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HomeMy WebLinkAboutCCMin_06Jun14 Regular City Council Meeting June 14, 2006 Members present: Mayor Gehrz, Council members Lindstrom, Harris and Talbot, Interim City Administrator Hoag, Assistant City Administrator/Deputy Clerk Kreuser, Incoming City Administrator Miller, and City Engineer Bloom. Members absent: Council member Kuettel. Mayor Gehrz called the meeting to order at 7:00 p.m. The minutes of the May 17 and May 24 city council meetings were approved as submitted. CONSENT AGENDA: Mayor Gehrz asked the council to add consent agenda item F6, designated signors for orders drawn on City funds. The council approved addendum item F6. 1. General Disbursements through 6/8/06: $43,619.80 Payroll through 5/31/06: $19,280.46 Approval of licenses Designate additional funds in the Infrastructure Fund for the debt service payments of the 1999 G.O. NE Quadrant Improvement Bonds (317) Transfer of funds from Capital Fund 412 (TIF #1-2 Capital) and Capital Fund 413 (TIF #201 Capital) to Debt Service Fund 316 (TIF Larpenteur Bond Fund) Request to amend the General Fund Budget to approve additional funds for the Accounting Intern position due to the new computer financial package conversion. Designated Signors for Orders Drawn on City Funds Council member Harris asked what fund the intern position wages would come from. After researching the matter, staff found the $8,000 would be taken from the general fund. Council member Talbot moved to approve the consent agenda. The motion was unanimously approved. POLICY AGENDA: Mayor Gehrz suggested a change in the order of the policy agenda items. Resolution 06-15 approving fence height variance for 1729 Snelling Ave became policy item G1, change in the scope of work with the City of St. Paul for the Hamline-Hoyt Street reconstruction project became G2, and Resolution 06-14 adopting use of AutoMARK ballot marking machines in elections became G3. There were no objections to this change. 1. Resolution 06-15 approving fence height variance for 1729 Snelling Ave Homeowners Tim and Geri Thomas, 1729 Snelling were present. Mayor Gehrz gave an overview of the situation, stating the fence would be placed adjacent to Warner’s Stellian. Council member Talbot asked about the removal of the cyclone fence. Geri Thomas replied the cyclone fence would remain, and the weeds would be controlled. Council member Harris asked why the homeowners need the extra two feet of height. Geri Thomas replied the height is to keep the fences uniform. Currently there is another 8-foot fence abutting the Warner’s Stellian property, and the new fence would match for aesthetic purposes. In addition, she mentioned it was for privacy, since cars face directly into their yard. Council member Talbot moved to approve resolution 06-15 approving fence height variance for 1729 Snelling Ave. Council member Lindstrom stated in his research, during the 80’s-90’s decade, all variances were approved. More recently, he pointed out, a more balanced approach has been used to grant variances. Tim Thomas addressed the council by stating in a residential-to-residential situation, a six-foot fence would be okay, however when dealing with residential-to-commercial there are privacy and littering issues. He stated their request was legit. The council unanimously approved the motion made by Council member Talbot. 2. Change in the scope of work with the City of St. Paul for the Hamline-Hoyt Street reconstruction project Mayor Gehrz began by stating that usually during road construction, the construction occurs within Falcon Heights' borders, and this summer it is all different. With these reconstructions, there are certain portions of roads not in Falcon Heights, and Falcon Heights is not in control, as the City has contracted with St. Paul and Roseville for the Hamline/Hoyt and Roselawn reconstructions. She stated the reasoning for this was to secure better prices for the work, and in turn, the City has lost some control over timing and some of the complexity with these projects is a direct result of those partnerships. Engineer Bloom began by stating the agreement signed April 26, 2006 with St. Paul for Hamline/Hoyt was for roughly $459,000. What Falcon Heights did not know, was that the figure did not include engineering. She added that the construction on Hamline has been completed, and they have moved on to Hoyt, which was originally supposed to be reconstructed after the Fair. She stated the change, instead of mill and overlay in this area, to a full reconstruction, was necessary simply because there would not be enough pavement left in the area to mill. She added reconstructing a portion while doing mill and overlay on the other portions would compromise the integrity of the road. Bloom said a sidewalk reconstruction has been recommended as well with about 1250 feet of sidewalk proposed reconstructed. She said for Falcon Heights’ trouble, and all the communication issues, St. Paul has agreed to reduce their typical 19% engineering fees to 10%. The cost for the change in scope of work are: utility costs add roughly $25,000, sidewalk $26,000, engineering is $51,000. The total increase is $102,240. Bloom said that a 5% contingency of $28,069.51 is recommended, bringing the grand total of the adjustment to $130,313.17. She stated the sanitary sewer fund would handle a portion of the added costs, $70,243.66 worth, and seeing as how a portion of the work deals directly with sanitary sewer, the cost can legitimately be paid by this fund. Secondly, the $32,000 of road and sidewalk reconstruction could be paid out of the capital infrastructure fund. Finally, the 5% contingency of $28,069.51 would likely be due to utility changes, and would also be taken from the sanitary sewer enterprise fund. Bloom ended by stating the total not-to-exceed cost for the whole project is $589,459.61. She added there would be an item in two weeks regarding some Como-Sub 7 watershed costs on how to improve storm water drainage in parts of Falcon Heights. Interim City Administrator Hoag added the watershed has been planning this, and Falcon Heights has budgeted for it. Council member Harris asked staff to explain what the two funds where the money is coming from, and what percentage of money would be used out of the funds. Interim City Administrator Hoag explained the funds had ample money to cover the added costs, but stated he did not know how much was in each of the funds. Mayor Gehrz added there is roughly $1.7 million in the sanitary sewer fund, and thought about $500,000 was in the capital fund. Bloom added monies from the State would be available, and up to $70,000 could be granted to Falcon Heights next year for the capital fund. Each year $70,000 can be applied for, and that cap has been applied to Roselawn for this year. She stated Finance Director Olson was confident both funds could handle the added costs. Mayor Gehrz stated the sanitary sewer charges of $35/quarter per household are charged and added into the sanitary sewer fund. She added the funds accumulate until they are needed for reconstructions or maintenance projects, and due to this building up of the sanitary sewer fund releases Falcon Heights from having to borrow or bond for projects. Council member Lindstrom stated one of the reasons of doing the complete reconstruction rather than a mill and overlay is due to an unknown location of a pipe. He asked how the City could not know where the location of the pipe under the road is. Interim City Administrator Hoag stated at the start of the process, that the complete reconstruction was based on where the water main was, and whom it affected. At Pascal, the main shifts from the St. Paul side to Falcon Heights’ side, and since the new pipe going in is larger, it caused the placement of the main to fall further towards the center of the road to keep room for the gas lines, sewer lines, etc. that are already buried along the side of the street. Council member Lindstrom asked why engineering was not included in the total. Bloom replied it is typical to have those charges included at the forefront, and she did not know why St. Paul left it out, but that was the reason why St. Paul lessened their charges to 10% of the total engineering costs. Bloom added Roseville charges 16% and consultants 20-25% for engineering, so 10% is significantly cheaper than other options. Council member Lindstrom stated there have been lessons learned not to make assumptions, especially when dealing with St. Paul. Bloom stated on Hamline, St. Paul has “eaten” costs for tree removals and sanitary sewer work in the amount of $5-10,000 due to their errors, and the project was done quickly, and done right, which is most important. Council member Talbot stated the council takes fiduciary responsibility very seriously, and when it comes to money, surprises are not amusing. Council member Harris stated she agreed with Lindstrom in that how could the City have missed the omission of engineering costs in the contract. Mayor Gehrz answered the contract was not specific; it gave no breakdown and was very general. She believed it to be a lump sum figure. Mayor Gehrz thanked Hoag for his hard work in taking on the additional duties of City Administrator and doing a good job with his own department at the same time. Council member Harris moved to approve the change in the scope of work with the City of St. Paul for the Hamline-Hoyt street reconstruction project. The motion passed unanimously. 3. Resolution 06-14 adopting use of AutoMARK ballot marking machines in elections Assistant City Administrator/Deputy Clerk Kreuser gave an overview of the item by stating the usage of the new machines is due to the Help America Vote Act. The machines give disabled voters independence and privacy in the voting process. Kreuser explained the machines take in a blank ballot, and through a touch-screen or buttons on a keypad, the voter selects their choice, and the machine marks the ballot. Then the marked ballot is taken to the Accuvote for tabulation. There will be two machines for Falcon Heights, and one will be set-up at City Hall for absentee voting. Election judges will be trained, and public testing will occur later this summer. Kreuser stated there are monies leftover from the State allocation that will be used to the pay for the machines over the next 4-5 years. Council member Talbot asked about the maintenance on the machines after the five years. Assistant City Administrator/Deputy Clerk Kreuser stated she was unsure; however, the costs are covered for the next four elections. In addition, Ramsey County will keep us apprised of any maintenance issues. Kreuser reminded Talbot that the people who will be using the AutoMARK are those who are disabled, and it is up to the individual’s discretion on whether they are used. Council member Harris stated she was glad to see this machine put to use, and it echoes the spirit of the American’s with Disabilities Act. Council member Lindstrom asked how a blind person would be able to use the machine. Kreuser replied there is Braille on the keypad. Mayor Gehrz asked how people would be informed of the availability of the machine. Kreuser replied the Secretary of State will be getting information to the public, it will be set-up at the State Fair and during absentee voting, and information will be posted on the website later this summer. Council member Lindstrom moved to approve resolution 06-14, adopting use of AutoMARK ballot marking machines in elections. The motion passed unanimously. INFORMATION/ANNOUNCEMENTS: Council member Harris stated she attended the community garden presentation at the Parks/Rec Commission meeting on June 12. Council member Lindstrom added he attended as well, and the commission is looking at potential locations for a garden. A feasibility report to the council will be presented. Council member Talbot announced the Ice Cream Social is July 27, and asked drivers to please slow down on neighborhood roads. Mayor Gehrz announced the Block Party Blast-Off for June 26 from 7-8 at City Hall; everyone is welcome. The council workshop for June 19 is the goal-setting agenda for 2007 at 7:00 p.m. She advised residents to check out the newsletter article on speeding in the newsletter. Lastly, she gave an overview on the June 7 walkability workshop given by the Humphrey Institute students. The presentation included input from several commissioners, council, and staff, and she thanked everyone for their ideas. Interim City Administrator Hoag stated there may in intermittent closures around the Hamline/Hoyt area as the sanitary sewer work is being completed. He added they are working hard on getting Hamline open north-south. Mayor Gehrz adjourned the meeting at 8:10 p.m. Respectfully submitted, Stacey Kreuser Assistant City Administrator/Deputy Clerk