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HomeMy WebLinkAboutCCMin_04Jan28 CITY OF FALCON HEIGHTS COUNCIL MINUTES January 28, 2004 Mayor Gehrz convened the regular City council meeting at 7:00 PM. PRESENT: Mayor Sue Gehrz, Council members Laura Kuettel, Robert Lamb, Peter Lindstrom and Richard Talbot Also present: City Administrator Heather Worthington, Finance Director Roland Olson, Parks and Public Works Director Bill Maertz, and Deputy Clerk Mary Shea Kodluboy COMMUNITY FORUM: There was no commentary from the audience. PRESENTATION: None Scheduled APPROVAL OF MINUTES: Council member Kuettel said there were two grammatical items that she would like the Deputy Clerk to check. She moved approval of the City Council minutes for January 7, 2004, as amended. The motion was unanimously approved. PUBLIC HEARINGS: None Scheduled CONSENT AGENDA: Kuettel moved approval of the addition of Item #5 to the Consent Agenda, and approval of the Consent Agenda, as amended and outlined below. The motion was unanimously approved. 1. General Disbursements through January 26, 2004: $ 247,546.04 Payroll (01/01/04-01/15/04): $ 12,487.04 2. Licenses – wine and beer license for the new Dino’s restaurant at 1700 North Snelling (contingent upon receipt of liquor liability insurance) Approval of invoice in the amount of $6,967.23 from City of Roseville for computer and software upgrades Hire of Ann Davy as new Recreation Coordinator 5. Compensation increases for Finance Director and City Administrator POLICY AGENDA: Confirmation of Falcon Heights’ participation in the Minnesota Department of Transportation’s Cooperative Agreement Funding Parks and Public Works Director Maertz said that the Council is being asked to authorize the City Administrator to confirm Falcon Heights’ participation in MN DOT’s FY 2005 Municipal Agreement Program. FALCON HEIGHTS CITY COUNCIL MINUTES -2- January 28, 2004 Confirmation of Falcon Heights’ participation in the Minnesota Department of Transportation’s Cooperative Agreement Funding (continued) Parks and Public Works Director Maertz said that Falcon Heights applied for funding for the Curtiss Field pond improvements and MN DOT has granted Falcon Heights’ request for funding, up to a maximum of $54,000. As a condition of the Municipal Agreement Program, it is the responsibility of Falcon Heights to develop a complete set of plans and specifications for the project, as well as acquire any right-of-way needed to construct the job. MN DOT requires written confirmation accepting the tentative funding level as well as the design and right-of-way conditions. The City controls the right-of-way, as it commenced and concluded condemnation of the adjacent roadway in 2003, in preparation for the Curtiss Field Improvements. Lindstrom moved approval of Falcon Heights’ participation in the Minnesota Department of Transportation’s Cooperative Agreement Funding regarding the Curtiss Field pond improvements, as well as the design and right-of-way conditions. The motion was unanimously approved. Parks and recreation accomplishments for 2003 Parks and Public Works Director Maertz gave a brief, oral review of the parks and recreation accomplishments for 2003, as outlined below. Completed plans for the Curtiss field improvements Worked with the Capitol Region Watershed District and the developer of the SE Corner to reduce water flow from that site to Curtiss Field by 72% Awarded a grant of $54,000 from the DNR to improve the Trolley Path. Held four public meetings to work on neighborhood approval of the improvements Reduced recreation program expenditures by 23% while increasing participation Provided recreation scholarships for 22 children with funds raised by the Falcon Heights Friends of the Parks Fund Held two successful, well-attended community events Installed ADA compliant surface at Grove Park Received a $3,000 donation from the Falcon Heights Lions Club for the installation of a new playground structure that will be installed in spring, 2004 Initiated a new field use policy that recovers the cost of field use by large tournaments Participated in preliminary discussions with the Falcon Heights Elementary School over collaborative efforts to enhance recreation facilities at the school. Items discussed include a new playground with a creative play element and a hockey rink Consideration of Solid Waste Goals Administrator Worthington said that the Solid Waste Commission has been engaged for over a year in the discussion of various aspects of solid waste collection in Falcon Heights, including the possibility of instituting organized refuse collection, as permitted by Minnesota Statute 115A.94. FALCON HEIGHTS CITY COUNCIL MINUTES -3- January 28, 2004 Administrator Worthington said that in 2002, the reactivated Solid Waste Commission adopted the following mission: The Solid Waste Commission of the City of Falcon Heights is formed to develop a more efficient, more economical and more environmentally sound solid waste disposal system, and build a waste management education plan for all age groups, starting with our youngest citizens. Commissioners discussed concerns about the costs, both direct and indirect, of our present waste disposal systems. Having recently paid assessments for street and alley work, they were concerned about the impact of all the garbage trucks driving weekly through the city. They were also concerned about long-term impacts of landfills and shipping refuse out of state. In the City-wide Survey of December 2002, 74% of the respondents indicated they would be willing to have the City negotiate a contract with a single hauler if it would guarantee lower prices and high quality service. Cost and environmental impact were cited as the top two issues related to solid waste. The Commission studied how organized collection has been implemented in other cities (along with their research on recycling and other related issues). They compared average trash hauling fees in Ramsey County cities and found that those with city-contracted haulers generally had lower rates for consumers. In March, 2003, after much discussion and thought and with informal support from the Council, the Commission concluded that it should work on the possibility of organized collection in Falcon Heights. Between March and June, the Commission studied the state statute and the experience of other cities and planned the process. As a preliminary step to initiating the organized collection process, the Commission decided to draft a set of goals to be used as criteria in the statutory 180-day planning and discussion process. A final draft was approved in December, 2003. At this time the Commission is submitting its list of goals to the City Council for approval and recommends that the City undertake the process described in Minnesota Statute §115A.94 and consider organized trash collection for single-family residential zones. Administrator Worthington said that public participation is an important part of the study, discussion and decision-making process spelled out in the statute. Timely, accurate communication with residents will be essential. Staff has prepared letters that will be sent out to the community as soon as the Council makes a decision. FALCON HEIGHTS CITY COUNCIL MINUTES -4- January 28, 2004 Consideration of Solid Waste Goals (continued) Administrator Worthington read Resolution 2004-03 aloud for the benefit of the viewing audience and reminded everyone that it is not a resolution of intent; it is an adoption of goals. She introduced three members of the Solid Waste Commission who were in attendance to answer questions: Commission Chair Jeff Alexander, Susan Harding and Barb Leary. Council member Talbot asked if the City will be the place residents call if they have concerns. Administrator Worthington said not necessarily. That will be spelled out in the contract. Council member Lamb, Council liaison to the Solid Waste Commission, said that the experience of other cities is that the City needs to be in the center and aware of complaints and concerns. The City of North St. Paul was pretty firm that the City takes an active role. Since they have instituted this, they have had no complaints. Tonight the Council is being asked to buy into the goals. The City needs citizen involvement and participation to see how this will work. The City should be able to do something about price. In looking at the current haulers, they are at different levels of environmental friendliness. The City may find contradictions between low cost and environmental sensitivity. There will be at least two to three public meetings, as well as meetings with the haulers. This is a long process and a lot of input will be needed. Quality, cost, environmental friendliness and education: The City needs to be able to sell this to the community. If the City were to adopt a program like this, it could open up the question of multi-city bidding. Even though this will be about choice, there will be competition. He would like to add a goal regarding hazardous waste. Council member Lindstrom said the City did a survey a year ago that asked questions about willingness to pay for a service. This will be a tremendous benefit. He would like the Solid Waste Commission to look at solid waste trucks that use natural gas. Council member Kuettel asked about the justification for multi-year contracts. Council member Lamb said that other cities have found that three years is a standard. Council member Kuettel asked if the trucks can be rerouted every year so the street wear is spread out. Mayor Gehrz said that she really appreciates the hard work the Solid Waste Commission has been and will be doing. She has been on the City Council for fourteen years. One thing that she has heard consistently is: “When will the City get all of the trash trucks off the street?” The University Grove has organized collection with 103 homes and the same hauler. Trash pickup is two days/week with optional yard waste pickup. Council member Lamb said that once the goals are set and input from the citizenry and refuse haulers has been received, the Solid Waste Commission will prepare an RFP (Request for Proposal) that will list haulers along one side of a chart and ala carte items across the top. The City will have to spend time, energy and money publicizing and selling this program. FALCON HEIGHTS CITY COUNCIL MINUTES -5- January 28, 2004 Consideration of Solid Waste Goals (continued) Mayor Gehrz said the City looked at doing this about 12 years ago. The concern back then was about the burden it would place on the small staff. Yet, what is being heard from the cities that have done this is that there is less of a burden than anticipated. Council member Lamb said the Solid Waste Commission has asked for road maintenance costs for the last five years. If the City can extend the life of a road, that is huge. The City will need to be able to quantify. Council member Talbot thanked the Solid Waste Commissioners for the time and effort they give to the City. RESOLUTION 2004-03 Lamb moved adoption of Resolution 2004-03 Organized Collection Goals, outlined below. The motion was unanimously approved. CITY OF FALCON HEIGHTS RESOLUTION No: 2004 -03 Date: January 28, 2004 RESOLUTION APPROVING ORGANIZED COLLECTION GOALS WHEREAS, the mission of Falcon Heights Solid Waste Commission is to develop a more efficient, more economical and more environmentally sound solid waste disposal system, and build a waste management education plan for all age groups, starting with our youngest citizens; and [WHEREAS, Falcon Heights has had a successful program of organized collection of recycling since 1993; and] [WHEREAS, Minnesota Statute 115A.94, adopted in 1987, gives Minnesota cities authority to organize rubbish collection as a municipal service; and] [WHEREAS, two neighborhoods of Falcon Heights have already banded together to purchase garbage collection as a group, giving the appearance of organized collection; and] WHEREAS, after a year of study of solid waste issues, including a survey of residents of the City, the Solid Waste Commission has determined that a system of organized collection of rubbish could provide advantages of cost, service and environmental health to residents; and FALCON HEIGHTS CITY COUNCIL MINUTES -6- January 28, 2004 Consideration of Solid Waste Goals (continued) WHEREAS, based on its mission statement, the Solid Waste Commission, at its December 11, 2003, meeting, voted to recommend that the City undertake the process defined in Minnesota Statute 115A.94 and adopted the following goals for organized collection: More Efficient Refuse collection shall be on one day of the week for all residences in single-family residential zones. Waste collection base plan shall include refuse, recycling and yard waste, with options provided for appliances and other large objects. There shall be an efficient quarterly billing procedure with clear, itemized charges for each resident. The City shall manage service and resident concerns. More Economical To reduce road maintenance costs, each street or alley shall be served by only one hauler, one truck per collection day. The City may choose the option to designate one or more zones, one hauler to a zone, and may choose to contract separately for recycling. The City shall specify the maximum size of garbage trucks, in the interest of safety and protecting citizens' investment in City infrastructure. Prices shall be competitive with what Falcon Heights residents are paying now and with what is being charged in other Metro area cities. Pricing options shall be the same in all neighborhoods of the city. A choice of service levels shall be provided based on bin size. An extra-small size shall be available. Residents shall be allowed to share service. Service shall include options for additional services or special pick-ups. Residents shall have option of temporary suspension of service, with either a one-month or two-month minimum Any contract for organized collection made by the City shall be for 3 or more years and shall include conditions for termination prior to the end of the contract. More Environmentally Sound Refuse shall go to the Ramsey/Washington County Resource Recovery Facility in Newport or a similar environmentally sound facility at the direction of the City if the Newport facility is no longer available. Hauler(s) must certify this quarterly. Waste collection service shall be consistent with sound public health policies and a clean city. Within the first year of the contract, hauler(s) shall provide a viable plan to implement collection of organics for composting. FALCON HEIGHTS CITY COUNCIL MINUTES -7- January 28, 2004 Consideration of Solid Waste Goals (continued) Public Education The City shall have the option to provide informational inserts to be sent out with bills, at the City's discretion. Hauler(s) shall provide accurate quarterly tonnage reports to the City. The waste hauler(s) shall support the City’s efforts to educate residents and students on solid waste and recycling issues. NOW, THEREFORE, BE IT RESOLVED, that the City Council of Falcon Heights approves of the organized collection goals proposed by the Solid Waste Commission. BE IT FURTHER RESOLVED, that the City Council directs City Staff to pursue a program of organized collection according to the conditions of Minnesota Statute 115A.94. Moved by: Lamb Approved by: _____________________ Susan L. Gehrz, Mayor GEHRZ 5 In Favor January 28, 2004 KUETTEL LAMB Attested by: _____________________ LINDSTROM 0 Against Heather M. Worthington TALBOT City Administrator/Clerk January 28, 2004 Approval of grant agreement regarding Metropolitan Council’s Metropolitan Livable Communities Act, TBRA Funds Administrator Worthington said the City has received a grant from the Tax Base Revitalization Account Program through the Met Council and Department of Trade and Economic Development. This grant will be structured, on a reimbursement basis, for the removal of asbestos from the Northome Shopping Center demolition, which took place in late 2003. This grant will ensure that the developer is complying with the grant requirements as set forth by the Met Council. The City will apply for reimbursement of the funds on behalf of the developer. Lindstrom moved approval of the grant from the Metropolitan Council’s Metropolitan Livable Communities Act, TBRA Funds, to be applied toward the reimbursement of Sherman Associates for the Northome Shopping Center/SE Corner asbestos abatement costs. The motion was unanimously approved. FALCON HEIGHTS CITY COUNCIL MINUTES -8- January 28, 2004 Consideration of RFP’s for Audit Services Finance Director Olson said that a Request For Proposal “RFP” for auditing services for the City was sent to six different auditing firms with experience in governmental auditing. Three proposals were received. The three firms responding with RFP’s were: Kern, DeWenter, Viere, Ltd; HLB Tautges, Redpath. Ltd; and Larson, Allen, Weishair & Co. LLP. There is a new auditing requirement for all audits of accounting periods beginning on or after December 15, 2002. "Statement on Auditing Standards (SAS) 99, Consideration of Fraud in a Financial Statement Audit". One of the remedies to fraudulent misstatement in financial statements by corporations was the development of SAS 99 which requires auditors to perform more work in every audit in both identifying and responding to the risk of material misstatement due to fraud. This additional audit work will add approximately 10% to the audit fees of all city audits. The audit cost for 2002 was $13,000. Each proposal was reviewed by looking at service level, cost to provide the level of service, GASB34 experience, and the firm’s commitment to continuing education about GASB34. City references were checked for all three firms that submitted RFP’s. Three Year Maximum Price Proposals listed by firm: 2003 2004 2005 TOTAL Kern, DeWenter, Viere Ltd $14,500 $15,000 $15,500 $45,000 HLB Tautges, Redpath, Ltd $16,990 $17,530 $18,070 $52,590 Larson, Allen, Weishair & Co $21,920 $21,920 $21,900 $65,740 Finance Director Olson said that staff was recommending the selection of Kern, DeWenter, Viere Ltd, as the auditing firm for the City's annual audit for the years ending 2003, 2004, and 2005. They provide exemplary service, are a leader in GASB34 implementation for cities in Minnesota, have shown a commitment to continuing education about GASB34 implementation to all the cities, whether or not they are a client, and finally, their cost proposal better meets the efforts of the City to balance the service requirements with competitive pricing. Mayor Gehrz said that personally, and as Mayor, she appreciates the work and style of work the current auditors have done. She believes it is good business sense to make sure prices are fair and services are appropriate for the cost. She has enjoyed working with them in the past and looks forward to working with them in the future. Kuettel moved approval of the contract with the auditing firm of Kern, DeWenter, Viere, Ltd, as the City Auditor for the years 2003, 2004, and 2005. The motion was unanimously approved. FALCON HEIGHTS CITY COUNCIL MINUTES -9- January 28, 2004 REPORTS FROM COUNCIL MEMBERS: Council member Lamb said that he and Administrator Worthington attended a meeting at the University of Minnesota about the proposed football stadium. The location focus is Oak Street, on the east bank. What the Legislature does in the upcoming session will have an impact on what happens here. Council member Kuettel reminded the viewing audience that the City’s annual Dead of Winter event at Community Park will take place on Sunday, February 8, from 1-4 PM. There will be sleigh rides, a treasure hunt, two ice rinks and refreshments. Bring quarters and dollar bills. Council member Lindstrom said the Planning Commission had a fairly long meeting. They elected Pam Harris as Chair. They are looking at various City codes and spent some time looking specifically at the sign ordinance. INFORMATION AND ANNOUNCEMENTS: Council member Talbot thanked the Friends of the Parks and the Falcon Heights/Lauderdale Lions for their contributions to the scholarship fund and the purchase of new playground equipment. He asked the viewing audience to check on their neighbors, particularly if they are elderly, and see if they have everything they need. Mayor Gehrz said the Neighborhood Commission sponsored a gathering of the Commissioners and neighborhood liaisons. Two topics of discussion were hazardous waste and sprucing up the neighborhoods. It is nice to see how ideas flow back and forth. The Neighborhood Commission will be offering another round of CERT trainings this winter. The start date will be determined this coming Friday. Administrator Worthington reminded the Council there will be a Council workshop on Wednesday evening, February 4, at City Hall, starting at 5 PM. The regular City Council meeting was adjourned at 8:20 PM. Respectfully submitted, Mary Shea Kodluboy Deputy Clerk