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HomeMy WebLinkAboutCCAgenda_03May28CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA May 28, 2003 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: GEHRZ KUETTEL LAMB LINDSTROM TALBOT WORTHINGTON SHEA KODLUBOY ATTORNEY ENGINEER C. COMMUNITY FORUM: D. APPROVAL OF MINUTES: May 14, 2003 E. PUBLIC HEARINGS: None Scheduled F. CONSENT AGENDA: 1. General Disbursements through May 23, 2003 in the Amount of: $ 79,031.25 Payroll (5/01/03-5/15/03) $ 10,345.48 2. Licenses G. POLICY AGENDA: 1. Request for Authorization to Use a Portion of the City's Population Allocation Funds from the Minnesota State Aid Account for the 2003 Seal Coating and Crack Sealing Project 2. Request to Adopt Resolution 03-10, Accepting Low Bid from Jay Brothers, Inc. for the 2003 Street and Utility Improvements 3. Authorization for Mayor and City Administrator to Purchase LCD Projector and Laptop Computer for Training Purposes, not to Exceed $5,000 • FALCON HEIGHTS CITY COUNCIL AGENDA _2_ May 28, 2003 H. REPORTS FROM COUNCIL MEMBERS INFORMATION AND ANNOUNCEMENTS 1. CERT Training Schedule • CITY OF FALCON HEIGHTS COUNCIL MINUTES MAY 14, 2003 Mayor Sue 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 William Maertz and Deputy Clerk Mary Shea Kodluboy COMMUNITY FORUM: There was no commentary from the audience. PRESENTATION: Presentation of City's 2002 Comprehensive Annual Financial Report by Jennifer Thienes and Matt Mayer, Kern DeWenter, Viere, Ltd. City auditors Matt Mayer and Jennifer Thienes, Kern DeWenter, Viere, Ltd., presented the City's Comprehensive Annual Financial Report for 2002 and the Memorandum on Financial Analysis, Accounting Policies and Procedures and Internal Control. Mr. Mayer explained that the City, for the twelfth year in a row, has received the Certificate of Achievement for Excellence in Financial Reporting for its comprehensive annual financial report from the National Government Finance Officers Association of the United States and Canada. The City is also being recognized for its second year of participation under GASB Statement 34. Only five units of government in Minnesota, and 260 units of government in the nation have achieved this level with GASB 34. A brief question and answer period followed. Mayor Gehrz presented the Certificate of Achievement for Excellence in Financial Reporting to Roland Olson, the City's Finance Director, and commented that the certificate is a real monument to the outstanding job that Roland does. APPROVAL OF MINUTES: The Council minutes dated Apri123, 2003 were unanimously approved as presented. PUBLIC HEARINGS: None Scheduled FALCON HEIGHTS CITY COUNCIL MINUTES -2- May 14, 2003 CONSENT AGENDA: Kuettel moved approval of the Consent Agenda, as outlined below. The motion was unanimously approved. 1. General Disbursements through May 6, 2003 in the Amount of: $ 29,784.33 Payroll (4/15/03-4/30/03) $ 11,200.35 2. Licenses -The Council, to encourage residents to patronize local businesses, read aloud the names of the most current businesses renewing their licenses for 2003 3. City Administrator Compensation Increase (continued from the Apri123, 2003 Council meeting) 4. Proclamation of June 20-22 as "MSRA's 31St Annual Back to the 50's Weekend" for the Minnesota Street Rod Association's 31St Annual Back to the 50's Weekend POLICY AGENDA: Consideration of the SE Corner Planned Unit Development (PUD) (continued from the April 23, 2003 Council meeting) Administrator Worthington explained that this item had been continued from the Apri123, 2003 Council meeting because the Capitol Region Watershed District wanted to review the proposal in more detail. They submitted a positive report earlier in the day, with some suggestions about the on-site retention pond. She said that the Planning Commission, at its meeting on March 25, voted unanimously to recommend approval of the Planned Unit Development for the SE Corner. This project contains three components: Multi-family apartments, senior apartments, and townhomes. The Commissioners noted minor questions about some of the plan details that staff will address through the planning process. The City held a public meeting in February to discuss the plans with the community, and approximately 50 residents attended that meeting. Attendees were generally very pleased with the plans, and there was strong support for the project. Representatives for the developer, the engineering • firm, the City's planning consultant, Dan Cornejo, and members of the city staff were present to answer questions. a FALCON HEIGHTS CITY COUNCIL MINUTES -3- May 14, 2003 Consideration of the SE Corner Planned Unit Development (PUD) (continued) Council member Lamb asked about soil conditions at the site. Administrator Worthington said that soil borings will be done. The purpose of the pond will be hold water and then drain, via pipe, to Curtiss Field. It will be a dry pond most of the time, more of a landscaping pond. In response to a question from Council member Lindstrom about republication of the zoning map, Administrator Worthington said that republication is expensive and there may be some additional changes on the zoning map within the next year that will require that it be redrawn. The City can now print its own zoning maps in-house and the information is also available electronically. Council member Lindstrom asked what the B3 District is. Administrator Worthington said it is mixed use but does not include housing. Classification of the SE Corner as a Planned Unit Development (PUD) will permit housing. Lindstrom moved approval of the SE Corner as a Planned Unit Development (PUD) and adoption of Ordinance #03-04 amending Chapter 9 of the City Code to permit the rezoning of the SE Corner to a Planned Unit Development (PUD). The motion was unanimously approved. Resolution of Support for Sherman and Associates to Seek Funding from the State of Minnesota Tax Base Revitalization Account Administrator Worthington explained that Sherman and Associates is applying to Ramsey County for funds to offset costs related to asbestos abatement and soil contamination on the SE Corner. This funding is available from the Department of Trade and Economic Development, and the project is eligible to make application because the City is a participant in the Livable Communities Act Housing Incentives Program through the Metropolitan Council. There is potential petroleum soil contamination in the area around Dino's. In response to a question from Council member Lindstrom, Administrator Worthington said the City is the pass through, much like it is with the Metropolitan Council grants. RESOLUTION 2003-07 Kuettel moved adoption of Resolution 2003-07 authorizing Sherman and Associates, on behalf of the City of Falcon Heights, to apply to the Metropolitan Council for funds from • the tax base revitalization account, and to such agreements as are necessary to implement the project on behalf of the applicant. The motion was unanimously approved. 3 FALCON HEIGHTS CITY COUNCIL MINUTES -4- May 14, 2003 Request for Authorization to Use a Portion of the Cit~pulation Allocation Funds from the Minnesota State Aid Account for the Repair of Sheldon Street, and Curb Replacement from Ru~~les Avenue to Roselawn Avenue Administrator Worthington said that Falcon Heights is currently one of two cities in the State that has a fully certified local street system. Because of this, the City is allowed to use a portion of its MSA funds to cover the repair of local streets not on the State aid system. The resolution being proposed authorizes City staff to go forward with a request to MN DOT for those funds, which will be used to pay for repairs to Sheldon Street, and curb replacement from Ruggles to Roselawn. Council member Talbot said that he was amazed that Falcon Heights is one of two cities in the State that can participate in this program. It lets residents avoid being assessed for repairs. Administrator Worthington said that Hamline Avenue is the one street left to be rebuilt. There will be ongoing maintenance over the years. The City has made a very significant • investment in its streets and wants to make sure they are maintained. The 88 in the pavement management plan is quite high for a City of our age. RESOLUTION 2003-08 Talbot moved adoption of Resolution 2003-08 authorizing the City to use a portion of the Minnesota State Aid System Construction Funds allocated for non-State Aid System local street repair of Sheldon Street (S.A.P. 124-050-02) mill, overlay and curb replacement, from Ruggles Avenue to Roselawn Avenue. The motion was unanimously approved. Consider Approval of the City's General Storm Water Permit Application for Small Municipal Separate Storm Sewer S std Parks and Public Works Director Bill Maertz said that in compliance with the Clean Water Act (33 U.S.C. 1251), Minnesota Statutes Chapter 115 and 116, and Minnesota Rules Chapter 7001, the City of Falcon Heights is applying for certification of the Falcon Heights Storm Water Pollution Prevention Program (SWPPP). This application is required for discharges of storm water from small municipal separate storm sewer systems. As required by State and Federal statute, the City of Falcon Heights has developed a Storm Water Pollution Prevention Program (SWPPP). This plan must • demonstrate how Falcon Heights will implement and enforce prevention of storm water pollution over the course of the next five years. There are six minimum control measures required by statute. 4 FALCON HEIGHTS CITY COUNCIL MINUTES -5- May 14, 2003 Consider Approval of the City's General Storm Water Permit Application for Small Municipal Separate Storm Sewer Systems (continued) Six Minimum Control Measures • Public Education and Outreach • Public Involvement and Participation • Illicit Discharge, Detection and Elimination • Construction Site Runoff Control • Post Construction Runoff Control • Pollution Prevention and Good Housekeeping The Falcon Heights Storm Water Management Plan, adopted in 2000, already addresses the construction site and post construction site issues and is referenced in the SWPPP. The primary focus of the Falcon Heights SWPPP is on public education and pollution prevention through good housekeeping measures and staff training. • Budget Implications The estimated budget for implementing this plan is $47,620. Approximately $40,000 of this budget involves measures that are already part of the Public Works operations. Storm drain cleaning, street sweeping, sanitary sewer cleaning, and training are examples of existing procedures that have been incorporated into the Falcon Heights SWPPP. Staff is applying to the Capitol Region Watershed District fora $5,000 grant to fund a community sponsored rain barrel program to reduce storm water runoff. The construction site and post construction site measures addressed in the existing Falcon Heights Storm Water Management Plan recover costs by charging fees for plan review and requiring a performance bond. Printing educational materials and staff time for program administration will cost approximately $2,600. Mayor Gehrz thanked Parks and Public Works Director Maertz and the rest of the staff for saving the City about $40,000 by doing the Storm Water Pollution Prevention Program permit application in-house rather than the City having to contract out the permit application for about $50,000. Council member Talbot said the City has had a lot of good luck with grant applications • and he asked about the status of the rain barrel grant proposal. Parks and Public Works Director Maertz said the grant application is being written right now. S FALCON HEIGHTS CITY COUNCIL MINUTES -6- May 14, 2003 Consider Approval of the City's General Storm Water Permit Application for Small Municipal Separate Storm Sewer Systems (continued) Council member Lamb asked if the mandate for this program isn't coming from the Feds. Parks and Public Works Director Maertz said it is being required by the Feds but is being coordinated by the Minnesota Pollution Control Agency. Administrator Worthington explained that legal action forced the EPA to delegate responsibility for implementation to the states. Minnesota passed it on as an unfunded mandate. Council member Lamb commented that the City is virtually in compliance and that is good to know. He asked about the rain barrels and Parks and Public Works Director Maertz gave a brief description of how the rain barrels would work. A brief discussion followed. Mayor Gehrz asked if the City was going to be responsible for the University • of Minnesota/Saint Paul campus and the State Fair. Parks and Public Works Director Maertz said that the University and the State Fair will be required to submit their own plans. Mayor Gehrz asked if they have asked to see the City plan. Administrator Worthington said they have not but the City will share it with them. Parks and Public Works Director Maertz said that preparation of the SWPPP has been a team effort and everyone worked hard on it. Lamb moved approval of the Falcon Heights Storm Water Pollution Prevention Program. The motion was unanimously approved. REPORTS FROM COUNCIL MEMBERS: Mayor Gehrz said that she attended the Ramsey County League of Local Governments follow-up workshop. Suggestions made at the initial workshop were divided into different categories and Joel Hanson, the City Administrator for Little Canada, will be convening meetings with various entities. She and Administrator Worthington attended the dedication of the Genomics Building on the Saint Paul campus. They toured the new building, the first of what will be a number of buildings. On Saturday, May 3, the largest ever emergency preparedness exercise was held at the State Fairgrounds and the Falcon Heights City Hall was used as a gathering place and teaching location. Everyone learned a great deal and she thanked the staff who assisted at City Hall and/or the State Fairgrounds. Three Falcon Heights residents have completed the three-day CERT train • the trainer program: Kris Grangaard, Tim Knautz and Dan Johnson-Powers. FALCON HEIGHTS CITY COUNCIL MINUTES -~- May 14, 2003 INFORMATION AND ANNOUNCEMENTS: Mayor Gehrz said the Neighborhood Commission is sponsoring a personal safety training on Thursday evening, May 15, 2003, 7 PM, at City Hall and she invited those in attendance or viewing the meeting via cable television to attend. Administrator Worthington said the City will be sponsoring a block party meeting with the Sheldon Street residents on Thursday evening, May 29, 7 PM, to discuss the upcoming mill and overlay and curb replacement project for that area. There will be two public hearings before the Planning Commission on May 27: Dino's resiting request and a request for permit parking on Garden Avenue. On Tuesday, May 20, she will be giving a presentation to the residents at 1666 Coffman about the City's emergency preparedness planning. She and Mayor Gehrz attended a Ramsey County Board of Commissioners policy meeting about the 800-megahertz communications system and encouraged the County's purchase and implementation of that system as soon as possible. Mayor Gehrz said there is a family of foxes living in the City (two adults and seven kits). She recommended that people who have cats with mobility issues consider not letting • their cats roam about outside for the time being. The regular City Council meeting was adjourned at 8:30 PM. Respectfully submitted, Mary Shea Kodluboy Deputy Clerk • 7 • ITEM: Disbursements and Payroll SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION/SUMMARY: CONSENT ITEM: F1 5/28/03 1. General Disbursements through May 23, 2003 in the Amount of: 2. Payroll (5/01/03-5/15/03) in the Amount of: ATTACHMENTS: • General Disbursements and Payroll ACTION REQUESTED: . • Approval • $ 79,031.25 $ 10,345.48 g DATE 05/19/03 TIME 09:20 CITY OF FALCON NEIGH COUNCIL REPORT PAGE 1 APPROVAL OF BILLS PERIOD ENDING: 5-23-03_ ~CK# VENDOR NAME DESCRIPTION DEPT. AMOUNT -------- ------------------------- ------------- 42294 GARDEN VIEW CAFE WORKSHOP SANDWICHES LEGISLAT 38.22 *** TOTAL FOR DEPT 11 38.22 AMERICAN OFFICE PRODUCTS CLIPS/LABELS/PAPER/PENS ADMINIST 182.24 AMERICAN OFFICE PRODUCTS NAMEPLATE ADMINIST 15.98 AMERICAN OFFICE PRODUCTS BOOKEND ADMINIST 7.84 NED MOHAN REFUND COMM PK RENTAL ADMINIST 106.50 42293 PERA PERA MAY 1-15 ADMINIST 1,378.60 QUICKSILVER EXPRESS COURI DELIVERY CHRGS ADMINIST 16.75 U.S. POSTMASTER STAMPS FOR MAILINGS ADMINIST 740.00 U.S. POSTMASTER BULK MAIL PERMIT ADMINIST 150.00 *** TOTAL FOR DEPT 12 2,597.91 CAMPBELL KNUTSON F.H. GENERAL MATTERS LEGAL 484.00 *** TOTAL FOR DEPT 14 484.00 NORTH SUBURBAN ACCESS CO. REIMB MAUREEN CABLE WORK COMMUNIC 66.00 *** TOTAL FOR DEPT 16 66.00 AMERICAN OFFICE PRODUCTS CUPS FOR DISASTER DRILL EMERGENC 27.05 *** TOTAL FOR DEPT 21 27.05 ASSOC FOR NONSMOKERS TOBACCO COMPLIANCE CHKS POLICE 220.25 • ST ANTHONY VILLAGE JUNE/03 POLICE SVGS POLICE 37,012.75 *** TOTAL FOR DEPT 22 37,233.00 AMERIPRIDE LINEN&APPAREL LINEN CLEANING FIRE HALL FIRE FIG 44.62 BEARCOM PAGER REPAIR FIRE FIG 89.36 EMERGENCY APPARATUS MAINT 753 FUEL GAUGE ISSUE FIRE FIG 215.21 MUSKA ELECTRIC LITE BULBS FIRE FIG 253.91 NFPA INTERNATIONAL 2003 MEMBERSHIP FIRE FIG 135.00 OXYGEN SERVICE COMPANY AIR/02 FIRE FIG 45.00 TFi[JNE,DUSTIN REIMB;FIRE TNG IN DULUTH FIRE FIG 352.40 VERIZON WIRELESS CELL PHONES FIRE FIG 20.16 SAFETY SOLUTIONS IN HAZMAT DETECTION STRIP FIRE FIG 185.16 *** TOTAL FOR DEPT 24 1,340.82 BOARD OF WATER COMMISSNRS SS CITY HAL 11.69 BOARD OF WATER COMMISSNRS H2O CITY HAL 48.98 CINTAS CORPORATION #470 RUGS SVC LOBBY CITY HALL CITY HAL 32.48 *** TOTAL FOR DEPT 31 93.15 D-ROCK CENTER LANDSCAPE BLACK DIRT STREETS 68.69 ONE CALL CONCEPTS, INC LOCATES STREETS 12.40 GRAINGER, W. W., INC. TRASH BAGS/EAR PLUGS STREETS 112.54 NRG PROCESSING SOLUTIONS SOIL AND SOD STREETS 45.00 OLSON POWER AND EQUIPMENT MOWER BLADES & WHEEL STREETS 79.29 TRAFFIC TECHNOLOGIES LLC CROSSWALK IDENT DEVICE STREETS 239.63 *** TOTAL FOR DEPT 32 557.55 HOWARD GREEN COMPANYC. F.H. GENERAL SVCS ENGINEER 679.00 • *** TOTAL FOR DEPT 33 679.00 BOARD OF WATER COMMISSNRS S.S. PARK & R 23.38 9 DATE 05/19/03 TIME 09:20 CITY OF FALCON HEIGH COUNCIL REPORT PAGE 2 APPROVAL OF BILLS PERIOD ENDING: 5-23-03 ~CK# VENDOR NAME DESCRIPTION DEPT. AMOUNT -------- ------------------------- ------------------------ -------- ----------- BOARD OF WATER COMMISSNRS H2O PARK & R 20.82 ON SITE SANITATION PORTABLE TOILET COMM PK PARK & R 70.65 *** TOTAL FOR DEPT 41 114.85 l~ i~ HOWARD GREEN COMPANYC. ENG FEES/FOLWELL H20MAIN WATER FU 1,476.43 *** TOTAL FOR DEPT 53 1,476.43 HOWARD GREEN COMPANYC. HAMLINE AVE ENGINEERING INFRASTR 586.99 HOWARD GREEN COMPANYC. SHELDON AVE ENGINEERING INFRASTR 2,368.61 *** TOTAL FOR DEPT 71 2,955.60 METROPOLITAN COUNCIL JUNE 03/SS SANITARY 25,146.33 *** TOTAL FOR DEPT 75 25,146.33 EHLERS AND ASSOCIATES DEBT SVC TIF ANALYSISI-2 TIF #1 151.87 *** TOTAL FOR DEPT 77 151.87 EHLERS AND ASSOCIATES DEBT SVC TIF ANALYSIS2-1 TIF #2 151.88 *** TOTAL FOR DEPT 78 151.88 CAMPBELL KNUTSON SE CORNER REDEVELOPMENT COMM. DE 1,942.50 EHLERS AND ASSOCIATES DIST 1-3/CERT VALAUES COMM. DE 112.50 SHORT ELLIOTT HENDRICKSON SE CORNER URBAN DESIGN COMM. DE 1,744.62 *** TOTAL FOR DEPT 79 3,799.82 COLIN CALLAHAN TUITION&BOOKS REIMB CONTINGE 1,117.77 WILLIAM MAERTZ TUITION REIMB CONTINGE 1,000.00 *** TOTAL FOR DEPT 92 2,117.77 *** TOTAL FOR BANK O1 79,031.25 *** GRAND TOTAL *** 79,031.25 to PERIOD END DATE 05/15/03 **FILE NOT UPDATED** SYSTEM DATE 05/11/03 C H E C K R E G I S T E R HECK CHECK EMPLOYEE NAME - TYPE DATE NUMBER PAGE 1 CHECK CHECK NUMBER AMOUNT 5 15 03 34 CLEMENT KURHAJETZ 32771 43.18 5 15 03 35 LEO LINDIG 32772 6.47 5 15 03 40 KEVIN ANDERSON 32773 18.99 5 15 03 42 MICHAEL D CLARKIN 32774 161.93 5 15 03 66 ALFRED HERNANDEZ 32775 179.11 5 15 03 74 MARK J ALLEN 32776 60.20 5 15 03 81 LAUREL F SANDBERG 32777 25.85 5 15 03 82 DUSTIN P THUNE 32778 6.47 5 15 03 85 DANIEL S JOHNSON-POWERS 32779 34.04 5 15 03 86 GREGORY R YOUNGS JR 32780 18.99 5 15 03 87 MICHAEL A MCKAY 32781 35.97 5 15 03 90 ANDREW P SCHIPPEL 32782 124.61 5 15 03 91 RICHARD H HINRICHS 32763 206.70 5 15 03 97 PATRICK GAFFNEY 32784 35.97 5 15 03 98 BRADLEY J. REZNY 32785 52.53 5 15 03 99 ALEXANDER J. HAIGH 32786 29.09 5 15 03 1003 HEATHER WORTHINGTON 32789 1280.28 5 15 03 1013 WILLIAM MAERTZ 32790 1543.11 5 15 03 1030 MARY A. KODLUBOY 32791 1242.97 5 15 03 1033 DAVE TRETSVEN 32792 1110.84 5 15 03 1038 DEBORAH K JONES 32793 884.41 5 15 03 1041 DANIEL S JOHNSON-POWERS 32794 160.36 5 15 03 1103 DIANE MEYER 32795 412.52 5 15 03 1136 ROLAND O OLSON 32796 1297.61 5 15 03 1143 COLIN B CALLAHAN 32797 482.27 5 15 03 1144 ANITA TWAROSKI 32798 265.72 5 15 03 1169 JAY PAUL KURTIS 32799 69.26 5 15 03 1173 ELIZABETH M POSTIGO 32800 414.74 5 15 03 2034 ELIZABETH A. NORRIS 32801 141.29 COMPUTER CHECKS 10345.48 MANUAL CHECKS .00 NOTICES OF DEPOSIT .00 ****TOTALS**** 10345.48 J CONSENT ITEM: F2 5/28/03 ITEM: Licenses SUBMITTED BY: Mary Shea Kodluboy/Deputy Clerk REVIEWED BY: Heather Worthington, City Administrator EXPLANATION/SUMMARY: Outlined below is a list of additional license applications or renewals for 2003 GENERAL CONTRACTOR E. L. Bulach Construction Company, Inc., Inver Grove Heights, Minnesota RENEWAL OF RESTAURANT LICENSES Chin's Kitchen (relocating from 1664 West Larpenteur across the street to 1533 West Larpenteur, the former MiTierra site) • Pizza Hut, 1650 North Snelling Avenue (six month renewal from June 1, 2003-December 31, 2003) RENEWAL OF RETAIL ON-SALE 3.2 MALT LIQUOR LICENSE Pizza Hut, 1650 North Snelling Avenue (six month renewal from June 1, 2003-December 31, 2003) ACTION REQUESTED: • Approval POLICY ITEM: Gl 5/28/03 ITEM: Request for Authorization to Use a Portion of the City's Population Allocation Funds from the Minnesota State Aid Account for the 2003 Seal Coating and Crack Sealing Project SUBMITTED BY: Heather Worthington, City Administrator REVIEWED BY: Terry Maurer, H.R. Green Company EXPLANATION: Summary: The City is currently one of three cities in the state that has a fully certified local street system. As such, we are allowed to use a portion of our MSA funds to cover repairs of our local streets not on the state aid system. This resolution authorizes city staff to go forward with a request to MnDOT for those funds, which will be used to pay for the 2003 Seal Coating and Crack Sealing Project. ATTACHMENTS: • Resolution 03-09 • ACTION REQUESTED: • Adoption of Resolution 03-09 authorizing the City to use a portion of the MSA funds allocated for non- State Aid System local street repair • ~3 RESOLUTION 03-09 RESOLUTION REQUESTING MUNICIPAL STATE AID SYSTEM CONSTRUCTION FUNDS 2003 Seal Coating and Crack Sealing (S.A.P. 124-050-03): Arona Ave. from Hoyt Ave. to Larpenteur Ave. W., Pascal Ave. from Hoyt Ave. to Larpenteur Ave. W., Albert Ave. from Hoyt Ave. to Larpenteur Ave., and Idaho Ave. from Snelling Service Drive to Hamline Ave., Iowa Ave. from Curtiss Field Park to Hamline Ave., and California Ave. from Arona Ave. to Hamline Ave. WHEREAS, The City of Falcon Heights receives Municipal State Aid System (MSAS) funds for construction and maintaining 20% of its City streets, and WHEREAS, THE City State Aid routes are improved to state aid standards, are in adequate condition that they do not have needs other than additional resurfacing, and the City's State Aid system was certified complete in 2002, and WHEREAS, it is authorized by MN Rules 8820.1800 to use part of the MSAS construction appropriation of our City State Aid allocation on local streets not on the approved State Aid system, and WHEREAS, it is proposed to use a portion of the City population allocation funds to seal coat and crack seal Arona Ave. from Hoyt Ave. to Larpenteur Ave. W., Pascal Ave. from Hoyt Ave. to Larpenteur Ave. W., Albert Ave. from Hoyt Ave. to Larpenteur Ave., and Idaho Ave. from Snelling Service Drive to Hamline Ave., Iowa Ave. from Curtiss Field Park to Hamline Ave., and California Ave. from Arona Ave. to Hamline Ave. WHEREAS, the City indemnifies saves and holds harmless the State of Minnesota and it's agents and employees for claims, demands, actions, of causes of action arising out of or by reason or matter related to constructing the local street as designed, and WHEREAS, the City fixrther agrees to defend at its sole cost any claims arising as a result of constructing the local street, and WHEREAS, the final approval of the State Aid for Local Transportation Division is therefore given. NOW THEREFORE BE IT RESOLVED that the City of Falcon Heights, Ramsey County, Minnesota, requests the release of MSAS construction funds for the seal coating and crack sealing of the following streets: Arona from Hoyt to Larpenteur, Pascal from Hoyt to Larpenteur, Albert from Hoyt to Larpenteur, and Idaho from Snelling Service Drive to Hamline, Iowa from Curtiss Field Park to Hamline, and California from Arona to Hamline. Passed and adopted by the City of the City of Falcon Heights this 28~' day of May, 2003. Susan L. Gehrz, Mayor ATTEST: Heather M. Worthington, City Administrator ly POLICY ITEM: G2 5/28/03 ITEM: Request to Adopt Resolution 03-10, Accepting Low Bid from Jay Brothers, Inc. for the 2003 Street and Utility Improvements SUBMITTED BY: Heather Worthington, City Administrator REVIEWED BY: Terry Maurer, City Engineer, H.R. Green Greg Robinson, Staff Engineer, H.R. Green EXPLANATION/DESCRIPTION: Summary and action requested: The Council is being asked to adopt Resolution 03-10, accepting the low bid and awarding the contract for the 2003 Street and Utility Improvements to Jay Brothers, Inc. in the amount of $210,587.39. Bids were received from six companies, as outlined below: 1. Jay Bros., Inc. $210,587.39 4. Hardrives, Inc. $249,486.15 2. North Valley, Inc. 247,793.10 5. Bituminous Roadways, Inc. 271,247.20 3. Northwest Asphalt, Inc. 247,752.00 6. Midwest Asphalt Corp. 289,903.00 The engineer's construction cost estimate for this project was $230,052.50. The low bid from Jay Brothers, Inc. is approximately 8.5% below the engineer's estimate. The city bid the Sheldon Avenue street improvements, and the Folwell Water Main replacement jointly: The city will only be responsible for $59,998.04 of the total cost, as the St. Paul Water Utility will pay the balance for the Folwell Water Main portion of the overall project cost. The city will bill the utility upon being billed by the contractor. Goa12: To maintain and promote the assets of the city's unique neighborhoods including commercial, residential, and open space uses for present and future generations. Strategy 4: Maintain the city's infrastructure. ATTACHMENTS: 1 Letter from Greg Robinson, Staff Engineer 2 Bid Tabulation 3 Resolution 03-10 ACTION REQUESTED: • Adoption of Resolution 03-10, and acceptance of bid from Jay Brothers, Inc. for the 2003 Street and Utility Improvements Project 1S • Howard R. Green Company May 22, 2003 File: 820380) & 820370) Ms. Heather Worthington City Administrator City of Falcon Heights 2077 West Larpenteur Avenue Falcon Heights, MN 55113 RE: May 22, 2003, BID OPENING 2003 STREET AND UTILITY IMPROVEMENTS Dear Ms. Worthington: Bids were received and opened at 10:00 a.m. on Thursday, May 22, 2003, for the above- referenced project. There were a total of six bids received. A list of the Contractors and their bids is provided below. An itemized bid tabulation is also attached. • CONTRACTOR TOTAL BID Jay Bros, Inc. $ 210,587.39 North Valley, Inc. $ 247,793.10 Northwest Asphalt, Inc. $ 247,752.00 Hardrives Inc. $ 249,486.15 Bituminous Roadways, Inc $ 271,247.20 -Midwest Asphalt Corp. $ 289,903.00 The engineer's construction cost estimate for this project was $ 230,052.50. The low bid of Jay Bros. Inc. is approximately 8.5% below the engineer's estimate. The total bid for Schedules 1.0, 1.1, and 1.2 which contain the Sheldon Street Portion of the bid is $ 59,998.04. The Folwell Avenue portion of the bid, Schedules 2.0, 2.1, 2.2, totals to $ 150,589.35. It is our understanding that the City Council will consider awarding this project at the May 28~' City Council meeting. The bids may not be withdrawn fora 60 day period, starting from the bid opening date. O:\PROJ\820380)\Bids\Ltr 05-22-03 Hw.doc 1326 Energy Park Drive St. Paul, MN 55108 651/644-4389 fax 651/644-9446 toll free 888/368-4389 i Ms. Heather Worthington May 22, 2003 Page Two At the appropriate time, we recommend award of the 2003 Street and Utility Improvements Folwell Avenue and Sheldon Street to Jay Bros, Inc., as the lowest responsible bidder. They have completed similar projects in other communities, where we have found their work to be acceptable. Please contact me if you have any questions or require further information. Sincerely, Howard R. Green Company Greg Robinson Staff Engineer Enclosure O:\PROJ\820380)\Bids\Ltr 05-22-03 HW.doc Howard R. Green Company / 7 • • O J m m } Q a i U 2 ~ ~ W S ~ Q O D " O ~ O ~ O N 3 ~ ~ v U ~ _ C W e o ~ t z t W a 0 S O~ N O O A O O O O O O N O 0 0 0 N N O fD N O ~'? 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OU [G N °o ~ w W w W w w W 0 a a a a a a a N fA y !A y y y y ~ F m m m m m m °n t•- N IOn 0 0 0 0 O nmonmin o n c m m ~ ~ m N op 1mp~ SO O N ppO~ N C7 N Gp < ~ to N n m ' m N Q ~ Q F'OI¢- F O I p QOI-2_1- aC~l'2 C9 la-~~~wF ~~~W~~ W V1W ~~j w~wzzz xOxWww t-wt->» y Z y¢ Q Q ogowww w~W333 ~~Nooo O ~ N O ~ N ~ N GV N W W W W W W J J J J J J ° > > > 7 > > m ° O ° ° ° ° J W W W W W W Q 2 x 2 x x x F U U U U U U p y y y y y y H i i w i d 1 ° W Z p ! W 1 ~ F > Yi m C ~ W ~ N a ~ C r O v ~ LL ~ Q Q Z D m 0 i~ 0 m ri N m O N O D f ~3 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION 03-10 May 28, 2003 RESOLUTION ACCEPTING BID WHEREAS, pursuant to an advertisement for bids for the 2003 Street and Utility Improvements, bids were received, opened, and tabulated according to law, and the following bids were received complying with the advertisement: 1. Jay Bros., Inc. $210,587.39 2. North Valley, Inc. $247,793.10 3. Northwest Asphalt, Inc. $247,752.00 4. Hardrives, Inc. $249,486.15 5. Bituminous Roadways, Inc. $271,247.20 6. Midwest Asphalt Corp. $289,903.00 AND WHEREAS, it appears that Jay Bros., Inc. is the lowest responsible bidder; NOW THEREFORE BE IT RESOLVED by the city council of Falcon Heights, Minnesota: 1. The mayor and city administrator/clerk are hereby authorized and directed to enter into the attached contract with Jay Bros. Inc. in the name of the City of Falcon Heights for the 2003 Street and Utility Improvements according to the plans and specifications therefore approved by the city council and on file in the office of the city clerk. 2. The city administrator/clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted this 28th day of May 2003. Moved by: GEHRZ TALBOT KUETTEL LINDSTROM LAMB in Favor Against • Approved by: Attested by: Mayor May 28, 2003 Date City Administrator/Clerk May 28, 2003 Date POLICY ITEM: G3 • 5/28/03 ITEM: Authorization for Mayor and City Administrator to Purchase LCD Projector and Laptop Computer for Training Purposes, not to Exceed $5,000 SUBMITTED BY: Mayor Gehrz REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Summary: The city is interested in acquiring a LCD projector and laptop computer to use for training purposes related to the CERT training, staff training, and fire department training. In addition, the LCD projector and laptop will be very useful for community meetings, and for special meetings such as Truth in Taxation. The anticipated cost for these purchases is $5,000. The cost can be covered by budget allocations for computer purchases in the Capital budget ($4,000), and training costs budgeted through the communications line item in the Public Safety Capital ($5,000), as well as through the Fire Department training line item ($15,000). Costs will be allocated equally between departments. ACTION REQUESTED: • Discussion • Authorization to purchase a LCD projector and laptop, not to exceed $5,000 ., ~S • ITEM: CERT Training Schedule SUBMITTED BY: Mayor Gehrz REVIEWED BY: Neighborhood Commission EXPLANATION: INFORMATIONAL ITEM: Il 5/28/03 Summary: The Neighborhood Commission will be hosting a series of trainings for residents on the new CERT program. She will give an overview of the program, and answer questions from the council. ATTACHMENT: • Copy of the flyer describing the training that was distributed to the community on Tuesday, May 27, 2003 • C] ~~ ~ ~4. f N ~ R2n•~i: 4 d _ ~h'Ir ~ _:. ~i~i~ ~~ Y. ~y ~. e ~ ~ y -" '- ~ `~ t -' ~~ ~n' ,, . ,; _ 5 !;~ . ,~ NEW TRAINING ®PPORTUNITY! Community Emergency Response Team (CERT) ..... The city received a grant from the Minnesota Department of Public Safety to train teams of people who live or work in Falcon Heights to assist family members and neighbors respond to a disaster. This training covers basic skills that are important to know in a widespread disaster when emergency services may not be immediately available. You will want to help. With training and practice and by working as a team, you will be able to do the greatest good for the greatest number after a disaster, while protecting yourself from becoming a victim. The training schedule is: 1. Disaster Preparedness Thursday, June 19 6:30 - 9:30 pm 2. Fire Suppression Thursday, June 26 6:30 - 9:30 pm 3. Disaster Medical Operations 1 Thursday, July 10 6:30 - 9:30 pm 4. Disaster Medical Operations 2 Thursday, July 17 6:30 - 9:30 pm 5. Light Search & Rescue. Thursday, July 24 6:30 - 9:30 pm 6. Team Organization Thursday, Aug 7 6:30 - 9:30 pm 7. Final Exercise Thursday, Aug 14 6:30 - 9:30 pm *There will be options for amake-up schedule. All sessions will be held at Falcon Heights City Hall and will be taught by members of the Falcon Heights Fire Department and community volunteers who have completed the CERT Trainer Program sponsored by FEMA. Training is open to Falcon Heights residents over the age of 13. The cost for the whole program is only $15. Scholarships are available. Those who complete the training will be provided with equipment and supplies worth approximately $100. Call City Hall at 651 644 5050 to enroll in this course. For more information or to review a training video and materials, contact: Tim Knautr at 651 647-6700 E-mail tknautrCa~knautragency com or Kris Grangaard at 651 647-4419 E-mail ktbd4 _attbi.com We know it's a big time commitment, but this training can be of tremendous value to your family and your neighbors in Falcon Heights! ~~ • CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA May 28, 2003 A• CALL TO ORDER: 7:00 PM B• ROLL CALL: GEHRZ KUETTEL LINDSTROM TALBOT LAMB WORTHINGTON SHEA KODLUBOY ATTORNEY ENGINEER C• COMMUNITY FORUM: D. APPROVAL OF MINUTES: May 14, 2003 TAB 1 E• PUBLIC HEARINGS: None Scheduled •F• CONSENT AGENDA: 1. General Disbursements through May 23, 2003 in the Amount of: $ 79,031.25 Payroll (5/01/03-5/15/03) $ 10,345.48 TAB 2 2. Licenses TAB 3 G• POLICY AGENDA: 1. Request for Authorization to Use a Portion of the City's Population Allocation Funds from the Minnesota State Aid Account for the 2003 Seal Coating and Crack Sealing Project TAB 4 2. Request to Adopt Resolution 03-10, Accepting Low Bid from Jay Brothers, Inc. for the 2003 Street and Utility Improvements TAB 5 3. Authorization for Mayor and City Administrator to Purchase LCD Projector and Laptop Computer for Training Purposes, not to Exceed $5,000 TAB 6 FALCON HEIGHTS CITY COUNCIL AGENDA • May 28, 2003 H. REPORTS FROM COUNCIL MEMBERS INFORMATION AND ANNOUNCEMENTS 1. CERT Training Schedule TAB 7 -2- • • CITY OF FALCON HEIGHTS COUNCIL MINUTES MAY 14, 2003 Mayor Sue Gehrz convened the regulaz 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 William Maertz and Deputy Clerk Mary Shea Kodluboy CO1~~IMiJNITY FORUM: There was no commentary from the audience. PRESENTATION: • Presentation of Ci 's 2002 Com rehensive Annual Financial Re ort b Jennifer Thienes and Matt Mayer Kern DeWenter Viere Ltd City auditors Matt Mayer and Jennifer Thienes, -Kern DeWenter, Viere, Ltd., presented the City's Comprehensive Annual Financial Report for 2002 and the Memorandum on Financial Analysis, Accounting Policies and Procedures and Internal Control. Mr. Mayer explained that the City, for the twelfth yeaz in a row, has received the Certificate of Achievement for Excellence in Financial Reporting for its comprehensive annual financial report from the National Government Finance Officers Association of the United States and Canada. The City is also being recognized for its second year of participation under GASB Statement 34. Only five units of government in Minnesota, and 260 units of government in the nation have achieved this level with GASB 34. A brief question and answer period followed. Mayor Gehrz presented the Certificate of Achievement for Excellence in Financial Reporting to Roland Olson, the City's Finance Director, and commented that the certificate is a real monument to the outstanding job that Roland does. APPROVAL OF MINUTES: The Council minutes dated April 23, 2003 were unanimously approved as presented. • PUBLIC HEARINGS: None Scheduled • FALCON HEIGHTS CITY COUNCIL MINUTES -2- May 14, 2003 CONSENT AGENDA: Kuettel moved approval of the Consent Agenda, as outlined below. The motion was unanimously approved. 1. General Disbursements through May 6, 2003 in the Amount of: $ 29,784.33 Payroll (4/15/03-4/30/03) $ 11,200.35 2. Licenses -The Council, to encourage residents to patronize local businesses, read aloud the names of the most current businesses renewing their licenses for 2003 3. City Administrator Compensation Increase (continued from the April 23, 2003 Council meeting) 4. Proclamation of June 20-22 as "MSRA's 31St Annual Back to the • 50's Weekend" for the Minnesota Street Rod Association's 31St Annual Back to the 50's Weekend POLICY AGENDA: Consideration of the SE Corner Planned Unit Development (PUDI (continued from the Apri123 2003 Council meetin~l Administrator Worthington explained that this item had been continued from the April 23, 2003 Council meeting because the Capitol Region Watershed District wanted to review the proposal in more detail. They submitted a positive report earlier in the day, with some suggestions about the on-site retention pond. She said that the Planning Commission, at its meeting on March 25, voted unanimously to recommend approval of the Planned Unit Development for the SE Corner. This project contains three components: Multi-family apartments, senior apartments, and townhomes. The Commissioners noted minor questions about some of the plan details that staff will address through the planning process. The City held a public meeting in February to discuss the plans with the community, and approximately 50 residents attended that meeting. Attendees were generally very pleased with the plans, and there was strong support for the project. Representatives for the developer, the engineering firm, the City's planning consultant, Dan Cornejo, and members of the city staff were present to answer questions. • • FALCON HEIGHTS CITY COUNCIL MINUTES _3_ May 14, 2003 Consideration of the SE Corner Planned Unit Development (PUD) (continued) Council member Lamb asked about soil conditions at the site. Administrator Worthington said that soil borings will be done. The purpose of the pond will be hold water and then drain, via pipe, to Curtiss Field. It will be a dry pond most of the time, more of a landscaping pond. In response to a question from Council member Lindstrom about republication of the zoning map, Administrator Worthington said that republication is expensive and there may be some additional changes on the zoning map within the next year that will require that it be redrawn. The City can now print its own zoning maps in-house and the information is also available electronically. Council member Lindstrom asked what the B3 District is. Administrator Worthington said it is mixed use but does not include housing. Classification of the SE Corner as a Planned Unit Development (PUD) will permit housing. Lindstrom moved approval of the SE Corner as a Planned Unit Development (PUD) and adoption of Ordinance #03-04 amending Chapter 9 of the City Code to permit the • rezoning of the SE Corner to a Planned Unit Development (PUD). The motion was unanimously approved. Resolution of Support for Sherman and Associates to Seek Funding from the State of Minnesota Tax Base Revitalization Account Administrator Worthington explained that Sherman and Associates is applying to Ramsey County for funds to offset costs related to asbestos abatement and soil contamination on the SE Corner. This funding is available from the Department of Trade and Economic Development, and the project is eligible to make application because the City is a participant in the Livable Communities Act Housing Incentives Program through the Metropolitan Council. There is potential petroleum soil contamination in the area around Dino's. In response to a question from Council member Lindstrom, Administrator Worthington said the City is the pass through, much like it is with the Metropolitan Council grants. RESOLUTION 2003-07 Kuettel moved adoption of Resolution 2003-07 authorizing Sherman and Associates, on behalf of the City of Falcon Heights, to apply to the Metropolitan Council for funds from the tax base revitalization account, and to such agreements as are necessary to implement • the project on behalf of the applicant. The motion was unanimously approved. 3 FALCON HEIGHTS CITY COUNCIL MINUTES -4- • May 14, 2003 Request for Authorization to Use a Portion of the City s Population Allocation Funds from the Minnesota State Aid Account for the Repair of Sheldon Street, and Curb Replacement from Ruggles Avenue to Roselawn Avenue Administrator Worthington said that Falcon Heights is currently one of two cities in the State that has a fully certified local street system. Because of this, the City is allowed to use a portion of its MSA funds to cover the repair of local streets not on the State aid system. The resolution being proposed authorizes City staff to go forward with a request to MN DOT for those funds, which will be used to pay for repairs to Sheldon Street, and curb replacement from Ruggles to Roselawn. Council member Talbot said that he was amazed that Falcon Heights is one of two cities in the State that can participate in this program. It lets residents avoid being assessed for repairs. Administrator Worthington said that Hamline Avenue is the one street left to be rebuilt. There will be ongoing maintenance over the years. The City has made a very significant investment in its streets and wants to make sure they are maintained. The 88 in the . pavement management plan is quite high for a City of our age. RESOLUTION 2003-08 Talbot moved adoption of Resolution 2003-08 authorizing the City to use a portion of the Minnesota State Aid System Construction Funds allocated for non-State Aid System local street repair of Sheldon Street (S.A.P. 124-050-02) mill, overlay and curb replacement, from Ruggles Avenue to Roselawn Avenue. The motion was unanimously approved. Consider Approval of the City's General Storm Water Permit Application for Small Municipal Separate Storm Sewer Systems Parks and Public Works Director Bill Maertz said that in compliance with the Clean Water Act (33 U.S.C. 1251), Minnesota Statutes Chapter 115 and 116, and Minnesota Rules Chapter 7001, the City of Falcon Heights is applying for certification of the Falcon Heights Storm Water Pollution Prevention Program (SWPPP). This application is required for discharges of storm water from small municipal separate storm sewer systems. As required by State and Federal statute, the City of Falcon Heights has developed a Storm Water Pollution Prevention Program (SWPPP). This plan must demonstrate how Falcon Heights will implement and enforce prevention of storm water pollution over the course of the next five years. There are six minimum control measures • required by statute. 4 • FALCON HEIGHTS CITY COUNCIL MINUTES _5_ May 14, 2003 Consider Approval of the City's General Storm Water Permit Application for Small Municipal Separate Storm Sewer Systems (continued) Six Minimum Control Measures • Public Education and Outreach • Public Involvement and Participation • Illicit Discharge, Detection and Elimination • Construction Site Runoff Control • Post Construction Runoff Control • Pollution Prevention and Good Housekeeping The Falcon Heights Storm Water Management Plan, adopted in 2000, already addresses the construction site and post construction site issues and is referenced in the SWPPP. The primary focus of the Falcon Heights SWPPP is on public education and pollution prevention through good housekeeping measures and staff training. • Budget Implications The estimated budget for implementing this plan is $47,620. Approximately $40,000 of this budget involves measures that are already part of the Public Works operations. Storm drain cleaning, street sweeping, sanitary sewer cleaning, and training are examples of existing procedures that have been incorporated into the Falcon Heights SWPPP. Staff is applying to the Capitol Region Watershed District fora $5,000 grant to fund a community sponsored rain barrel program to reduce storm water runoff. The construction site and post construction site measures addressed in the existing Falcon Heights Storm Water Management Plan recover costs by charging fees for plan review and requiring a performance bond. Printing educational materials and staff time for program administration will cost approximately $2,600. Mayor Gehrz thanked Parks and Public Works Director Maertz and the rest of the staff for saving the City about $40,000 by doing the Storm Water Pollution Prevention Program permit application in-house rather than the City having to contract out the permit application for about $50,000. Council member Talbot said the City has had a lot of good luck with grant applications • and he asked about the status of the rain barrel grant proposal. Parks and Public Works Director Maertz said the grant application is being written right now. FALCON HEIGHTS CITY COUNCIL MINUTES -6- May 14, 2003 Consider Approval of the City's General Storm Water Permit Application for Small Munic~al S~arate Storm Sewer Systems (continued) Council member Lamb asked if the mandate for this program isn't coming from the Feds. Parks and Public Works Director Maertz said it is being required by the Feds but is being coordinated by the Minnesota Pollution Control Agency. Administrator Worthington explained that legal action forced the EPA to delegate responsibility for implementation to the states. Minnesota passed it on as an unfunded mandate. Council member Lamb commented that the City is virtually in compliance and that is good to know. He asked about the rain barrels and Parks and Public Works Director Maertz gave a brief description of how the rain barrels would work. A brief discussion followed. Mayor Gehrz asked if the City was going to be responsible for the University of Minnesota/Saint Paul campus and the State Fair. Parks and Public Works ~ • Director Maertz said that the University and the State Fair will be required to submit their own plans. Mayor Gehrz asked if they have asked to see the City plan. Administrator Worthington said they have not but the City will share it with them. Parks and Public Works Director Maertz said that preparation of the SWPPP has been a team effort and everyone worked hard on it. Lamb moved approval of the Falcon Heights Storm Water Pollution Prevention Program. The motion was unanimously approved. REPORTS FROM COUNCIL MEMBERS: Mayor Gehrz said that she attended the Ramsey County League of Local Governments follow-up workshop. Suggestions made at the initial workshop were divided into different categories and Joel Hanson, the City Administrator for Little Canada, will be convening meetings with various entities. She and Administrator Worthington attended the dedication of the Genomics Building on the Saint Paul campus. They toured the new building, the first of what will be a number of buildings. On Saturday, May 3, the largest ever emergency preparedness exercise was held at the State Fairgrounds and the Falcon Heights City Hall was used as a gathering place and teaching location. Everyone learned a great deal and she thanked the staff who assisted at City Hall and/or the State Fairgrounds. Three Falcon Heights residents have completed the three-day CERT train the trainer program: Kris Grangaard, Tim Knautz and Dan Johnson-Powers. • • FALCON HEIGHTS CITY COUNCIL MINUTES -7- May 14, 2003 INFORMATION AND ANNOUNCEMENTS: Mayor Gehrz said the Neighborhood Commission is sponsoring a personal safety training on Thursday evening, May 15, 2003, 7 PM, at City Hall and she invited those in attendance or viewing the meeting via cable television to attend. Administrator Worthington said the City will be sponsoring a block party meeting with the Sheldon Street residents on Thursday evening, May 29, 7 PM, to discuss the upcoming mill and overlay and curb replacement project for that area. There will be two public hearings before the Planning Commission on May 27: Dino's resiting request and a request for permit parking on Garden Avenue. On Tuesday, May 20, she will be giving a presentation to the residents at 1666 Coffman about the City's emergency preparedness planning. She and Mayor Gehrz attended a Ramsey County Board of Commissioners policy meeting about the 800-megahertz communications system and encouraged the County's purchase and implementation of that system as soon as possible. Mayor Gehrz said there is a family of foxes living in the City (two adults and seven kits). She recommended that people who have cats with mobility issues consider not letting their cats roam about outside for the time being. • The re ar Ci Council meetin was ad'ourned at 8:30 PM. ~ tY g J Respectfully submitted, Mary Shea Kodluboy Deputy Clerk • 7 r~ ~J ITEM: Disbursements and Payroll SUBMITTED BY: Roland O.Olson, Finance Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION/SUMMARY: 1. General Disbursements through May 23, 2003 in the Amount o£ 2. Payroll (5/01/03-5/15/03) in the Amount of: ATTACHMENTS: • General Disbursements and Payroll ACTION REQUESTED: • • Approval CONSENT ITEM: Fl 5/28/03 $ 79,031.25 $ 10,345.48 DATE 05/19/03 TIME 09:20 CITY OF FALCON HEIGH COUNCIL REPORT PAGE 1 APPROVAL OF BILLS PERIOD ENDING: 5-23-03_ CHECK# VENDOR NAME DESCRIPTION -------- ------------------------- ------------------------ DEPT. -------- - AMOUNT ---------- 42294 GARDEN VIEW CAFE WORKSHOP SANDWICHES LEGISLAT 38.22 *** TOTAL FOR DEPT 11 38 .22 AMERICAN OFFICE PRODUCTS CLIPS/LABELS/PAPER/PENS ADMINIST 182.24 AMERICAN OFFICE PRODUCTS NAMEPLATE ADMINIST 15.98 AMERICAN OFFICE PRODUCTS BOOKEND ADMINIST 7.64 NED MOHAN REFUND COMM PK RENTAL ADMINIST 106.50 42293 PERA PERA MAY 1-15 ADMINIST 1,378.60 QUICKSILVER EXPRESS COURI DELIVERY CHRGS ADMINIST 16.75 U.S. POSTMASTER STAMPS FOR MAILINGS ADMINIST 740.00 U.S. POSTMASTER BULK MAIL PERMIT ADMINIST 150.00 *** TOTAL FOR DEPT 12 2,597 .91 CAMPBELL KNUTSON F.H. GENERAL MATTERS LEGAL 484.00 *** TOTAL FOR DEPT 14 484.00 NORTH SUBURBAN ACCESS CO. REIMB MAUREEN CABLE WORK COMMUNIC 66.00 *** TOTAL FOR DEPT 16 66.00 AMERICAN OFFICE PRODUCTS CUPS FOR DISASTER DRILL EMERGENC 27.05 *** TOTAL FOR DEPT 21 27.05 ASSOC FOR NONSMOKERS TOBACCO COMPLIANCE CHKS POLICE 220.25 ST ANTHONY VILLAGE JUNE/03 POLICE SVGS POLICE 37,012.75 *** TOTAL FOR DEPT 22 37,233.00 AMERIPRIDE LINEN&APPAREL LINEN CLEANING FIRE HALL FIRE FIG 44.62 BEARCOM PAGER REPAIR FIRE FIG 89.36 EMERGENCY APPARATUS MAZNT 753 FUEL GAUGE ISSUE FIRE FIG 215.21 MUSKA ELECTRIC LITE BULBS FIRE FIG 253.91 NFPA INTERNATIONAL 2003 MEMBERSHIP FIRE FIG 135.00 OXYGEN SERVICE COMPANY AIR/02 FIRE FIG 45.00 THUNE,DUSTIN REIMB;FIRE TNG IN DULUTH FIRE FIG 352.40 VERIZON WIRELESS CELL PHONES FIRE FIG 20.16 SAFETY SOLUTIONS IN HAZMAT DETECTION STRIP FIRE FIG. 185.16 *** TOTAL FOR DEPT 24 1,34 0.82 BOARD OF WATER COMMISSNRS SS CITY HAL 11.69 BOARD OF WATER COMMISSNRS H2O CITY HAL 48.98 CINTAS CORPORATION #470 RUGS SVC LOBBY CITY HALL CITY HAL 32.48 *** TOTAL FOR DEPT 31 9 3.15 D-ROCK CENTER LANDSCAPE BLACK DIRT STREETS 68.69 ONE CALL CONCEPTS, ZNC LOCATES STREETS 12.40 GRAINGER, W. W., INC. TRASH BAGS/EAR PLUGS STREETS 112.54 NRG PROCESSING SOLUTIONS SOIL AND SOD STREETS 45.00 OLSON POWER AND EQUIPMENT MOWER BLADES & WHEEL STREETS 79.29 TRAFFIC TECHNOLOGIES LLC CROSSWALK IDENT DEVICE STREETS 239.63 *** TOTAL FOR DEPT 32 557.55 HOWARD GREEN COMPANYC. F.H. GENERAL SVGS ENGINEER 679.00 *** TOTAL FOR DEPT 33 679.00 BOARD OF WATER COMMISSNRS S.S. PARK & R 23.38 • • 9 DATE 05/19/03 TIME 09:20 CITY OF FALCON NEIGH COUNCIL REPORT PAGE 2 APPROVAL OF BZLLS PERIOD ENDING: 5-23-03 ~CK# VENDOR NAME DESCRIPTION DEPT. AMOUNT -------- ------------------------- ------------------------ -------- ----------- • BOARD OF WATER COMMISSNRS H2O PARK & R 20.62 ON SITE SANITATION PORTABLE TOILET COMM PK PARK & R 70.65 *** TOTAL FOR DEPT 41 114.85 HOWARD GREEN COMPANYC. ENG FEES/FOLWELL H20MAIN WATER FU 1,476.43 *** TOTAL FOR DEPT 53 1,476.43 HOWARD GREEN COMPANYC. HAMLINE AVE ENGINEERING INFRASTR 586.99 HOWARD GREEN COMPANYC. SHELDON AVE ENGINEERING INFRASTR 2,368.61 *** TOTAL FOR DEPT 71 2,955.60 METROPOLITAN COUNCIL JUNE 03/SS SANITARY 25,146.33 *** TOTAL FOR DEPT 75 25,146.33 EHLERS AND ASSOCIATES DEBT SVC TIF ANALYSISI-2 TIF #1 151.67 *** TOTAL FOR DEPT 77 151.87 EHLERS AND ASSOCIATES DEBT SVC TIF ANALYSIS2-1 TIF #2 151.88 *** TOTAL FOR DEPT 78 151.88 CAMPBELL KNUTSON SE CORNER REDEVELOPMENT COMM. DE 1,942.50 EHLERS AND ASSOCIATES DIST 1-3/CERT VALAUES COMM. DE 112.50 SHORT ELLIOTT HENDRICKSON SE CORNER URBAN DESIGN COMM. DE 1,744.82 *** TOTAL FOR DEPT 79 3,799.82 COLIN CALLAHAN TUITION&BOOKS REIMB CONTINGE 1,117.77 WILLIAM MAERTZ TUITION REIMS CONTINGE 1,000.00 *** TOTAL FOR DEPT 92 2,117.77 *** TOTAL FOR BANK O1 79,031.25 *** GRAND TOTAL *** 79,031.25 to PERIOD END DATE 05/15/03 **FILE NOT UPDATED** PAGE 1 SYSTEM DATE 05 /11/03 C H E C K R E G I S T E R CHECK CHECK EMPLOYEE NAME CHECK CHECK TYPE DATE NUMBER NUMBER AMOUNT COM 5 15 03 34 CLEMENT KURHAJETZ 32771 43.18 COM 5 15 03 35 LEO LINDIG 32772 6.47 COM 5 15 03 40 KEVIN ANDERSON 32773 18.99 COM 5 15 03 42 MICHAEL D CLARKIN 32774 161.93 COM 5 15 03 66 ALFRED HERNANDEZ 32775 179.11 COM 5 15 03 74 MARK J ALLEN 32776 60.20 COM 5 15 03 81 LAUREL F SANDBERG 32777 25.85 COM 5 15 03 82 DUSTIN P THUNE 32778 6.47 COM 5 15 03 65 DANIEL S JOHNSON-POWERS 32779 34.04 COM 5 15 03 86 GREGORY R YOUNGS JR 32780 16.99 COM 5 15 03 87 MICHAEL A MCKAY 32781 35.97 COM 5 15 03 90 ANDREW P SCHIPPEL 32782 124.61 COM 5 15 03 91 RICHARD H HZNRICHS 32783. 206.70 COM 5 15 03 97 PATRICK GAFFNEY 32784 35.97 COM 5 15 03 98 BRADLEY J. REZNY 32765 52.53 COM 5 15 03 99 ALEXANDER J. HAIGH 32786 29.09 COM 5 15 03 1003 HEATHER WORTHINGTON 32789 1280.28 COM 5 15 03 1013 WILLIAM MAERT2 32790 1543.11 COM 5 15 03 1030 MARY A. KODLUBOY 32791 1242.97 COM 5 15 03 1033 DAVE TRETSVEN 32792 1110.84 COM 5 15 03 1038 DEBORAH K JONES 32793 884.41 COM 5 15 03 1041 DANIEL S JOHNSON-POWERS 32794 160.36 COM 5 15 03 1103 DZANE MEYER 32795 412.52 COM 5 15 03 1136 ROLAND O OLSON 32796 1297.61 COM 5 15 03 1143 COLIN B CALLAHAN 32797 482.27 COM 5 15 03 1144 ANITA TWAROSKI 32798 265.72 COM 5 15 03 1169 JAY PAUL KURTZS 32799 69.26 COM 5 15 03 1173 ELIZABETH M POSTIGO 32800 414.74 COM 5 15 03 2034 ELIZABETH A. NORRIS 32801 141.29 COMPUTER CHECKS 10345.48 MANUAL CHECKS .00 NOTICES OF DEPOSIT .00 ****TOTALS**** 10345.48 • • • CONSENT ITEM: F2 5/28/03 ITEM: Licenses SUBMITTED BY: Mary Shea Kodluboy/Deputy Clerk REVIEWED BY: Heather Worthington, City Administrator EXPLANATION/SUMMARY: Outlined below is a list of additional license applications or renewals for 2003 GENERAL CONTRACTOR E. L. Bulach Construction Company, Inc., Inver Grove Heights, Minnesota RENEWAL OF RESTAURANT LICENSES Chin's Kitchen (relocating from 1664 West Larpenteur across the street to 1533 West Larpenteur, the former MiTierra site) Pizza Hut, 1650 North Snelling Avenue (six month renewal from June 1, 2003-December 31, 2003) • RENEWAL OF RETAIL ON-SALE 3.2 MALT LIOUOR LICENSE Pizza Hut, 1650 North Snelling Avenue (six month renewal from June 1, 2003-December 31, 2003) ACTION REQUESTED: • Approval • • POLICY ITEM: G1 5/28/03 ITEM: Request for Authorization to Use a Portion of the City's Population Allocation Funds from the Minnesota State Aid Account for the 2003 Seal Coating and Crack Sealing Project SUBMITTED BY: Heather Worthington, City Administrator REVIEWED BY: Terry Maurer, H.R. Green Company EXPLANATION: Summary: The City is currently one of three cities in the state that has a fully certified local street system. As such, we are allowed to use a portion of our MSA funds to cover repairs of our local streets not on the state aid system. This resolution authorizes city staff to go forward with a request to MnDOT for those funds, which will be used to pay for the 2003 Seal Coating and Crack Sealing Project. ATTACHMENTS: • Resolution 03-09 ACTION REQUESTED: • Adoption of Resolution 03-09 authorizing the City to use a portion of the MSA funds allocated for non- State Aid System local street repair L~ ~3 RESOLUTION 03-09 • RESOLUTION REQUESTING MUNICIPAL STATE AID SYSTEM CONSTRUCTION FUNDS 2003 Seal Coating and Crack Sealing (S.A.P. 124-050-03): Arona Ave. from Hoyt Ave. to Larpenteur Ave. W., Pascal Ave. from Hoyt Ave. to Larpenteur Ave. W., Albert Ave. from Hoyt Ave. to Larpenteur Ave., and Idaho Ave. from Snelling Service Drive to Hamline Ave., Iowa Ave. from Curtiss Field Park to Hamline Ave., and California Ave. from Arona Ave. to Hamline Ave. WHEREAS, The City of Falcon Heights receives Municipal State Aid System (MSAS) funds for construction and maintaining 20% of its City streets, and WHEREAS, THE City State Aid routes are improved to state aid standards, are in adequate condition that they do not have needs other than additional resurfacing, and the City's State Aid system was certified complete in 2002, and WHEREAS, it is authorized by MN Rules 8820.1800 to use part of the MSAS construction appropriation of our City State Aid allocation on local streets not on the approved State Aid system, and WHEREAS, it is proposed to use a portion of the City population allocation funds to seal coat and crack seal Arona Ave. from Hoyt Ave. to Larpenteur Ave. W., Pascal Ave. from Hoyt Ave. to Larpenteur Ave. W., Albert Ave. from Hoyt Ave. to Larpenteur Ave., and Idaho Ave. from Snelling Service Drive to Hamline Ave., Iowa Ave. from Curtiss Field Park to Hamline Ave., and California Ave. from Arona Ave. to Hamline Ave. WHEREAS, the City indemnifies saves and holds harmless the State of Minnesota and it's agents an~ employees for claims, demands, actions, of causes of action arising out of or by reason or matter related to constructing the local street as designed, and WHEREAS, the City further agrees to defend at its sole cost any claims arising as a result of constructing the local street, and WHEREAS, the fmal approval of the State Aid for Local Transportation Division is therefore given. NOW THEREFORE BE IT RESOLVED that the City of Falcon Heights, Ramsey County, Minnesota, requests the release of MSAS construction funds for the seal coating and crack sealing of the following streets: Arona from Hoyt to Larpenteur, Pascal from Hoyt to Larpenteur, Albert from Hoyt to Larpenteur, and Idaho from Snelling Service Drive to Hamline, Iowa from Curtiss Field Park to Hamline, and California from Arona to Hamline. Passed and adopted by the City of the City of Falcon Heights this 28~' day of May, 2003. ATTEST: Susan L. Gehrz, Mayor Heather M. Worthington, City Administrator J 14 • POLICY ITEM: G2 5/28/03 ITEM: Request to Adopt Resolution 03-10, Accepting Low Bid from Jay Brothers, Inc. for the 2003 Street and Utility Improvements SUBMITTED BY: Heather Worthington, City Administrator REVIEWED BY: Terry Maurer, City Engineer, H.R. Green Greg Robinson, Staff Engineer, H.R. Green EXPLANATION/DESCRIPTION: Summary and action requested: The Council is being asked to adopt Resolution 03-10, accepting the low bid and awarding the contract for the 2003 Street and Utility Improvements to Jay Brothers, Inc. in the amount of $210,587.39. Bids were received from six companies, as outlined below: 1. Jay Bros., Inc. $210,587.39 4. Hardrives, Inc. $249,486.15 2. North Valley, Inc. 247,793.10 5. Bituminous Roadways, Inc. 271,247.20 • 3. Northwest Asphalt, Inc. 247,752.00 6. Midwest Asphalt Corp. 289,903.00 The engmeer's construction cost estimate for this project was $230,052.50. The low bid from Jay Brothers, Inc. is approximately 8.5% below the engineer's estimate. The city bid the Sheldon Avenue street improvements, and the Folwell Water Main replacement jointly: The city will only be responsible for $59,998.04 of the total cost, as the St. Paul Water Utility will pay the balance for the Folwell Water Main portion of the overall project cost. The city will bill the utility upon being billed by the contractor. Goa12: To maintain and promote the assets of the city's unique neighborhoods including commercial, residential, and open space uses for present, and future generations. Strategy 4: Maintain the city's infrastructure. ATTACHMENTS: 1 Letter from Greg Robinson, Staff Engineer 2 Bid Tabulation 3 Resolution 03-10 ACTION REQUESTED: • Adoption of Resolution 03-10, and acceptance of bid from Jay Brothers, Inc. for the 2003 Street and Utility Improvements Project • 1S Howard R. Green Company May 22, 2003 File: 820380) & 820370) Ms. Heather Worthington City Administrator City of Falcon Heights 2077 West Larpenteur Avenue Falcon Heights, MN 55113 RE: May 22, 2003, BID OPENING 2003 STREET AND UTILITY IMPROVEMENTS Dear Ms. Worthington: Bids were received and opened at 10:00 a.m. on Thursday, May 22, 2003, for the above- referenced project. There were a total of six bids received. A list of the Contractors and their bids is. provided below. An itemized bid tabulation is also attached: CONTRACTOR TOTAL BID Jay Bros, Inc. ~ $ 210,587.39 North Valley, Inc. $ 247,793.10 Northwest Asphalt, Inc. $ 247,752.00 Hardrives Inc. $ 249,486.15 Bituminous Roadways, Inc $ 271,247.20 Midwest Asphalt Corp. $ 289,903.00 The engineer's construction cost estimate for this project was $ 230,052.50. The low bid of Jay Bros. Inc. is approximately 8.5% below the engineer's estimate. The total bid for Schedules 1.0, 1.1, and 1.2 which contain the Sheldon Street Portion of the bid is $ 59,998.04. The Folwell Avenue portion of the bid, Schedules 2.0, 2.1, 2.2, totals to $ 150,589.35. It is our understanding that the City Council will consider awarding this project at the May 28m City Council meeting. The bids may not be withdrawn fora 60 day period, starting from the bid opening date. O:\PROJ\820380)\Bids\Ltr 05-22-03 HW..doc 1326 Energy Park Drive St. Paul, MN 55108 ~ 651/644-4389 fax 651/644-9446 toll free 888!368-4389 • • (, U Ms. Heather Worthington May 22, 2003 Page Two At the appropriate time, we recommend award of the 2003 Street and Utility Improvements Folwell Avenue and Sheldon Street to Jay Bros, Inc., as the lowest responsible bidder. They have completed similar projects in other communities, where we have found their work to be acceptable. Please contact me if you have any questions or require further information. Sincerely, Howard R. Green Company Greg Robinson Staff Engineer Enclosure • • O:\PROJ\820380)\BidsU_tr 05-22-03 HW.doc Howard R. 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G f CITY OF FALCON HEIGHTS • COUNCIL RESOLUTION 03-10 May 28, 2003 RESOLUTION ACCEPTING BID WHEREAS, pursuant to an advertisement for bids for the 2003 Street and Utility Improvements, bids were received, opened, and tabulated according to law, and the following bids were received complying with the advertisement: 1. Jay Bros., Inc. $210,587.39 2. North Valley, Inc. $247,793.10 3. Northwest Asphalt, Inc. $247,752.00 4. Hardrives, Inc. $249,486.15 5. Bituminous Roadways, Inc. _ $271,247.20 6. Midwest Asphalt Corp. $289,903.00 AND WHEREAS, it appears that Jay Bros., Inc. is the lowest responsible bidder; NOW THEREFORE BE IT RESOLVED by the city council of Falcon Heights, Minnesota: • 1. The mayor and city adirumstrator/clerk are hereby authorized and directed to enter into the attached contract with Jay Bros. Inc. in the name of the City of Falcon Heights for the 2003 Street and Utility Improvements according to the plans and specifications therefore approved by the city council and on file in the office of the city clerk. 2. The city administrator/clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted this 28~' day of May 2003. Moved by: Approved by: Mayor GEHRZ in Favor Mav 28, 2003 TALBOT Date KUETTEL Against LINDSTROM Attested by: LAMB City Administrator/Clerk Mav 28, 2003 Date • ~~ • POLICY ITEM: G3 5/28/03 ITEM: Authorization for Mayor and City Administrator to Purchase LCD Projector and Laptop Computer for Training Purposes, not to Exceed $5,000 SUBMITTED BY: Mayor Gehrz REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Summary: The city is interested in acquiring a LCD projector and laptop computer to use for training purposes related to the CERT training, staff training, and fire department training. In addition, the LCD projector and laptop will be very useful for community meetings, and for special meetings such as Truth in Taxation. The anticipated cost for these purchases is $5,000. The cost can be covered by budget allocations for computer purchases in the Capital budget ($4,000), and training costs budgeted through the communications line item in the Public Safety Capital ($5,000), as well as through the Fire Department training line item ($15,000). Costs will be allocated equally between departments. .ACTION REQUESTED: • Discussion • Authorization to purchase a LCD projector and laptop, not to exceed $5,000 • ~S INFORMATIONAL ITEM: Il 5/28/03 ITEM: CERT Training Schedule SUBMITTED BY: Mayor Gehrz REVIEWED BY: Neighborhood Commission EXPLANATION: Summary: The Neighborhood Commission will be hosting a series of trainings for residents on the new CERT program. She will give an overview of the program, and answer questions from the council. ATTACFIlVIENT: • Copy of the flyer describing the training that was distributed to the community on Tuesday, May 27, 2003 • • ~G NEW TRAINING ®PPORTU~NITY! Community Emergency Response Team (CERT) The city received a grant from the Minnesota Department of Public Safety to train teams of people who five or work in Falcon Heights to assist family members and neighbors respond to a disaster. This training covers basic skills that are important to know in a widespread disaster when emergency services may not be immediately available. You will want to help. With training and practice and by working as a team, you will be able to do the greatest good for the greatest number after a disaster, while protecting yourself from becoming a victim. The training schedule is: 1. Disaster Preparedness 2. Fire Suppression 3. Disaster Medical Operations 1 4. Disaster Medical Operations 2 5. Light Search & Rescue. 6. Team Organization 7. Final Exercise Thursday, June 19 Thursday, June 26 Thursday, July 10 Thursday, July 17 Thursday, July 24 Thursday, Aug 7 Thursday, Aug 14 *There will be options for amake-up schedule. 6:30 - 9:30 pm 6:30 - 9:30 pm 6:30 - 9:30 pm 6:30 - 9:30 pm 6:30 - 9:30 pm 6:30 - 9:30 pm 6:30 - 9:30 pm All sessions will be held at Falcon Heights City Hall and will be taught by members of the Falcon Heights Fire Department and community volunteers who have completed the CERT Trainer Program sponsored by FEMA. Training is open to Falcon Heights residents over the age of 13. The cost for the whole program is only $15. Scholarships are available. Those who complete the training- will be provided with equipment and supplies worth approximately $100. Call City Hall at 651 644 5050 to enroll in this course. For more information or to review a training video and materials, contact: Tim Knautz at E51 647-6700. E-mail tknautz a(~knautzagenc~ or Kris Grangaard at 651 647-4419 E-mail ktbd4 attbi.com Vie knovrr it's a big time commitment, but this training can be of tremenai©us-value to your family ana( your neighbors in ~afcon ~feig-hts! • a~