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HomeMy WebLinkAboutMinutes - 2003/01/13~` PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL CITY OF MOUNDS VIEW .~~ RAMSEY COUNTY, MINNESOTA Regular Meeting January 13, 2003 ~- Mounds View City Hall 2401 Highway 10, Mounds View, MN 55112 7:00 P.M. 1. MEETING IS CALLED TO ORDER 2. ROLL CALL: Linke, Quick, Marty (arrived at 7:03 p.m.), Stigney, and Gunn 3. APPROVAL OF AGENDA A. Monday, January 13, 2002 City Council Agenda. MOTION/SECOND: Gunn/Stigney. To Approve the January 13, 2003, City Council Agenda as Presented. Ayes - 4 Nays - 0 Motion carved. 4. PUBLIC INPUT David Jahnke of 8428 Eastwood Road asked Council to be cautious when looking into ways to change things over at the Community Center. He then said that there was talk of the YMCA being able to run the Center more economically than the City would be able to and asked Council to make sure all of the options are researched before making changes. Mr. Jahnke said he thought the issues with the YMCA could be resolved and commented that the City has not had much luck running the golf course to make money and should be cautious before attempting to run the Community Center. He then asked if the City was paying $100,000 this year to fund the Community Center. Mayor Linke indicated there is $100,000 in the budget for the Community Center. Mr. Jahnke indicated that a previous administrator had told him that the functions would pay for the Community Center and he is concerned about having City employees running the Community Center as it may end up costing more. Mayor Linke indicated Council had requested that Staff begin to work on the issues with the YMCA along with researching the costs involved in staffing the Community Center as Council feels the information is necessary in order to determine how best to run the Community Center. Mounds View City Council January 13, 2003 Regular Meeting Page 2 I~J~ Mr. Jahnke commented that just because there is a change in management does not mean all the problems will go away over there. Council Member Quick asked Mr. Jahnke to clarify which administrator made the statement referenced in his comments. Mr. Jahnke indicated that he went to Hudson, Wisconsin and met with Chuck Whiting and was given that information. 5. JUST AND CORRECT CLAIMS Council Member Stigney asked for information on the $99.00 National Golf Course Membership. Finance Director Hansen indicated that it is one of the memberships listed in the annual budget and per the purchasing policy, if the item is in the budget and the department head approves, the item is paid. Council Member Stigney indicated he would like to know what the membership is for. Finance Director Hansen indicated he would need to check with Mary Burg concerning the membership and report back. Council Member Marty asked if the repair to the roof top unit, Check Number 109984 was for a unit at the Community Center. Public Works Director Lee indicated that the repair was made at City Hall to a roof top unit that shorted out in Community Development. Council Member Marty indicated that Check Number 109990 was for courier service and asked what was couriered. Finance Director Hansen indicated that the City periodically has a need to courier documents to professionals the City does business with but said he was not sure of the specifics of this courier item. Council Member Marty commented that there was a large discrepancy in the total paid and total invoiced for the Mounds View Animal Hospital matter and asked for clarification and an update on collection of the matter. Finance Director Hansen indicated Council had previously discussed the policy implemented to require developers to pay for any legal fees incurred by the City in the process of approving their development. However, the Mounds View Animal Hospital project had already begun when the Mounds View City Council January 13, 2003 Regular Meeting Page 3 policy was implemented and there is no agreement to repay the legal costs. He then indicated that, since the City has no leverage to collect, it would be difficult to do so. Finance Director Hansen indicated he would like to have a discussion before Council concerning implementing a policy for writing off these non-collectable receivables to remove them from the books. Council Member Marty suggested addressing the ones that happened after the policy was established possibly by the next time just and correct claims are before Council. Finance Director Hansen indicated there are some receivables that the City has no leverage to collect and those need to be written off the books so Council would need to implement a policy for doing so. Finance Director Hansen indicated there was one or two where the City and the developer were at odds over the matter and they are examples of ones that will never be collected. Mayor Linke asked if the developers were told they would be charged. Finance Director Hansen indicated the ones started in the last six to nine months were told the City expected them to pay for any of the City's legal fees but there is one case where the development did not proceed and there was a disagreement with the developer and that is a case where there is not a lot of leverage to collect. Mayor Linke asked if the City had the authority to certify it to the taxes. Finance Director Hansen indicated specific conditions have to be met in order to certify. Council Member Marty commented that the amounts should be paid before any further action is taken. Council Member Stigney said he thinks the City should make an effort to contact the developers and demand payment. Finance Director Hansen indicated Staff has been contacting the developers continually for at least six months and had recently stopped sending letters on a couple of them because the City has received no response. Council Member Stigney said he would like Staff to bring a letter to Council for approval with a demand for payment as he is not comfortable with just writing off the amounts. Interim City Administrator Ericson indicated Staff would review the past due invoices and provide a report on what has been done in the past for Council consideration. Council Member Gunn asked what the fee was for. Mounds View City Council January 13, 2003 Regular Meeting Page 4 • Finance Director Hansen indicated that the fee is for legal fees incurred when developments are proposed to be built by someone within the City. Council Member Stigney indicated he would like further information on the golf membership. MOTION/SECOND: Marty/Stigney. To Approve Just and Correct Claims as Presented. Ayes - 5 Nays - 0 Motion carried. 6. CONSENT AGENDA A. Licenses for Approval B. Resolution 5925 Approving Severance for William Hanson C. Resolution 5926 Appointing MMKR to Provide Auditing Services for the Year Ended December 31, 2002 D. Resolution 5930 Approving a Temporary Seasonal Public Works Employee and Authorization to Advertise for the Two Currently Vacant Positions MOTION/SECOND: Marty/Quick. To Approve the Consent Agenda as Presented. Ayes - 5 Nays - 0 Motion carried. 7. COUNCIL BUSINESS A. Resolution 5927 Authorizing the Purchase of Audio Equipment for the Banquet Center Finance Director Hansen addressed Council and indicated the audio system in use at the banquet center has a number of limitations as well as issues with breakdowns in recent history and there is a proposal before Council to purchase audio equipment to upgrade the system. He also indicated that to improve the current system would cost in the neighborhood of $5,200 whereas a completely new system would cost between $20,000 and $25,000. He then explained that the City would need to use the same vendor in order to maintain the warranty on the existing equipment. Mr. Bradley indicated he had contacted the contractor who installed the system and was told that, if anyone else worked on the system, the warranty would be void. He then indicated he had put together a list of costs to be charged to clients for the use of the new equipment in order to recover the City's costs for the upgrade. Council Member Gunn asked for clarification of future microphone and speaker upgrades. Mr. Bradley indicated it would cost approximately an additional $2,200.00 to upgrade the microphones and speakers in the future but said it is not necessary at this time. Mounds View City Council January 13, 2003 Regular Meeting Page 5 • Council Member Marty asked whether the remaining warranty was for five years. Mr. Bradley explained that there is a remaining five-year warranty on the main component box. Mayor Linke asked if the box would be moved. Mr. Bradley indicated that the box would be moved to the banquet room. Council Member Marty asked whether the repairs were covered under warranty. Mr. Bradley explained that two microphones had shorted out and were not under warranty. Council Member Marty indicated he was concerned with only one bid and asked if a formal RFP should be sent out since there is only one contractor in the metro area that services this equipment. Mr. Bradley indicated it is the same company that controls the fire and alarm system at the Community Center. Council Member Quick asked whether obtaining another contractor through the RFP process would void the existing warranty. Mr. Bradley indicated that it would. Council Member Marty indicated he liked the fact that the banquet center will be charging for use of the equipment. Council Member Stigney asked what is in the main box. Mr. Bradley indicated there four receivers but if one is used it is heard throughout the banquet center. Council Member Stigney asked if there was a power amp. Mr. Bradley indicated there were two one for the cassette and one for the am/fm receiver and amplifier. Council Member Stigney indicated the new system proposes a mixer amplifier with a CD and cassette player but you cannot split if it is all in the same rack. Mr. Bradley explained that there would be additional equipment added to the banquet center run through the existing equipment that would allow for the sound to be split three ways. Mounds View City Council January 13, 2003 Regular Meeting Page 6 Council Member Stigney commented that he did not understand how the warranty could be voided because the equipment has a manufacturer's warranty. Mr. Bradley indicated it would still be the same system connected through the main system and then back to the banquet center. Council Member Stigney commented that the equipment would have a manufacturer's warranty and, as long as the City has the manufacturer or an authorized service center do the work, it should not void the warranty. Mayor Linke indicated that since the proposal is to tie into the existing system, the original person could say you have touched the system and I will not provide a warranty. Council Member Stigney indicated he did not understand the proposed system. He then said that he is concerned that there is no breakdown of the $5,186.44 and he would like to see a breakdown and other bids for comparison. Mr. Bradley indicated his goal was to try and fix the audio system that is over there and all he did was call the supplier to ensure the warranty was not compromised. Council Member Gunn asked if the warranty covers the actual wiring of the whole system and the existing box. Mr. Bradley said yes. Finance Director Hansen commented that having the same contractor install the upgraded components would save the City time and money in the long run trying to enforce a warranty issue between the contractors. Council Member Stigney asked why the microphones were not covered by warranty. Mayor Linke explained that the warranty stops at the wall. Council Member Stigney asked how the banquet center could charge someone for the CD and then prevent them from using the cassette if it is one unit. Mr. Bradley explained that clients would not have access to the components that would be handled by the banquet center staff. Mayor Linke asked whether the quote included tax. Mr. Bradley indicated he would look into whether tax was included in the quote. Mayor Linke indicated he would like a breakdown of the $5,200 and whether it includes tax as well as the cost for parts and labors with an estimated number of hours. Mounds View City Council January 13, 2003 Regular Meeting Page 7 • Mayor Linke commented that the Resolution states that the budget will be amended by $5,200. He then asked where the money to fund the purchase would come from. Finance Director Hansen indicated that the funding would come from the overall banquet center budget and there is no intention to fund this purchase from the general fund. Council Member Stigney asked for a schematic or drawing of the proposed system so that he could see where all the wiring is going. Council Member Stigney commented that he would like more information because it maybe cheaper to get rid of this contractor. MOTION/SECOND: Stigney/Gunn. To Postpone Approval of the Audio Equipment Purchase Until Further Information is Provided to Council Including a Breakdown of the Costs and Additional Quotes. Council Member Marty asked for clarification of the motion. Council Member Stigney indicated he would like a breakdown of the costs, a plan or schematic to review and other quotes for comparison. Ayes - 5 Nays - 0 Motion carried. B. Resolution 5928 Authorizing an Arrangement for Temporary Coverage of Police Administrative Needs Interim City Administrator Ericson indicated this issue was discussed at the last meeting and Staff has looked into this further, discussing it with the City's Labor Relation's Representative, the City Attorney, and AFSCME and all indicate that this appears to be a reasonable course of action on a temporary basis until the new Chief has an opportunity to make a better determination of the staffing needs. MOTION/SECOND: Marty/Stigney. To Waive the Reading and Approve Resolution 5928 as amended, a Resolution Authorizing an Arrangement for Temporary Coverage of Police Administrative Needs. Council Member Marty asked that the fourth whereas have the word "work" changed to worker. Council Member Quick commented that he is not sure what the urgency is. He then said he read the Staff report and it stated that notice was given two weeks in advance of the person's last day of December 30, 2002 and Council was in session that day but nothing was brought before Council. Mounds View City Council January 13, 2003 Regular Meeting Page 8 Larry Siluk indicated that having a temporary employee working in the police department is causing the work to backlog and they have gotten way behind. MOTION/SECOND: Quick/Stigney. To Table Resolution 5928. Ayes - 2(Quick/Stigney) Nays - 3 Motion failed. Council Member Quick indicated he did not see the urgency as they had two weeks and Council was in session on December 30, 2002 and nothing was brought before Council. He then asked why, if it was so important, nothing was brought to Council on December 30, 2002 and why a temporary worker cannot be used. He further suggested having a police officer take care of some of the work as he finds it very difficult to see any real emergency when someone sits on it for two weeks. Ayes - 3 Nays - 2(Stigney/Quick) Motion carried. C. Resolution 5931 Authorizing the engineering firm of Bonestroo, Rosene, Anderlik, and Associates (BRAA) to provide engineering services for the Manufactured Home Park Access Study Public Works Director Lee indicated that this matter was discussed at a Council work session and Council had asked for a study. Staff contacted the engineering firm of Bonestroo, Rosene, Anderlik, and Associates and they have submitted a bid of $12,500 to conduct the study and the funds would come out of the City's street improvement fund. Mayor Linke indicated he would like to see traffic counts on Old 8 on the Townsedge Terrace study. Public Works Director Lee indicated that Staff would get traffic counts on Old 8 and the entrance to the park. Mayor Linke asked if there was a way to get back up to Mustang Drive. Public Works Director Lee indicated it would be possible but it would be very difficult and that is why Staff is looking at this location first. He also indicated that, as part of the study, Staff would determine turning movements. Maggie Rick of Townsedge Terrace indicated the proposed route goes down into a gully and work would need to be done on the road to improve it. She then said that there would also be a steep hill for residents in the winter. She further commented that there is already pavement along the back of the park beyond the fence line as part of the parking lot of the trucking company that could be utilized as a way to get to Mustang Drive. Public Works Director Lee indicated that Staff could address that as part of the study. He then explained that there are two commercial properties at the end of Mustang Drive and the City Mounds View City Council January 13, 2003 Regular Meeting Page 9 would either need to get an easement or condemn the property as well as move some houses in the area. Mayor Linke commented that trying to get the County to agree to cross the parkland would be difficult. Public Works Director Lee indicated there is another roadway that extends east/west out to Old 8. Dina Routz from Townsedge indicated they are at the intersections of 96, 694, 10, and 35W so traffic is already backed up in front of the park. MOTION/SECOND: Marty/Quick. To Waive the Reading and Approve Resolution 5931, a Resolution Authorizing the Engineering Firm of Bonestroo, Rosene, Anderlik, and Associates (BRAA) to Provide Engineering Services for the Manufactured Home Park Access Study. Ayes - 5 Nays - 0 Motion carried. D. Resolution 5932 Approve the Plans and Specifications and Set a Bid Date for the Water Tower Rehabilitation Project Public Works Director Lee indicated the plans and specifications had been completed for this project and the next step is approval of those plans and setting a bid date. He then indicated that the bid date would be set for February 6, 2003 allowing for a bid to be awarded by Council on February 24, 2003 with construction to begin either April 1 or September 1. He further explained that allowing the contractor the flexibility of beginning construction in either April or September may provide the City with a cost savings on the project. MOTION/SECOND: Quick/Marty. To Waive the Reading and Approve Resolution 5932, a Resolution Approving the Plans and Specifications and Setting a Bid Date for the Water Tower Rehabilitation Project. Council Member Marty asked whether the bid should also be published in the Pioneer Press. Public Works Director Lee indicated that the current practice is not to use the Pioneer Press. Mayor Linke indicated the estimated costs for the project are $36,800. Ayes - 5 Nays - 0 Motion carried. 8. SPECIAL ORDER OF BUSINESS A. Resolution 5929 Approving a Step Increase for Greg Lee Mayor Linke read Resolution 5929. Mounds View City Council January 13, 2003 Regular Meeting Page 10 MOTION/SECOND: Marty/Gunn. To Approve Resolution 5929, a Resolution Approving a Step Increase for Greg Lee. Ayes - 5 Nays - 0 Motion carried. 9. REPORTS Council Member Marty had no report. Council Member Stigney asked for information on the discrimination suit against the City. Interim City Administrator Ericson indicated that he would provide that information in his report. Council Member Stigney asked for clarification on residents being charged $25.00 to view a videotape of meetings. Interim City Administrator Ericson indicated he would address that in his report. Council Member Gunn had no report. Council Member Quick had no report. Mayor Linke had no report. Interim City Administrator Ericson indicated he had incorrectly indicated the City had settled the discrimination lawsuit but the suit had been dismissed and the amounts paid out by the City were for legal costs in defending the action. Council Member Quick asked whether the individuals that filed those lawsuits are members of the AFSCME Union. Interim City Administrator Ericson indicated he was not sure of their status with the Union but they are not employees of the City. Council Member Quick indicated it was his understanding that they were members but do not pay dues. He then asked Staff to check with the president of Mounds View Local and report back. Interim City Administrator Ericson indicated he had received plans for the landscaping of the Clear Channel Outdoor bulletin board near Walgreen's. He then provided a drawing to Council and asked for consent to proceed with the plan. Council Member Quick asked who would take care of the flowers. Mounds View City Council January 13, 2003 Regular Meeting Page 11 Interim City Administrator Ericson indicated it was the intent of the City Forester that the plantings would contain vegetation requiring very little water. Council Member Quick asked who would maintain it. Interim City Administrator Ericson indicated Clear Channel had indicated they would do periodic maintenance on the site but he will clarify that. Interim City Administrator Ericson indicated that the City does not have a video checkout policy and there is no fee in the fee schedule. He then asked whether Council would like to have a copy of the tape available at the library or if Staff should have a copy on hand and collect a $25.00 deposit to check it out. Mayor Linke asked whether it would be a duplicate tape or a master. Interim City Administrator Ericson indicated it would be a duplicate as no master tapes are released. Council Member Gunn indicated it would be easier for City Staff to have a tape located at the library. She then said that the kids from Irondale were at the library looking for minutes and • information for their citizenship project and it would have been easier on Staff had the information been there. Mayor Linke asked if Staff normally makes an extra copy. He then asked if the press would be required to pay a deposit of $25.00. Interim City Administrator Ericson indicated that there have been reporters in the past who have asked to view a tape and they have done so by sitting in an office at City Hall. Council Member Marty indicated that the $25.00 is in the fee schedule. Council Member Stigney clarified that the fee in the fee schedule is for purchasing a video, not for viewing it and returning it. Interim City Administrator Ericson indicated the cable technician would prefer that a tape be placed at the library so that he does not have to manage who has the tape and whether it is returned. Council Member Quick indicated he would like to send a copy to the library and have them hold it for three months and send it back. Council Member Stigney indicated that other cities hold the tapes for six months. • Council agreed to send a tape to the library for six months and asked Staff to provide a policy on the matter. Mounds View City Council January 13, 2003 Regular Meeting Page 12 Interim City Administrator Ericson indicated that he had inadvertently set a meeting for Veteran's Day when trying to avoid meeting on that day. He then asked Council to amend the Resolution to change the meeting from November 11, 2003 to November 10, 2003. MOTION/SECOND: Stigney/Gunn. To Amend Resolution 5919 to Change the Meeting from November 11, 2003 to November 10, 2003. Ayes - 5 Nays - 0 Motion carried. Interim City Administrator Ericson indicated he had inadvertently forgotten to notify Ms. Thomas and Mr. Sonterre that they were being recognized at the last Council meeting. He then suggested presenting the signed copies of the Resolutions to them at the next Council meeting. Council agreed. Mayor Linke asked Council to be aware of the purple folder in their basket as it will contain documents needing their signature. Interim City Administrator Ericson indicated that Senator Betzold, and Representative Bernardy • would like to address Council at the next meeting and asked for approval to add them to the agenda. Council agreed. Interim City Administrator Ericson indicated there is a need to schedule an EDA meeting for January 27, 2003 and asked whether Council wished to have the meeting at 6:30 p.m. or directly following the Council meeting. Council Member Quick recommended having the meeting at 6:30 p.m. to avoid having Staff sitting through the entire Council meeting accruing comp time. Council agreed to start the EDA meeting at 6:30 p.m. Council Member Stigney indicated he had asked at the last meeting to have former Mayor Sonterre provide information on the meeting with the YMCA to Mr. Ericson. He then asked if that had been done. Interim City Administrator Ericson indicted he had not discussed the matter with Mr. Sonterre but said he does have a meeting scheduled with the YMCA to go over the information and that information will be presented at the upcoming work session. • 10. APPROVAL OF MINUTES A. Minutes for December 30, 2002 will be approved January 27, 2003. Mounds View City Council January 13, 2003 Regular Meeting Page 13 B. Minutes for January 6, 2003 Special Meeting will be approved January 27, 2003. Council Member Quick indicated there were two Irondale students in attendance at the meeting. Council Member Marty asked whether Chuck Chisholm had ever been paid. Interim City Administrator Ericson indicated he did not believe that the issue has been settled. 11. Next Council Work Session: Monday, February 3, 2003 Next Council Meeting: Monday, January 27, 2003 12. ADJOURNMENT Mayor Linke adjourned the meeting at 8:19 p.m. Transcribed and recorded by: Joan Lenzmeier Timesaver Off Site Secretarial, Inc. •