three years did not have final cost at the time of assessment appeals with the biggest contributing factor to that being soil problems. If a good soil analysis is obtained, the quote should have +/- factor of only five percent. This project would have more borings than a typical residential project. Pace: Stated there is a statutory process where the City can go back and reassess if there is extraordinary cost. She suggested that that process should be reviewed. Hedberg: Suggested the feasibility study should go beyond utilities and suggest a redevelopment plan for the industrial park. Believes the space could have a higher level of use. Albrecht: Agreed there could be a parallel study and that utilities would provide opportunity for redevelopment. Hedberg: Reiterated this should be an opportunity to achieve a higher use of the space for economic development. leMair: Concurred with Hedberg and believes we should look at how City standards apply to that area to encourage economic development. Haugen: Will support. Noted there is 37 acres and not all of it is developed so this is an opportunity. He believes that economic development is a quality of life issue in that it keeps more people working close to home. 8 City Council Meeting Minutes February 5, 2007 DRAFT MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 07-019 ORDERING THE PREPARATION OF A FEASIBILITY REPORT FOR THE INDUSTRIAL PARK UTILITY AND STREET IMPROVEMENT PROJECT AND DIRECT STAFF TO CONDUCT A PARALLEL STUDY FOR A REDEVELOPMENT PLAN EVALUATION OF THIS AREA. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. LeMair abstained. The motion carried. Consider Approval of a Report Regarding Establishment of a Qualified Vendor List and Engineering Services Consultant Pool. Public Works Director Albrecht described what constitutes a qualified vendor and described the process of developing a pool of vendors. Noted that periodically the pool could be opened and new vendors could join and unsatisfactory vendors could be removed. Stated that special services, such as a vendor that works on the lift stations, requires a continuity of service. Stated the list of vendors for specialty services would be brought to the annual meeting each year for approval by the Council. Comments: Hedberg: Commented that this is the type of direction we should be going and believes the $50,000 threshold for competitive bidding is because it is too administratively burdensome to impose a bidding system for less. A vendor list is an efficient mechanism for competitive pricing and is a fair and open process. Believes the proposal should include more specification about the process that would be used, how it is advertised and the criteria that will be used. Would like to see this logic applied to all classes of products and services. A general vendor list has value of administrative convenience, but services and products should be identified that should have truly qualified vendors. Believes we should identify classes of products and services where it makes sense to have a well-defined process and set of criteria to have a more efficient way for competitive pricing. Millar: Believes this is a good step in getting to a better bidding process and consulting process. Erickson: Stated Albrecht did a good job of putting this together and will support the way it is written. LeMair: Allows us to move ahead with putting together a list. Hedberg makes good points of process, but not sure of ramifications of going forward and applying this to other products and services. Would like to see the process associated with it. Haugen: Believes that a more clearly articulated process ties into the element of strong financial management for the City. MOTION BY MILLAR, SECONDED BY HEDBERG TO DIRECT STAFF TO FORM A REPORT ESTABLISHING A QUALIFIED VENDOR LIST OF ENGINEERING SERVICES CONSULTING POOL WITH SPECIFICATION ABOUT THE PROCESS AND CRITERIA TO BE USED. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of a Resolution Approving Bid Specifications for Custodial Cleaning Services for City Hall, Police Station, Library/Resource Center, Fire Station No.1 and Maintenance Building and Authorizing Advertisement for Bid. Finance Director Teschner presented the request for approval of bid specifications. Noted that the City has added 69,000 square feet of building space that needs to be cleaned. Staff wants to group all five facilities together and advertise for bids. Comments: LeMair: Asked if there has been consideration of custodial work being done with in-house staff. 9 City Council Meeting Minutes February 5, 2007 DRAFT Boyles: Stated he has spoken with Savage since they have a staff of three people that do building work and he wants to review their experience; but also wants to bid the project and see what the cost ends up being. LeMair: Believes the option of in-house cleaning and maintenance for the buildings should be considered. Erickson: Asked why the section about auditing the Contractor's books and records is included. Teschner: Replied that is a usual part of the City's standardized contracts for services. Pace: Commented that the provision is included in the standardized contract because there are a number of federal laws to comply with (Affirmative Action, Fair Labor Act) in the event that the Contractor has enough employees to qualify for that compliance. The City may have a responsibility to assure that the Contractor has policies of nondiscrimination and we have to have the ability to monitor that. There is also sometimes a question of paying subcontractors for goods and supplies and the City can check that it is getting the value of what it is paying for. Erickson: Commented that the section of the contract seemed to be beyond what is necessary. Pace: Could only recall one case where the City actually asked to see some materials from a Contractor. Teschner: Noted that if federal grant money is involved, virtually all federal grants are audited, and there would be no federal grant money involved with this contract Haugen: Asked if any contractor complained or expressed concern about this provision. Teschner: No. Millar: Supports the need to seek bids and concurs with LeMair that the City should consider whether it could be done by staff. Teschner: Noted that additional positions are not included in the present budget. Staff has considered the manpower that would be needed as well as explored a partnership with the school district. Stated that this contract is primarily for the inside cleaning of the building and that carpeting cleaning and window cleaning will be quoted on an as-needed basis. Hedberg: Concurs with getting comparisons from neighboring cities. Believes that most of the efficient cleaning services may be larger, established firms and the affirmative action issues may come into play. Haugen: Will support the RFB and desires comparative information about having in-house staff. MOTION BY LEMAIR, SECONDED BY ERICKSON TO APPROVE RESOLUTION 07-020 APPROVING BID SPECIFICATIONS FOR CUSTODIAL CLEANING SERVICES FOR CITY HALL, POLICE STATION, LIBRARY, FIRE STATION AND MAINTENANCE BUILDING AND AUTHORIZATION FOR ADVERTISEMENT FOR BID, AND DIRECT STAFF TO BRING A REPORT TO THE COUNCIL WITH INFORMATION ABOUT THE COMPARATIVE COST OF IN-HOUSE STAFF PERFORMING CUSTODIAL FUNCTIONS. VOTE: Ayes by Haugen, Erickson, Hedberg, LeMair and Millar. The motion carried. Consider Approval of the Appointment of Two Council Members to a Subcommittee Pursuant to the Parks, Streets and Public Facility Naming Policy. City Manager Boyles presented the report. Comments: LeMair: Believes the naming policy should be assigned to the Parks Advisory Committee which has a Council liaison. Hedberg: Agrees the task could go to an existing group and it could be the PAC. Believes it should go to existing group that would engage public input and citizens rather than to staff. Millar: Agrees it is good to have public input and believes the PAC provides that opportunity. Erickson: Doesn't think the PAC should be renaming roads and streets, just the parks. Believes staff 10 City Council Meeting Minutes February 5, 2007 DRAFT should perform the task and get input from other sources. Haugen: Concurs that the PAC should not name the streets and agrees that there should not be another committee. Believes it could be directed to appropriate staff and appropriate advisory committee dependent upon what is being renamed. leMair: Asked if the PAC responsibilities could be changed. Albrecht: Believes the Planning Commission would be logical because it approves plats and PUDS. leMair: Stated the Planning Commission does not meet in a forum that is conducive to public input. Albrecht: Stated that either the Planning Commission or the staff could meet with the public. He also noted that the task could go to the Traffic Safety Committee or the PAC and that all of the groups may have some interest depending upon the area involved. Haugen: Believes the staff would be involved in bringing it to the meeting whether it was going to the Planning Commission or the PAC. He noted that the PAC and the Lake Advisory Committee will soon be meeting in the same forum as the Council. leMair: Believes that will stunt the creativity of what happens in those meetings. Haugen: Thinks it would be appropriate to have the name change taken to the advisory committee that is appropriate to the area being considered, Le. if it is a park, take it to the PAC, etc. MOTION BY ERICKSON, SECONDED BY HEDBERG TO TAKE RENAMING TASKS TO THE PLANNING COMMISSION IF IT INVOLVES A ROADWAY AND TO THE PARKS ADVISORY COMMITTEE IF IT INVOLVES A PARK AREA. VOTE: Ayes by Haugen, Erickson, Hedberg and Millar. LeMair opposed. The motion carried. OTHER Millar: Spoke of the Rotary Auction and Dance at the Wilds on February 10. Hedberg: Reminded of the 2030 Vision and Strategic Plan Update meeting planned for February 13, from 6 -10 p.m. at the Wilds. Reminded everyone of the new City building dedication on February 20 from 3- Sp.m. leMair: Informed that a wrestling tundraiser pancake breakfast would be held on Sunday. Haugen: Invited all citizens to get involved in the vision update. ADJOURNMENT With no further comments from Council members, a motion to adjourn was made by LeMair and seconded by Millar. With all in favor, the meeting adjourned at 9:35 p.m. Frank Boyles, City Manager Charlotte Green, Administrative Asst. 11