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Home My WebLink About10-12-2020 Council Meeting MinutesCOUNCIL MINUTES APPROVED I 2 LINO LAKES CITY COUNCIL 3 REGULAR MEETING 4 MINUTES 5 6 DATE : October 12, 2020 7 TIME STARTED : 6:30 p.m. 8 TIME ENDED : 7:30 p.m. 9 MEMBERS PRESENT : Councilmember Stoesz, Lyden, 10 Ruhland, Cavegn and Mayor Rafferty, 11 MEMBERS ABSENT 12 13 Staff members present: City Administrator Sarah Cotton; City Engineer Diane Hankee; Community 14 Development Director Michael Grochala; Public Safety Director John Swenson; City Clerk Julie 15 Bartell 16 17 PUBLIC COMMENT 18 There we no public comments. 19 SETTING THE AGENDA 20 The agenda was approved as presented. 21 CONSENT AGENDA 22 Councilmember Cavegn moved to approve the Consent Agenda, Items I through I as presented. 23 Councilmember Lyden seconded the motion. Motion carried on a voice vote. 24 25 ITEM ACTION 26 Consideration of Expenditures: 27 A) Consideration of Expenditures: October 12, 2020 28 (Check No. 113023 through 113077) in the amount 29 of $387,292.74 Approved 3o B) Consider Approval of September 28, 2020 Work 31 Session Minutes Approved 32 C) Consider Approval of September 28, 2020 Council 33 Minutes Approved 34 FINANCE DEPARTMENT REPORT 35 There was no report from the Finance Department. 36 ADMINISTRATION DEPARTMENT REPORT 37 There was no report from the Administration Department. 38 PUBLIC SAFETY DEPARTMENT REPORT 39 There was no report from the Public Safety Department. 1 COUNCIL MINUTES APPROVED 40 PUBLIC SERVICES DEPARTMENT REPORT 41 There was no report from the Public Services Department 42 COMMUNITY DEVELOPMENT REPORT 43 6A) NE Drainage Area Improvement Project — i. Consider Resolution No. 20-101, Order 44 Project, Approve the Plans and Specifications and Authorize the Ad for Bids; ii. Consider 45 Resolution No. 20-113, Approving Permit Agreement with the Board of Water Commissioners of 46 the City of Saint Paul — City Engineer Hankee noted the resolutions that would order the project and 47 set in place an agreement with the City of St. Paul. A figure was shown indicating existing 48 drainage (through drain tiles) in the NE area of the City. Ms. Hankee noted the size and location of 49 the improvement area. The City has been working on a drainage project to serve the area for 50 multiple years and has vetted different alternatives for drainage. The resulting recommendation is a 51 phased project that will include modeling and permit consideration to avoid negative impacts on 52 Peltier Lake. A best management practice system was used to ensure the betterment of the water 53 system. The first phase would be piping. Acquisition of properties as needed is underway. The 54 project is funded through the Surface Water Management Fund, an appropriate source. The 55 estimated cost is $1.2 million. The proposed schedule going forward was reviewed. There is a 56 small strip of land that is owned by the City of St. Paul and hence the need for an agreement. 57 Councilmember Stoesz asked if there is any guidance that would limit or allow certain working 58 hours. Ms. Hankee noted that currently the project work would be done during allowed construction 59 hours only. She doesn't suspect there would be much benefit to allowing extended hours but the 60 City can remain open to the idea if it makes sense. Mayor Rafferty said it makes sense to hear about 61 those on a case by case basis. 62 Councilmember Stoesz asked if all water will be moved to Lake Peltier or will there be some water 63 moved to the south. Ms. Hankee pointed out an area that will still drain to the south. 64 Councilmember Stoesz moved to approve Resolution No. 20-101 as presented. Councilmember 65 Cavegn seconded the motion. Motion carried on a voice vote. 66 Councilmember Stoesz moved to approve Resolution No. 20-113 as presented. Councilmember 67 Cavegn seconded the motion. Motion carried on a voice vote. 68 6B) Public Hearing. Consider Resolution No. 20-114, Adopting Assessment Role, 2020 Weed 69 Abatement Charges —Community Development Director Grochala noted that the City code 70 identifies weed violations. If violations are identified, City staff follows a process of notification 71 followed by weed removal if necessary. There is one case presented this year where City removal 72 occurred, costs were not paid, so therefore the cost will be assessed to the property. Notification of 73 actions is provided to the property owner. 74 Mayor Rafferty opened the public hearing. There being no one present wishing to speak, the public 75 hearing was closed. 76 Councilmember Cavegn moved to approve Resolution No. 20-114 as presented. Councilmember 77 Stoesz seconded the motion. Motion carried on a voice vote. 78 6C) 2021 Street Improvement Projects — i. Consider Resolution 20-115, Authorize the 79 Preparation of Plans and Specs; ii. Consider Resolution No. 20-116, Approving Design Engineering 80 Services Contract with WSB & Associates — City Engineer Hankee reviewed a presentation. Two 81 resolutions are before the council. The City's Pavement Management Plan was explained; the 82 City's roadways and their condition is identified through the Plan; a maintenance program is COUNCIL MINUTES APPROVED 83 developed using the Plan data. Ms. Hankee showed a map of the City indicating pavement 84 conditions. She reviewed a history of street maintenance done by the City. Data is used to make 85 recommendations on maintenance going forward. Staff is recommending changing the 86 specifications and maintenance strategies, increasing pavement depth on new construction and 87 eliminating seal coating. 88 Ms. Hankee reviewed the proposed 2021 Street Improvement projects. 89 Councilmember Ruhland noted the thicker roadway recommendation and asked how that will be 90 funded (developers?). Ms. Hankee said it would impact projects going forward. 91 Councilmember Stoesz noted Enid Trail that was recently improved but yet has a lower rating than 92 other older streets. Ms. Hankee will research the question. 93 Councilmember Lyden noted that the citizens of the City clearly care about keeping their roadways 94 maintained. He asked about the involvement of developers in providing the best lasting roadways 95 with their projects. Ms. Hankee explained the standards and improvements proposed that should 96 get the best long term results. Councilmember Lyden noted the high water table in the City, he sees 97 damage done by water on roadways and asked if addressing water in specifications is being done; 98 Ms. Hankee said standards do address the need. 99 Mayor Rafferty asked how the City choses whether or not to install curb and what type. Ms. loo Hankee said it depends on conditions and location; curbs can be triggered by storm water at management needs. l02 Mayor Rafferty noted that there are many needs in the area of street maintenance and he understands 103 that the Pavement Management Plan is the tool used to guide an improvement program. He sees 104 that things are improving but it is expensive work. 105 Councilmember Cavegn asked if the report is available on the website. Ms. Hankee said the 106 Pavement Management Plan is not but will be added; the capital road program is on the website. 107 Councilmember Lyden moved to approve Resolution No. 20-115 as presented. Councilmember 108 Ruhland seconded the motion. Motion carried on a voice vote. 109 Councilmember Ruhland moved to approve Resolution No. 20-116 as presented. Councilmember 110 Stoesz seconded the motion. ill Councilmember Lyden noted the cost of the engineering services contract. The services provided 112 are really dealing with roads that are already in place. He sees there are many layers of 113 management involved. is it possible to have a conversation about saving some of that cost? 114 City Engineer Hankee offered background, including explaining the work required in order to put 115 forward specifications for a bid. While it isn't a design situation, there is much required to put the 116 project forward. She noted design engineering costs in the area of 5-6% compared with industry 117 standards closer to 10%. She also noted that it's important to have the best quality at all levels of 118 the project. 119 Community Development Director Grochala indicated that he's sent cost proposals for engineering 120 services back for a better price. In the case of this contract, he has gotten costs down to under 5% 121 which he feels is pretty good. 1 22 Councilmember Stoesz asked, if there is a design flaw, does the engineering servicer take 123 responsibility for the fix? Community Development Director Grochala said it depends upon the COUNCIL MINUTES APPROVED 124 flaw and he doesn't feel there are many issues that come forward; there is some limited language in 125 the contract dealing with that subject. 126 ly�l 128 129 130 131 132 133 134 135 i36 137 138 139 140 141 142 143 Motion carried on a voice vote. UNFINISHED BUSINESS There was no Unfinished Business, NEW BUSINESS Mayor Rafferty read a letter thanking the council for a new path along 12`h Avenue. Mayor Rafferty noted that the Park Board deserves thanks for bringing the project forward. COMMUNITY EVENTS. There were no events announced. COMMUNITY CALENDAR vk Wednesday, October 14 4- Monday, October 26 4- Monday, October 26 Cammuniy Calendar —A LookAltead October 12, 2020 through October 26, 2020 6:30 pm, Zoom Meeting 6:00 pm, Council Chambers 6:30 pm, Council Chambers Planning &Zoning Board Council Work Session City Council Meeting i44 145 ADJOURN 146 147 There being no further business, Councilmember Ruhland moved to adjourn at 7:30 p.m. 148 Councilmember Lyden seconded the motion. Motion carried on a voice vote. 149 15o These minutes were considered and approved at the regular Council Meeting on October 26, 2020. 151 1153 52 154 x t 155 e Bartell, City lerk Rob t Mayor 156