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04/08/2003
LAUDERDALE CITY COUNCIL MEETING AGENDA TUESDAY, APRIL 8, 2003 CITY HALL, 7:00 P.M. The City Council is meeting as a legislative body to conduct the business of the City according to ROBERT'S RULES OF ORDER AND THE STANDING RULES OF ORDER AND BUSINESS OF THE CITY COUNCIL. Unless so ordered by the Mayor, citizen participation is limited to the times indicated and always within the prescribed rules of conduct for public input at meetings. 1. CALL MEETING TO ORDER AT 7:00 P. M. 2. ROLL: Councilmembers: McCloskey Christensen Gill -Gerbig Giannetti _ Mayor Dains Staff: Administrator Getschow 3. APPROVAL OF THE AGENDA 4. APPROVAL A. Approval of minutes of 3/25/03 City Council Meeting B. Approval of claims totaling $21,455.61 5. OPPORTUNITY FOR THE PUBLIC TO ADDRESS THE COUNCIL ON ITEMS NOT ON THE AGENDA Any member of the public may speak at this time on any item NOT on the agenda. In consideration of the public attending the meeting for specific items on the agenda, this portion of the meeting will be limited to fifteen (15) minutes. Individuals are requested to limit their comments to four (4) minutes or less. If the majority of the Council determines that additional time on a specific issue is warranted, then discussion on that issue shall be continued under Additional Items at the end of the agenda. Before addressing the City Council, members of the public are asked to step up to the microphone, give their name, address and state the subject to be discussed. All remarks shall be addressed to the Council as a whole and not to any member thereof. No person other than members of the Council and the person having the floor shall be permitted to enter any discussion without permission of the presiding officer. Your participation, as prescribed by the Council's ROBERT'S RULES OF ORDER AND THE STANDING RULES OF ORDER AND BUSINESS OF THE CITY COUNCIL, is welcomed and your cooperation is greatly appreciated. City of Lauderdale Council Agenda April 8, 2003 Page 2 6. CONSENT 7. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS/ CITIZENS ADDRESSING STREET AND UTILITY IMPROVEMENTS 8. INFORMATIONAL PRESENTATIONS A. Saint Anthony Police Department 2002 Annual Report: Lt. Dominic Cotroneau B. 2002 Financial Statements and Audit: Andrew Berg- Abdo, Abdo, Eick and Myers 9. PUBLIC HEARINGS Public hearings are conducted so that the public affected by a proposal may have input into the decision. During hearings, all affected residents will be given an opportunity to speak pursuant to the ROBERT'S RULES OF ORDER AND THE STANDING RULES OF ORDER AND BUSINESS OF THE CITY COUNCIL. 10. ACTION A. Approval to Close Funds 410 and 411 and to transfer the fund balance to Funds 302 and 303. B. Approval of the 200 ' ' ancial Statements and Audit Report C. Resolution 04080`3A: A Resolution Accepting the Bid for the 2003 Street and Utility Improvements D. Approve the Hiring of the Deputy Clerk position E. Consideration of the 2003 Street Sweeping Bids F. Set a Date for 2003 Lauderdale Spring Clean -Up 11. REPORTS 12. ITEMS REMOVED FROM THE CONSENT AGENDA 13. ADDITIONAL ITEMS 14. SET AGENDA FOR NEXT MEETING 15. WORK SESSION DISCUSSION A. County Road Turnbacks B. Potential Nuisance Abatement Properties C. 2003 Improvements 16. ADJOURNMENT Lauderdale City Council Meeting Minutes March 25, 2003 1. Meeting called to order at 7:30 P.M. 2. ROLL Council present: Christensen, Giannetti, McCloskey, Gill -Gerbig and Mayor Dains Staff present: Administrator Getschow and Assistant to the City Administrator Bownik 3. APPROVAL OF THE AGENDA A. Approval of Agenda. Motion by Giannetti, second by Christensen to approve the agenda. Motion carried unanimously. 4. APPROVAL A. Approval of Minutes. Motion by Gill -Gerbig, second by McCloskey to approve the minutes of the March 11, 2003 City Council meeting. Motion carried unanimously. B. Approval of Claims totaling $47,168.89. Motion by Giannetti, second by McCloskey to approve the claims totaling $47,168.89. Motion carried unanimously. C. Approval of Pay Request #10 for the 2002 Street and Utility Improvements in the amount of $48,984.45. Motion by McCloskey, second by Christensen to approve Pay Request #10 for the 2002 Street and Utility Improvements in the amount of $48,984.45. Motion carried unanimously. 5. OPPORTUNITY FOR THE PUBLIC TO ADDRESS ITEMS NOT ON THE AGENDA 6. CONSENT Lauderdale City Council Meeting Minutes, March 25, 2003 Page 2 7. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS 8. INFORMATIONAL PRESENTATIONS 9. PUBLIC HEARINGS A. DNR Outdoor Recreation Grant Application- Community Park Tennis Court Reconstruction. James Bownik, Assistant to the City Administrator, discussed the grant application that was being considered. He stated that the Park and Community Involvement Committee has supported this grant application and discussed its submittal at its last meeting. The estimated cost of the improvement is approximately $80,000 with $40,000 being funded through this grant. The matching funds are available in the Park Improvement Fund as part of a plan that was put in place in 1998 to save funds for this project. Bownik stated that the new tennis courts will once again be a double court (120' x 114') and built approximately at the same location, with an emphasis on ADA compliance. A path will be extended to lead to an entrance of the tennis courts. Four -foot gates will be used for the entrances on each side, allowing for wheel chair accessibility. The new courts will be properly designed and built for drainage, durability, and longevity. The surfacing system will consist of 100% acrylic, with a vinyl -coated fence installed around the perimeter of the court. Bownik then discussed the cost breakdown for the grant project that was included in a special handout that was distributed. He also referred to a letter from resident Jonathon Preus, 1723 Carl Street, which was submitted in 2002 and indicated support for the project The Mayor opened the public hearing at 7:40 p.m. Kim Anderson, 1627 Carl Street, requested verification on the fact that the grant application applied for funding to replace two courts as opposed to one court. The Mayor closed the public hearing at 7:41 p.m. Lauderdale City Council Meeting Minutes, March 25, 2003 Page 3 10. ACTION A. Approval of Resolution 032503A: Authorizing Application for a DNR Outdoor Recreation Grant for the Construction of the Tennis Courts. Council member Gill -Gerbig stated that she supported the effort to apply for this grant. Council member McCloskey stated that he did not support this grant application. Considering the economic times and the budget cuts that we may be facing, now may not be the right time to apply for this grant. Mayor Dains stated that Council member McCloskey makes a good point. He asked at what point must the City commit to this grant, if it is received. Bownik stated that the City does not need to commit until it signs a grant agreement within weeks of receiving notice that the grant has been awarded. Notification of this would occur at some point this summer. Therefore, there is not a commitment at this time of application. Council member Gill -Gerbig then stated that we have the opportunity to turn down the grant at a later date if the fiscal situation deems it necessary. By the time that we would potentially receive the grant, we will know where we stand with the State of Minnesota and the state aid cuts. Mayor Dains stated that he supported this application but that he has serious concerns regarding the public services that cities will be able to offer in the current environment. Even though Lauderdale is weathering the current fiscal condition well, we may not always be able to afford a lot of the services that residents have come to expect. Council member Giannetti stated that she supported going forward with this grant application. Council member Christensen inquired as to the timeline and requirements for completing the improvements under the grant agreement. He was also concerned with applying to the State for a grant that the City may not accept if it is awarded. Motion by Giannetti, second by Gill -Gerbig to approve Resolution 032503A: Authorizing Application for a DNR Outdoor Recreation Grant for the Construction of the Tennis Courts. Roll: Yes: Christensen, Giannetti, and Mayor Dains. No: Gill -Gerbig and McCloskey. Motion carried Lauderdale City Council Meeting Minutes, March 25, 2003 Page 4 B. Approval of the Lauderdale Storm Water Pollution Prevention Program and the Municipal Separate Storm Sewer (MS4) Permit Application. Shabana Hameed of Bonestroo and Associates gave an overview of the NPDES Phase II permit program. She proceeded through the Lauderdale Storm Water Pollution Prevention Program that is a part of the permit application that focuses on six minimum control measures and the best management practices that fall under each minimum control measure. She stated that Lauderdale already utilizes many of the best management practices that are delineated in the pian. There will be new practices, such as conducting an annual storm water meeting, but many of the practices are currently in place. The effort required with the permit will be all of the record keeping and documentation needed for annually reporting on these best management practices. Council member Gill -Gerbig stated that sanitary sewer system permits and best management practices have been around for a long time, but these storm water initiatives have just begun. Quantifying and reporting on these activities and best management practices is a positive and needed development. Motion by Christensen, second by McCloskey to approve the Lauderdale Storm Water Pollution Prevention Plan and the Municipal Separate Storm Sewer System Permit Application to the Minnesota Pollution Control Agency. Roll: Yes: all. Motion carried C. Approval of a 2003 Refuse Hauler License for Vasko Rubbish. The City Administrator stated that all of the permit application materials have finally been submitted for approval by Vasko. Motion by Gill -Gerbig, second by McCloskey to approve a 2003 Refuse Hauler License for Vasko Rubbish. Roll: Yes: all. Motion carried 11. REPORTS A. Development of the Park and Recreational Open Space Property at Walnut and Ione Street. Assistant to the City Administrator Bownik stated that the Park and Community Involvement Committee discussed this new park property at their last meeting. Bownik provided a list of suggestions for this new park that the Committee discussed and created. Council consensus was to move ahead and consider the following suggestions: a park sign, a bench, a garbage can, landscaping, and a small fence. Lauderdale City Council Meeting Minutes, March 25, 2003 Page 5 There also was an understanding that since the street project will be occurring in this neighborhood in 2003, the park will probably not be ready for full use until 2004. B. Emergency Management and Emergency Preparedness. Bownik provided an update to the City Council about the community meeting that is scheduled at Lauderdale City Hall for Tuesday, April 15, 2003 from 6:00 to 8:00 p.m. The meeting will give the City an opportunity to provide residents with information on several topics of public safety. The meeting will involve Ramsey County Emergency Services, the St. Anthony Police Department, and the Falcon Heights Fire Department. It will cover such topics as severe weather, crime and fire prevention, and homeland security. Bownik also provided a brief update on the recent activities of the Ramsey County Emergency Manager's Committee. C. 2003 Improvements: Bidding Update and Legislative Issues. The City Administrator stated that the bids were received and opened last Tuesday, March 18, 2003. There were 10 bids that were opened. The apparent low bid, which would be considered by the Council at the April 8 meeting, was submitted by S.M. Hentges and Sons, Inc. It came in approximately $3,000 below the engineer's estimate from the feasibility report. Another issue that the City Administrator reported on was the legislative proposals in the House and the Senate regarding the issuance of debt. Since the city plans on issuing debt for a portion of these improvements, there is a need to monitor these developments Cities could lose some authority or ability to issue debt service with a debt levy. Even though Lauderdale has not yet utilized a debt levy in the past, the ability to do so in the future may be important. The Mayor and City Council expressed deep dissatisfaction with these proposals that erode local control. City Councils should best determine their City's needs and abilities; it should not be the state's duty to control so many aspects of local government finance. Lauderdale City Council Meeting Minutes, March 25, 2003 Page 6 D. Potential Hazardous Building at 1728 Malvern Street. The City Administrator stated the nuisance abatement process is under way. He reported that the Building Inspector has completed an exterior inspection of the building and the report was provided to the City Council and the owners. The City has been in contact with all owners of the property regarding this inspection and the City's plan to move ahead with the nuisance abatement process. The next step in the process is for the City Attorney to draft a court order demanding repair or demolition of the structure based on the inspection report. The order must be approved in resolution form by the City Council and would then served upon all affected parties. The legal work required in addition to the drafting of the order is for title work to properly serve the order. While the Administrator acknowledged that the City is ready to move ahead with this process, we thought it would be prudent to give the owner one more chance to achieve compliance without the need for a court order and the legal expenses that accompany this method of nuisance abatement. While the City can recover its legal and potential demolition costs through an assessment of the property, this effort would be much simpler if the owner would take out a permit to either make the necessary repairs or to demolish the structure. This item will return to the Council agenda in April. 12. DISCUSSION 13. ITEMS REMOVED FROM THE CONSENT AGENDA 14. ADDITIONAL ITEMS 15. SET AGENDA FOR NEXT MEETING 1. 2003 Improvements Bids 2. 2002 Annual Police Report 3. 2003 Street Sweeping Bids 4. 2002 Audit and Financial Statements 5. Set a Date for Spring Clean -Up 6. Work Session: Larpenteur Ave Redevelopment and County Road Turnbacks 16. ADJOURNMENT Motion by McCloskey, second by Gill -Gerbig to adjourn at 9:00 P.M. Ayes: All. CITY OF LAUDERDALE Claims for Approval April 8, 2003 City Council Meeting Payroll 03/28/03 Payroll: 03/28/03 Payroll: 03/28/03 Payroll: 03/28/03 Payroll: March03 Payroll: (Vendor Claims Check # 7346-7349 EFT: Federal Withholding Taxes/FICA EFT: PERA EFT: ICMA Retirement Fund EFT: State Withholding Tax 04/08/03 Claims: Check # 16261-16272 Subtotal of Claims From Above $5,160.57 $2,204.48 $890.01 $1,211.58 $741.34 $11,247.631 $21,455.61 Total Claims for Approval $21,455.61 CITY OF LAUDERDALE 03/27/03 10:12 AM Page 1 Paid Register Check Employee Pay Pay Group Check Check Numbe Number Employee Name Period Description Amount Date Status 007346 000000011 BOWNIK, JAMES 7 BI -WEEKLY $1,001.77 3/28/03 Outstanding 007347 000000003 GETSCHOW, RICK 7 BI -WEEKLY $1,802.99 3/28/03 Outstanding 007348 000000002 HINRICHS, DAVID C 7 BI -WEEKLY $1,157.38 3/28/03 Outstanding 007349 000000005 HUGHES, JOSEPH A 7 BI -WEEKLY $1,198.43 3/28/03 Outstanding 007345 VOID 7 $0.00 3/28/03 Void $5,160.57 CITY OF LAUDERDALE CHECK Check Batch Nbr Date Name Invoice Search Name BONESTROO, ROSENE, ANDERLIK 016261 4/8/03 040803claims 96490 016261 4/8/03 040803claims 96490 016261 4/8/03 040803claims 96494 016261 4/8/03 040803claims 96493 016261 4/8/03 040803claims 96491 016261 4/8/03 040803claims 96492 Search Name BONESTROO, ROSENE, ANDERLIK Search Name CINTAS 016262 4/8/03 040803claims 4/8/03 Search Name CINTAS Search Name HUGHES & COSTELLO 016263 4/8/03 040803claims 4/8/03 016263 4/8/03 040803claims 4/8/03 Search Name HUGHES & COSTELLO Search Name KENNEDY & GRAVEN 016264 4/8/03 040803claims 55617 Search Name KENNEDY & GRAVEN Search Name METRO AREA MANAGERS ASSOC 016265 4/8/03 040803claims 622 Search Name METRO AREA MANAGERS ASSOC Search Name MINNESOTA AFSCME 016266 4/8/03 040803claims 4/8/03 Search Name MINNESOTA AFSCME Search Name NORTH STAR BANK, PETTY 016267 4/8/03 040803claims 4/8/03 016267 4/8/03 040803claims 4/8/03 016267 4/8/03 040803claims 4/8/03 016267 4/8/03 040803claims 4/8/03 016267 4/8/03 040803claims 4/8/03 016267 4/8/03 040803claims 4/8/03 016267 4/8/03 040803claims 4/8/03 Search Name NORTH STAR BANK, PETTY Search Name OFFICE MAX 016268 4/8/03 040803claims 443j057 Search Name OFFICE MAX Search Name PARK HARDWARE HANK 016269 4/8/03 040803claims 18764 Search Name PARK HARDWARE HANK Search Name PARK SERVICE 016270 4/8/03 040803claims 4/8/03 016270 4/8/03 040803claims 4/8/03 Vendor Transactions Amount Comments $190.00 02/03 san sew gis to autocad $50.00 02/03 general engineering $1,394.00 02/03 npdes2 ms4 permit $5,214.68 02/03'03 st/util improvements $320.00 02/03'01 st/util improvements $1,931.49 02/03'02 st/util improvements $9,100.17 $74.46 3/24, 3/31 pw uniforms $74.46 $52.00 04/03 print/process $850.00 04/03 legal retainer $902.00 $25.00 02/03 legal services $25.00 $18.00 03/03 mama meeting rick $18.00 $52.64 03/03 union dues $52.64 $16.17 coffee $15.96 microphone cable $3.50 wash truck $5.34 certified mail $6.00 nonresi reimb ry rec s wilberts $12.00 gas 4 sewer jetter $34.20 mileage james $93.17 $70.38 general office supplies $70.38 $20.31 cleaning supplies $20.31 $83.00 03/03 truck fuel $83.00 03/03 truck fuel 04/03/03 4:07 PM Page 1 CITY OF LAUDERDALE 04/03/034:07 PM Page 2 Vendor Transactions CHECK Check Batch Nbr Date Name Invoice Amount Comments Search Name PARK SERVICE $166.00 Search Name RAMSEY COUNTY, PROP REC & REV 016271 4/8/03 040803claims prrrv000254 $665.86 '02 of admin expense Search Name RAMSEY COUNTY, PROP REC & REV $665.86 Search Name RAPIT PRINTING 016272 4/8/03 040803claims 102661 $59.64 print envelopes Search Name RAPIT PRINTING $59.64 Grand Total $11,247.63 Lauderdale City Council Memorandum Council Meeting Date: April 8, 2003 To: Mayor and City Council From: Rick Getschow, City Administrator Agenda Item: Police Department Annual Report BACKGROUND: The 2002 annual report is included in the packet for your review. Lt. Dominic Cotroneo will be present at the meeting to provide a presentation on the activities of the Saint Anthony Police Department in the City of Lauderdale in 2002. He will also be able to answer any questions from the City Council at the meeting. ENCLOSURES: UNDER SEPARATE COVER Lauderdale 2002 Annual Report submitted by the Saint Anthony Police Department Lauderdale City Council Memorandum Council Meeting Date: April 8, 2003 To: Mayor and City Council From: Rick Getschow, City Administrator Agenda Item: 2002 Financial Statements and Audit Report = Kejjj RW Andrew Berg from Abdo, Abdo, Eick & Myers will be at the Council meeting to present the audit and financial statements for fiscal year 2002. Enclosed in the packet under separate cover is a copy of the audit and its accompanying management letter. ENCLOSURES: UNDER SEPARATE COVER 1. 2002 Annual Financial Report 2. 2002 Financial Report Management Letter COUNCIL ACTION REQUESTED: Motion to approve the audit and financial statements for fiscal year 2002. Lauderdale City Council Memorandum Council Meeting Date: April 8, 2003 To: Mayor and City Council From: Rick Getschow, City Administrator Agenda Item: Closing Funds 410 and 411 and transferring balances to the relevant debt service funds BACKGROUND: Through budget discussions and financial presentations on the street and utility improvements, the Council has become well versed in the budgeting and accounting of the infrastructure improvements. As projects are ordered, specific project funds are created with a lifespan almost equal to the projects themselves. Revenues and expenditures such as reimbursements, grant income, construction costs and engineering are the main items in these funds. When these projects sunset and the fund activity is complete — the funds should be closed. This was last done in 2000 with the 33rd Avenue Watermain Improvement Fund (306) and the 1993 Fulham Street Improvement Fund (308). At this time, we are requesting that the City Council approve the closing the 2000 and 2001 Street and Utility Improvement Funds (410-411). The proceeds from these project funds will be transferred to the debt service funds that closely match these projects. Below is a summary of the current project funds and debt funds as they relate to the street and utility improvement program. Funds: 410 2000 Improvements Project Fund 411 2001 Improvements Project Fund 412 2002 Improvements Project Fund 413 2003 Improvements Project Fund 302 2000 Improvements Debt Fund - No debt issued for this project 303 2002 Improvements Debt Fund 304 2003 Improvements Debt Fund (Not yet created) Transfer Recommendation: 1. $149,817.34 from the 2000 Improvements Project Fund (410) to the 2000 Improvements Debt Fund (302). 2. $37,693.69 from the 2001 Improvements Project Fund (411) to the 2002 Improvements Debt Fund (303). Since the 2002 Improvements Debt Fund (303) has a larger debt service obligation than the 2000 Improvements Debt Fund (302), the recommendation is send the 2001 Improvements excess project funds to this debt service fund. COUNCIL ACTION REQUESTED: Motion to approve closing the 2000 and 2001 Street and Utility Improvement Project Funds (410-411) and to make the following transfers: 1. $149,817.34 from the 2000 Improvements Project Fund (410) to the 2000 Improvements Debt Fund (302). 2. $37,693.69 from the 2001 Improvements Project Fund (411) to the 2002 Improvements Debt Fund (303). Lauderdale City Council Memorandum Council Meeting Date: April 8, 2003 To: Mayor and City Council From: Rick Getschow, City Administrator Agenda Item: Resolution 040803A: A Resolution Accepting the Bid for the 2003 Street and Utility Improvements BACKGROUND: City Engineer Tom Kellogg will be in attendance at the meeting to discuss the bids that were received and opened on Tuesday, March 18, 2003. hicluded in the packet are the bid tabulation forms for the 2003 Street and Utility Improvements. The bids were competitive, with the low bid coining in approximately $3,000 below the engineer's estimate in the feasibility report. The Engineer will comment on the bids that were received and provide more detail on the timetable for construction at the meeting. ENCLOSURES: 1. March 19, 2003 Letter from the City Engineer regarding the 2003 Improvements Bids 2. Bid Tabulation Summary and Forms 3. Resolution 040803A: A Resolution Accepting the Bid for the 2003 Street and Utility Improvements COUNCIL ACTION REQUESTED: Motion to adopt Resolution 040803A: A Resolution Accepting the Bid for the 2003 Street and Utility Improvements. Honorable Mayor and City Council City of Lauderdale 1891 Walnut Street Lauderdale, MN 55113-5137 Re: 2003 Utility and Street Improvements Project File No. 532-02-103 Recommendation of Contract Award Bids were opened for the project stated above on Tuesday, March 18, 2003 at 11:00 A.M. Transmitted herewith are ten (10) copies of the bid tabulation for your information and file. Copies will also be distributed to each bidder. There were a total of ten (10) bids. The following summarizes the results of the low seven (7) bids received: Contractor Low S.M. Hentges & Sons, Inc. #2 Northdale Construction Company, Inc. #3 S.R. Weidema, Inc. #4 Forest Lake Contracting, Inc. #5 Amt Construction Company, Inc. #6 F.M. Frattalone Excavating & Grading, Inc. #7 Palda & Sons, Inc. Base Bid Bonestroo, Rosene, Anderlik and Associates, Inc. is an Affirmative Action/Equal Opportunity Employer g�¢. Bonestroo roo and Employee Owned C' Rosene Principals: Otto G. Bonestroo, RE. •.Marvin L. Sorvala. PE. • Glenn R. Cook, P.E. • Robert G. Schunicht, P.E. $1,769,938.85 Jerry A. Bourdon, P.E. • Mark A. Hanson, PE � derlik 1[_ Anderlik //ij ��•f �.± Senior Consultants: Robert W. Rosene, P.E. • Joseph C. Anderlik. P.E. • Richard E. Turner, P.E. • Susan M. Eberlin, CPA. $1,810,553.30 Associate Principals: Keith A. Gordon, RE Robert R. Pfefferle, PE. • Richard W. Foster, PE. • David O. Loskota, RE, .�•pi7i Associates Michael T. Rautmann, P.E. • Ted K. Field, PE Kenneth P. Anderson, RE • Mark R. Rolfs, RE. • David A. Bonestroo, M.B A. $1,934,077.77 Sidney P Williamson, RE., L.S. • Agnes M. Ring, fS4.B.A. • Allan Rick Schmidt, PE. • Thomas W. Peterson, PE. - En ineers &Architects James R. Maland, P.E. • Miles B. Jensen, P.E. • L. Phillip Gravel III, P.E. • Daniel J. Edgerton, PE. • Ismael Martinez REg Thomas A. Syfko, PE. • Sheldon J. Johnson • Dale A. Grove, PE. • Thomas A. Roushar, PE. • Robert J. Devery, PE. Offices: St. Paul, St. Cloud, Rochester and Willmar, MN • Milwaukee, WI • Chicago, IL Website: www.bonestroo.com March 19, 2003 Honorable Mayor and City Council City of Lauderdale 1891 Walnut Street Lauderdale, MN 55113-5137 Re: 2003 Utility and Street Improvements Project File No. 532-02-103 Recommendation of Contract Award Bids were opened for the project stated above on Tuesday, March 18, 2003 at 11:00 A.M. Transmitted herewith are ten (10) copies of the bid tabulation for your information and file. Copies will also be distributed to each bidder. There were a total of ten (10) bids. The following summarizes the results of the low seven (7) bids received: Contractor Low S.M. Hentges & Sons, Inc. #2 Northdale Construction Company, Inc. #3 S.R. Weidema, Inc. #4 Forest Lake Contracting, Inc. #5 Amt Construction Company, Inc. #6 F.M. Frattalone Excavating & Grading, Inc. #7 Palda & Sons, Inc. Base Bid Alternate No. 1 $1,678,744.39 $17,980.00 $1723,710.08 $36,405.85 $1,769,938.85 $23,525.16 $1,807,994.80 $25,091.00 $1,810,553.30 $26,785.50 $1,851,025.70 $20,170.50 $1,934,077.77 $18,749.30 The low bidder on the project was S.M. Hentges & Sons, Inc. with a Base Bid of $1,678,744.39. This compares to the Engineer's Estimate of $1,700,000,00. These bids have been reviewed and found to be in order. If the City Council wishes to award the project to the low bidder, then S.M. Hentges & Sons, Inc. should be awarded the project on the Base Bid Amount of $1,678,744.39. Should you have any questions, please feel free to contact me at (651) 604-4863. Yours very truly, BONESTROO, ROSENE, ANDERLIK & ASSOCIATES, INC. Thomas P. Kellogg, P.E. Enclosures 2335 West Highway 36 n St. Paul, MN 55113 ® 651-636-4600 a Fax: 651-636-1311 Q O O M 0 O N W L U N O L,6 N .- aL+ N Y M C j5 u N� O Q O O C t^ a mt1'QQ u COl :Mw - m N 2 O Cc 0U U O 0 U o O O 0 000000000000000 0 000 000000 c o 0 00 O o o U o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 to o 0 0 0 0 0 0 0 0 0 tri 0 0 0 0 0 0 0 0 0 0 0 LO 0 0 0 O 000 0 0 0 t- 0 0 rn oO000_(DOON m000 00 LOMOo C 0 0 W M CO O W r- _N0000Oom000r000 'ct r cct W M r M O O W O m (0 O 00,4 M M M 'ct tf) O O O fA 6% EFT N C7 LO N tr) CO N O 0) W EFi N O) (A (O CC) t� U O H r N EFT EA 6s EF} EFT EFT EFTS o VTO EARN wW i-- w N m �a tl0 EFT j - W EFT - (a 64 fFT EFT EFT EFT C O U N 0 0 0 0 0 0 0 0 0 O O O o O O o o O O O tf) 0 0 0 O 000 000000 .OY 0 Oj 0 0 0 0 0 0 0 0 tf) 0 0 0 0 0 0 O O O O O h 0 0 0 O m O O O O O tf) O O Z U O O N N O o N O V' W 00 0 0 0 0N O O M o (n N N d M O 0 t- O 0 a O O W EFT o Efl w EFT w EFT ER EFT CO O O LO -64 UT to N Efl M M (D d' Cl) ER HT N 00 N W� EFi EFT W W w EFT w EFT EFT ER W W ER •p y ?= p O Efi W EA 69 m0LL EA 0 0 0 0 0 0 0 0 0 0 0 o O o 0 0 o O o 0 o O o 0 0 0 o 0 O o o tO O o 0 0 0 0 0.0 0 0 M O O tf) O O o 0 0 M o 0 0 O O o O tf) 0 0 O o O N ur O C O O O c0 0 0 tri t'O O N O o 0 0 tri w 0 0 0 0 0 0 o N0 0 O tO O N 0 000_NO 00 m V 000(D N0 NM u) LO to O N0 M MM(O co t�MLO MM O (M M (h O f` LO Lcj ER N r h CO M ct V' W M 0) Y N M N � N o t^ (D CO LO t:'t.--_ (D +' '- o M N C N W EFT EA mW (O (D � (P M N4 CO tr) O V O F M 6G,W W V EFT EFT EFT EA EFT EFT W W N NW CO W Cl) 64 EFT m r w N O d' 0 ffl — - EFT EF? - EFT 613,W EFT w c R M E 0 0 0 tr) 0 0 0 0 tf) O O w o O o O O tf) O to O O O O O to U) O O to O U) tf) LO p N V O O N N W O W W h ow --0 0 0ON"t—mmoco O co CO to O r LO (D M t. - Z •�, O O C7 C6 O O O M O N 6 O O o (D 6 O COCV 0 0 00 M o 6 6 6 t� r V ` y a O fH fFJ O�WW WW 6rT It W (D O EFTW WW .-N N WM M (D N N EFT EFTW y O m fFT V E9 ce) NEFT C\j w EFT W EFT EA 0% EFT EFi EFT M � m (� EFT EFT o 0 0 o o o 0 O o 0 0 0 0 0 0 0 0 0 0 o 0 0 O 0 0 0 0 0 0 0 0 0 d'O OOOO W OO tf) 000000000000000 tr) tr)OO NOS-tf) tf) O o O O N tfi co, O O t, O O N o o o o f` tfi 0 0 tfj O O (0, r- t" 0 0) co c0 co n N CV N o o m m M O m W W N (O O tf) O tf) � r �t 000 0 CO (D t` M LO co d' co C d_ t :. 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R \f _ • 7 2 @ § _§ / \ / 0 \ < 0 / m \ \ � G RESOLUTION NO. 040803A THE CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION ACCEPTING THE BID FOR THE 2003 STREET AND UTILITY IMPROVEMENTS WHEREAS, pursuant to an advertisement for bids for the improvement of Walnut Street between Roselawn Avenue and Larpenteur Avenue, Malvern Street between Roselawn Avenue and Larpenteur Avenue, Summer Street between State Trunk Highway 280 and Eustis Street, Spring Street between State Trunk Highway 280 and Eustis Street, and Ione Street between State Trunk Highway 280 and Eustis Street bids were received, opened, and tabulated according to law, and the following bids were received complying with the advertisement: S.M. Hentges and Sons, Inc. $1,696,724.39 Northdale Construction Co. Inc. $1,760,115.93 S.R. Weidema, Inc. $1,793,464.01 Forest Lake Contracting, Inc. $1,833,085.80 Arnt Construction Company, Inc. $1,837,338.80 F.M. Frattalone Excavating and Grading, Inc. $1,871,196.20 Palda and Sons $1,952,827.07 AND WHEREAS, it appears that S.M. Hentges and Sons, Inc. is the lowest responsible bidder, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF LAUDERDALE, MINNESOTA: The Mayor and the City Administrator are hereby authorized and directed to enter into the attached contract with S.M. Hentges and Sons, Inc. in the name of the City of Lauderdale for the improvement of Walnut Street between Roselawn Avenue and Larpenteur Avenue, Malvern Street between Roselawn Avenue and Larpenteur Avenue, Summer Street between State Trunk Highway 280 and Eustis Street, Spring Street between State Trunk Highway 280 and Eustis Street, and Ione Street between State Trunk Highway 280 and Eustis Street according to the plans and specifications thereof approved by the City Council and on file in the Office of the City Administrator. 2. The City Administrator is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. I CERTIFY THAT the above resolution was adopted by the City Council of Lauderdale this 81h day of April, 2003. (ATTEST) (SEAL) Jeff Dains, Mayor Rick Getschow, City Administrator Memo To: Honorable Mayor and Council IkoFrom: James Bownik A2CA Date: April 8th, 2003 Re: Street Sweeping Quotes Background We sent requests for street sweeping quotes to three companies. McPhillips was the only company that submitted a quote, which includes sweeping in April and again in October. The quote is attached for your review. Not to Exceed Sweeper Dump Truck Amount per Hour per Hour Mike McPhillips: $3300.00 $72.00 $55.00 Crosstown Sweeping: not returned Clean Sweep: not returned McPhillips quoted us the same price as last year. We have used McPhillips for the last seven years, and staff has been pleased with the quality and timeliness of the work. Charges have been based on actual hours worked, and exclude travel time. The final total has also been consistently under the bid price. Overall, past experience with McPhillips has been positive. Based on discussion at the last council meeting, and the practices of neighboring cities, we recommend sweeping the alleys in the spring and fall as well. McPhillips estimated the alleys to be an additional 3-5 hours each time (—$600/year). Council Action Requested Motion to approve Mike McPhillips, who submitted the low quote of $3300.00, to perform the 2003 street sweeping, and to approve the additional work necessary to sweep the alleys. City of Lauderdale 1891 Walnut Street • Lauderdale • Minnesota 55113 Phone: 651.631.0300 Fax: 651.631.2066 March 25"', 2003 The City of Lauderdale is requesting quotations for the following work to be performed: street sweeping of all city streets and city hall parking lot, except streets south of Roselawn and west of Eustis (-3.0 miles of streets) once in the spring, and once in the fall. Spring work to be completed on or before April 25, 2003. Fall work to be completed on or before October 17, 2003. PROCEDURE 1. Both sides of all streets, first day. 2. Clean up unswept areas, second day. CITY TO PROVIDE 1. Posting of "no parking" street signs. 2. Hydrants for water. 3. Street map of Lauderdale. 4. Daily supervision of areas to be swept. 5. Space for parking sweeper overnight at city garage. CONTRACTOR TO PROVIDE 1. Affidavit of insurance - prior to start date. 2. Daily copy of operator's report. Quotes to be received in this office by 4:30 p.m. Wednesday, April 2, 2003. Company Name: Mike McPhillips, Inc. Address: 825 Concord Street North City South St. Paul State MN Phone 651-451-4030 Zip 55075 651-451-4015 Equipment Cost per hour Elgin Sweeper Other Sweeper (please specify) Single Axle Dump Truck Total not to exceed: 72.00 N/A 55.00 $3,300.00 1 � Signature:.. / a��u2i �� Date: 3/31/03 CONTACT: David Hinrichs, Public Works Coordinator: 7:00 a.m. - 3:00 p.m., Monday - Friday. Note: The City reserves the right to accept or reject any quotation as receivedfor any reason. Lauderdale City Council Memorandum Council Meeting Date: To: From: Agenda Item: April 8, 2003 Mayor and City Council Rick Getschow, City Administrator Set Dates for the 2003 Spring Clean -U Each spring all properties in Lauderdale are inspected pursuant to Section 2-4-3 of Lauderdale City Code. The Code mandates that all properties in the city be inspected annually for violations that relate to public health and safety. The part of the Code that the City Council must determine annually deals with the statement "that all premises within the City shall be cleaned up by such date as may be established by the City Council". Last year, the Council set April 29 -May 3 as Clean-up week and May 6-10 as Inspection week. In the City newsletter that was recently mailed, it was stated that residents should clean their yards throughout April and that the City would undertake inspections in early May. Therefore, staff is recommending that Clean-up Wee k be April 28- April 30 and that Inspection Week be May 5- May 9. This schedule matches up very well with last year's Spring Clean -Up Week. COUNCIL ACTION REQUESTED: Motion to set April 28 -May 2 as Clean -Up Week and May 5-9 as Inspection Week. Lauderdale City Council Memorandum Council Meeting Date: April 8, 2003 To: Mayor and City Council From: Rick Getschow, City Administrator Agenda Item: Work Session Discussion Items BACKGROUND: The following are the items for discussion at the work session that follows the regular meeting: 1. County Road Turnbacks. I would like to update the Council on the Fulham Street turnback issue. The City Administrator of Falcon Heights and I met with the Ramsey County Public Works Director and Engineer regarding the Fulham Street turnback recently. Unfortunately, I do not have good news. The following is from an e-mail that I received from the County Engineer that summarizes the County position on the issue. "As far as the county coming up with more funding for the turn back we have not made much progress. As much as we would like to get rid of Fulham, it's cheaper for us to keep it and recycle the pavement every so often than to pay substantial sums as part of a turn back. Given our level of service our responsibility now is the $56,000 for recycling. Once we look at our list of other responsibilities there is no incentive for the county to spend extra to turn back this street. We can't even afford the maintenance needs we have for this year as it stands right now. I wish I had better news, we seem to be at an impasse. There is no way we can come up with enough money to make a dent. Please let me know if there is something you need me to do." The Council can discuss the next step in this county turnback issue at the meeting. 2. Potential Nuisance Abatement Properties. As Spring Clean-up approaches, there are a few particular properties in the City that may warrant some discussion. These properties have not only received Spring Clean-up letters in the past they have received letters at other times of the year for clean-up based on frequent complaints. I have included one of those recent letters in this packet for your review. 3. 2003 Improvements. I would like to follow-up on last month's work session discussion of the street improvements and the proposed assessments. ENCLOSURES: 1. March 18, 2003 letter (and the 2nd certified letter sent to the property) regarding nuisance abatement 0" / e 1891 Walnut Street • Lauderdale, Minnesota 55113 Phone: 651-631-0300 9 Fax: 651-631-2066 March 18, 2003 Brian and Kim Phipps 1767 Malvern Street Lauderdale, MN 55113 RE: ORDINANCE VIOLATION SENT CERTIFIED MAIL This letter serves as your final notice. The violation is in reference to the following section(s) of the Lauderdale City Code: Section 4-2-2-C relating to refuse and other waste in the back yard. Since this constitutes a nuisance/hazard, please take care of the problem. The Mayor and Council ask that you take the time and necessary steps needed to come into compliance. The violations must be corrected within ten (10) days from the date of this notice, Tuesday, March 18, 2003, or the City will take the necessary steps to abate this nuisance. In accordance with City Code, the City will take measures to abate this nuisance on April 9, 2003 if the problem is not corrected before that date. You will be responsible for any and all costs associated with the abatement. You have the opportunity to address the Lauderdale City Council at its regular meeting on Tuesday, April 8, 2003 at 7:00 p.m. regarding the ordinance violation that exists on your property at 1767 Malvern Street. ON BEHALF OF THE CITY COUNCIL cc: property file° Lauderdale City Council Memorandum Council Meeting Date: April 8, 2003 To: Mayor and City Council From: Rick Getschow, City Administrator Agenda Item: Approve the Hiring of the Deputy Clerk BACKGROUND: During this past week I interviewed (9) nine candidates for the position of Deputy Clerk. These seven candidates were selected from a pool of twenty applicants, based on the required criteria as outlined in the job announcement. All nine candidates were well qualified, but I am recommending that Kevin Walsh be appointed to fill this position. Kevin Walsh worked in the Deputy Clerk position as an intern for six months in 2001 when Shannon was on a leave of absence. Based on this, he obviously has varied work experience that makes an excellent fit for the Deputy Clerk position. Also, since the Lauderdale internship Kevin has worked with the City of Inver Grove Heights as an administrative intern working with the City Administrator and the Assistant City Administrator. Kevin has been made a conditional offer of employment pending approval by the City Council and the successful completion of the required testing and exams. The beginning salary would just above Step 1 as result of Kevin's prior work experience with the City. Kevin would then be eligible to advance to Step 2 in six months. The established 2003 wage schedule for this position is as follows: STEP 1 OFFER STEP 2 STEP 3 STEP 4 STEP 5 $2,588.64 $2,669.54 $2,750.43 $2,912.22 $3,074.01 $3,335.80 References are currently being checked and are also part of the conditional offer of employment. Enclosed in the packet is the application information of Kevin Walsh. ENCLOSURES: 1. Kevin Walsh Cover letter, resume, and application COUNCIL ACTION REQUESTED: Motion to approve the hire of Kevin Walsh to fill the Deputy Clerk position, contingent upon successful completion of physical examination and drug and alcohol tests. 981 17`x' Avenue SE Minneapolis, MN 55414 March 7, 2003 City of Lauderdale 1891 Walnut St. Lauderdale, MN 55113 Dear Mr. Rick Getschow: Please consider me for the position of Deputy Cleric for the City of Lauderdale. My educational background, employment history, and aspiration to work in local government, especially Lauderdale, qualify me for this position. I graduated from the University of Minnesota with a bachelor's degree in Political Science. I have recently been working frill -time as the Administrative Management Intens for the City of Inver Grove Heights excelling at a variety of job functions including record management, human resources, communication (Web page, newsletter, etc.) and research for policy initiatives. I am also enrolled in the Public Administration graduate program at Hamline University. I have up-to-date knowledge on various computer programs and have gained important office experience at both the state and local level. I know that my experience and education have prepared me for the role of Deputy Clerk for the City of Lauderdale. I possess the skills and passion for working with a variety of people, which makes me a very successful candidate for the position. I look forward to discussing my capabilities with you. You can reach me by writing to the al.-ove address, calling me at H- (612) 617- 9873 C- (612) 382-4031, or email at KWALSH 01-in.rnoom Sincerely, Kevin P. Walsh f i. I Kevin Walsh 981 17`x' Ave. SE Minneapolis, MN 55414 (612) 617-9873 KWALSH@iiin.rr.com Objective: To obtain the position of Deputy Clerk for the City of Lauderdale Summary • Outstanding verbal and written communication skills • Excellent organizational and problem -solving skills • Proficiency on wide range of computer programs • Diverse office and organizational experience within local government Education BA, University of Minnesota, Political Science- 2001 NIA, Hamline University Public Administration- Ongoing Professional Experience Administrative Management Intern, City of Inver Grove Heights, 1/02 -present • Update and create policy regarding a wide range of issues • Assist with human resource responsibilities (advertising positions, writing job descriptions, accepting and reviewing applications, interviewing candidates, reconnnend for hire) • Respond to citizen inquiries and complaints via phone and Web site • Evaluate the City Newsletter and City's Web page • Grant writing and budget preparation for various departments • Various other administrative duties Environmental Specialist/Planning Intern, City of Inver Grove Heights, 7/01-12/01 • Environmental Coordinator • Staff liaison to the Airport Noise Abatement & Environmental Con-unissions • Communicated with public in regards to zoning and flood issues • Coordinated recycling presentations to youth groups • Conducted research for the both the Planning and Administration Departments Deputy Clerk, City of Lauderdale, Lauderdale, IALN, 2/01-6/01 • Created City newsletter, managed payroll, press re'eases, and updated City Web Page • Recycling Coordinator • Issued permits (building, mechanical, etc.) • First contact with both public and private sector via phone and in the office Internship, Office of Governor Jesse Ventura, 9/00- 12/00 • Worked in the Citizen Outreach Division • Corranunicated directly with constituents via phone and email • Wrote letters (kids mail, greetings, etc.) Building Supervisor, College of St. Catherine, 9/99- present • Customer relations with members of the college community and public • Supervise and monitor student workers Computer Skills Microsoft Office Suite (word, excel,. access, publisher, outlook, etc.) ArcView (GIS) Internet City ofLauaerdate � Complete application fully, even if information is duplicated in a resume. Falsified or misleading statements on this application may be grounds for disqualifying you from being further considered for employment with the City of Lauderdale. * * * * * How did you learn about this position? (Optional) (Circle one) Newspaper/Publication: Roseville Review Star Tribune Pioneer Press hies Bullet' Other Miscellaneous: Walk-in Posting Other PERSONAL INFORMATION First Name Last Name/ Middle Name Current Mailing Address City State Zip Code o Phone Number Have you filed an application here before? NO <)IS) If yes, give date(s) z •-V Have you ever been employed here before? NO CV If yes, give date(s) z %, -(,Xa EMPLOYMENT DESIRED Position Title Date Available Salary Required Available to work: TU 1�e Part-time Temporary Seasonal *****I,ist the mnst recent (or current) emnlover first. then next mnst recent. and sn forth_***** WORK EXPERIENCE Employer 1 1Vlay we contact this employer? NO If no, explain: Employer �') .1 L, Phone Number Address� '/.S'_G� ��c !'tt�t "� .�v� Supervisor's Name and Title ����' ` Lam. '� %f � � ' • Ci " ��-� /✓/sti�l Position Title 1 -Y�'��lr/9ifJ��9f/fit' •/��I�r�G'�',�.�� �7��,v Description of Duties �S %a`f irli T'"1 �l vf'./1G/7 ft'$d ✓!'� L 7 Length of Em loyment From: 7 7% To: /"e'e��� Last Pay -- Hours Worked �"�}'��� tc'-Y'� Az Reason for Leaving City of Lauderdale - 1891 Walnut Street -Lauderdale, Minnesota 55113-5196 - Phone (651) 631-0300 WORK EXPERIENCE Employer 2 May we contact this employer? �` NO If no, explain: Employer/,�^ i Address Position Title Length of Emoloyment From: / `z To:'�'C �f Last Pay Hours Worked / Reason for Leaving WORK EXPERIENCE Employer 3 Ntay we contact this employer? jS E NO If no, explain: Employer Address Position Title ,10 Length of Employment From: z To: C Last Pay Hours Worked Reason for Leaving Phone Number/ - i�i •� l �` / L r Supervisor's Name and Title Description of Duties Phone Number Supervisor's Name and Title Description of Duties i City of Lauderdale - 1891 Walnut Street - Lauderdale, Minnesota 55113-5196 - Phone (651) 631-0300 EDUCATION 7ic- you graduate from high school or receive a GED? NO Nance and Location o SchooliProQrain attended: Name and Location of College, Universit�, or Technical School Graduate? Degree/Diploma Area of Studv NO YES NOv�e S NO PERSONAL REFERENCES Please list 3 people you have knotivn for at least I year, not related to you, ulho can be contacted regarding your job-related qualifications. Name Present Address Phone Number Number of Years Acquainted JZ'�/ ✓` Are you 18 years or older? Cff� NO Are you legally eligible to work in the United States? CVE-SD NO (Proof will be required if hired) ACKNOWLEDGEMENT I understand the City of Lauderdale has the right to verify information contained in this application. I authorize the City of Lauderdale and any agent acting on its behalf to investigate all statements contained in this application for employment and any addendum, including, but not limited to, my records maintained by an educational institution relating to academic performance (such as transcripts) as may be necessary to determine my eligibility for employment. Moreover, I hereby release the City of Lauderdale and any agent acting on its behalf from any and all liability by reason of requesting such information from any person or entity. I certify that answers given herein are true and complete to the best of my knowledge and I understand that, if employed, falsified or misleading statements on this application and addendum or made during an interview, which may be discovered now or anytime in the future, shall be grounds for dismissal. I acknowledge that this document shall not be construed as a contract or offer of employment and understand and agree that, if hired, my employment is for no definite period and may be terminated at any time. Signature Date s/ City of Lauderdale - 1891 Walnut Street - Lauderdale, Minnesota 55113-5196 - Phone (651) 631-0300 I 1111111 ir (;eftajninformation in this application is considered private; that is, it may be released only to you and agencies where you may be considered for employment. Information in this application that is defined by law as public may be released on request and includes: veteran status; relevant test scores; rank on eligible list; job history; education and training; and work availability. Your name is private data except when certified as eligible for appointment to a vacancy or when you are considered by the appointing authority to be a finalist for a position in public employment. (To comply with M.S. 13.43, Subd. 2 and Subd 3). Why We Ask For It? Name(To distinguish you from all other applicants. Address I To be able to send you correspondence. Home Telephone To be able to contact you to arrangeTor an interview, if granted. Are You Legally Obligated What May Happen If You Don't To Provide It? I Provide It? Yes(Failure to provide may be cause for rejection of your application. YesIFailure to provide may be cause for rejection of your application. No We may not be able to employ you in certain jobs where you may be required to come to work on short notice. The City of Lauderdale does not diserimmate on the basis of race, color, religion, creed, national origin, age, sex, disability, marital status, sexual orientation, status with regard to public assistance, membership in a local commission, or any other legally protected status in its hiring or employment practices. City of Lauderdale - 1891 Walnut Street - Lauderdale, Minnesota 55113-5196 - Phone (651) 631-0300