HomeMy WebLinkAbout09-28-2015 Council Special Work Session Minutes 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 .
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COUNCIL SPECIAL WORK SESSION September 28 , 2015
APPROVED
WSB Representative Brian Bourassa acknowledged that there was a bust in the quantities
estimate . They identified the mistake as the project was underway .
The council discussed continuing with the entire project and reviewed the costs . There
were concerns noted about leaving things undone , about the uncertainty of costs if pushed
to next year , and how costs would be absorbed or charged .
The council concurred that the entire project should proceed but the conversation will
continue on funding ,
The meeting was adjourned at 8 : 10 p . m .
These minutes were considered , corrected and approved at the regular Council meeting
held on October 12 , 2015 .
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Julianne B A ell , City Clerk Jeff einert , Mayor
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