09-28-2015 Council Special Work Session Minutes

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COUNCIL SPECIAL WORK SESSION September 28 , 2015 APPROVED CITY OF LINO LAKES MINUTES DATE September 28 , 2015 TIME STARTED 7 : 40 p . m . TIME ENDED 8 : 10 p . m . MEMBERS PRESENT Council Member Stoesz , Kusterman , Roeser , Rafferty and Mayor Reinert MEMBERS ABSENT none Staff members present : City Administrator Jeff Karlson ; Community Development Director Michael Grochala ; City Engineer Diane Hankee 2015 Mill and Overlay Project : Community Development Director Grochala noted the staff report regarding the budget for the 2015 Mill and Overlay Proj ect . The bid process included a couple of alternates because staff was not certain that the entire project could be accomplished within the yearly budget . When prices came in fairly low , the entire project area was contracted for completion . However , at this time , WSB has identified a quantity issue based on the estimates resulting in a higher cost to complete the project . Also a portion of the road into the City of Hugo was completed although it was not within the prof ect . As a result the project cost is coming higher than anticipated . Finishing the project is on hold pending this council review . The council could elect to hold off on the alternates and remain in budget or rebid next year . The funding is available to complete the entire project . Regarding the Hugo portion of the roadway , WSB will be approaching that city to discuss funding . Engineer Hankee added that the contractor is ready to proceed with the work if authorized by the city . She introduced WSB Project Engineer Brad Reifsteck . Mayor Reinert noted that it is not a City responsibility because the City did not err . WSB staff explained that in the case of the roadway extending into Hugo , staff in the field were not clear on the city boundary and acted to proceed . Council Member Roeser noted a situation within the prof ect where the finished roadwork is leaving mailboxes back out of place . Mr . Reifsteck said he talked to the contractor who will be back in the coming week to do the culvert work . There were some soft areas also in the Bald Eagle area ; the contractor is responsible and will repair those . In addition , the curbing will be removed . The council discussed the cost indications . Staff explained that the cost of the Hugo roadway ultimately is for WSB to work out . Mr . Grochala suggested that the quantity issue is before the council but he sees that the city did receive the work ; it was a matter of mistaken quantities within the bid . He could speak with the city legal counsel about the situation but he does need a decision from the council on whether or not to proceed with the entire project or just that portion that would remain within the originally planned budget . 1