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HomeMy WebLinkAbout03-06-2017 Council PacketWORK SESSION AGENDA CITY OF LINO LAKES Monday, March 6, 2017 CITY COUNCIL WORK SESSION Community Room (not televised) 6:00 P.M. 1. American Legion Land Acquisition, Michael Grochala 2. Update from NMTV Executive Director Heidi Arnson 3. Z Systems’ Technical Services Contract, Steve Browender 4. Comprehensive Plan RFP Update, Michael Grochala 5. Advisory Board Appointment, Jeff Karlson 6. Council Updates on Boards/Commissions, City Council 7. Monthly Progress Report, Jeff Karlson 8. Review Regular Agenda 9. Adjourn WS – Item 1 WORK SESSION STAFF REPORT Work Session Item No. 1 Date: March 6, 2017 To: City Council From: Michael Grochala Re: American Legion Land Acquisition Background The American Legion and submitted an offer to acquire a 1 acre parcel of land, from the City, adjacent to their property at 7731 Lake Drive. The City has established the price of $100,200.00 based on an appraisal of the property. The American Legion has provided a counter offer (provided under separate cover) for City Council consideration. The American Legion has requested an opportunity to address any questions the City Council may have regarding the offer. While it is appropriate to ask questions of the American Legion representatives the council should consider adjourning to a closed meeting to discuss and consider the counteroffer for the property. A closed meeting could be held either the night of March 6 or following the City Council meeting on March 13. Requested Council Direction Discussion only. The council may consider holding a closed meeting to discuss the offer. Attachments 1. City Property Map 2. Proposed Parking Lot 1 0 "PV C 2 1"PVC10"PVC10"PVC 10"PVC 21" PVC21" PVC12'' DIP6''DIP8 '' D I P 12''DIP12''DIP6''DIP12''DIP12''DI P 12''DIP 6'' DIP 12'' DIP8'' DIP 12'' DIP8''DI P12'' DIPMH0 029 MH0 030 MH0 073MH0075 MH0 140 MH0 141 MH0 142 77167716 77TH ST W77TH ST W 77417741 77347734 77467746 77107710 76917691 77027702 77317731 77227722 W09 7 5 W12 8 8 W12 9 0 W12 9 1 W17 0 5 Ü 0 100 20050FeetCity Property Map American Legion Parking Lot Expansion Legend City Pr operty Water M ains #Sewer Gr avity Mains 290.4'150.00'12 14 13 3/14/2016 WS – Item 3 WORK SESSION STAFF REPORT Work Session Item No. 3 Date: March 6, 2017 To: City Council From: Jeff Karlson Re: Technical Services Contract with Z Systems Background During the February 27th work session, the City Council asked questions about the cost proposal submitted by Z Systems for consulting, design, and engineering services. Z Systems’ proposal identified the steps needed to create a design and the key design requirements for a high definition audio/visual production system in the Council Chambers and master control room. The Council was not ready to approve the technical services contract and directed staff to invite Z Systems to the March 6th work session. Account Manager Steve Browender will be present at the meeting to discuss Z Systems’ proposal. Attachments Proposed Technical Services Agreement 1 Technical Services Contract Lino Lakes City Council Chambers Audio and Video Upgrades Introduction The City of Lino Lakes, Minnesota, records its City Council meetings via a live production system utilizing remotely-controlled cameras, a video switcher, and other traditional production gear. In the main council chambers, the main (program) feed from this system is displayed on two large television screens, and well as small TVs dedicated to just the council members. This system is aging and no longer functions properly. All equipment is standard definition only. Public-facing TVs are not large enough for the entire room to view. The chamber microphones are problematic. The guest speaker podium in the main council chamber lacks connectivity for today’s media. In sum, this equipment is due for replacement. Z Systems of St. Louis Park, MN is pleased to present this engineering proposal, per the request of the City of Lino Lakes, for the design of a new live production, recording, and presentation system within the council chambers. Our Mission Z Systems is committed to providing the highest level of service and support to its clients. This is accomplished via superior technical expertise, “no excuses” customer service, best- of-class products, and an unwavering obligation to treat our customers in a fair and equitable manner. Scope of Engagement Z Systems will partner with the City of Lino Lakes to design the following: City Council Chambers - A four-camera (plus a document camera), high-definition (HD) production and recording system to replace the existing standard-definition system. City of Lino Lakes – Z Systems Technical Service Contract February 20, 2017 2 - A revamped presentation podium with a dedicated computer that has the ability to display content from thumb drives, hard-copy documents, the Internet, Microsoft PowerPoint, Word, and similar programs. Exploring integrating into the chamber laptop a software "telestrator" so that presenters can “draw” on the screen. - Replacing the current wall-mounted monitors with HD monitors, approximately 65" measured diagonally, to display computer presentations, videos, and other images. - A system of larger monitors for use by council members and staff who sit at the dais. These new monitors would be large enough to allow two people to comfortably use one monitor. - A new microphone system with significantly improved fidelity. Key Engineering Steps - Z Systems will create a concept of the new design. - This concept will be presented to City of Lino Lakes staff in person using drawings and information on key equipment pieces, including cameras and control room gear. The client will determine whether that concept, in principle, fulfills all design requirements. - Revisions to this concept will be made as necessary. - The revised concept will be presented to City staff. - Following approval, detailed drawings will be prepared depicting the layout of gear in the master control room, as well as drawings of all pieces of the system and how they connect. Key Design Requirements - Simplified design - Four all-in-one robotic cameras - A document camera - A laptop connection station - File-based and DVD program recording - Current monitor technology in the council desk and mounted from the ceiling or walls for public viewing of computer presentations - Improved microphone quality and reliability - Ability to send recorded files to an archive server for up to 90 days of storage Key Deliverables - 1. Engineering drawings to include the following: City of Lino Lakes – Z Systems Technical Service Contract February 20, 2017 3 o Master Control sketch(es) showing the relative location of equipment in racks, on work surfaces and mounted to the wall. o A diagram of new audio, video and control system connections and all model numbers and configuration options. - 2. Documents describing how audio, video and equipment control signals flow between all equipment. - 3. Detailed lists of the equipment shown in the drawings including manufacturer, model number, and quantity. - 4. Detailed installation proposal with a formal description of the system, and the installation labor, as well as equipment, labor and materials costs. Cost Consulting, design, and engineering services: $7,975 Schedule Depending on our production schedule, we should be able to start work on this project within three weeks of contract signing. Billing and Payment Terms 50% down payment, preferably with the signed contract, but prior to starting this project is required. Upon successful completion, an invoice for the balance will be submitted with Net 15 day terms. Any applicable sales taxes will be added to the final invoice. Approvals City of Lino Lakes Z Systems Lino Lakes City Hall 3724 Oregon Avenue South 600 Town Center Parkway St. Louis Park, MN 55426 Lino Lakes, MN 55014 Z Systems, inc. By: By: Name: Name: Title: Title: Date: Date: WS – Item 4 WORK SESSION STAFF REPORT Work Session Item No. 4 Date: March 6, 2017 To: City Council From: Michael Grochala, Community Development Director Re: 2040 Comprehensive Plan RFP’s Background At the February 6, 2017 work session the City Council directed staff to prepare a Request for Proposal (RFP) the planning profession services to assist with the Comprehensive Plan update. WSB and Associates will be preparing the engineering and park related components of the plan. The RFP was prepared and distributed to five (5) firms, selected by the staff, who have a strong background and experience with Comprehensive Plan preparation. They are: Short, Elliott, Hendrickson SRF Consulting Group Landform Stantec Hoisington Koegler Group Inc The deadline for proposals is March 3, 2017. Staff will provide an update of the submittals received at the work session. Planning Process While the final process will be refined with the selected consultant we are currently proposing to use the existing advisory boards as the principal review groups. We are not proposing a separate advisory panel as done with the 2030 update. We believe much of the 2030 plan is still relevant and we will concentrate on updates and refinements in this round. The Planning & Zoning Board, as the City’s “Planning Agency”, will be the principal reviewer. The Environmental Board, Park Board and EDAC will have review opportunities during the project to draw upon their areas of expertise. The City Council will be updated monthly at work sessions during the course of the project. Public outreach will involve both workshops, newsletters, online surveys and use of social media. Requested Council Direction Staff would like to solicit council comments regarding the planning process. Attachments None. WS – Item 5 WORK SESSION STAFF REPORT Work Session Item No. 5 Date: March 6, 2017 To: City Council From: Lisa Hogstad-Osterhues Re: Annual Board Appointment Background An opening for the city’s Park Board has been advertised and 1 application has been received. Park Board – 1 seat, 1 applicant Requested Council Direction The council should determine the application review process: 1. Establish a date to interview new applicant – Kelly Jo McDonnell (Application will be provided to council previous to the interview date if so decided.) Item #7 Monthly Progress Report March 6, 2017 Item Last Action Taken Staff Status Digital Scanning Project 3/14/16 – Council approved transfer of $15,000 from Contingency Fund for scanning and indexing building plans Julie Staff is in the process of hiring another scanning operator. The posting closes March 3rd. White Bear Lake Restoration Assn. v. Dept. of Natural Resources (DNR) 8/25/16 – The NE Metro Water Summit Group met to discuss a draft JPA that would create a coalition of cities to work together as one voice with regards to water supply issues in the northeast metro area. Jeff The lawsuit is going to trial starting March 6th Legion Parking Lot 2/6/17 – The Council held a closed meeting to discuss the Legion’s offer Mike The Council rejected the offer, holding firm to the appraised value Location of Veteran’s Memorial 12/5/16 – The American Legion expressed in a letter what its preferred location was, although there was some confusion about whether they meant the undeveloped land at Legacy of Woods Edge or in front of city hall Mike The mayor confirmed that the Legion’s preferred site was in front of city hall Upgrade of HD Audio/Visual Equipment in Council Chambers and Control Room 2/27/17 – Staff presented Technical Services Contract from Z Systems for consulting, design, and engineering services Jeff Z Systems will be present at the March 6th work session to discuss proposed contract Channel 16 Upgrade 10/4/16 – NMTV Operations Committee agreed that the local government channels needed more attention Jeff Executive Director Heidi Arnson will be present at the March 6th work session to provide an update Updates are shown in italics.