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HomeMy WebLinkAboutAgenda Packets - 2015/02/09CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, February 9, 2015 7 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller 4. APPROVAL OF AGENDA 5. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 6. SPECIAL ORDER OF BUSINESS 7. COUNCIL BUSINESS A. 7:00 pm Public Hearing – Resolution 8374, a Resolution to Consider a Residential Kennel License Located at 7768 Woodlawn Drive B. Resolution 8375, Approving the 2015 Public Works and Parks Seasonal Positions C. Resolution 8372 Adopting a Special Assessment Levy for a Private Sewer Improvement at 8130 Edgewood Drive D. Resolution 8373 to Set a Public Hearing for February 23, 2015 for Mustang Drive and Mustang Circle for Pavement Rehabilitation and Drainage Improvements E. Second Reading and Adoption of Ordinance 897, an Ordinance Amending Chapter 603, Section 603.06, of the City Code Relating to Licensing Requirements for Garbage and Recycling Haulers (ROLL CALL VOTE) 8. CONSENT AGENDA A. Resolution 8371 for Authorization to Approve Animal Impoundment Contract Services with Brighton Veterinary Hospital B. Resolution 8376 Approving a Janitorial Cleaning Contract for the City Hall/Police Facility and the Mounds View Community Center 9. JUST AND CORRECT CLAIMS 10. APPROVAL OF MINUTES - None 11. REPORTS A. Reports of Mayor and Council B. Reports of Staff 1. Police Department Annual Report C. Reports of City Attorney 12. Next Council Work Session: Monday, March 2, 2015, at 7pm Next Council Meeting: Monday, February 23, 2015, at 7pm 13. ADJOURNMENT CITY OF MOUNDS VIEW ECONOMIC DEVELOPMENT AUTHORITY MEETING AGENDA MOUNDS VIEW CITY HALL Monday, February 23, 2015 6:30 PM 1. CALL TO ORDER 2. ROLL CALL: President Flaherty, Vice President Gunn, Commissioner Hull, Commissioner Meehlhause, Commissioner Mueller 3. APPROVAL OF AGENDA 4. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 5. APPROVAL OF MINUTES 6. CONSENT AGENDA 7. EDA BUSINESS 8. REPORTS 9. NEXT EDA MEETING: 10. ADJOURNMENT CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, February 23, 2015 7 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller 4. APPROVAL OF AGENDA 5. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 6. SPECIAL ORDER OF BUSINESS 7. COUNCIL BUSINESS 8. CONSENT AGENDA 9. JUST AND CORRECT CLAIMS 10. APPROVAL OF MINUTES 11. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 12. Next Council Work Session: Next Council Meeting: 13. ADJOURNMENT CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA MOUNDS VIEW CITY HALL Monday, March 2, 2015 7:00 p.m. ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. Agenda Items Discussed by Consensus 1. Citizen of the Year Nominations Next Work Session: Next City Council Meeting: Monday, March 9, 2015, at 7pm CITY OF MOUNDS VIEW ECONOMIC DEVELOPMENT AUTHORITY MEETING AGENDA MOUNDS VIEW CITY HALL Monday, March 9, 2015 6:30 PM 1. CALL TO ORDER 2. ROLL CALL: President Flaherty, Vice President Gunn, Commissioner Hull, Commissioner Meehlhause, Commissioner Mueller 3. APPROVAL OF AGENDA 4. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 5. APPROVAL OF MINUTES 6. CONSENT AGENDA 7. EDA BUSINESS 8. REPORTS 9. NEXT EDA MEETING: 10. ADJOURNMENT CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, March 9, 2015 7 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller 4. APPROVAL OF AGENDA 5. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 6. SPECIAL ORDER OF BUSINESS 7. COUNCIL BUSINESS 8. CONSENT AGENDA 9. JUST AND CORRECT CLAIMS 10. APPROVAL OF MINUTES 11. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 12. Next Council Work Session: Next Council Meeting: 13. ADJOURNMENT CITY OF MOUNDS VIEW ECONOMIC DEVELOPMENT AUTHORITY MEETING AGENDA MOUNDS VIEW CITY HALL Monday, March 23, 2015 6:30 PM 1. CALL TO ORDER 2. ROLL CALL: President Flaherty, Vice President Gunn, Commissioner Hull, Commissioner Meehlhause, Commissioner Mueller 3. APPROVAL OF AGENDA 4. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 5. APPROVAL OF MINUTES 6. CONSENT AGENDA 7. EDA BUSINESS 8. REPORTS 9. NEXT EDA MEETING: 10. ADJOURNMENT CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, March 23, 2015 7 p.m. 1. CAL L TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Flaherty, Gunn, Hull, Meehlhause, Mueller 4. APPROVAL OF AGENDA 5. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 6. SPECIAL ORDER OF BUSINESS 7. COUNCIL BUSINESS 8. CONSENT AGENDA 9. JUST AND CORRECT CLAIMS 10. APPROVAL OF MINUTES 11. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 12. Next Council Work Session: Next Council Meeting: 13. ADJOURNMENT City of Mounds View Private Improvement Certify 15 for Pay 16 Resolution 8372 59201601 Ten year assessments Interest rate 5.5% PIN Owner Owner2 Street Address CityStateZip Assessed Amount 053023230054 Peter Slabiak 8130 Edgewood Drive Mounds View, MN 55112 $12,605.57 Item No: 07A Meeting Date: February 9, 2015 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Public Hearing, Resolution 8374, a Resolution to Consider a Residential Kennel License at 7768 Woodlawn Drive Background Diana and Rachel Rolland own a home located at 7768 Woodlawn Drive. The Rolland’s currently have two (2) dogs (French Bulldog and a Husky/Sheppard Mix), and are seriously considering rescuing a third dog (French Bulldog). Before rescuing the third dog, the Rolland’s are requesting approval for a Residential Kennel License. Both of their dogs are current on their rabies shots and have been licensed (tagged). The third dog the Rolland’s are considering rescuing is current on rabies shots, and will be licensed with the City pending approval of this Residential Kennel License. This property is also fenced. Discussion On August 25, 2014, the Mounds View City Council approved Ordinance 890 (attached), which revised the requirements for obtaining a kennel license by not requiring residents to present a petition, but instead to have Staff send a public hearing notice to property owners or those occupying the land within five hundred feet (500’) radius at least ten (10) days before the public hearing. The City sent notices of this public hearing to residents within 500 feet radius of 7768 Woodlawn Drive more than ten (10) days prior to this public hearing. Recommendation Staff recommends opening the public hearing for public comment, and consider Resolution 8374. If approved, this license would be contingent on the rescued dog being licensed (tagged) with the City by the Rolland’s. In addition, if approved, this license will expire on June 30, 2015. Respectfully submitted, ____________________ Desaree Crane RESOLUTION NO. 8374 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING A RESIDENTIAL KENNEL LICENSE LOCATED AT 7768 WOODLAWN DRIVE WHEREAS, Diana and Rachel Rolland have applied for a Residential Kennel License located at 7768 Woodlawn Drive; and WHEREAS, Diana and Rachel Rolland currently own two dogs, and are considering rescuing a third dog; and WHEREAS, the current dogs owned by Diana and Rachel Rolland are licensed with the City in accordance with the Mounds View City Code, and the property is currently fenced; and WHEREAS, the appropriate paperwork and fees have been submitted to the City; and WHEREAS, in accordance with Ordinance 890, the City sent public hearing notices to registered landowners or those occupying the land within five hundred feet (500’) radius of 7768 Woodlawn Drive; and WHEREAS, this Residential Kennel License will be contingent on the third dog being licensed (dog tag) with the City; and WHEREAS, this license will expire on June 30, 2015. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does grant a Residential Kennel License to Diana and Rachel Rolland located at 7768 Woodlawn Drive, contingent on the third dog being licensed with the City. NOW, THEREFORE, BE IT FURTHER RESOLVED that this license will expire on June 30, 2015. Adopted this 9th day of February, 2015. __________________________________ Joe Flaherty, Mayor ATTEST: ________________________________ James Ericson, City Administrator (seal) Item No: 07E Meeting Date: February 8, 2016 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Resolution 8518, Approving the 2016 Public Works and Parks Seasonal Positions Introduction: On March 26, 2001, the City Council adopted Resolution 5546, which describes the procedure for hiring Seasonal Employees. This resolution requires that the City Council approve all seasonal positions. Discussion: Annually the City Council has approved the hiring of seasonal Public Works positions. Resolution 5546 requires that approval take place six weeks prior to actual hire of seasonal employees; therefore, this is typically done early in the calendar year. Seasonal Employees benefit the City by providing labor services during periods of higher labor demand at much lower pay rates keeping overall labor costs down. In return, seasonal employees benefit from the skills and work ethics they learn on the job. As a result, the employees, the City, citizens, and taxpayers all benefit from this program. Historically, there have been three time periods throughout the year when the City has employed seasonal workers. These periods have been: Summer (10 positions), Fall (2 positions), and Winter (1 position). In 2009, it was the consensus of the City Council and Staff to decrease the Summer seasonal positions from 10 to 8 positions, due to the budgetary cuts in state aid. This number was further reduced in 2010 when the Winter seasonal position was eliminated and the part-time water division position was reclassified as a public works seasonal position. In 2011 and 2012, the City Council approved 8 seasonal positions. Due to the provisions affecting seasonal employment under the Affordable Healthcare Act, the Mounds View City Council passed Resolution 8060 on February 11, 2013, approving the hire of 10 seasonal employees 2013. In 2014 and 2015, the City Council passed resolutions approving 10 seasonal employees. According to the Affordable Healthcare Act (“Obama Care”), there are provisions that require employers to offer health insurance to full-time seasonal employees who work 120 calendar days or more during the year. It further requires that the seasonal employee who is hired to work for 120 calendar days and worked an average of 30 hours per week to be offered insurance on the 90th day of his or her employment, and would be eligible for health insurance benefits for 30 days. In addition to the obvious administrative nightmare and cost associated with insuring an employee for 30 days, this provision can also subject employers to obligations Item 7E Monday, February 8, 2016 Approving the 2016 PW Seasonal Positions Page 2 under the Consolidated Omnibus Budget Reconciliation Act (COBRA) upon termination of the employee’s employment, thereby creating even more burdens to the employer. Staff is recommending hiring 10 seasonal employees and staggering them to ensure that they do not exceed 119 days. Three of the seasonal positions are paid from the Enterprise Funds (water, sewer, and storm). Staff has created a means to track this time in order to comply with the provisions under the Affordable Healthcare Act. Summer Seasonal Employees – Duties include general Public Works and parks maintenance duties. The employees generally are employed for about three months in the summer – mid-to late-May to mid-to late-August. Typically one Parks Division seasonal employee and one Utility Division seasonal employee begin employment in April. Fall Seasonal Employee – There are two (2) seasonal positions, one (1) in Public Works Utilities Division and one (1) in the Parks Division. Historically, summer positions are extended to cover Duties performed by the Public Works Utilities Division seasonal employee includes assisting with the utility locates, hydrant and valve maintenance, sanitary sewer and manhole cleaning, stormwater system maintenance, and other department related duties. The duties of the fall seasonal employee in the Parks Division include fall activities such as mowing, leaf clean up, mower maintenance, assisting with brush removal and tree trimming, and providing assistance in year-end maintenance activities. . Wage Proposal for 2016 Seasonals: Staff recommends no wage increases for 2016 Public Works Seasonals. In 2015, new hire seasonal positions were filled at $11.00/hour, and returning seasonal workers were compensated at $11.75/hour. Each summer seasonal employee will work up to 40 hours per week and not exceed 119 calendar days. The fall seasonal employees may also work 40 hours per week: however, hours may be fewer since these positions are often filled with current college students that are available part-time only. All seasonal positions will remain on staff for a period no longer than 119 calendar days. Recommendation: Staff recommends approving the Seasonal Public Works Positions for 2016. Respectfully submitted, ________________________ Desaree Crane RESOLUTION 8518 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE 2016 PUBLIC WORKS AND PARKS SEASONAL POSITIONS WHEREAS, Resolution 5546 requires that seasonal positions must be approved by the Mounds View City Council; and WHEREAS, Seasonal Employees benefit the City by providing labor services that are relatively less expensive and are available during periods of greater labor; and WHEREAS, the City of Mounds View Public Works Department does have a need to hire seasonal employees; and WHEREAS, the Public Works Department is recommending that seasonal positions be approved for two periods throughout 2016; and WHEREAS, said periods are Summer and Fall; and WHEREAS, for 2016, Staff is recommending that new hires start at the hourly rate of $11.00/hr and returning seasonal workers would be compensated at $11.75/hr. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The 2016 Summer Seasonal Public Works Positions are approved – a total of eight (8) positions. These positions would start in approximately mid-to late-May 2016 and terminate in mid-to late-August 2016. However, one Utilities Division and one Parks Division seasonal employee typically begins employment in April. 2. The 2016 Fall Seasonal Public Works Positions are approved - a total of two (2) positions. One position in the Public Works Utilities Division and the other in the Parks Division of Public Works. These positions would start approximately in mid- to late-August 2016 and be terminated by the end of the year, weather permitting. 3. All Public Works seasonal positions will be filled; with new hires starting at an hourly rate of $11.00/hr. Returning seasonal workers will be compensated at an hourly wage of $11.75/hr. 4. Each seasonal position may work up to forty (40) hours per week. 5. The duration of the Public Works seasonal positions shall not exceed 119 calendar days. Resolution 8518 Page 2 Adopted this 9th day of February, 2016. ____________________________________ Joe Flaherty, Mayor ATTEST: ____________________________________ James Ericson, City Administrator (SEAL) Item No: 7.C. Meeting Date: February 9, 2015 Type of Business: Council Business Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 8372 Adopting a Special Assessment Levy for a Private Sewer Improvement at 8130 Edgewood Drive The City repaired a sewer line that the resident was unable to effectuate due to the complexity of the repair. The property is located at 8130 Edgewood Drive. The property owner has signed an agreement to waive their right to a public hearing and has agreed to pay the full cost of the private improvement plus interest and the administrative fee. The total cost of the private sewer repair is $12,605.57 The property owner may pay the amount due by 4:30 P.M. on Monday, February 9, 2015 in order to avoid the $35.00 administrative fee. The owner may prepay the assessment between February 3, 2015 and March 2, 2015 without paying additional interest. After that, interest at the rate of 5.50% will accrue from February 2, 2015 through the payment date. This interest rate and administrative fee were set by the City Council in Resolution 7135. On or after March 3, 2015, we will forward the assessment roll to Ramsey County for collection with the 2016 property taxes. Respectfully submitted, ___________________________ Mark Beer RESOLUTION NO. 8372 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Adopting a Special Assessment Levy for a Private Sewer Improvement at 8130 Edgewood Drive WHEREAS, the City has received a signed petition and waiver agreement from the individual property owner at 8130 Edgewood Drive agreeing to the proposed assessment in the attached assessment roll for a private improvement of a sewer line. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View that: 1. Such proposed assessment roll, a copy of which is attached hereto and made a part hereof, is accepted and shall constitute a special assessment against the lands named therein, and each tract of land therein is hereby found to be benefited by the private improvement in the amount of the assessment levied against it. 2. The assessment as adopted and confirmed shall be payable in equal annual installments over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January 2016, and shall bear interest at the rate of five and one half (5.5) percent per annum from February 2, 2015. To the first installment shall be added interest on the entire assessment from February 2 2015 through December 31, 2016. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may at any time prior to the certification of the assessment to the County Auditor pay the whole of the assessment, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and the owner may, at any time thereafter, pay to the City Treasurer the entire amount of the assessment, with interest from the date of adoption of this resolution through the date of payment, such payment must be made before March 3, 2015, or interest will be charged through December of the succeeding year. 4. The City Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the county, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted this 9th Day of February 2015. ______________________________ Joe Flaherty, Mayor (ATTEST) ______________________________ Jim Ericson, City Administrator (SEAL) Item No: 7D Meeting Date: February 9, 2015 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Interim Director of Public Works Item Title/Subject: Resolution 8373 Approving the Feasibility Report, and Set a Public Hearing for Mustang/Drive Mustang Circle Pavement Rehabilitation and Drainage Improvements Background/Discussion: Mustang Drive/Mustang Circle is a dead-end local municipal street segment located off Old Highway 8 in the southernmost part of Mounds View. This street segment serves eleven industrial and commercial properties in Mounds View. Many of these properties have large numbers of semi-truck traffic entering and exiting Mustang Drive/Circle and include freight distribution centers. Maintaining access to and limiting interruptions for these properties during construction is important and will require a phased approach. Pavement Improvements: Mustang Drive is approximately 1,550 feet in length and Mustang Circle is approximately 610 feet in length with a 135-foot diameter cul-de-sac. Both segments have concrete curb and gutter (MN/DOT Design B618) with a bituminous pavement surface measuring 36-feet wide (lip-to-lip of gutter). Mustang Drive was originally constructed in 1974 and Mustang Circle in 1979. Maintenance includes a seal coat in 1994 and pothole patching and skim coating. The current pavement is in poor condition with significant surface patching, potholes, and moderate to high severity traverse cracking. Curb and gutter is in fair to good condition. In late 2011, American Engineering Testing, Inc. (AET) performed geotechnical and pavement evaluation services on behalf of the City for Mustang Drive/Circle. AET’s ten pavement cores showed bituminous pavement thickness ranging from 4.25 to 7.5 inches and found stripping at multiple layer interfaces. AET recommends a pavement rehabilitation design (10-ton, 20-year ESAL of 2,000,000) as follows: 1. Mill bituminous surface to a depth of 3 inches; 2. Perform stabilized full depth reclamation to a depth of 6 inches asphalt/aggregate base; 3. Place 3.5 inches of bituminous wearing course in 2 lifts (Mix SPWEB440F). AET provided an alternative design option for Mustang Circle due to its better condition than Mustang Drive: 1. Mill bituminous surface to a depth of 3 inches; 2. Place 3 inches of bituminous wearing course in 2 lifts. There will be some sections of curb and gutter needing replacement or correction, however, the majority of curb and gutter is expected to remain undisturbed. Item 07D February 9, 2015, City Council Meeting Page 2 Storm Drainage: Street flooding at the intersection of Mustang Drive and Mustang Circle occurs on a frequent basis. This intersection is the low point on Mustang Drive and is the only location where drain inlets exist. An area of approximately 16.7 acres of the industrial park drains to these intersection inlets. Actual flooding is caused by the existing storm sewer system being unable to accommodate runoff from storm events as frequent as every one year. Flooding from these frequent storms cause shallow ponding in the street and the grass boulevard areas, larger storm events cause street ponding to a depth of about one foot that extends 70 feet to the north of the intersection. A significant contributor to this runoff is associated with the freight distribution property on the Southside of Mustang Drive. A drainage study was prepared in 2007 by Stantec (formerly Bonestroo) for Mustang Drive/Circle intersection. The study detailed the drainage issues and inadequacies, and also provided four options for improving flooding at this intersection. These options involve one or more improvements involving street grades, drain inlet and storm sewer modifications, and new storm ponds. Public Works is recommending an option where the existing street profile would be modified to direct excess runoff north along Mustang Circle, requiring reconstruction of the road profile to remove the high point located 70 feet north of the intersection. This will also require modifications to two existing entrance drives to match the revised curb line elevations. This option will direct excess flow to the existing low point in Mustang Circle. The existing drainage channel (ditch) west of the street may also need to be re-graded to provide adequate capacity Funding: Improvements costs for Mustang Drive/Mustang Circle are being proposed to be assessed in accordance with Chapter 202 of the Municipal Code. Recommendation: Staff recommends the City Council accept and approve the Feasibility Report from Stantec as reviewed at the February 2, 2015 Council Work Session, and set a Public Hearing for February 23, 2015 at 7:05pm for Mustang Drive/Mustang Circle Pavement Rehabilitation and Drainage Improvements with the estimated total project cost of $610,000.00. Respectfully submitted, Don Peterson Interim Director of Public Works RESOLUTION NO. 8373 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION SETTING A PUBLIC HEARING FOR MUSTANG DRIVE AND MUSTANG CIRCLE FOR PAVEMENT REHABILITATION AND DRAINAGE IMPROVEMENTS WHEREAS, the City of Mounds View is considering to reconstruct Mustang Drive and Mustang Circle; and, WHEREAS, this project will include pavement rehabilitation and drainage improvements; and, WHEREAS, this project is proposed to be assessed in accordance with Chapter 202 of the Municipal Code; and, WHEREAS, the City Council has ordered and accepted a feasibility study to include cost estimates in unit prices and total project cost; and, WHEREAS, the estimated total cost of the improvement derived from the feasibility study is $610,000.00; and, NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mounds View sets a public hearing on February 23, 2015 at 7:05pm, to be held at Mounds View City Hall, 2401 County Road 10, Mounds View, MN 55112, to consider the pavement rehabilitation and drainage improvements. Adopted this 9th day of February, 2015 Joe Flaherty, Mayor ATTEST: James Ericson, City Administrator (SEAL) Item No: 07E Meeting Date: Feb 9, 2015 Type of Business: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, City Administrator Item Title/Subject: Second Reading and Adoption of Ordinance 897, an Ordinance Amending Chapter 603, Section 603.06, of the City Code Relating to Licensing Requirements for Garbage and Recycling Haulers (ROLL CALL VOTE) Introduction: The City Council adopted Ordinance 891 on October 27, 2014. The Ordinance revised language relating to the collection of garbage and recycling in the City of Mounds View. The purpose of the revisions was to update the language, make it more consistent with Ramsey County requirements and to encourage greater recycling participation and collection in the City. After the ordinance was adopted, staff met with a group representing licensed haulers in the City. The haulers, through a national industry alliance, expressed concern with three areas of the new requirements. At the work session on January 5, 2015, the City Council reviewed the submitted concerns and agreed to move forward to further amend the Code regarding licensing requirements by eliminating the requirement to submit rate information. On January 12, 2015, the Council held the first reading of the ordinance. The ordinance presented for second reading and adoption remains unchanged from the version considered on January 12. Discussion: The concerns of the haulers, as expressed in a letter from the National Waste and Recycling Association (NW &RA), dated December 11, 2014, focused on three main points: 1. They believe that requiring notice of maximum rates, and possibly revoking their license if they charge more without previously notifying the City, is excessive. Our legal representatives confirm the City is well within its rights to impose such a requirement. 2. They do not want to report to the City as to which properties are NOT recycling. The haulers don't want their customers to think they are "tattling" on them. We responded that the intent was simply to be able to "target market" to those properties which may need more information about recycling, not to be punitive. 3. Finally, they want to make sure that the information we are requesting that they report on--tons of recyclables and solid waste collected--is consistent with what they need to report to the state. We assured them our reporting form would not cause them to report on things completely different or in a different format, only information they already track. Ord 897 Report February 9, 2015 Page 2 The City Council discussed each of the concerns raised by the haulers and agreed to consider only revising the language relating to the requirement to submit rates to the City. The language prior to the revisions adopted via Ordinance 891 required that the haulers submit their “proposed” rates to the City. Rather than reverting to the previous language, direction was provided by the Council to strike that section altogether, which is how Ordinance 897 is drafted. The present language, as adopted, reads as follows: Schedule of Rates: When the application is submitted, the applicant shall file with the City Administrator a schedule of maximum rates to be charged during the license period. Every licensee shall provide thirty (30) days’ prior written notification to the City and the licensee’s customers of any increase in rates to be implemented during the license period. Failure to provide such notice shall void the rate increase. Verified evidence that the licensee is charging more than the maximum rate on file with the City Administrator shall be cause for license revocation. The changes as proposed in the attached Ordinance 897 would strike the above language and in its place indicate “RESERVED” rather than striking and relettering/renumbering the ensuing code passages. After the first reading was approved, the National Waste and Recycling Association (NW &RA) sent a second letter, dated January 21, 2015, expressing appreciation for the removal of the rate language from the licensing requirements. The Association however renewed their opposition to the new language that would have the haulers report to the City those customers who do not participate in the recycling program (see attached.) Staff asked Ramsey County’s Recycling Coordinator Jean Buckley how common such a requirement is within the County. She indicates such reporting is becoming more common as contracts get updated (see attached.) Recommendation: Staff recommends the Council review the new information submitted by Ms. Buckley of Ramsey County and the National Waste and Recycling Association. Ordinance 897 has not been revised since the first reading on January 12, and if it is found to remain consistent with Council’s intent, staff would recommend approving the second reading and adoption by roll call vote. If further changes are desired, the revisions can be made during the meeting or adoption can be delayed to a later date. Respectfully submitted, ________________________ James Ericson City Administrator ORDINANCE NO. 897 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AN ORDINANCE AMENDING TITLE 600, CHAPTER 603, SECTION 606.06 OF THE MOUNDS VIEW CITY CODE RELATING TO LICENSING REQUIREMENTS FOR GARBAGE AND RECYCLING HAULERS The City of Mounds View Ordains: SECTION 1. The City Council of the City of Mounds View hereby amends Section 606.06 of the Mounds View Municipal Code by striking Subdivision 1e in its entirety, and in its place, adding the underlined language, as follows: Subd. 1e. Schedule of Rates: When the application is submitted, the applicant shall file with the City Administrator a schedule of maximum rates to be charged during the license period. Every licensee shall provide thirty (30) days’ prior written notification to the City and the licensee’s customers of any increase in rates to be implemented during the license period. Failure to provide such notice shall void the rate increase. Verified evidence that the licensee is charging more than the maximum rate on file with the City Administrator shall be cause for license revocation. RESERVED. SECTION 2. In accordance with Section 3.07 of the City Charter, City staff shall have the following summary printed in the official City newspaper in lieu of the complete ordinance: On February 9, 2015, the City Council adopted Ordinance 897 which amends Subdivision 1e of Section 603.06 of the Mounds View City Code to eliminate the requirement of licensed haulers to report maximum or proposed service rates as a condition of licensure. A printed copy of the ordinance is available for inspection during regular business hours at Mounds View City Hall and is available on line at the City’s web site located at www.ci.mounds- view.mn.us. SECTION 3. This ordinance shall take effect and be in force 30 days from and after its passage and publication, in accordance with Section 3.09 of the City Charter. Introduction and First Reading by the Mounds View City Council on January 12, 2015. Second Reading and Adoption by the Mounds View City Council on February 9, 2015. Publication Date: February 20, 2015 Joe Flaherty, Mayor Attest: ______________________________ James Ericson, City Administrator (seal) Item No: 07F Meeting Date: February 8, 2016 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Resolution 8519, Approving a Revised Job Description and Authorization to Advertise for a Seasonal Intern in the Public Works Department Introduction: On March 26, 2001, the City Council adopted Resolution 5546, which describes the procedure for hiring Seasonal Employees. This resolution requires that the City Council approve all seasonal positions. Discussion: Annually the City Council has approved the hiring of seasonal Public Works positions. Resolution 5546 requires that approval take place six weeks prior to actual hire of seasonal employees; therefore, this is typically done early in the calendar year. Seasonal Employees benefit the City by providing labor services during periods of higher labor demand at much lower pay rates keeping overall labor costs down. In return, seasonal employees benefit from the skills and work ethics they learn on the job. As a result, the employees, the City, citizens, and taxpayers all benefit from this program. Historically, there have been three time periods throughout the year when the City has employed seasonal workers. These periods have been: Summer (10 positions), Fall (2 positions), and Winter (1 position). In 2009, it was the consensus of the City Council and Staff to decrease the Summer seasonal positions from 10 to 8 positions, due to the budgetary cuts in state aid. This number was further reduced in 2010 when the Winter seasonal position was eliminated and the part-time water division position was reclassified as a public works seasonal position. In 2011 and 2012, the City Council approved 8 seasonal positions. Due to the provisions affecting seasonal employment under the Affordable Healthcare Act, the Mounds View City Council passed Resolution 8060 on February 11, 2013, approving the hire of 10 seasonal employees 2013. In 2014 and 2015, the City Council passed resolutions approving 10 seasonal employees. According to the Affordable Healthcare Act (“Obama Care”), there are provisions that require employers to offer health insurance to full-time seasonal employees who work 120 calendar days or more during the year. It further requires that the seasonal employee who is hired to work for 120 calendar days and worked an average of 30 hours per week to be offered insurance on the 90th day of his or her employment, and would be eligible for health insurance benefits for 30 days. In addition to the obvious administrative nightmare and cost associated with insuring an employee for 30 days, this provision can also subject employers to obligations Item 7E Monday, February 8, 2016 Approving the 2016 PW Seasonal Positions Page 2 under the Consolidated Omnibus Budget Reconciliation Act (COBRA) upon termination of the employee’s employment, thereby creating even more burdens to the employer. Staff is recommending hiring 10 seasonal employees and staggering them to ensure that they do not exceed 119 days. Three of the seasonal positions are paid from the Enterprise Funds (water, sewer, and storm). Staff has created a means to track this time in order to comply with the provisions under the Affordable Healthcare Act. Summer Seasonal Employees – Duties include general Public Works and parks maintenance duties. The employees generally are employed for about three months in the summer – mid-to late-May to mid-to late-August. Typically one Parks Division seasonal employee and one Utility Division seasonal employee begin employment in April. Fall Seasonal Employee – There are two (2) seasonal positions, one (1) in Public Works Utilities Division and one (1) in the Parks Division. Historically, summer positions are extended to cover Duties performed by the Public Works Utilities Division seasonal employee includes assisting with the utility locates, hydrant and valve maintenance, sanitary sewer and manhole cleaning, stormwater system maintenance, and other department related duties. The duties of the fall seasonal employee in the Parks Division include fall activities such as mowing, leaf clean up, mower maintenance, assisting with brush removal and tree trimming, and providing assistance in year-end maintenance activities. . Wage Proposal for 2016 Seasonals: Staff recommends no wage increases for 2016 Public Works Seasonals. In 2015, new hire seasonal positions were filled at $11.00/hour, and returning seasonal workers were compensated at $11.75/hour. Each summer seasonal employee will work up to 40 hours per week and not exceed 119 calendar days. The fall seasonal employees may also work 40 hours per week: however, hours may be fewer since these positions are often filled with current college students that are available part-time only. All seasonal positions will remain on staff for a period no longer than 119 calendar days. Recommendation: Staff recommends approving the Seasonal Public Works Positions for 2016. Respectfully submitted, ________________________ Desaree Crane RESOLUTION 8518 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE 2016 PUBLIC WORKS AND PARKS SEASONAL POSITIONS WHEREAS, Resolution 5546 requires that seasonal positions must be approved by the Mounds View City Council; and WHEREAS, Seasonal Employees benefit the City by providing labor services that are relatively less expensive and are available during periods of greater labor; and WHEREAS, the City of Mounds View Public Works Department does have a need to hire seasonal employees; and WHEREAS, the Public Works Department is recommending that seasonal positions be approved for two periods throughout 2016; and WHEREAS, said periods are Summer and Fall; and WHEREAS, for 2016, Staff is recommending that new hires start at the hourly rate of $11.00/hr and returning seasonal workers would be compensated at $11.75/hr. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The 2016 Summer Seasonal Public Works Positions are approved – a total of eight (8) positions. These positions would start in approximately mid-to late-May 2016 and terminate in mid-to late-August 2016. However, one Utilities Division and one Parks Division seasonal employee typically begins employment in April. 2. The 2016 Fall Seasonal Public Works Positions are approved - a total of two (2) positions. One position in the Public Works Utilities Division and the other in the Parks Division of Public Works. These positions would start approximately in mid- to late-August 2016 and be terminated by the end of the year, weather permitting. 3. All Public Works seasonal positions will be filled; with new hires starting at an hourly rate of $11.00/hr. Returning seasonal workers will be compensated at an hourly wage of $11.75/hr. 4. Each seasonal position may work up to forty (40) hours per week. 5. The duration of the Public Works seasonal positions shall not exceed 119 calendar days. Resolution 8518 Page 2 Adopted this 9th day of February, 2016. ____________________________________ Joe Flaherty, Mayor ATTEST: ____________________________________ James Ericson, City Administrator (SEAL) Item No 8A Meeting Date: February 9, 2015 Type of Business: Consent Agenda Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Thomas Kinney, Chief of Police Item Title/Subject: Resolution 8371 for Authorization to Approve a Contract for Animal Impoundment Services with Brighton Veterinary Hospital Introduction: The police department has utilized the services of Brighton Veterinary Hospital at 2615 Mississippi St in New Brighton for well over twenty years. The hospital is conveniently located off of Silver Lake Road in New Brighton. Brighton Veterinary Hospital provides boarding for stray and impounded animals and is set up to provide access twenty four hours a day, seven days week, for members of the police department to deposit any impounded animal. The release and fee payment is a service provided by the hospital. The last signed contract was in place for the year 2010. Discussion: The police department provides animal control services for the City and is occasionally called upon to pick up stray dogs. A need exists to house these impounded animals in a secure and clean facility that can offer the proper veterinary care, if necessary. The hospital will also handle the release and collection of all fees from owners who claim the animal. In an effort to update their records, Brighton Veterinary Hospital initiated the renewal of a contract between the City of Mounds View and the Vet Hospital. The City has been very satisfied with the services offered by the staff at Brighton Vet. There are limited alternatives offering the same 24 hour access for animal impoundment and no other facility as conveniently located. Brighton Veterinary will charge the City $375 per month less any fees collected from the animal owner for the number of animals impounded and boarded at their facility. Recommendation: Staff recommends the approval of the contract with Brighton Veterinary Services at a cost of $375 per month less any fees collected by the Hospital. The contract would be in effect from January 1, 2015 to December 31, 2015. Respectfully Submitted, __________________ Thomas Kinney Chief of Police RESOLUTION NO. 8371 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Authorization to Approve a Contract for Animal Impoundment Services with the Brighton Veterinary Hospital WHEREAS, the Mounds View Police Department provides animal control services in the City which include the impoundment of stray animals; and, WHEREAS, a need exists to house these impounded animals in a secure facility that offers proper veterinary care; and, WHEREAS, Brighton Veterinary Hospital at 2615 Mississippi Street in New Brighton is a conveniently located facility that has provided stray animal boarding for the City for over twenty years; and, WHEREAS, limited alternatives exist that can provide similar services necessary for handling impounded animals; and, WHEREAS, Brighton Veterinary Hospital will charge the City $375 per month, less any collected impoundment and boarding fees from animal owners for the contract period of January 1, 2015 to December 31, 2015. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota, to approve the contract for animal impoundment services with the Brighton Veterinary Hospital at a cost of $375/month, less collected fees, during the period of January 1, 2015 to December 31, 2015. Adopted this 9th day of February 2015. ____________________________________ Joe Flaherty, Mayor ATTEST: ____________________________________ Jim Ericson, City Administrator (seal) 1 455813v2 SJS MU125-11 Animal Control Contract This Animal Control Contract (this “Contract”) is made and entered into this ____ day of January, 2015 by and between Brighton Veterinary Hospital, hereinafter referred to as “Animal Shelter” and the City of Mounds View, a Minnesota municipal corporation, hereinafter referred to as the “City”. I. Term. The term of this Contract shall be from January 1, 2015 through December 31, 2015. II. Animal Shelter Services. The Animal Shelter agrees to furnish the following services to the City: 1. Allow the City to drop off animals at the shelter on a 24 hour basis. The Animal Shelter shall provide a key or access card or code to the City so that City personnel may have access to the shelter on a 24 hour basis for the purpose of impounding animals. 2. Emergency animal examinations and veterinary care as requested during normal business hours. 3. Seized stray animals shall be held for 5 regular business days. After 5 regular business days, the City shall have no rights or interest in such animal. Therefore if said animal is not claimed by an owner with the 5 regular business days, it then becomes the property of the Animal Shelter to do with as it sees necessary. Both parties shall give notice to the stray animal’s owner (if the owner is known) that it has been impounded. 4. Euthanasia and disposal, if required due to serious injury, illness, or after 5 regular business days, in compliance with applicable statutes. 5. Receiving and disposing of dead animals delivered by the City. 6. Upon request, train City animal control offers in safe and humane handlings and apprehension of animals 7. Keep accurate records of all animals impounded, boarded, and destroyed, pursuant to this agreement and furnish monthly statements to the City. 8. Keep the animal shelter open during normal business hours of the Brighton Veterinary Hospital and not less than normal business hours of the City. 9. The animal shelter, during normal business hours, upon reasonable notice, shall be open for inspection by the City or its agents. 10. Collect boarding fees at $20.60 per day for dogs from owners who retrieve animals. Fees are to be kept by the Animal Shelter. 11. Hold any impounded animal being reclaimed until proof of applicable current licensing and rabies vaccine is produced. 12. Serve as animal control officer for the City, as defined by the City Code, and as applicable to the operation of the animal shelter. 2 455813v2 SJS MU125-11 13. Impounded quarantined animals shall be held for rabies observation for a maximum of 14 days. If no owner comes forward with full payment within the 14‐day period, then said animal becomes property of the Animal Shelter to do with what it feels is necessary. III. City Responsibility. 1. After normal business hours, the City will first attempt to contact the Animal Shelter’s on call services for emergency purposes. If the Animal Shelter’s veterinary staff is not able to see the injured animal, the City will transport the animal to Midwest Emergency for treatment. The cost of treatment shall be the responsibility of the City. After treatment and release, the City will transport the animal to the Animal Shelter. 2. Provide licenses for the Animal Shelter to sell to owners upon retrieval of their animal. All license fees collected by the Animal Shelter shall be remitted to the City. IV. Compliance with Laws. In providing all services pursuant to this Contract, the Animal Shelter shall abide by all statutes, ordinances, rules, and regulations pertaining to or regulating the provisions of such services. The Animal Shelter’s facilities must be properly licensed by the State of Minnesota (if required) and maintained in a humane manner. V. Audit Disclosure and Retention of Records. The Animal Shelter agrees to make available to duly authorize representatives of the City and either the legislative auditor or the state auditor for the purpose of audit examination, any books, documents, papers, and records of the Animal Shelter that are pertinent to the Animal Shelter’s provision of service hereunder. The Animal Shelter further agrees to maintain all such required records for three years after receipt of final payment from the owner of the animal and the closing of all other related matters as determined by the Animal Shelter. VI. Animal Shelter Responsibilities and Insurance The Animal Shelter shall indemnify, defend and hold the City harmless for all claims for damages of every nature on account of injury or death of persons or damage or loss of property or harm suffered by animals, caused by or resulting in any manner from any acts or omissions of the Animal Shelter, its agents, officers, volunteers, or employees in performing or failing to perform any of its obligations under this Contract. 3 455813v2 SJS MU125-11 The Animal Shelter shall procure and keep in full force comprehensive general liability insurance in the amount of $1,500,000. The Animal Shelter must name the City as an “additional insured” on its insurance policy and, if requested, the Animal Shelter must provide proof of insurance to the City. The insurance coverage must not be cancelled or materially changed without 30 days prior written notice being given to the City and in the case of non‐ renewal, 10 days prior written notice to the City must be provided. The Animal Shelter must also have workers’ compensation insurance coverage that meets the requirements of Minnesota law. VII. Compensation. 1. The City shall pay the Animal Shelter the sum of $375.00 per month for the services stated in this Contract. Said sum shall be paid on or about the last day of the month, or within thirty (30) days after submission of the monthly claims, by the Animal Shelter. 2. The Animal Shelter will subtract any boarding fees from the sum of $375.00 per month it receives from the owners of claimed animals. 3. The Animal Shelter may charge the owner of the animal for customary veterinary fees for services including rabies vaccinations, examinations, medications, etc. and retain all amounts collected. VIII. Early Termination. This Contract may be terminated by either party, provided the terminating party is not in breach of this Contract, with or without cause upon thirty (30) days written notice, delivered by United States mail or in person, to the other party. For purposes of such notice the address of the Animal Shelter is: Brighton Veterinary Hospital 2615 Mississippi Street New Brighton, MN 55112 Attn: _______________________ And the address of the City is: City of Mounds View 2401 County Road 10 Mounds View, MN 55112 Attn: City Administrator IX. Indemnification by the City. The City shall save the Animal Shelter harmless from any damages, costs, actions, or causes or action, or claims made against the Animal Shelter for any harm, losses, damages, or expenses or account of bodily injury, sickness, disease, improper disposition, death, and property damage resulting while 4 455813v2 SJS MU125-11 the animal is in the care, custody or control of the City, its employees, agents, or animal control officers. X. Modifications. Any material alterations, modifications or variations of the terms of this Contract shall by valid and enforceable only when they have been reduced to writing as an amendment and signed by the parties. XI. Minnesota Law. This Agreement shall be construed in accordance with Minnesota law. XII. Independent Contractor. The Animal Shelter is an independent contractor and not an employee of the City. The City and the Animal Shelter agree that the Animal Shelter shall not at any time or in any manner represent that it is in any manner an agent or employee of the City. The Animal Shelter shall be exclusively responsible under this Contract for its own FICA payments, workers’ compensation insurance, unemployment compensation insurance, withholding amounts, and self‐employment taxes if any such payments, amounts or taxes are required to be paid by law or regulation. XIII. Subcontracting. The Animal Shelter shall not enter into subcontracts for services provided under this Contract without the express consent of the City. XIV. Assignment. Neither party shall assign this Contract, or any interest arising herein, without the written consent of the other party. XV. Data Practices. The Animal Shelter shall comply with Minnesota Statutes Chapter 13, the Minnesota Government Data Practices Act. The Animal Shelter shall not disclose not public data except as authorized by law. XVI. Immunities. By entering into this Contract, the City does not waive its entitlement to any immunities under statute or common law. 5 455813v2 SJS MU125-11 XVII. Entire Agreement. It is understood and agreed by the parties that the entire agreements of the parties are contained herein and that the Contract supersedes all oral agreements and negotiations between parties relating to the subject matter hereof as well as any pervious agreements presently in effect between the Animal Shelter and the City relating to the subject matter hereof. The parties hereto revoke any prior oral or written agreement between them and hereby agree that this Contract is the only and complete agreement regarding the subject hereof. Animal Shelter City of Mounds View By:_______________________ By: ____________________________ Joe Flaherty Title:_____________________ Its: Mayor By: ____________________________ James Ericson Its: City Administrator Item No: 8B Meeting Date: February 9, 2015 Type of Business: CA Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Interim Director of Public Works Item Title/Subject: Resolution 8376 Approving a Janitorial Cleaning Contract for the City Hall/Police Facility and the Mounds View Community Center Background/Discussion: One of the duties of the Public Works Department is to oversee the cleaning contract for both the Community Center and City Hall. The current contract has cleaning performed at the Community Center on the weekends. Public Works staff cleans the building during the weekdays. City Hall/Police is cleaned 5 days a week by the contractor. As the 3 year contract expired in 2014, we have continued on a month by month basis with the contracted company. This month by month approach was agreed upon until a new contract is reached or a new contractor found. Staff started working with Hillyard Floor Care Inc., to improve the cleaning expectations of the contractor for both City Hall and the Community Center. Hillyard implemented their CCAP-(cleaning cost analysis program), looking at cleaning procedures, and cleaning efficiencies. CCAP includes measuring room sizes and analyzing how the rooms or spaces are used. After determining square footage of all rooms, and understanding frequency of cleaning and expectations, Hillyard provided an estimate of hours needed to complete the tasks. City staff met with Hillyard to review daily, weekly, and monthly cleaning tasks, revising for efficiency and clarity. After this was finalized Staff sought out contractors to provide a quote for the cleaning service at City Hall and the Community Center; a walkthrough was required before submitting quote. The goal is to improve the cleaning at both facilities without a large cost increase. Increasing the number of cleaning days at the community center would allow the custodian to clean the Park Buildings and perform small building maintenance items. Currently those items are performed by a Park Maintenance employee. By having the custodian do the park building cleaning, our park employee would have more time to work in the Forestry Division, working with residents and with the Shade Tree Disease Ordinance. The current 2015 budget for City Hall cleaning is $18,000 and for the Community Center is $9,000. At the January 5, 2015 work session the City Council directed staff to look into ways to reduce the quote initially received by the low bidder. Staff met with Hillyard and reviewed the daily cleaning tasks for both City Hall and the Community Center. Item 8B February 9 2015, Council Meeting Page 2 Adjustments were made to the cleaning frequency of some tasks. Staff also met with the low bidder to review the changes and verify the hourly quote received of $18.00 an hour. Staff also met with the Finance Director to review the estimated costs and the 2015 adopted budget. In this meeting it was determined that the number of days to be cleaned at the community center be reduced to four (4) days a week. With the adjusted daily cleaning tasks changed and confirming the hourly rate for cleaning, the estimated cost for cleaning City Hall five (5) days a week is now $19,037.00. This is $1,037.00 over budget. Cleaning the Community Center 4 days a week would cost $10,516.00. This is $1,516.00 over budget. The estimated cost at the Community Center does not include rooms or other spaces not used on a daily basis, this cleaning will be performed by the current City of Mounds View custodian. The vendor also feels the Cleaning Minutes per Room used in the Project Manuel are estimated high and he feels this time can be reduced in some areas of cleaning for additional savings, without cutting the quality of the cleaning. Staff has received a quote from City Wide cleaning of Burnsville MN. The contracted cleaning cost for City Hall is quoted $19,037.00, annually and for the Community Center $10,516.00, annually. Recommendation: Staff is recommending the City Council approve a contract between City Wide Maintenance of Minnesota and the City of Mounds View for janitorial cleaning services. The janitorial service will include cleaning 5 days a week at the City Hall/Police Facility and 4 days a week at the Mounds View Community Center. Cleaning tasks and times will be performed as documented in the Project manual dated December 2014. This Contract will be for one (1) year. Respectfully submitted, Don Peterson, Interim Director of Public Works RESOLUTION 8376 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING A CONTRACT FOR JANITORIAL CLEANING SERVICES FOR THE CITY HALL/POLICE FACILITY AND THE MOUNDS VIEW COMMUNIUTY CENTER WHEREAS, the City uses a contractor to perform janitorial cleaning service for cleaning both City Hall/Police Facility and the Mounds View Community Center; and, WHEREAS, Staff started working with Hillyard Floor Care Inc., to improve the cleaning expectations of the contractor for both City Hall and the Community Center; and, WHEREAS, Hillyard implemented their CCAP-(cleaning cost analysis program), looking at cleaning procedures, and cleaning efficiencies; and, WHEREAS, Staff sought out contractors to provide a quote for the cleaning service at City Hall/Police Facility and the Community Center; a walkthrough was required before submitting quote; and, WHEREAS, Staff received a quote for janitorial cleaning services from City Wide Cleaning of Minnesota, Burnsville, MN. The contracted cleaning cost for City Hall/Police Facility is $19,037.00, and for the Community Center $10,516.00; and, WHEREAS, monies are available in the City Budget in funds, 100-4460-3030, and 252-4350-3030; and, WHEREAS, Staff recommends the City council to approve the contract for janitorial cleaning service for both City Hall and the Community Center with City Wide Maintenance of Minnesota. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. City Council approves entering into a contract agreement with City Wide Maintenance of Minnesota, Burnsville, MN. To perform janitorial cleaning services at both the City Hall 5 days a week for $ $19,037.00 annually and the Community Center 4 days a week, for $10,516.00 annually. Funding for the janitorial cleaning services are included the 2015 adopted budget funds; Buildings and Grounds account 100-4460-3030 and Community Center Building Overhead account 252-4350-3030. 2. Cleaning tasks and times will be performed as documented in the Project manual dated December 2014. 3. Contract for janitorial cleaning service shall be for one (1) year. Resolution 8376 Page 2 Adopted this 9th day of February, 2015. ATTEST: ____________________________________ Joe Flaherty, Mayor ____________________________________ (seal) James Ericson, City Administrator