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03/14/2017
LAUDERDALE CITY COUNCIL MEETING AGENDA 7:30 P.M. TUESDAY, MARCH 14, 2017 LAUDERDALE CITY HALL, 1891 WALNUT STREET 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 THE MEETING TO ORDER 2. ROLL CALL 3. APPROVALS a. Agenda b. Minutes of the February 28, 2017 City Council Meeting c. Claims Totaling $86,816.31 4. CONSENT a. January Financial Report b. 2017 Garbage Hauler Licenses c. Street Sweeping Agreement d. Fund Balance Transfer - Resolution 031417A 5. SPECIAL ORDER OF BUSINESS/RECOGNITIONS/PROCLAMATIONS 6. INFORMATIONAL PRESENTATIONS / REPORTS 7. 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. 8. DISCUSSION/ ACTION ITEM a. Set Time and Date for Planning Consultant Interviews b. Carpet Installation Project c. Music Licensing for City Events d. Farmers Market Planning and Budget 9. ITEMS REMOVED FROM THE CONSENT AGENDA 10. ADDITIONAL ITEMS 11. SET AGENDA FOR NEXT MEETING a. Select Comprehensive Plan Update Consultant b. City Council Workshop — March 28 Starting at 5:30 p.m. c. Audit Presentation — March 28 d. Representative Alice Hausman — April 11 e. Police Department Annual Report — April 11 12. WORK SESSION a. Opportunity for the Public to Address the City Council Any member of the public may speak at this time on any item not on the agenda. In consideration for the public attending the meeting, 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 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 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. b. Community Development Update 13. CLOSED SESSION a. Discussion of Pending Litigation (Rocket Outdoor Advertising, LLC v. City of Lauderdale) 14. ADJOURNMENT LAUDERDALE CITY COUNCIL MEETING MINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 1 of 2 February 28, 2017 Roll Call Mayor Gaasch called the Regular City Council meeting to order at 7:31 p.m. Councilors present: Roxanne Grove, Kelly Dolphin, and Mayor Mary Gaasch. Councilors absent: Jeff Dains and Andi Moffatt. Staff present: Heather Butkowski, City Administrator and Jim Bownik, Assistant City Administrator. Approvals Mayor Gaasch asked if there were any changes to the meeting agenda. There being none, Councilor Grove moved and Councilor Dolphin seconded the motion to approve the agenda. Motion carried unanimously. Councilor Grove moved to approve the minutes of the February 14, 2017 City Council meeting. Councilor Dolphin seconded the motion and it carried unanimously. Councilor Grove moved and seconded by Councilor Dolphin to approve the claims totaling $33,154.24. Motion carried unanimously. Consent Councilor Grove moved and seconded by Councilor Dolphin to approve the Consent Agenda thereby acknowledging the Year End Investment Report. Informational Presentations / Reports Councilor Grove reported on what she had learned by attending the recent Ramsey County League of Local Government meeting. Discussion/Action Items A. Recreation Agreement with the City of Falcon Heights Administrator Butkowski explained that the City has had relationships with the Cities of Roseville and Falcon Heights for the sharing of recreation services. The agreement presented would allow for that sharing with the City of Falcon Heights for 2017. Councilor Grove moved and seconded by Councilor Dolphin to enter into the Recreation Agreement with the City of Falcon Heights as presented. Motion carried unanimously. Set Agenda for Next Meeting Administrator Butkowski stated the next meeting may include the January Financial Report, garbage hauler licenses, street sweeping contract, music licensing, and Farmers Market planning. LAUDERDALE CITY COUNCIL MEETING 1VIINUTES Lauderdale City Hall 1891 Walnut Street Lauderdale, MN 55113 Page 2 of 2 February 28, 2017 Work Session A. Opportunity for the Public to Address the City Council Mayor Gaasch asked if anyone in attendance which to address the Council. No one did. B. Community Development Update Administrator Butkowski informed the Council that staff continue to work with a private school planning to moving ahead with their conditional use application for 1795 Eustis Street. Adjournment There being no further items on the agenda, Councilor Grove moved and seconded by Councilor Dolphin to adjourn the meeting at 7:42 p.m. Motion carried unanimously. Res•ectfully submitted, Heather Butkowski City Administrator CITY OF LAUDERDALE LAUDERDALE CITY HALL 1891 WALNUT STREET LAUDERDALE, MN 55113 651-792-7650 651-631-2066 FAX Request for Council Action To: Mayor and City Council From: City Administrator Meeting Date: March 14, 2017 Subject: - List of Claims The claims totaling $86,816.31 are provided for City Council review and approval which includes check numbers 25264 to 25283. Accounts Payable Checks by Date - Detail by Check Date User: Printed: heather.butkowski 3/10/2017 3:38 PM Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount ACH 43 ACH 44 ACH 45. ACH 46 25264 13 4909 25265 22 1003736517 25266 33 2017-02 25267 36 222501 222547 222570 222616 Public Employees Retirement Association 03/10/2017 PR Batch 50500.03.2017 PERA Coordinated PR Batch 50500.03.2017 PER PR Batch 50500.03.2017 PERA Coordinated PR Batch 50500.03.2017 PER Total for this ACH Check for Vendor 43: Minnesota Department of Revenue PR Batch 50500.03.2017 State Income Tax 03/10/2017 PR Batch 50500.03.2017 Stat( Total for this ACH Check for Vendor 44: ICMA Retirement Corporation PR Batch 50500.03.2017 Deferred Comp PR Batch 50500.03.2017 Deferred Comp 03/10/2017 PR Batch 50500.03.2017 Defi PR Batch 50500.03.2017 Def( Total for this ACH Check for Vendor 45: Internal Revenue Service PR Batch 50500.03.2017 Medicare Employee Pc PR Batch 50500.03.2017 Federal Income Tax PR Batch 50500.03.2017 FICA Employee Portio PR Batch 50500.03.2017 Medicare Employer Po PR Batch 50500.03.2017 FICA Employer Portio 03/10/2017 PR Batch 50500.03.2017 Mec PR Batch 50500.03.2017 Fed( PR Batch 50500.03.2017 FIC, PR Batch 50500.03.2017 Mec PR Batch 50500.03.2017 FIC. Total for this ACH Check for Vendor 46: Total for 3/10/2017: 8th Day Landscaping LLC 03/14/2017 February Snow Removal Total for Check Number 25264: AmeriPride Services Inc Paper Towels City of Falcon Heights February Fire Calls City of Roseville January IT Services January Phone Services February IT Services February Phone Services 03/14/2017 Total for Check Number 25265: 03/14/2017 Total for Check Number 25266: 03/14/2017 891.16 1,028.26 1,919.42 539.67 539.67 1,036.99 865.98 1,902.97 215.19 1,241.89 920.14 215.19 920.14 3,512.55 7,874.61 645.00 645.00 128.08 128.08 1,373.06 1,373.06 492.33 94.24 492.33 94.24 AP Checks by Date - Detail by Check Date (3/10/2017 3:38 PM) Page 1 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount 25268 29 3511 25269 58 11015 25270 25 EMCOM-005900 EMCOM-005914 EMCOM-005929 25271 60 2277524-02 2277524-02 25272 61 7020504 25273 134 62 25274 1 2017-02 2017-02 25275 24 1065121 25276 5 619861-02-17 25277 47 25278 135 2017-1 City of St Anthony March Police Services City of White Bear Lake 2017 Ramsey County GIS Fee County of Ramsey February Fleet Support February 911 Dispatch Services February CAD Services G & K Services Inc February Uniforms February Uniforms Gopher State One Call February Locates Katrina Joseph February Legal Services Lillie Suburban Newpapers Inc Publish Ordinance 17-01 Publish Summary Budget Metropolitan Council April Wastewater Treatment Premium Waters Inc February Water Delivery Public Employees Insurance Program PR Batch 50500.03.2017 Health Insurance PR Batch 50500.03.2017 Dental St Paul Pioneer Press 24 -Week Pioneer Press Total for Check Number 25267: 03/14/2017 Total for Check Number 25268: 03/14/2017 Total for Check Number 25269: 03/14/2017 Total for Check Number 25270: 03/14/2017 Total for Check Number 25271: 03/14/2017 Total for Check Number 25272: 03/14/2017 Total for Check Number 25273: 03/14/2017 Total for Check Number 25274: 03/14/2017 Total for Check Number 25275: 03/14/2017 Total for Check Number 25276: 03/14/2017 PR Batch 50500.03.2017 Hea PR Batch 50500.03.2017 Den Total for Check Number 25277: 03/14/2017 Total for Check Number 25278: 1,173.14 56,049.16 56,049.16 219.12 219.12 6.24 1,280.65 258.44 1,545.33 46.04 46.04 92.08 13.50 13.50 925.00 925.00 65.25 123.25 188.50 11,427.59 11,427.59 30.92 30.92 2,290.44 110.46 2,400.90 216.56 216.56 AP Checks by Date - Detail by Check Date (3/10/2017 3:38 PM) Page 2 Check No Vendor No Invoice No Vendor Name Description Check Date Reference Check Amount 25279 26 Stantec Consulting Services Inc 03/14/2017 1163813 Wetland Convervation Act Report & Eustis Strec 452.75 1163813 I/I Reporting 271.00 1163816 2016 Sewer Lining Project 603.00 25280 3 325711240 Total for Check Number 25279: 1,326.75 US National Equipment Finance Inc 03/14/2017 March Copier Contract 149.00 25281 90 Verizon Wireless 9781230946 February Cell Phone 9781230946 February Cell Phone 9781230946 February Cell Phone 25282 7 Total for Check Number 25280: 149.00 03/14/2017 16.24 16.23 32.47 Total for Check Number 25281: 64.94 Waste Management Inc 03/14/2017 7584297-0500-0 March Public Works Refuse 282.10 25283 74 Xcel Energy 537136236 Larpenteur Avenue Bridge Lights 537158524 1891 Walnut Street 537158524 1891 Walnut Street 537168479 1821 Eustis Street 537168479 1821 Eustis Street 537168784 2430 Larpenteur Avenue 537352079 Larpenteur Pedestrian Lighting Total for Check Number 25282: 282.10 03/14/2017 42.75 216.25 165.56 23.83 16.55 173.54 52.49 Total for Check Number 25283: 690.97 Total for 3/14/2017: 78,941.70 Report Total (24 checks): 86,816.31 AP Checks by Date - Detail by Check Date (3/10/2017 3:38 PM) Page 3 LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date March 14, 2017 ITEM NUMBER STAFF INITIAL January Financial Report APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Every month I provide the Council with an updated copy of the city's finances. Following are the revenue, expense, and cash balance reports for January 2017. OPTIONS: STAFF RECOMMENDATION: By approving the consent agenda, the Council acknowledges the city's financial report for January 2017. COUNCIL ACTION: General Ledger Cash Balances User: heather.butkowski Printed: 3/3/2017 1:25:40 PM Period 01 - 01 Fiscal Year 2017 Description Account Beg Bal MTD Debit MTD Credit Current Balance Cash 101-00000-000-10100 -2,189,569.16 44,245.94 115,128.10 -2,260,451.32 Change Fund 101-00000-000-10300 100.00 0.00 0.00 100.00 Cash 226-00000-000-10100 3,715.00 5,698.53 1,389.60 8,023.93 Cash 227-00000-000-10100 102,824.89 699.35 2,090.49 101,433.75 Cash 401-00000-000-10100 108,706.82 20.01 4,729.66 103,997.17 Cash 403-00000-000-10100 431,090.55 170.61 1,776.32 429,484.84 Cash 404-00000-000-10100 280,144.53 114.95 1,196.78 279,062.70 Cash 405-00000-000-10100 33,949.25 20.20 210.32 33,759.13 Cash 414-00000-000-10100 177,028.94 75.07 618.54 176,485.47 Cash 602-00000-000-10100 979,498.36 4,467.98 32,483.31 951,483.03 Cash 603-00000-000-10100 333,979.86 13,202.60 5,998.56 341,183.90 Current Assets 261,469.04 68,715.24 165,621.68 164,562.60 Petty Cash 101-00000-000-10200 300.00 0.00 0.00 300.00 Petty Cash 300.00 0.00 0.00 300.00 Investments - Fair Value 101-00000-000-10410 2,982,488.00 1,416.81 0.00 2,983,904.81 Adj Investments 2,982,488.00 1,416.81 0.00 2,983,904.81 Grand Total 3,244,257.04 70,132.05 165,621.68 3,148,767.41 GL - Cash Balances (03/03/2017 - 01:25 PM) Page 1 YTD Balance Current Peri b FQ Account Numbe O,tO,t Ov0 OI 00 CV In O OI O 000,00 O N0 O d' Ov6OcriOv3 p O 00,-r vO O O \0 v1 O NOM MM000 MO,- ' 000 \0 0 00 'Ci" ON 00 N c a\ v 00 N M - OI O O N ONoo0 O -+N •71-.0 O O O o0an O O 0 H •-• 00 l- O .-+O� 00 M cn M N 00 H 8,057,377.00 N V)000 O M p M O 00 N 0 0 O N O d'O'-+O �O pI O� O\Nv CD p N t OHO cnp\ H Ov) d Cr, en N l� v1 M CT V) M v) 7 Vr .- M N v 000 0'0 t�v10000 M O o�ro�o0 Q o o m o' 000000 of 0 0 0 0 0 0 O MOvo v100 p M vl -- N o 0 MNOOOO\ 00 O\ O\ — tri N O N M — <1- s s v'1 01 � Nv1O N. VD C)000 vl M VO M D\ 00 N u> 1,336,024.00 O t- o I C\ N 00 O 00 00 O O O O O O O —Od'O p tr.; e -I Oen O ea en O up N 0 M v N 00 O 0 - cn n a v U O .O y y V) u, P4 'DO O d '0 P. cu 0 t C'9. N N cG ! O O 0 N -if 4-4 N, 'd ~ a) Ta p y^ s. G 0) d=vb0q O ti. y C7c Ha4�'w" o x Wl,,0000 © O 1-1 H 0) General Fund O GL - Revenue vs Expense (03/03/2017 - 01:26 PM) end/Collect U O vv) O Mccs 6 YTD Balance •U Account Number 000l O O O 00 O O b1) Go p M N O 0 p O M O O t- (Ntn N 'No, o N 00 00 O [t N O M "1' V) 1-4 OO DOS O o O ( 'd O 4. 0 0 O H N VD VD N N Pi ti p1 N 7 �p'-1 0 O - N ...4 ‘.D VD N N 0000 CN VD N r N ti N bA U) v U V) > v "d m (I) o R' c 0) 0 �o � 0) U N " . V > a ❑ iN vi a 0 > a) 0 a D a a) a. C�G4H 44 WorcrOC_) W U GL - Revenue vs Expense (03/03/2017 - 01:26 PM) Account Number o 7 2\\\ ON cr 3c| c Gogo 9 @ \ƒ \\ 9 2\\\| 7 § K ./3g� m d a «rR c 9 { 00 00@\/| 7 CO § wrc a 4 } 2 3 7 \ § \\\\ 7 \ <orc $ 6 c o 4 g \ \\\\ © 6666 00 9 % % { co 00 \ ( \/ a \ 4-) A( § °,,\ / ;� 0> °.22- ° - \§E� B �(�t/ ) > c..) 1...) t /ry/} E ° ]k/\ g m2moO 4 ] § j GL - Revenue vs Expense (03/03/2017 - 01:26 PM) 0 0 / 0 0 0 i. -, \\@l $ /5@| 7 % c/3 \ a33 o / \ \ 8 \\5 % \E@ @ @ 2 cya| 2 ca3 d § . > N s m Current Pe \ count Numb k ocD © 6 6 O o \ / /| % 5 @ 5| \ @ &c N 33£ c w \ § § @\5 \E\ 7 0 a\a| § 66 c m m § an { ƒ »g 8 / \ Ag) \ /\O ) (c 00 /O g:, /; ,[/ e )= \o e \)\ m® k&g'/±m(wy/ &g£]§$/o $ )3e3 General Capital Projects GL - Revenue vs Expense (03/03/2017 - 01:26 PM) @»\ \ @ 7 7 >0| m c3 c w Qh cm \| 7 N \ 3| @ § § 5� { 7 R R « 7 § 8 /@ @@ © 2 G| \ � o $ Q . < Current Period @ \\ /3 § cc © § S \@@ \5 \ @ \ »! @ @ @ § « n y § §( § \g 04ƒu 1a \% ( 2 / ) ') % (_, /) \ \)G// ( §G\ § Q r 61) 4.) « /t)/2 t /�/ \ (1.) 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Qp P4 a $ Street Capital Projects GL - Revenue vs Expense (03/03/2017 - 01:26 PM) u O 0 0 000 0 0 d▪ 0 0 p O (45 U CMO. 0 OMO O O O I ti CC oa O0000 O OO O C - 7-1 O O O O Q Cd m M DD 00 YTD Balance Current Period • O Cn I oM0 OO 0I O coM 00 00 • ci O p O 00 O O O H 1 frl O 1 M 0 0 O I O M CO O 00 O O p O 00 -4 d O O0 O 00 00 O O O r r - O p O O O p O O O OI O O O O O O O O O O O O O O O O O O O N N 00 00 'C c O U -' O F N A4 x -48-‘ 0 v 0 aO • cn O "' a) c..). 4, ) > • a a 0 73 ', i 0) y c,, o, a a4 0 4 Wci Cd UO W Account Number Park Capital Projects GL - Revenue vs Expense (03/03/2017 - 01:26 PM) \ @ @) @ \| 7 7 3 d s c o c \ \ CO 2 y Q S @ q 2 d di \ \ / p) �� Q R \d } 2 /| q /| \ Q \d \ / \ @ @ © © O a| 3 d o © Rosehill Tax Increment } GL - Revenue vs Expense (03/03/2017 - 01:26 PM) YTD Balance Current Period 1 pI ooI 0 01 op O r-1 O O s o cn p 00 M N 0p © r • O O O O O O O a, OO 0 - N M N OO I rl O O I O 7 O M O O O to l/? cI I OO M O M O O O71- M `17) 1 p pp � O 00 en V) N 0A 0 N AU .4 a U a0 iV) Ti r4 00 m �+� %i 0 0 h!Oi • g m t •,`2 v • x � x A A g 0 g W O O W A N bQ 0.4;. d: 7i W3 ;O o 0 �NE `J W �a�.aa ~a O O O O O O L O N Development 00 00 0 GL - Revenue vs Expense (03/03/2017 - 01:26 PM) ac YTD Balanc Account N 0 I o opl o 0 O p © O p O O 0 p) pl 0 0 O p O O O O C O p p I O O O p O O p O © pp 0 pp l O O O p O O p O O pp O 0 pp l O O O p O O p © O bb E rJ U C U R+ v 11 O N C c by d U ,t " o U Q p tt p c ' 1.1 � cj O m p q O 0 2� O ami `n ' 4.) X. 0 X Zg 0 G: WOU W Housing Redevelopment GL - Revenue vs Expense (03/03/2017 - 01:26 PM) on cy cn M • C.) CD 0 14 o ocono 0 0000 o = O •-.4 p O N N X10 p O O v? 14 U A 0) O O\ O\ 66 CO � vn d- Q o I 00 O U OM d' 00 MNO t, .--i c‘i Uri CI O i- O\ M - M r- vn t` b .4 VO t- rt NM Li N CI c-ri O N ~ O N N ' '0 Un 44 N YTD Balanc Current Period .0 z �OI pO VD ‘71- - CN N - O d Ni 4 4 06 v3 O ON � - M )I V) GT 1-1 h M M VO O 41 00 4 rf; r -i cn O N r N h1 CD VD CN o l N cN m r o p ,.-+ l� M M ' O '7tM Mcq o 000 C O 00000 O --+O O H en OMOO 00 O 00 00 M N t0 t� ,--� a t` sc OC' \ N N „ ❑ N > U U • U 00 bb d y cu y C E 00o �. co o -45 d U U C4SU 0 N • - e-1 GL - Revenue vs Expense (03/03/2017 - 01:26 PM) Current Period Account Number O h o 0 00 0 0 O I VD 4 Ov)vo o N v)a o o Q pvi c rt o0 0 00 co 1-1 O oo v-) O M oo vl v) O O 00 v) Oho p 00 VOM WO p 00 O ON60'^ O N - M 00 CS O 000 b Cr, t--.., Cr, h -, 1, O O N )N O NCD OI ti co OI 000 O ONO p O oo O\ p 0.6 M v3 c3 p M '0 O Cr, r d; et N cry -,r-, .-a r -I M ONin p [-- oo v) V 0 p 00 unONO O,.. VOM O O 00 O 00 O- p Oq f v3 O p vO '0 O N r d M~ en N M —' r-1 -"Y,-I en- ,-. ,y e--1 e -I O O O p I O O O O O O I O O 0 0 0 O O 0 0 0 0 O O O O OOO C0OO co 4 VI O vlV� 4 h -. M 1--1 0000 .-+ 000 '0) - N N 0) OD U 4 D4 N O U O > a/ bA 0)) cC d 0) 6 iv N �+ U O ,11 RS }, OC%) y o 4 p � o by OD N $-.. y d 0 at y 0) C d O v' ^q 0) �' GL's k" C/)i4HU/-.Q g WM000CJ0 W O Storm Water M O b 1) N N fat cn bA 'd W o QJ .0Or"c711 14 N,__,o a) M ebb a) 00 o z DC 00 00) 0 0 0 0 0 0 0.) O p O 000 0 O O 0O O O N O O N •� O .-1 GCS M - ,- M YTD Balance Current Period Account Number 0 pl O 0000 0 O cA O p 0 0 0 N d- cn M 0 pl 0 000000 O O 0 0 0 O •t Cr. O p O O O O O O O O p l O O O O p O O a) tlea) sU. - O (...) o -d ti CD O U r .v '0z `" �' Ci aa)) 0 w. aa) mf a) a) aa) •-A a) fag 0O g Wa000 W F4 GL - Revenue vs Expense (03/03/2017 - 01:26 PM) count Number ▪ N N 00 N r-1 • N O O O O Ct \D 00 • 00 ti N N 4 N h V tI� 7 O O\ t N 00 M 00 © 4 !) N 0D N • O \.D N V N O 00 00 M \' N N rt 00 O O\ 00 N H '-1 Revenue Total GL - Revenue vs Expense (03/03/2017 - 01:26 PM) ACTION REQUESTED LAUDERDALE COUNCIL Consent X MEETING DATE March 14, 2017 Special ITEM NUMBER 2017 Garbage Hauler Licenses Public Hearing Report STAFF INITIAL Jim Discussion/Action Resolution APPROVED BY ADMINISTRATOR Work session COUNCIL ACTION: DESCRIPTION OF ISSUE AND PAST 2/1/17-1/31/18 Garbage Hauler Licenses The following garbage companies have completed the application process: Company Residential Trucks) Commercial Trucks Waste Management 2 5 Advanced Disposal Services 2 1 Republic Services (Allied Waste) 2 3 Aspen Waste 0 2 Walter's 1 1 OPTIONS: 1) Approve as consent item. 2) Do not approve as consent item. STAFF RECOMMENDATION: By approving the consent agenda, the council is approving the 2017 garbage hauler licenses. COUNCIL ACTION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date March 14, 2017 ITEM NUMBER Street Sweeping Quotes STAFF INITIAL HB APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Staff received a quote from Mike McPhillips, Inc. Similar to last year, staff did not solicit addi- tional quotes as Mike McPhillips has been the only company that consistently meets the City's expectations in terms of quality of sweep and attention to detail. Staff will solicit additional quotes if the Council would like. The City also enters into service agreements with contractors; which is included with the motion. OPTIONS: Approval of Mike McPhillips, Inc. completing the annual street sweepings or direct staff to get additional quotes. STAFF RECOMMENDATION: By approving the Consent Agenda, the Council approves contracting with Mike McPhillips, Inc. to perform the 2017 spring and fall street sweeping at a cost not to exceed $7,500 and direct staff to enter into a service agreement with them. COUNCIL ACTION: City of Lauderdale 1891 Walnut Street • Lauderdale • Minnesota 55113 Phone: 651.792.7650 Fax: 651.631.2066 February 16, 2017 The City of Lauderdale is requesting a quote for the following work: • In the spring, sweep all city streets, alleys, and city -owned parking lots. • In the fall, sweep all city streets, alleys, city -owned parking lots, and two county roads: Eustis Street from Roselawn Avenue to Larpenteur Avenue and Roselawn Avenue from the TH280 sound wall to Fulham Street. • This is approximately 5.5 miles of streets. • Timing of the sweeps will be coordinated by the Public Works Coordinator. The fall sweeping is expected to occur after the vast majority of the leaves have fallen. PROCEDURE 1. First day of sweeping must be a Tuesday, Wednesday, or Thursday. No street sweeping shall be done on Mondays (city-wide garbage and recycling collection day). 2. Day 1: sweep streets curb to curb and all paved surfaces of the alleys/parking lots. 3. Day 2: clean up remaining areas not swept. 4. A11 sweepings must be hauled away at contractor's expense. CITY TO PROVIDE 1. Posting of "no parking" street signs. 2. Street map of Lauderdale. 3. Daily supervision of areas to be swept. 4. Space to park sweeper overnight at city garage. CONTRACTOR TO PROVIDE 1. Hydrants for water are available. Contractor must make arrangement with St. Paul Regional Water to purchase the water (they own the local water utility). 2. Affidavit of insurance — prior to start date. 3. Agree to the terns of the City's Service Agreement. 4. NEW: Estimate of yards of material hauled away. Please return the quote by Wednesday, March 1, 2017. The City reserves the right to accept or reject quotes for any reason. Company Name Mike McPhillips , Inc. Company Contact Michael Edge Address 825 Concord Street North City South St. Paul State MN Zip 55075 Phone 651-451-4030 Fax 651-451-401.5 Email mike(dm .hillipsinc.com Type of Sweeper and Dump Trucks UsecFlgin Pelican sweepers, International & Peterbilt Dump Trucks Total not to exceed (including labor): $ 7,500.00 total sum Cost per additional sweeping, if requested by the City (Hourly rate): $ 87.00 Signature: Date: 2/24/2017 CONTACT: David Hinrichs, Public Works Coordinator: 7:00 a.m. - 3:00 p.m., Monday - Friday. Contract between the City of Lauderdale and Mike McPhillips, Inc. This contract (the "Agreement") is made and entered into this 14th day of March, 2017, between the City of Lauderdale, Minnesota (the "City"), and Mike McPhillips, Inc., (the "Contractor"), (collectively, the "Parties"). 1. Scope of Services. The Contractor agrees to perform the following services: • In the spring, sweep all city streets, alleys, and city -owned parking lots. • In the fall, sweep all city streets, alleys, city -owned parking lots, and two county roads: Eustis Street from Roselawn Avenue to Larpenteur Avenue and Roselawn Avenue from the TH280 sound wall to Fulham Street. • This is approximately 5.5 miles of streets. • The timing of the sweepings will be coordinated with the City's Public Works Coordinator. The fall sweeping is expected to occur after the vast majority of the leaves have fallen. • All sweepings must be hauled away by the contractor at contractor's expense. • The first day of work must be a Tuesday, Wednesday, or Thursday. No street sweeping may be done on Monday. 2. Compensation. The City agrees to pay the Contractor an amount not to exceed the quoted price of $7,500.00. The City shall not withhold monies for the payment of any federal or state income taxes, social security benefits, or other taxes. 3. Term. This agreement is applicable for spring and fall street sweepings in 2017. 4. Independent Contractor Relationship. It is expressly understood that the Contractor is an "independent contractor" and not an employee of the City. The Contractor shall have control over the manner in which the services are performed under this Agreement. The Contractor shall supply, at its own expense, all materials, supplies, equipment and tools required to accomplish the work contemplated by this Agreement. The Contractor shall not be entitled to any benefits from the City, including, without limitation, insurance benefits, sick and vacation leave, workers' compensation benefits, unemployment compensation, disability, severance pay, or retirement benefits. 5. Insurance Requirements. A. Liability. The Contractor agrees to maintain commercial general liability insurance in a minimum amount of $1,000,000 per occurrence. The policy shall cover liability arising from premises, operations, products -completed operations, personal injury, advertising injury, and contractually assumed liability. The City shall be named as an additional insured. B. Automobile Liability. If the Contractor operates a motor vehicle in performing the services under this Agreement, the Contractor shall maintain automobile liability insurance, including owned, hired, and non -owned automobiles, with a minimum liability limit of $1,000,000 combined single limit. The City shall be named as an additional insured. C. Workers' Compensation. The Contractor agrees to comply with all applicable workers' compensation laws in Minnesota. D. Certificate of Insurance. The Contractor shall, prior to commencing services, deliver to the City a Certificate of Insurance as evidence that the above coverages are in full force and effect. 6. Indemnification. The Contractor agrees to defend and indemnify the City, and its employees, officials, volunteers and agents from and against all claims, actions, damages, losses and expenses arising out of the Contractor's performance or failure to perform its duties under this Agreement. 7. General Provisions. A. Entire Agreement. This Agreement supersedes any prior or contemporaneous representations or agreements, whether written or oral, between the Parties and contains the entire agreement. B. Assignment. The Contractor may not assign this Agreement to any other person unless written consent is obtained from the City. C. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both Parties. D. Governing Law. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Minnesota. E. Savings Clause. If any court finds any portion of this Agreement to be contrary to law or invalid, the remainder of the Agreement will remain in full force and effect. F. Waivers. The waiver by either party of any breach or failure to comply with any provision of this Agreement by the other party shall not be construed as, or constitute a continuing waiver of such provision or a waiver of any other breach of or failure to comply with any other provision of this Agreement. G. No Waiver by City. By entering into this agreement, the City does not waive its entitlement to any immunity under statute or common law. H. Termination. Either party may terminate this agreement at any time for any reason. If the contract is terminated early, the City will pay a pro rated fee for services performed to date. IN WITNESS WHEREOF, the Parties, have caused this Agreement to be approved on the date above. City of Lauderdale, Minnesota By: Mary Gaasch, Mayor And: Heather Butkowski, City Administrator Contractor Michael Edge, Mike McPhillips, Inc. LAUDERDALE COUNCIL ACTION FORM Action Requested Consent X Public Hearing Discussion Action Resolution Work Session Meeting Date March 14, 2017 ITEM NUMBER STAFF INITIAL APPROVED BY ADMINISTRATOR Fund Balance Res. DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The 2016 audit has been completed. The City has "excess" funds in the general fund at year end relative to the 2017 operating budget. This is typical; the City generally spends a little less and earns a little more that what is budgeted. Historically, the City Council has trans- ferred this money to capital improvement funds. This has been the primary method the City Council has used to save for future capital projects and purchases. The following resolution would transfer $49,655 to Fund 401, the General Capital Improvement Fund. Fund 401 sup- ports planned capital purchases such as truck and mower replacements. OPTIONS: STAFF RECOMMENDATION: Motion to adopt Resolution 031417A - A Resolution Depositing the Excess Unreserved Fund Balance in Capital Improvement Funds. RESOLUTION NO. 031417A CITY OF LAUDERDALE COUNTY OF RAMSEY STATE OF MINNESOTA. A RESOLUTION DEPOSITING THE EXCESS UNRESERVED FUND BALANCE IN CAPITAL IMPROVEMENT FUNDS WHEREAS, the city auditor has completed the 2016 audit; and WHEREAS, due to various cost savings, the City has $49,655 in excess of the 60% of the next year's operating budget already being retained in the General Fund; and WHEREAS, the City Council historically transferred funds in excess of 60% of the next year's operating budget to capital improvement funds. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Lauderdale, that $49,655 of the"excess unreserved fund balance at the end of 2016 be deposited into the General Capital Improvement Fund (Fund 401). ADOPTED by the City Council of Lauderdale this 14h day of March, 2017. Mary Gaasch, Mayor ATTEST: Heather Butkowski, City Administrator LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action Resolution Work Session Meeting Date March 14, 2017 ITEM NUMBER RPF Planning Consultant STAFF INITIAL ai APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The City received five proposals for planning services to help write our Comprehensive Plan. Staff is reviewing them and will narrow down the list to two or three candidates. Staff is looking for one to two council members to assist with the in-person interviews, ide- ally some time next week. Once a time and date is set, staff will arrange the interviews with the selected applicants. OPTIONS: STAFF RECOMMENDATION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action Resolution Work Session X Meeting Date March 14, 2017 ITEM NUMBER Carpet Installation STAFF INITIAL APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: In January, staff updated the Council about the hiccups in the carpet installation project. Since then staff spoke with an asbestos abatement company to devise a plan for getting the carpets replaced that addresses the concerns raise by the Council. The asbestos abatement consultant suggested moving ahead with the original plan to have the carpets replaced over the existing asbestos tile. They can provide before and after air quality testing along with air filtration while the work is being done. This would move any asbestos fibers out of the building in addition to the dust that will come with removing the old carpet. Following are two quotes. The first is Premium Carpet Installations' estimate for the carpet laying which totals $5,500. Staff has been doing prep work and the City will be disposing of the old material in our dumpster, all of which will reduce the final bill. The second is for the air testing and filtration totaling $1,400. Also attached are the contractor agreements for the work being performed. OPTIONS: STAFF RECOMMENDATION: Motion to hire and enter into Independent Contractors Agreements with Premium Carpet Installations and Red Pine Industries to complete the carpet installation project as presented. Red Pine Industries, Inc. 350 County Road D East St. Paul MN 55117 March 2, 2017 Mr. Jim Bownik City of Lauderdale 1891 Walnut Street Lauderdale MN 55113 Subject: HEPA Air Filtration Re: Carpeting Removal Dear Mr. Bownik We propose to perform the following work for the removal of carpeting from the city hall: Installation of HEPA filtered air filtration devices during the removal of carpeting by others $680.00 Pre -and post -carpeting removal PCM asbestos air testing $720.00 Our price includes all labor, materials, insurance, disposal, and permits required by State and Federal regulations. Our price is valid for 60 days past bid date. Sincerely Ron Trudeau President Acceptance: Date: Contract between the City of Lauderdale and Red Pine Industries This contract (the "Agreement") is made and entered into this 14th day of March, 2017, between the City of Lauderdale, Minnesota (the "City"), and Red Pine Industries, (the "Contractor"), (collectively, the "Parties"). 1. Scope of Services. The Contractor agrees to perform the following services: installation of HEPA filtered air filtration devices during the removal of carpeting by others and pre- and post - carpeting removal PCM asbestos air testing. 2. Compensation. The City agrees to pay the Contractor a price not to exceed $1,400.00. The City shall not withhold monies for the payment of any federal or state income taxes, social security benefits, or other taxes. 3. Term. The installation shall be performed before May 31, 2017. 4. Independent Contractor Relationship. It is expressly understood that the Contractor is an "independent contractor" and not an employee of the City. The Contractor shall have control over the manner in which the services are performed under this Agreement. The Contractor shall supply, at its own expense, all materials, supplies, equipment and tools required to accomplish the work contemplated by this Agreement. The Contractor shall not be entitled to any benefits from the City, including, without limitation, insurance benefits, sick and vacation leave, workers' compensation benefits, unemployment compensation, disability, severance pay, or retirement benefits. 5. Insurance Requirements. A. Liability. The Contractor agrees to maintain commercial general liability insurance in a minimum amount of $1,000,000 per occurrence. The policy shall cover liability arising from premises, operations, products -completed operations, personal injury, advertising injury, and contractually assumed liability. The City shall be named as an additional insured. B. Automobile Liability. If the Contractor operates a motor vehicle in performing the services under this Agreement, the Contractor shall maintain automobile liability insurance, including owned, hired, and non -owned automobiles, with a minimum liability limit of $1,000,000, combined single limit. The City shall be named as an additional insured. C. Workers' Compensation. The Contractor agrees to comply with all applicable workers' compensation laws in Minnesota. D. Certificate of Insurance. The Contractor shall, prior to commencing services, deliver to the City a Certificate of Insurance as evidence that the above coverages are in full force and effect. 6. Indemnification. The Contractor agrees to defend and indemnify the City, and its employees, officials, volunteers and agents from and against all claims, actions, damages, losses and expenses arising out of the Contractor's performance or failure to perform its duties under this Agreement. 7. General Provisions. A. Entire Agreement. This Agreement supersedes any prior or contemporaneous representations or agreements, whether written or oral, between the Parties and contains the entire agreement. B. Assignment. The Contractor may not assign this Agreement to any other person unless written consent is obtained from the City. C. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both Parties. D. Governing Law. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Minnesota. E. Savings Clause. If any court finds any portion of this Agreement to be contrary to law or invalid, the remainder of the Agreement will remain in full force and effect. F. Waivers. The waiver by either party of any breach or failure to comply with any provision of this Agreement by the other party shall not be construed as, or constitute a continuing waiver of such provision or a waiver of any other breach of or failure to comply with any other provision of this Agreement. G. No Waiver by City. By entering into this agreement, the City does not waive its entitlement to any immunity under statute or common law. H. Termination. Either party may terminate this agreement at any time for any reason. If the contract is terminated early, the City will pay a pro rated fee for services performed to date. IN WITNESS WHEREOF, the Parties, have caused this Agreement to be approved on the date above. City of Lauderdale, Minnesota By: Its Mayor And: Its Clerk Red Pine Industries, Inc. By: Contractor Premium Carpet Installations Inc. 1740 Terrace Drive Roseville, MN 55113 Estimate DATE ESTIMATE NO. 1/4/2017 4194 NAME / ADDRESS CITY OF LAUDERDALE 1891 WALNUT STREET LAUDERDALE, MN 55113 PROJECT DESCRIPTION QTY COST TOTAL LAUDERDALE CITY HALL REGULAR WORKING HOURS LABOR LISTED TAKE UP & DISPOSE 210 SQ YDS ENHANCER -BACK BROADLOOM INSTALL 210 SQ YDS MILLIKEN CARPET TILES 440 LIN FT VINYL BASE INSTALL ONLY 440 LIN FT DEMO VINYL BASE 24 LIN FT TRANSITIONS INSTALL ONLY 8 FEET STAIR NOSE INSTALL ONLY 6 HOURS ESTIMATED FLOOR PREP REMOVE & REPLACE FURNITURE FLOOR PREP IS ESTIMATED THIS BID INCLUDES 6 HOURS FLOOR PREP PREP COULD BE MORE AFTER DEMO IS COMPLETE 1 5,500.00 5,500.00 TOTAL $5,500.00 Contract between the City of Lauderdale and Premium Carpet Installations Inc. This contract (the "Agreement") is made and entered into this 14th day of March, 2017, between the City of Lauderdale, Minnesota (the "City"), and Premium Carpet Installations Inc., (the "Contractor"), (collectively, the "Parties"). 1. Scope of Services. The Contractor agrees to perform the following services: carpet removal, floor preparation, furniture moving and carpet installation in the council chambers, back entry, hallway, two small offices, two closets and main office at Lauderdale City Hall. 2. Compensation. The City agrees to pay the Contractor a price not to exceed $5,500.00. The final price will reflect the cost saving measures discussed such as disposing of the carpeting in the City's dumpster and Lauderdale staff performing preparatory work. The City shall not withhold monies for the payment of any federal or state income taxes, social security benefits, or other taxes. 3. Term. The installation shall be performed before May 31, 2017. 4. Independent Contractor Relationship. It is expressly understood that the Contractor is an "independent contractor" and not an employee of the City. The Contractor shall have control over the manner in which the services are performed under this Agreement. The Contractor shall supply, at its own expense, all materials, supplies, equipment and tools required to accomplish the work contemplated by this Agreement. The Contractor shall not be entitled to any benefits from the City, including, without limitation, insurance benefits, sick and vacation leave, workers' compensation benefits, unemployment compensation, disability, severance pay, or retirement benefits. 5. Insurance Requirements. A. Liability. The Contractor agrees to maintain commercial general liability insurance in a minimum amount of $1,000,000 per occurrence. The policy shall cover liability arising from premises, operations, products -completed operations, personal injury, advertising injury, and contractually assumed liability. The City shall be named as an additional insured. B. Automobile Liability. If the Contractor operates a motor vehicle in performing the services under this Agreement, the Contractor shall maintain automobile liability insurance, including owned, hired, and non -owned automobiles, with a minimum liability limit of $1,000,000, combined single limit. The City shall be named as an additional insured. C. Workers' Compensation. The Contractor agrees to comply with all applicable workers' compensation laws in Minnesota. D. Certificate of Insurance. The Contractor shall, prior to commencing services, deliver to the City a Certificate of Insurance as evidence that the above coverages are in full force and effect. 6. Indemnification. The Contractor agrees to defend and indemnify the City, and its employees, officials, volunteers and agents from and against all claims, actions, damages, losses and expenses arising out of the Contractor's performance or failure to perform its duties under this Agreement. 7. General Provisions. A. Entire Agreement. This Agreement supersedes any prior or contemporaneous representations or agreements, whether written or oral, between the Parties and contains the entire agreement. B. Assignment. The Contractor may not assign this Agreement to any other person unless written consent is obtained from the City. C. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both Parties. D. Governing Law. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Minnesota. E. Savings Clause. If any court finds any portion of this Agreement to be contrary to law or invalid, the remainder of the Agreement will remain in full force and effect. F. Waivers. The waiver by either party of any breach or failure to comply with any provision of this Agreement by the other party shall not be construed as, or constitute a continuing waiver of such provision or a waiver of any other breach of or failure to comply with any other provision of this Agreement. G. No Waiver by City. By entering into this agreement, the City does not waive its entitlement to any immunity under statute or common law. H. Termination. Either party may terminate this agreement at any time for any reason. If the contract is terminated early, the City will pay a pro rated fee for services performed to date. IN WITNESS WHEREOF, the Parties, have caused this Agreement to be approved on the date above. City of Lauderdale, Minnesota By: Its Mayor And: Its Clerk Premium Carpet Installations Inc. By: Contractor LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action Resolution Work Session X Meeting Date March 14, 2017 ITEM NUMBER Music Licensing STAFF INITIAL Jim APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Currently, the City has music at Day in the Park and some Farmers Market events. Howev- er, the City does not have a licensing agreement with any of the three primary music licens- ing companies: ASCAP, SESAC, or BMI; thus, copyrighted music cannot be played. It is difficult to find musicians willing to play at our events because avoiding copyrighted music takes knowledge and extra prep time. Above all, it means that the music isn't a big draw to the events as the musicians can't play the covers people want to hear. If the Council would be interested in expanding the music options at city events, the City would have to secure license agreements with the three main music licensing companies. These companies offer special programs and pricing for units of government. The costs by company are: ASCAP $336 SESAC $397 BMI $342 The total cost for licenses with all three companies is $1,075. As significant time has been spent over the past year trying to revamp and re-energize city events, it seems fitting to get the licenses for this year and see if they have an impact. OPTIONS: Discuss and provide direction to staff and event organizers. STAFF RECOMMENDATION: Motion directing staff to securing licensing agreements with the music licensing companies noted above. LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion X Action Resolution Work Session X Meeting Date March 14, 2017 ITEM NUMBER 2017 Farmers Markets STAFF INITIAL Jim APPROVED BY ADMINISTRATOR DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: Susie Zahratka started the Farmers Markets a couple of years ago with the blessing of the City Council. It has always been run as a city event but has never received any funding. I think everyone would like to see the Farmers Market expand so that more residents, vendors and food trucks will be willing to participate. To draw more people in, Susie would like to have music or other entertainment at Farmers Market events. In the past, she has found people willing to play for free but obviously that pool of people is very small. Susie is asking the Council to consider a budget for the event. This year's overall budget for community events is $3,000. This is how events are typically funded. Halloween and the Fun Run draw in monetary and in-kind donations that off -set some costs. $0 Garage Sale $0 Farmers Markets $1,500 Day in the Park $500 Fun Run $800 Halloween $2,800 Total Susie is planning four Farmers Market events this year (June -September). In previous years there was an October event but attendance by residents and vendors was generally poor and the weather unpredictable. Staff recommend appropriating $800-$1,000 for the Farmer's Market to bring in entertain- ment to help grow the event. Similar in logic to the reason to invest in music licenses, sig- nificant time has been spent over the past year trying to revamp and re-energize city events, it seems fitting to spend a little money on the Farmers Market to see if it has an impact. OPTIONS: Discuss and provide direction to staff and event organizers. STAFF RECOMMENDATION: LAUDERDALE COUNCIL ACTION FORM Action Requested Consent Public Hearing Discussion Action Resolution Closed Session X DESCRIPTION OF ISSUE AND PAST COUNCIL ACTION: The council meeting includes a closed session to discuss the pending litigation and the set- tlement offer proposed by Rocket Outdoor Advertising, LLC. Assistant City Attorney Da- vid Anderson from Kennedy and Graven will be in attendance as will Paul Reuvers of Iver- son, Reuvers, and Condon. Attached is a copy of the posting for this closed session. There should be a vote prior to en- tering the closed session with a motion to the effect of: Motion to go into closed session, as authorized under the attorney-client privilege pursuant to Minnesota Statutes Section 13D.05, subdivision 3(b), to discuss with our counsel the pending litigation of Rocket Outdoor Advertising, LLC against the City of Lauderdale, which has been filed in in United States District Court for the District of Minnesota. STAFF RECOMMENDATION: CITY OF LAUDERDALE LAUDERDALE, MINNESOTA NOTICE OF SPECIAL CITY COUNCIL MEETING Tuesday, March 14, 2017 7:30 p.m. NOTICE IS HEREBY GIVEN that the City Council will hold a Special Closed Meeting pursuant to Minnesota Statutes, Section 13D.05, subdivision 3 on Tuesday, March 14, 2017, commencing at the conclusion of the 7:30 p.m. Regular City Council meeting at 1891 Walnut Street, Lauderdale, Minnesota for the following purpose: 1. To discuss with counsel the pending litigation of Rocket Outdoor Advertising, LLC against the City of Lauderdale, which has been filed in in United States District Court for the District of Minnesota. Heather Butkowski, City Administrator DATED: March 7, 2017.