HomeMy WebLinkAbout020507 MinutesCity Council Meeting Minutes
February 5 , 2007
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 conce rns to the City Council.
The Public Forum will be no longer than 30 minutes in length. Speakers receive a m aximum 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 addresse d 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 th e concept of the public forum.
Lyle Malecha, 5036 Bluff Heights T rail , 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 cit ies’ code and State Statute. Asked Council to address noise pollution.
Comments:
LeMair : Stated the subject has not been brought up to him b efore 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 tr ies to retain quiet from 10 p.m. to 6 a.m. Will sha re 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 ordi nance should be
reviewed.
Erickson: Agreed with Malecha’s observation of noise pollution and stated that there is excessive traffic
noise in his residen ti al area also.
Haugen: Believes the noise ordinance has usually been dealt with in concurrence wi th 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.
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APPROVAL OF MEETING MINUTES
MOTION BY LEMAIR , SECONDED BY MILLAR TO APPROVE THE JANUARY 16, 2007, MEETING
MINUTES AS PRESENTED.
VOTE: Ay es 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 A pproval of a M assage T h erapy L i cense for Shannon Foline .
E. Consider Approval of a Report Directing Staff to Negotiate Easements for the CR 21 Trail and 150
th
Street Lift Station.
Councilor Hedberg requested removal of agenda items B and C removed from the consent agenda.
MO TION BY H EDBERG , SECOND ED BY L EMAIR TO APPROVE THE CONSENT AGENDA WITH ITEMS
B AND 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 fi sh stocking plan and
wondered if the City is c reating a long - term maintenance and replacement obligation ; and if so, how it will fit
into budgeting plans.
Friedges: Replied that t his is the second project done with fisheries and the DNR . Sizable n orther n 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 th at 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 e xperience 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 purchase s of item s 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 g lad 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 observa tions.
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Boyl e s: Noted that tracking would be fair ly low - tech and might consist of stationing a person t o watch for
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 da y.
MOTION BY HEDBERG, SECONDED BY LEMAIR TO APPROVE ITEMS B AND 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 introdu ced 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 i s i n
Scott County right now.
Studnicka: D rugs , as they often accelerate minor crime to serious crime.
Millar: Aske d if Studnicka concurred with publicity that states crim e is moving to the suburbs.
Studnicka: A greed.
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 S cott County could do s ome 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 Lak e 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
a ddition 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
s imultaneously.
Studnicka: A greed 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 C ounty F air and R enaissance F estival, and that covering vacation and sick time results in g oing over
on overtime budget .
Haugen: Asked what Prior Lake can do to help.
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Studnicka: Replied that there is a good working relationship, and the City and County work to gether with
the lake association on parking and lake coverage.
Steve McDonald – Abdo, Eich and Meyers
City Manager Boyles s poke of changes that will be effective with the 2006 audit and introduced Steve
McDonald of Abdo, Eich and Meyers. McDonald infor med the Council of the impact of the changes as: 1 .
how audit report s a re dated which encourages getting t hings 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 C ity does things.
Comments:
Erickson: Asked if the Cit y is subject to the Sarbane s - Oxley Act .
McD onald: Replied that Sarbanes - Oxley does not apply to municipalities, but essentially these changes
correspond to Sarbanes - Oxley regulations for private companies.
Erickson: Noted that L aserfiche has the capacit y for the check - in and check - out of documents and the
City has Laserfiche .
McD onald: Agreed that L aserfiche is a great example of how documents can be controlled and shared.
Millar: Asked about details of risk assessment in relation to the City .
McD on ald: 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 pr ofessionals. 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 Author izing Purchase of Materials by Staff for Construction of
the F loating 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 boat ers 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 c anoe and kayak rental racks a re recommended by the PAC
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a nd LAC and they are p roposing racks to store six canoes and kayaks. Actual c onstruction of boat slips
w ould be done by city staff.
Comments:
LeMair : W elcome s the slips at Sand Point and at Watzl ’ s and stated that concept c ame out of the 2030
V ision an d 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 D epartment 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: R eplied that question has not been addressed, but he will bring it to discussio n .
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 C ity 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 bec ause it is a public lake. Noted she could review whether a
capital expenditure, like the docks the City h as 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 goi ng 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 l oad 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 ban k and a sh ore r estoration has just been
completed . Believes there is not r oom 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 be ach.
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 like s the relationship of the location of the boat slips and boat launch and
clarified t hat there is a walkway t o 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. Will
support trying overnight boat slip rental if the enforcement of the park closing time can be resolved.
LeMair : Reiterated desire to devel op a plan for overnight boat slip rental .
Erickson: Suggested reviewing Lake Phalen policies for rentals of sailboats.
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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
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 OVERN IGHT 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 p resented 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 conta cted 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 activi ty 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 . Stat ed he could learn the
hourly rate to have a structural engineer make periodic checks throughout the project.
Millar: Believes t hat might be reasonable and stated that even though he understands the need for the
deconstruction he still want s 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 enter ed 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 wou ld be a good idea to learn the hourly rate to have a structural engineer consult on what to save
and give idea s 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 l awn 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 bac k filled.
Fried ges: 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. W ants to avoid subjecting the City to liability. B elieves the ex t ra money to
enga ge a consultant is worthwhile. Stated he w ant s 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.
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February 5 , 2007
Erickson: Asked if there was asbestos on the site.
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 a t 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 situ ation, but wants a report back
about whether it will be a total deconst ruction or partial one as we get started on it.
Haugen: Also want s 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
pers onnel risks in doing deconstruction work if that is outside of their experience. S tated he i s i n 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 w ould 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 st art with the roof and work down.
Erickson: Asked if we could start with the roof and if notic ing that there will be more problems than
expected, that information could be brought to the Council.
Friedges: Noted that when deconstruction is started the pro ject could not be left open and a d ecision
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 kic k - off
meeting and site visit s with staff ; prepar ing strategy for process and temporary shoring to disassemble
building, prepar ing drawings of the remaining house walls, review ing plans with staff, and conducting site
observation visits during deconstruction.
LeMair : Stated that it appears we need a structural engineer to design the arbor a s well as provide
assurance that the walls are safe when the general public is on the site .
Millar: Asked if the staff ha s expertise deconstructing buildings.
Boyles: Res ponded 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. S uggested 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 t o take a ction 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 save d and what can’t and believes that information would be
needed anyway to preser ve the site .
Haugen: C oncurs. 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 tha t is clear, hire a
structural engineer to proceed with the project at a cost not to exceed $9,400.
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Pace: Suggested that a motion should ask what extra disposal costs the City will incur to dispose of
contaminated debris .
Albrecht: Noted that the Ci ty has had asbestos and lead paint inspections done before and the cost is not
high. S uggested 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 incurr ed 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 TIMELINE, 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 d isplayed the area of the proposed project and where it is in relat ionship
with the wellhead protection area. A p etition has been received from property owners to request a
feasibility study for utility and street improvements. Stated there c an be no new development in this
industri al park until improvements are made a nd that a f easibility 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 i nterest 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 u se 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 fi ve 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
cos t. She suggested that that process should be reviewed.
He dberg: S uggest ed 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 p rovide opportunity for
redevelopment.
Hedberg: Reiterated this should be an opportunity to achieve a higher use of the space for economic
development.
LeMair : C oncur red with Hedberg and believes we s hould look at how C ity standards apply to that are a to
encourage economic development.
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Haugen: Will support. Noted there is 37 acres and not all of it is developed so this is an opportunity. He
b elieves that e conomic development is a quality of life issue in that it keeps more people working close to
home.
MOTION BY HEDBERG, SECONDED BY MILLAR TO APPROVE RESOLUTION 07 - 019 ORD E RING
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 PLA N EVALUATION OF THIS AREA.
VOTE: Aye s 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 Wor ks Director Albrecht d escribed 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 specia l 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:
Hedbe rg: 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 f or competitive pricing and is a fair and open
process. Believes the proposal should include more specification about the process that would be use d ,
how it is advertised and the criteria that will be used. Would like to see this logic applied to all clas ses 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 m akes 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 j ob 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 point s 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 R EPORT
ESTABLISHING A QUALIFIED VENDOR LIST OF ENGINEERING SERVICES CONSULTING POOL
W ITH 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 Reso lution 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 f or 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.
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Comments:
LeMair : Asked if there has been consider ation of custodial work being done with in - house staff.
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 Con tractor 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 on e case where the Ci ty 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 t hat 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 c arpeting clea ning and window cleaning
will be quoted on an as - needed basis.
Hedberg: C oncurs with getting comparison s from neighboring cities. Believes that most of the e fficient
cleaning services may be larger, established firms and the affirmative action issues m ay come into play.
Haugen: Will support the RFB and desires com parative 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 AUTHORIZ ATION 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
FUNCTION S.
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 pres ented the report.
Comments:
LeMair : Believes the naming policy should be assigned to the Park s Advisory Committee which has a
Council liaison.
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City Council Meeting Minutes
February 5 , 2007
Hedberg: Agrees the task could go to an existing group and it could be the PAC. Believes it should go to
ex isting 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: D oesn’t think the PAC should be renaming roads and streets , just the parks. Believes staff
should perform the task and get input from other sources.
Haugen: C oncurs that the PAC should not name the streets and agrees that there should not be another
committee . Believes it c ould be directed to appropriate staff and approp riate advisory committee
dependent upon what is being renamed .
LeMair : Asked if the PAC responsibilities c ould be changed .
Albrecht: Believes the Planning Commission would be logical because it approves plats and PUDS.
LeMair : Stated the Planning Comm ission does not m eet i n a forum that is conducive to public i nput.
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 C ommittee will soon be
meeting in the same forum as the Council.
LeMair : Believes tha t will stunt the creativity of what happens in those meetings.
Haugen: T hinks it wo uld be appropriate to have the name change taken to the advisory committee that is
app ropriate to the area being considered, i.e. 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 me eting planned for February 13, from
6 – 10 p.m. at the Wilds. R eminded everyone of the new City building dedication on February 20 from 3 –
6 p.m.
LeMair : Informed that a wrestling fundraiser pancake breakfast would be held on Sunday.
Haugen: Invite d 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 an d s econded
by Millar . With all in favor, the meeting adjourned at 9:35 p.m.
____ ___________________ ____________ ___________________________________
Frank Boyles, City Manager Charlotte Green, Administrative Asst.
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