HomeMy WebLinkAboutAgenda Packets - 2011/04/11CITY OF MOUNDS VIEW
CITY COUNCIL MEETING AGENDA
MOUNDS VIEW CITY HALL
Monday, April 11, 2011
7:00 p.m.
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL: Flaherty, Stigney, Hull, Mueller, Gunn
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
A. Discussion with Representative Tom Tillberry
B. Discussion with Senator Pam Wolf
C. Discussion with Ramsey County Sheriff Matt Bostrom
7. COUNCIL BUSINESS
A. Resolution 7768 Adopting a Calendar for the Preparation of the 2012 Budget
B. Resolution 7656 Approving the Hire of Andrew Olson to the Position of
Police Officer
C. Resolution 7770, Authorizing the Advertisement for the Engineering/GIS
Intern
D. Resolution 7771, Awarding a Construction Contract with Northwest Asphalt,
Inc. and Authorizing Bonestroo to Provide Engineering Services for the
Construction Phase of the 2011 Street and Utility Improvement Project –
Area D
8. CONSENT AGENDA
A. Resolution 7769, Awarding Severance Payment to Kenneth Roberts,
Community Development Director
B. Schedule a Public Hearing for Monday, May 23, 2011, at 7:05pm, a
Resolution to Consider an On Sale Intoxicating Liquor License Renewal for
Moe’s located at 2400 County Highway 10
C. Schedule a Public Hearing for Monday, May 23, 2011, at 7:10pm, a
Resolution to Consider an On Sale Intoxicating Liquor License Renewal for
Robert’s Sports Bar and Entertainment located at 2400 County Road H2
D. Schedule a Public Hearing for Monday, May 23, 2011, at 7:15pm, a
Resolution to Consider an On Sale Wine and 3.2 Malt Liquor License
Renewal for Taiko Sushi Bar located at 2394 County Highway 10
Mounds View City Council Agenda
Monday, April 11, 2011
Page 2
8. CONSENT AGENDA - Continued
E. Schedule a Public Hearing for Monday, May 23, 2011, at 7:20pm, a
Resolution to Consider an On Sale Intoxicating Liquor License Renewal for
the Mermaid Acquisition Group, Inc., (doing business as The Mermaid),
located at 2200 County Highway 10
F. Schedule a Public Hearing for Monday, May 23, 2011, at 7:25pm, a
Resolution to Consider an Off Sale Intoxicating Liquor License Renewal for
ABC Liquor located at 2840 County Highway 10
G. Schedule a Public Hearing for Monday, May 23, 2011, at 7:30pm, a
Resolution to Consider an Off Sale Intoxicating Liquor License Renewal for
Vino & Stogies located at 2345 County Road H2
H. Schedule a Public Hearing for Monday, May, 23 2011, at 7:35pm, a
Resolution to Consider an Off Sale Intoxicating Liquor License Renewal for
Big Top Liquor located at 2577 County Highway 10
I. Schedule a Public Hearing for Monday, May 23, 2011, at 7:40pm, a
Resolution to Consider an Off-Sale 3.2 Malt Liquor License for
SuperAmerica located at 2840 County Road I
9. JUST AND CORRECT CLAIMS
10. APPROVAL OF MINUTES
A. Monday, March 28, 2011, City Council Minutes
11. REPORTS
A. Reports of Mayor and Council
B. Reports of Staff
1. Please Announce The Town Hall Meeting for Monday, April 18, 2011
C. Reports of City Attorney
12. Next Council Work Session: Monday, May 2, 2011, at 7pm
Next Council Meeting: Monday, April 25, 2011, at 7pm
13. ADJOURNMENT
Item No. 7.A.
Meeting Date: April 11, 2011
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 7768 Adopting a Calendar for the Preparation of the
2012 Budget
Attached is resolution 7768 which adopts a calendar for preparation of the 2012 Budget.
There are several requirements in the City Charter and State Statutes that need to be met.
The calendar listed many staff work start and due dates. Items in bold type are City
Council meetings or actions.
Resolution 7768 only lists City Council meeting dates or other dates of significance to the
City Council. Staff published a copy of the calendar in the Mounds View Matters and on
our web site.
Respectfully Submitted,
Mark Beer
RESOLUTION NO. 7768
CITY OF MOUNDS VIEW
County of Ramsey
State of Minnesota
ADOPTING A CALENDAR FOR THE PREPARATION OF THE 2012 BUDGET
WHEREAS , the City’s Charter and Code as well as State Statutes set forth various
requirements for considering and adopting the City’s budget; and
WHEREAS, Section 7.04 of the City Charter requires the Clerk-Administrator to submit to
the City Council a budget calendar to be established by resolution.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View
that the following budget and long tern financial plan calendar is hereby adopted:
June 6, 2011 City Council discusses budget priorities at a work session.
July 21, 2011 Summary of General Fund operating budget requests delivered to City
Council.
August 1, 2011 City Council reviews General Fund budget at work session.
Sept. 12, 2011 City Council adopts preliminary 2012 property tax levy and sets date for the
Truth in Taxation Public Hearing.
Oct. 3, 2011 City Council reviews other funds and utility rate study at a work session.
Nov. 14, 2010 City Council adopts utility rates for 2012.
Dec. 5, 2010 Truth in Taxation Public Hearing.
Dec. 12, 2010 Continuation Hearing and adoption of 2012 budget and tax levy.
Adopted April 11, 2011.
___________________________
Joe Flaherty, Mayor
ATTEST:
___________________________
Jim Ericson, City Administrator
(SEAL)
City of Mounds View
2012 Budget Calendar
May 9, 2011 Finance Department begins preparing budget work papers.
May 23, 2011 Departments begin preparing operating budget requests.
June 6, 2011 City Council discusses budget priorities and strategies.
June 17, 2011 Operating budget requests due from departments.
June 27, 2011 Summary of operating budget requests due to City Administrator.
June 27, 2011 Capital items needs list due.
July 1-15, 2011 Administrator reviews operating budget requests and capital projects.
July 21, 2011 Summary of operating budget requests due to City Council.
August 1, 2011 City Council reviews General Fund budget at a work session.
August 8, 2011 Work on utility rate study begins.
Sept. 12, 2011 City Council adopts preliminary 2012 property tax levy and sets
date for the Truth in Taxation Public Hearing.
Sept. 22, 2011 Utility rate study due to City Council.
October 3, 2011 City Council reviews other funds and utility rate study at work
session.
Oct 10 - Nov 21 Additional City Council work sessions as needed.
November 14, 2011 City Council adopts utility rates for 2012.
December 5, 2011 Truth in Taxation Public Hearing
Dec. 12, 2011 Continuation hearing and adoption of 2012 Budget and tax levy.
Item No: 7B
Meeting Date: April 11, 2011
Type of Business: Council Business
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Thomas Kinney, Chief of Police
Item Title/Subject: Resolution 7767 Approving the Hiring of Andrew Olson as a
Police Officer
Background:
Two vacancies have occurred within the Police Department due to the resignation of
previous Police Chief Mike Sommer on October 30, 2009 and Sergeant Mike Kampa on
July 30, 2010. The City Council discussed these vacancies and approved the process to
initiate the hiring of an officer with Resolution 7634 on June 28, 2010. One of the vacant
officer positions was filled on March 2, 2011, with the authorization to hire Nathan Garland
by Resolution 7750.
Discussion:
On February 23, 2011, the Police Civil Service Commission certified an active eligibility list
for the position of Police Officer based on previously conducted testing components, which
included written testing and interviews. The next available top three candidates on the list
are as follows:
1. Andrew Olson
2. Kevin Lukens
3. Brian Micheletti
The top candidate, Andrew Olson, has successfully completed all of the required testing
procedures, which included an oral board examination, physical agility test, written exam,
background examination, physical examination and a psychological examination. Staff has
personally met with and interviewed Mr. Olson and feels he would be an excellent addition
to the department.
Recommendation:
Staff recommends City Council approval of Resolution 7767, a resolution authorizing the
hire of Andrew Olson to the position of Police Officer at Step 1 ($20.70/hr) of the
compensation schedule in accordance with the Law Enforcement Labor Services Contract,
which governs the compensation for this position, effective on April 25, 2011.
Respectfully Submitted,
__________________
Thomas Kinney
Chief of Police
RESOLUTION NO. 7767
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING THE HIRING OF ANDREW OLSON TO THE
POSITION OF POLICE OFFICER
WHEREAS, the City Council has approved the hiring of a Police Officer for a current
vacancy in the Police Department, and the Police Civil Service Commission has approved
the procedures for establishing an eligibility register to fill this vacancy, and;
WHEREAS, the approved hiring procedures consist of a competitive written
examination, resume scoring, oral interviews, background investigations, physical
examination, psychological examination, and physical agility testing, and;
WHEREAS, the Police Civil Service Commission has certified the eligibility list for
the opening, and Andrew Olson is the current top candidate standing on the eligibility
register, and his background investigation, physical, psychological, and physical agility
testing have all been successfully completed, and;
WHEREAS, staff of the Police Department have met with Mr. Olson, and the Chief
of Police recommends he be appointed to the position of Police Officer.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds
View, Ramsey County, Minnesota does hereby appoint Andrew Olson to the position of
Police Officer effective April 25, 2011 at the step one rate of pay ($20.70/hr) as indicated in
the Law Enforcement Labor Services contract for the position.
Adopted this 11th day of April 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST: ____________________________________
Jim Ericson, City Administrator
(seal)
Item No: 7C
Meeting Date: April 11, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7770 Authorizing the Advertisement for the
Engineering/GIS Intern Position
Background:
An engineering intern for the Public W orks (PW) Department was first approved by the City
Council in June 2006 in lieu of a seasonal maintenance worker to assist with the
administrative/engineering staff. This minor shift in staffing was proposed to better enable PW
to administer activities associated with the many upcoming public improvement projects planned
at that time. The position description was tweaked in February 2010 between internships to
include GIS (geographical information systems) duties and to better describe the overall duties
and accommodate some shortcomings of the previous version.
The Engineering/GIS Intern is a temporary, part-time position geared toward current or recent
college students in a related field. This employment arrangement allows PW to obtain skilled
help at a fraction of the cost of hiring a full-time, regular employee. Current PW Staff have
extensive experience and skill in working with AutoCAD and ArcGIS, the software programs
already owned by the City, which will, in turn, allow a current or recent college student to obtain
“real world”, on-the-job experience resulting in a “win-win” situation. The position is fully funded
by the Water and Sanitary Sewer Enterprise Funds and has no impact on the General Fund.
Each internship cycle is typically one to three years, but and there is no guarantee made or
implied for this duration and the position could be eliminated by the City Council at any time.
Discussion:
Kevin Koch (pronounced “cook”) worked as the Engineering/GIS Intern last summer and
intermittently during the school year. Mr. Koch recently submitted his resignation, indicating that
he has changed degree majors (from mapping/land surveying to business) and he is planning to
work full-time at his father’s business this summer. Public Works would like to refill this position
before the busy construction season begins.
In addition to assisting with daily activities, the intern position helps Public Works with overdue
and much-needed long-term goals and objectives. Previous interns have been instrumental in
helping the Department achieve major advances with project development, traffic count
analysis, capital improvement project planning, and archiving of closed project files utilizing the
City’s Laserfiche software program. In addition to these activities, Mr. Koch was primarily
focused on furthering the creation of the citywide GIS base map and database.
Another primary task for the intern this summer will be to expand the GIS base map and
database to include inventorying and evaluating all city-owned traffic signs. This information will
be utilized in developing a traffic sign reflectivity management plan. This plan is (another)
unfunded Federal mandate that the Federal Highway Administration (FHWA) requires all
municipalities, counties, and states have in-place and be implementing by January 15, 2012. All
primary traffic signs will need to meet the new reflectivity standards by January 15, 2015 and all
secondary traffic signs by January 15, 2018.
Res. 7770 Authorizing the Advertisement for the Engineering/GIS Intern
April 11, 2011
Page 2
It is proposed to keep the same initial hourly rate (with no benefits) of $11.75 for the position,
but allow an increase to $12.50 per hour after 12 months of continuous employment and a
satisfactory performance evaluation (Bonestroo’s current standard GIS hourly rate is $83 to
$104 plus $22 per hour for GIS workstation). The intern worked 499.5 hours in 2010 for a total
personnel cost of $6,318.13, compared to a comparable time cost of $52,447.50 to $62,937 to
have Bonestroo perform the work. In addition, the 2010 Budget included $25,000 for GIS base
mapping by consultants which was not required. The intern position is included in the 2011
budget and funded entirely by the Water and Sanitary Sewer Enterprise Funds.
Work hours for the intern would remain the same, with full-time employment during summer and
holiday breaks, and part-time employment (10-15 hours per week) the remainder of the year. If
authorized, the position will be posted on the Mounds View, League of Minnesota Cities, and
Minnesota GIS Consortium websites. Applications would be due on April 27, 2011 with an
estimated start date of mid-May to early-June. A resolution to hire the finalist would be
considered by the City Council at one of their regular meetings in May.
Recommendation:
Staff recommends that the City Council consider adopting Resolution 7770, which will authorize
the advertisement for employment applications for the Engineering/GIS Intern position. A
separate resolution will be presented to City Council in May 2011 upon selection of a suitable
finalist for the Engineering/GIS Intern position.
Respectfully submitted,
Nick DeBar - Public Works Director
Attachments:
Resolution 7770
Item No: 7C
Meeting Date: April 11, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7770 Authorizing the Advertisement for the
Engineering/GIS Intern Position
Background:
An engineering intern for the Public Works (PW) Department was first approved by the City
Council in June 2006 in lieu of a seasonal maintenance worker to assist with the
administrative/engineering staff. This minor shift in staffing was proposed to better enable PW
to administer activities associated with the many upcoming public improvement projects planned
at that time. The position description was tweaked in February 2010 between internships to
include GIS (geographical information systems) duties and to better describe the overall duties
and accommodate some shortcomings of the previous version.
The Engineering/GIS Intern is a temporary, part-time position geared toward current or recent
college students in a related field. This employment arrangement allows PW to obtain skilled
help at a fraction of the cost of hiring a full-time, regular employee. Current PW Staff have
extensive experience and skill in working with AutoCAD and ArcGIS, the software programs
already owned by the City, which will, in turn, allow a current or recent college student to obtain
“real world”, on-the-job experience resulting in a “win-win” situation. The position is fully funded
by the Water and Sanitary Sewer Enterprise Funds and has no impact on the General Fund.
Each internship cycle is typically one to three years, but and there is no guarantee made or
implied for this duration and the position could be eliminated by the City Council at any time.
Discussion:
Kevin Koch (pronounced “cook”) worked as the Engineering/GIS Intern last summer and
intermittently during the school year. Mr. Koch recently submitted his resignation, indicating that
he has changed degree majors (from mapping/land surveying to business) and he is planning to
work full-time at his father’s business this summer. Public Works would like to refill this position
before the busy construction season begins.
In addition to assisting with daily activities, the intern position helps Public Works with overdue
and much-needed long-term goals and objectives. Previous interns have been instrumental in
helping the Department achieve major advances with project development, traffic count
analysis, capital improvement project planning, and archiving of closed project files utilizing the
City’s Laserfiche software program. In addition to these activities, Mr. Koch was primarily
focused on furthering the creation of the citywide GIS base map and database.
Another primary task for the intern this summer will be to expand the GIS base map and
database to include inventorying and evaluating all city-owned traffic signs. This information will
be utilized in developing a traffic sign reflectivity management plan. This plan is (another)
unfunded Federal mandate that the Federal Highway Administration (FHWA) requires all
municipalities, counties, and states have in-place and be implementing by January 15, 2012. All
primary traffic signs will need to meet the new reflectivity standards by January 15, 2015 and all
secondary traffic signs by January 15, 2018.
Res. 7770 Authorizing the Advertisement for the Engineering/GIS Intern
April 11, 2011
Page 2
It is proposed to keep the same initial hourly rate (with no benefits) of $11.75 for the position,
but allow an increase to $12.50 per hour after 12 months of continuous employment and a
satisfactory performance evaluation (Bonestroo’s current standard GIS hourly rate is $83 to
$104 plus $22 per hour for GIS workstation). The intern worked 499.5 hours in 2010 for a total
personnel cost of $6,318.13, compared to a comparable time cost of $52,447.50 to $62,937 to
have Bonestroo perform the work. In addition, the 2010 Budget included $25,000 for GIS base
mapping by consultants which was not required. The intern position is included in the 2011
budget and funded entirely by the Water and Sanitary Sewer Enterprise Funds.
Work hours for the intern would remain the same, with full-time employment during summer and
holiday breaks, and part-time employment (10-15 hours per week) the remainder of the year. If
authorized, the position will be posted on the Mounds View, League of Minnesota Cities, and
Minnesota GIS Consortium websites. Applications would be due on April 27, 2011 with an
estimated start date of mid-May to early-June. A resolution to hire the finalist would be
considered by the City Council at one of their regular meetings in May.
Recommendation:
Staff recommends that the City Council consider adopting Resolution 7770, which will authorize
the advertisement for employment applications for the Engineering/GIS Intern position. A
separate resolution will be presented to City Council in May 2011 upon selection of a suitable
finalist for the Engineering/GIS Intern position.
Respectfully submitted,
Nick DeBar - Public Works Director
Attachments:
Resolution 7770
RESOLUTION 7770
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AUTHORIZING THE ADVERTISEMENT FOR THE
ENGINEERING/GIS INTERN POSITION
WHEREAS, the City Council first approved the Public Works Intern position on
May 8, 2006 (Resolution 6807) in an effort to better serve the citizens of Mounds View,
to meet the goals set by the City Council, and to enable the Public Works Department to
administer activities associated with public improvement projects; and
WHEREAS, the City Council approved a revised Public Works Intern position
description and title from “Engineering Intern” to “Engineering/GIS Intern” on September
8, 2010 (Resolution 7475) to better meet the current and future needs required of the
position; and
WHEREAS, the Engineering/GIS Intern has resigned and the position was
vacated on March 7, 2011; and
WHEREAS, rehiring the Engineering/GIS Intern will provide the much-needed
skilled help for daily public works activities, while providing assistance in meeting long-
term goals and objectives and regulatory mandates in a cost-effective manner.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Mounds View, Ramsey County, Minnesota as follows:
1. The Engineering/GIS Intern position is approved for part-time hours (up to 15 hours
per week) and full-time hours during summer and holiday breaks (up to 40 hours per
week) at an initial hourly rate of $11.75 without benefits, with the possibility of an
increase to $12.50 per hour after twelve months of continuous employment and a
satisfactory performance evaluation.
2. Staff is hereby authorized to advertise for the Engineering/GIS Intern position,
interview selected candidates, and present a finalist to the City Council for
consideration.
Adopted this 11th day of April, 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, City Administrator
(SEAL)
Item No: 7D
Meeting Date: April 11, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7771, Awarding a Construction Contract with
Northwest Asphalt, Inc. and Authorizing Bonestroo to Provide
Engineering Services for the Construction Phase of the 2011
Street and Utility Improvement Project – Area D
Background:
Detailed background information for the Street and Utility Program and the Area D project is
included as a reference at the end of this report. Much of this information was presented to
the Council in previous Staff Reports associated with prior approvals for the Area D project.
Discussion:
The City Council approved plans/specifications and authorized advertisement for bids for
Area D of the Street and Utility Improvement Program on February 28, 2011 (Res. 7747).
Eight bids were received and publicly read aloud at 2:00 pm on March 31, 2011 in the
Council Chambers. The bids have been tabulated, checked for mathematical errors, and
corrected in accordance with the contract requirements by the City’s consulting engineer,
Bonestroo.
Bids for the base schedule ranged from $1,969,374.79 to $2,219,279.90, and from $22,100
to $35,000 for the add alternate schedule for construction surveying work. The low base bid
amount was received by Northwest Asphalt, Inc. of Shakopee, Minnesota – the same
general contractor that performed construction for the Area B/C project. The bidding
environment continues to be excellent for this type of work, and the 1.5% range between
the three lowest base bids (12.7% overall) confirms this. The low bid is nearly $119,000
below that of the engineer’s estimate of $2,088,000.
Attached to this report is a letter from Bonestroo that summarizes the bids received. Given
the satisfactory performance on last year’s project, Public Works staff and Bonestroo both
recommend awarding the construction contract to Northwest Asphalt in the total bid amount
of $1,969,374.79. The add alternate bid of $35,000 for construction surveying is included
with the construction contract and will be performed by Bonestroo. Bonestroo provided the
City with a quote of $34,750 prior to the bid opening. Construction is anticipated to begin in
mid to late May 2011 and be complete by the end of September 2011.
Bonestroo has provided a letter proposal (see attached) to provide engineering services for
the construction phase of the project, which includes administration, inspection, surveying,
and closeout for the Area D project. The estimated fee associated with these services is
$250,000.
Recommendation:
Staff recommends that the City Council consider adopting Resolution 7771 that will award
the construction contract to Northwest Asphalt, Inc. of Shakopee, Minnesota for the 2011
Resolution 7771 Awarding a Construction Contract & Authorizing Engineering for the 2011 SUIP-Area D
April 11, 2011
Page 2
Street and Utility Improvement Project - Area D. In addition, Bonestroo will be authorized
provide engineering services associated with the construction phase of the project. By
adopting this resolution, construction for the project will begin in spring 2011.
Respectfully submitted,
Nick DeBar
Public Works Director
Attachments:
Resolution 7771
Bonestroo Bid Results Letter to City of Mounds View (dated April 5, 2011)
Bonestroo Letter Proposal (dated April 7, 2011)
Other Project Timeline and Prior City Council Action Summary:
A Streets and Utilities Improvement Program was created in response to petitioned
opposition to the 2007-2008 Street and Utility Improvement Project. Details of the Program
were largely developed by a Task Force group during 2007, with much input by residents,
City Staff, and consultants, and ultimately adopted by the City Council on October 22, 2007
(Res. 7176). The adopted Program includes design standards, a financing plan, a
prioritization/implementation (staging) plan, and a communication plan for implementing
reconstruction of approximately 26 miles of City-owned streets and associated utilities over
a 9-year period (2009-2018), with an estimated program cost of $28 million. Other aspects
relating to the Program were subsequently adopted, including the following:
• Streets and Utilities Committee: Adopted on February 11, 2008 (Res. 7223) to make
recommendations to the City Council on issues relating to the Program or specific
projects in areas of the Program.
• Stormwater Infiltration Program (SIP): Adopted on August 11, 2008 (Res. 7319) creating
components of the Program to install infiltration features to meet stormwater regulations.
An appeals process and parameters for the SIP was established on August 25, 2008
(Res. 7328).
• Non-Conforming Driveways: A policy was adopted on September 22, 2008 (Res. 7338)
to address non-conforming driveways in the Program areas.
• Private Improvement Program (PIP): Adopted on February 23, 2009 (Res. 7415) to allow
property owners adjacent to street projects the opportunity to perform private property
improvements in conjunction with the street project.
The first project in the Program (Area A) was substantially constructed during 2009. Five
miles of street and utility reconstruction was successfully performed in Area A. In addition,
the successful bidder was approximately $600,000 lower than anticipated by the engineer’s
estimate. Furthermore, actual construction costs are tracking close to $340,000 under the
construction contract amount, or approximately $940,000 below the engineer’s estimate.
Construction for Areas B and C (B/C) was substantially completed 2010 and, like Area A,
the successful bidder was approximately $440,000 below that of the engineer’s estimate
and actual construction costs are currently tracking $220,000 under the construction
contract amount or $660,000 below that of the engineer’s estimate. Therefore, combined
actual construction costs for Areas A thru C are roughly $1.6M below that of the engineer’s
Resolution 7771 Awarding a Construction Contract & Authorizing Engineering for the 2011 SUIP-Area D
April 11, 2011
Page 3
estimate at bid time.
Area D of the Program includes St. Stephen, Pinewood Court, Jackson Drive, Adams
Street, Groberg Street, Lambert Drive, Erickson Road, Clifton Drive, Raymond Avenue, and
Belle Lane. These roads are generally located between County Road H2 and I and are on
track for a 2011 construction schedule. A map of Area D is attached for reference.
The City Council has taken the following steps, thus far, specifically for the 2011 Street and
Utility Improvement Project – Area D:
• Preliminary Survey-Area D: Approved September 28, 2009 (Res. 7504);
• Authorized Design Phase/Plans & Specs: Adopted July 12, 2010 (Res. 7643);
• Authorized Geotechnical/Environmental Evaluations: Adopted Sept. 13, 2010 (Res.
7673);
• Pinewood Court Design Configuration: Adopted Sept. 27, 2010 (Res. 7675);
• Jackson Drive Design Configuration: Adopted Oct. 25, 2010 (Res. 7693);
• Concrete Sidewalk on County Road H2: Adopted Oct. 25, 2010 (Res. 7694);
• Denied SIP Appeals/Approved Inf. Basin Locations: Adopted Nov. 18, 2010 (Res. 7702);
• Approved Plans/Specifications, set bid date, and authorized Bonestroo to provide
engineering services for the Bid Phase: Adopted Feb. 28, 2011 (Res. 7747).
In addition to the above, various neighborhood meetings were held to get input from
residents regarding non-standard street designs, both as stand-alone meetings and as part
of the Street and Utility Committee meetings. One remaining item to finalize is the
pavement marking configuration for the bump-out parking at Lambert Park. This will need
to be determined by mid-summer.
Item No: 7D
Meeting Date: April 11, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7771, Awarding a Construction Contract with
Northwest Asphalt, Inc. and Authorizing Bonestroo to Provide
Engineering Services for the Construction Phase of the 2011
Street and Utility Improvement Project – Area D
Background:
Detailed background information for the Street and Utility Program and the Area D project is
included as a reference at the end of this report. Much of this information was presented to
the Council in previous Staff Reports associated with prior approvals for the Area D project.
Discussion:
The City Council approved plans/specifications and authorized advertisement for bids for
Area D of the Street and Utility Improvement Program on February 28, 2011 (Res. 7747).
Eight bids were received and publicly read aloud at 2:00 pm on March 31, 2011 in the
Council Chambers. The bids have been tabulated, checked for mathematical errors, and
corrected in accordance with the contract requirements by the City’s consulting engineer,
Bonestroo.
Bids for the base schedule ranged from $1,969,374.79 to $2,219,279.90, and from $22,100
to $35,000 for the add alternate schedule for construction surveying work. The low base bid
amount was received by Northwest Asphalt, Inc. of Shakopee, Minnesota – the same
general contractor that performed construction for the Area B/C project. The bidding
environment continues to be excellent for this type of work, and the 1.5% range between
the three lowest base bids (12.7% overall) confirms this. The low bid is nearly $119,000
below that of the engineer’s estimate of $2,088,000.
Attached to this report is a letter from Bonestroo that summarizes the bids received. Given
the satisfactory performance on last year’s project, Public Works staff and Bonestroo both
recommend awarding the construction contract to Northwest Asphalt in the total bid amount
of $1,969,374.79. The add alternate bid of $35,000 for construction surveying is included
with the construction contract and will be performed by Bonestroo. Bonestroo provided the
City with a quote of $34,750 prior to the bid opening. Construction is anticipated to begin in
mid to late May 2011 and be complete by the end of September 2011.
Bonestroo has provided a letter proposal (see attached) to provide engineering services for
the construction phase of the project, which includes administration, inspection, surveying,
and closeout for the Area D project. The estimated fee associated with these services is
$250,000.
Recommendation:
Staff recommends that the City Council consider adopting Resolution 7771 that will award
the construction contract to Northwest Asphalt, Inc. of Shakopee, Minnesota for the 2011
Resolution 7771 Awarding a Construction Contract & Authorizing Engineering for the 2011 SUIP-Area D
April 11, 2011
Page 2
Street and Utility Improvement Project - Area D. In addition, Bonestroo will be authorized
provide engineering services associated with the construction phase of the project. By
adopting this resolution, construction for the project will begin in spring 2011.
Respectfully submitted,
Nick DeBar
Public Works Director
Attachments:
Resolution 7771
Bonestroo Bid Results Letter to City of Mounds View (dated April 5, 2011)
Bonestroo Letter Proposal (dated April 7, 2011)
Other Project Timeline and Prior City Council Action Summary:
A Streets and Utilities Improvement Program was created in response to petitioned
opposition to the 2007-2008 Street and Utility Improvement Project. Details of the Program
were largely developed by a Task Force group during 2007, with much input by residents,
City Staff, and consultants, and ultimately adopted by the City Council on October 22, 2007
(Res. 7176). The adopted Program includes design standards, a financing plan, a
prioritization/implementation (staging) plan, and a communication plan for implementing
reconstruction of approximately 26 miles of City-owned streets and associated utilities over
a 9-year period (2009-2018), with an estimated program cost of $28 million. Other aspects
relating to the Program were subsequently adopted, including the following:
• Streets and Utilities Committee: Adopted on February 11, 2008 (Res. 7223) to make
recommendations to the City Council on issues relating to the Program or specific
projects in areas of the Program.
• Stormwater Infiltration Program (SIP): Adopted on August 11, 2008 (Res. 7319) creating
components of the Program to install infiltration features to meet stormwater regulations.
An appeals process and parameters for the SIP was established on August 25, 2008
(Res. 7328).
• Non-Conforming Driveways: A policy was adopted on September 22, 2008 (Res. 7338)
to address non-conforming driveways in the Program areas.
• Private Improvement Program (PIP): Adopted on February 23, 2009 (Res. 7415) to allow
property owners adjacent to street projects the opportunity to perform private property
improvements in conjunction with the street project.
The first project in the Program (Area A) was substantially constructed during 2009. Five
miles of street and utility reconstruction was successfully performed in Area A. In addition,
the successful bidder was approximately $600,000 lower than anticipated by the engineer’s
estimate. Furthermore, actual construction costs are tracking close to $340,000 under the
construction contract amount, or approximately $940,000 below the engineer’s estimate.
Construction for Areas B and C (B/C) was substantially completed 2010 and, like Area A,
the successful bidder was approximately $440,000 below that of the engineer’s estimate
and actual construction costs are currently tracking $220,000 under the construction
contract amount or $660,000 below that of the engineer’s estimate. Therefore, combined
actual construction costs for Areas A thru C are roughly $1.6M below that of the engineer’s
Resolution 7771 Awarding a Construction Contract & Authorizing Engineering for the 2011 SUIP-Area D
April 11, 2011
Page 3
estimate at bid time.
Area D of the Program includes St. Stephen, Pinewood Court, Jackson Drive, Adams
Street, Groberg Street, Lambert Drive, Erickson Road, Clifton Drive, Raymond Avenue, and
Belle Lane. These roads are generally located between County Road H2 and I and are on
track for a 2011 construction schedule. A map of Area D is attached for reference.
The City Council has taken the following steps, thus far, specifically for the 2011 Street and
Utility Improvement Project – Area D:
• Preliminary Survey-Area D: Approved September 28, 2009 (Res. 7504);
• Authorized Design Phase/Plans & Specs: Adopted July 12, 2010 (Res. 7643);
• Authorized Geotechnical/Environmental Evaluations: Adopted Sept. 13, 2010 (Res.
7673);
• Pinewood Court Design Configuration: Adopted Sept. 27, 2010 (Res. 7675);
• Jackson Drive Design Configuration: Adopted Oct. 25, 2010 (Res. 7693);
• Concrete Sidewalk on County Road H2: Adopted Oct. 25, 2010 (Res. 7694);
• Denied SIP Appeals/Approved Inf. Basin Locations: Adopted Nov. 18, 2010 (Res. 7702);
• Approved Plans/Specifications, set bid date, and authorized Bonestroo to provide
engineering services for the Bid Phase: Adopted Feb. 28, 2011 (Res. 7747).
In addition to the above, various neighborhood meetings were held to get input from
residents regarding non-standard street designs, both as stand-alone meetings and as part
of the Street and Utility Committee meetings. One remaining item to finalize is the
pavement marking configuration for the bump-out parking at Lambert Park. This will need
to be determined by mid-summer.
RESOLUTION 7771
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AWARDING A CONSTRUCTION CONTRACT WITH NORTHWEST ASPHALT, INC.
AND AUTHORIZING BONESTROO TO PROVIDE ENGINEERING SERVICES FOR
THE CONSTRUCTION PHASE OF THE 2011 STREET AND UTILITY IMPROVEMENT
PROJECT – AREA D
WHEREAS, the City Council adopted Resolution 7176 on October 22, 2007
establishing the Street and Utility Improvement Program (Program), which includes nine
Street and Utility Improvement Projects identified as Areas A through I; and
WHEREAS, the City Council adopted Resolution 7504 on September 28, 2009
authorizing preliminary surveying activities for Area D of the Program; and
WHEREAS, the City Council adopted Resolution 7643 on July 12, 2010
authorizing Bonestroo to perform engineering services for the design phase for Area D
of the Program; and
WHEREAS, the City Council adopted Resolution 7673 on September 13, 2010
authorizing Braun Intertec Corporation to perform a preliminary geotechnical and
environmental evaluation for the design phase for Area D of the Program; and
WHEREAS, the City Council adopted Resolution 7675 on September 13, 2010
approving a non-standard street design configuration for Pinewood Court in Area D of
the Program; and
WHEREAS, the City Council adopted Resolution 7693 on October 25, 2010
approving a non-standard street design configuration for Jackson Drive in Area D of the
Program; and
WHEREAS, the City Council adopted Resolution 7694 on October 25, 2010
approving the construction of a concrete sidewalk along County Road H2 between
County Road 10 and Jackson Drive in Area D of the Program; and
WHEREAS, the City Council adopted Resolution 7702 on November 18, 2010
denying Stormwater Infiltration Program appeals and approving the proposed locations
of stormwater infiltration basins in Area D of the Program; and
WHEREAS, plans and specifications for the 2011 Street and Utility Improvement
Project – Area D (Project) have been prepared in general accordance with the Program
standards and all subsequent Resolutions noted above; and
WHEREAS, Bonestroo has provided a letter agreement to provide engineering
services for the bid phase of the Project for an maximum fee of $7,000 and a proposed
amendment not to exceed $9,000 for the design phase of the Project to account for
expanded work scope of the Project; and
WHEREAS, on February 23, 2011 the Rice Creek Watershed District gave
conditional approval (CAPROC) for the Project; and
WHEREAS, on March 28, 2011 the Minnesota Department of Transportation
approved plans and specifications for the Project and providing State Aid funding; and
WHEREAS, on February 28, 2011 the City Council adopted Resolution 7747
approving the plans and specifications, setting the bid date, and authorizing the
advertisement for bids for the Project; and
WHEREAS, on March 31, 2011 at 2:00 pm, eight sealed bids were received
ranging from $1,969,374.79 to $2,212,279.90 for construction of the base bid schedule
for the Project; and
WHEREAS, the lowest responsive base bid of $1,969,374.79 was received by
Northwest Asphalt, Inc. of Shakopee, Minnesota.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Mounds View, Ramsey County, Minnesota as follows:
1. The Bid Proposal submitted by Northwest Asphalt, Inc. in the total base bid amount
of $1,969,374.79 for constructing the 2011 Street and Utility Improvement Project –
Area D is the lowest responsive bid.
2. A construction contract to perform said work at said price is awarded to Northwest
Asphalt, Inc.
3. The City Attorney is authorized to review the prepared construction contract
agreements and any associated documentation submitted by Northwest Asphalt,
Inc.
4. Upon satisfactory review of the prepared construction contract agreements and
documentation by the City Attorney, the Mayor and Clerk-Administrator are hereby
authorized and directed for and on behalf of the City to execute and enter into a
construction contract agreement with Northwest Asphalt, Inc. of Shakopee,
Minnesota for the construction of the 2011 Street and Utility Improvement Project –
Area D.
5. The letter agreement dated April 7 2011 submitted by Bonestroo to provide
engineering services for the construction phase is accepted by the City.
Compensation as outlined in the letter proposal will be on an hourly basis with
reimbursable expenses with a estimated fee amount of $250,000.
Adopted this 11th day of April, 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, City Administrator
(SEAL)
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View April 5, 2011
Area D – Construction Phase Services Page 2
Scope of Work
The engineering activities necessary for a project within the Mounds View Street and Utility
Improvement Program can be broken down into three main phases: 1) design of the project; 2)
bidding activities to obtain a contractor; and 3) construction.
Based on discussion with City Staff, the anticipated engineering activities have been organized
into those main phases. Tasks have been defined within each phase to further identify the work.
The phases and tasks essentially follow a chronological sequence. An outline of the anticipated
phases and tasks for the Area D project is shown in Exhibit A with this letter.
The Design Phase engineering services were authorized by City Council on July 12, 2010. The
Design Phase was substantially completed with the approval of the construction documents by
the City Council. The project entered the Bidding Phase on February 28, 2011, and bids were
received on March 31, 2011. The Bidding Phase will culminate with the award and execution of a
construction contract, anticipated for authorization by the City Council on April 11, 2011.
The scope of the Construction Phase would be such to guide the project from execution of the
construction contract through substantial completion of the work, as well as through completion
of the final punch list, close out of the construction contract, and preparation of record drawings.
The Construction Phase would overlap with the completion of certain tasks within the Design
Phase and Bidding Phase. Final activities of the Design Phase that would occur during the
Construction Phase include items such as final activities to obtain project permits and agency
approvals. Final activities of the Bidding Phase that would occur during the Construction Phase
include the preparation and distribution of the construction contract documents.
Construction Phase – Task Description
This section will provide a description of each task within the Construction Phase to assist in
understanding of the work to be performed. For those tasks where applicable, it will also identify
the deliverable / end result to be achieved by the task.
Construction Phase – Summary List of Tasks
1.Project Management / Administration
2.Meetings
3.Surveying
4.Construction Observation and Documentation
5.Construction Engineering
6.Record Drawings
7.Other
Task 1: Project Management / Administration
x Management of the scope, schedule, and fee of the engineering activities for the
Construction Phase, to ensure they stay within the parameters provided in this letter
agreement. If circumstances of the project necessitate, this task would also include
identifying situations where deviations must be made, upon mutual agreement.
x Management of Bonestroo personnel assigned to the project to ensure work is done
efficiently and effectively.
x Preparation of the quantity record book for the construction contract.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View April 5, 2011
Area D – Construction Phase Services Page 3
x Preparation of requests for payments within the construction contract.
x Preparation and distribution of the notice for the Preconstruction Meeting with the
contractor.
x Preparation of the agenda for the Preconstruction Meeting with the contractor.
x Preparation and distribution of minutes from the Preconstruction Meeting with the
contractor.
x All activities associated with project invoicing.
x Other miscellaneous administrative duties not associated with a specific task under
the Construction Phase.
¾Deliverable / End Result:Contract quantity record book. Requests for payments
to the contractor. Notice, agenda, and minutes from the Preconstruction meeting
with the contractor. Project invoices for Bonestroo services.
Task 2: Meetings
x All meetings attended by Bonestroo personnel, with the exception of internal
meetings of the Bonestroo project team.
x Meetings included under this Task would include, but not necessarily be limited to,
the following:
-Neighborhood Preconstruction Meeting for the public.
-Preconstruction meeting with the contractor.
-Weekly project status meetings.
x Immediate preparation in advance of a meeting would be included in this Task. An
example would be review of the presentation for the Neighborhood Preconstruction
Meeting prior to attendance.
x However, preparation of materials for a meeting are not included under this task.
For example, if Bonestroo prepared the presentation for the Neighborhood
Preconstruction meeting, the time to prepare that document would not be included
under this task.
x Travel time to meetings would be included under this task.
¾Deliverable / End Result:Attendance at meetings.
Task 3: Surveying
x Construction surveying as described in the Project Manual. (Note: Allowance for this
sub-task is $34,750.00 per quote provided to City on March 25, 2011.)
x Control surveying as described in the Project Manual.
x This Task does not include any activity to provide surveying for private utility
improvements (i.e. natural gas, electric, telephone). Any such surveying required for
private utilities is beyond the scope of services of this agreement.
¾Deliverable / End Result:Control points. Construction stakes.
Task 4: Construction Observation & Documentation
x Preparatory work by Bonestroo construction management personnel in advance of
the start of construction. These activities may include, but not necessarily be limited
to, the following:
-Site visits to document pre-construction conditions.
-Marking removal limits.
-Coordination with representatives of private utility companies.
-Informal on-site meetings with property owners.
x Overall coordination and observation of construction activities.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View April 5, 2011
Area D – Construction Phase Services Page 4
x Documentation of construction quantities, including coordination with contractor
to verify and corroborate as necessary.
x Compile information for preparation of requests for payments within the
construction contract.
x Perform necessary inspections per requirements of the NPDES General
Stormwater Permit, including associated reports.
x Perform punch list inspections, including preparation of the punch list.
(Note: Allowance has been made for an initial punch list inspection and final
punch list inspection. Additional inspections would require an increase in scope.)
¾Deliverable / End Result:Weekly activity reports. Inspection reports. Initial
punch list. Final punch list.
Task 5: Construction Engineering
This Task is intended primarily for use by Bonestroo design personnel in support of the
construction management personnel and to promote effective progress of the
construction activities. This Task may also be used by construction management
personnel during non-construction periods.
x Review of project submittals (i.e. shop drawings, mix designs, etc.)
x Coordination with representatives of private utility companies.
x Assist City Staff with preparation of materials for the Neighborhood Preconstruction
Meeting.
x Assist City Staff with preparation of the initial project construction notice to residents.
x Assist City Staff with preparation of the schedule of costs for the Private
Improvement Program.
x Preparation and distribution of construction documents based on the bidding
documents, incorporating any necessary developments since approval by the City
Council (i.e. comments from MnDOT State Aid).
x Revisions to construction drawings during construction as necessary.
x Preparation of stake out files for use in construction survey.
x Preparation of construction notices.
x Site visits as necessary to assist with interpretation of the construction documents or
investigate construction conditions.
x Interaction with agency representatives (i.e. Ramsey County, MnDOT, RCWD).
x Review of testing results.
x Review of labor compliance information submitted by the contractor.
x Calculation of constructed infiltration volumes. Preparation of reporting to RCWD.
x Close out of project permits.
x Close out of construction contract.
x This Task does not include any activity related to change orders to the construction
contract. Engineering services for any change orders deemed necessary to the
contract would require an increase in scope.
¾Deliverable / End Result:Construction documents. Construction notices. Final
report to RCWD. Various correspondence.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View April 5, 2011
Area D – Construction Phase Services Page 5
Task 6: Record Drawings
x Field measurements of constructed improvements necessary for preparing updated
record drawings.
x Field measurements of infiltration features necessary for calculation of constructed
volumes.
x Preparation of record drawings.
x Transmittal of record drawings to City. Transmittal shall include:
-1 set of full size (22”x34”) drawings.
-1 set of half size (11”x17”) drawings.
-1 set of PDF drawings on disc.
¾Deliverable / End Result:Record drawings – full size, half size, PDF. Estimated
delivery date for record drawings is March 15, 2012.
Task 7: Other
x This task shall be used for any activity not covered by the previous tasks defined for
the Construction Phase.
-Any activity recorded on this task will be reviewed with City Staff to
determine whether:
The activity warrants creation of a new task.
The activity is appropriate to be included in one of the previous
defined tasks.
The activity should simply be left on this “Other” task.
¾Deliverable / End Result:None.
Task: Direct Project Expenses
x In addition to the labor associated with the performance of the tasks defined above,
there will be some amount of direct project expenses incurred during performance of
the Construction Phase of the project. Examples of such expenses would include,
but not be limited to, mileage, printing costs, and survey equipment.
-Direct Project Expenses are reimbursable per the existing Professional
Services Agreement between Bonestroo and the City.
-Rates for the Direct Project Expenses proposed for this project are
shown on Exhibit B included with this letter.
Estimated Cost – Construction Phase Engineering Services
We have performed an estimate of the anticipated effort necessary to complete the work of the
Construction Phase for the Area D Street and Utility Improvement Project. The estimate has
been developed based on the preceding discussion of the scope of work, historical information
from the projects in Area A and Areas B/C, as well as our understanding of the requirements and
expectations of the City of Mounds View. The estimated cost of the engineering services for the
Construction Phase of the project is shown below:
Area D – Street & Utility Improvement Project
Construction Phase Engineering Services
Estimated Cost
$250,000
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View April 5, 2011
Area D – Construction Phase Services Page 6
The amount of actual engineering services needed for the Construction Phase can vary based on
factors beyond the control of the engineer or the City. These factors can include such things as
the number and nature of questions received from property owners and residents, unforeseen
conditions encountered during construction, and severe weather. The cost estimate provided
above has been based on typical levels of activity for a project of this nature.
Compensation Structure
A direct hourly compensation structure is being used for all engineering services on the Area D
Street and Utility Improvement Project. This was established with the letter agreement for the
Design Phase, approved by the City Council on July 12, 2010, and was continued in the Bidding
Phase, approved by the City Council on February 28, 2011. It is proposed the compensation
structure for the Design Phase and Bidding Phase be continued in the Construction Phase.
Until the new Master Service Agreement between the City and Bonestroo is in place, it is
necessary to amend the existing Professional Services Agreement in order to use the hourly
compensation structure. It is suggested that as part of this letter agreement, Appendix D of the
existing Professional Services Agreement be suspended, and be replaced with the following
language for the Area D Street and Utility Improvement Project:
“The City shall pay the Engineer for services under the Construction Phase of the
project on an hourly basis in accordance with the Billing Rate Schedule shown in
Exhibit B attached to this letter.”
Exhibit B included with this letter shows the proposed Rate Schedule for the project. It is broken
down by classification of the personnel. Within each classification is a range, to allow for
differentiation of experience level within a classification category. Included with the Rate
Schedule is a listing of the specific rates for several individuals who regularly provide service to
the City, as well as others who may be anticipated to work on the project in Area D. It should be
noted the rates for the Construction Phase are exactly the same as were used for the Design
Phase and Bidding Phase.
Schedule – Overview
A preliminary schedule for the Area D Street and Utility Improvement Project was prepared in
July 2010 at the time City Council authorization was given to proceed with the Design Phase. An
updated version of the schedule is shown on Figure 2 included with this letter. The milestones
listed in the Design Phase and Bidding Phase were met; therefore the schedule is still correct for
the Construction Phase, assuming the City Council awards a construction contract at their
meeting of April 11, 2011.
The project is on schedule for construction starting in May 2011 with the substantial completion
of construction to be achieved by September 30, 2011.
Summary
Hopefully this provides a sufficient summary of the estimated engineering activities and costs
associated with the Construction Phase of the Street and Utility Improvement Project for Area D.
If so, it is respectfully requested this information be presented to the City Council at their next
meeting for consideration of authorization to proceed with the Construction Phase. We will be
present at the meeting to assist in discussion as necessary.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View April 5, 2011
Area D – Construction Phase Services Page 7
If this letter agreement is approved by the City Council, have the appropriate individuals sign two
copies of this letter, keep one for your file and return one copy to my attention at our office.
We appreciate this opportunity to further our relationship with Mounds View through continued
services for the next phase of the Street and Utility Improvement Project in Area D. We look
forward to working with City Council, Staff, and residents, and are excited to help the City
develop a successful project!
Please do not hesitate to contact me at (651) 604-4803 if you have questions regarding the
information presented here or if you wish to discuss this issue further in advance of the meeting.
Respectfully Submitted,
BONESTROO
Joseph R. Rhein, P.E
Attachments: Figure 1 – Street and Utility Improvement Program Map
Figure 2 – Estimated Project Schedule – Updated 4-5-11
Exhibit A – Estimated Engineering Services Summary – Updated 4-5-11
Exhibit B – Rate Schedule – Construction Phase
In witness whereof, the parties hereto have made and executed this Agreement as of the day
and year indicated below.
BONESTROO, INC.
By
____________________________________
(Printed Name)
Title _______________________________
Date
CITY OF MOUNDS VIEW, MN
By
Joe Flaherty, Mayor
Date
By
James Ericson, Administrator
Date
FIGURE 2
ITEM
Preliminary Survey
Authorize Design Phase
Identify Non-Standard Items with
Streets & Utilities Committee
Neighborhood Meeting
Preliminary List of Infiltration Features
Stormwater Informational Meeting
SIP Appeals due
SIP Appeals Considered by
Streets and Utilities Committee
SIP Appeals Considered by City Council
Rice Creek Watershed District (RCWD)
Permit Application Assembly
RCWD Permit Application Submitted
RCWD Board Meeting
Permit Receives Conditional Approval
Approve Plans & Specifications
Approval from MnDOT State Aid
Open Bids
Award Construction Contract
Neighborhood Preconstruction Meeting
Construction Begins
Construction Substantially Complete
completed items shown in strikethrough
March 28, 2011
February 23, 2011
BIDDINGFebruary 28, 2011
March 31, 2011
CONSTRUCTIONApril 11, 2011
Late Apr - Early May 2011
Mid - Late May 2011
September 30, 2011
January 14, 2011
DATE
DESIGNFall 2009
July 12, 2010
August 16, 2010
September 20, 2010
September 20, 2010
October 18, 2010
November 5, 2010
November 22, 2010
Nov. 23 - Jan. 14, 2010
November 15, 2010
City of Mounds View
Area D Street & Utility Improvement Project
Figure
Bonestroo File No. 435-09139-0
Prepared by Bonestroo
Updated 4/5/2011
PHASE
7/8/2010
EXHIBIT A
Summary of Estimated Engineering Fee by Phases1
Phase Estimated Fee
Preliminary Survey (completed fall 2009)14,750$
Design 243,000$
Tasks within Design Phase:
1 Project Management / Administration
2 Meetings
3 Base Drawing
4 Field Reconnaissance
5 Non-Standard Street Issues
6 Stormwater Management
7 Permitting & Agency Coordination
8 Construction Drawings
9 Project Manual
10 Other
Direct Project Expenses
Bidding 7,000$
Tasks within Bidding Phase:
1 Project Management / Administration
2 Meetings / Bid Opening
3 Contractor Questions
4 Addenda
5 Other
Direct Project Expenses
Construction 250,000$
Tasks within Construction Phase:
1 Project Management / Administration
2 Meetings
3 Surveying1
4 Construction Observation & Documentation
5 Construction Engineering
6 Record Drawings
7 Other
Direct Project Expenses
Total Estimated Engineering Fee - Area D 514,750$
Notes:1Task includes construction surveying, control surveying, and all other necessary sruvey activities
Updated 4/5/11
City of Mounds View
Area D Street & Utility Improvement Project
Estimated Engineering Services Summary
Bonestroo File No. 435-09139-0
Prepared by Bonestroo
7/8/2010
EXHIBIT B
LABOR RATES FOR PERSONNEL
Classification
Senior Principal 125.00$-159.00$
Principal 119.00$-149.00$
Specialist*110.00$-228.00$
Project Manager 115.00$-149.00$
Senior Geologist | Environmental Health & Safety Specialist | Hygienist 125.00$149.00$
Senior Engineer| Scientist | Architect |Landscape Architect | Planner 110.00$-144.00$
Architect | Landscape Architect 99.00$-119.00$
Land Surveyor 85.00$-144.00$
Engineer | Planner | Scientist | Geologist | Hygienist | EH&S Specialist 83.00$-119.00$
Designer | GIS | Landscape Designer |Graphics 83.00$-104.00$
Engineering Technician | Senior Project Technician 65.00$-98.00$
Project Technician 44.00$-67.00$
Field Supervisor 88.00$-135.00$
Crew Chief 68.00$-114.00$
Inspector 67.00$-92.00$
Environmental/Agricultural Inspector 75.00$140.00$
Survey Technician 46.00$-67.00$
* Specialist: Experts in highly technical disciplines including Principal Planners, Market Analyst and
Certified Industrial Hygienist
4/5/2011
City of Mounds View
Area D Street & Utility Improvement Project
Rate Schedule - Construction Phase
Bonestroo File No. 435-09139-0
Prepared by Bonestroo
B-1
EXHIBIT B
LABOR RATES FOR ANTICIPATED SPECIFIC PERSONNEL
Joe Rhein Project Manager 149.00$
Mike Nill Project Manager 132.00$
Brad Schleeter Project Manager 115.00$
Mike Warner Engineer 112.00$
Dan Thill Engineering Technician 98.00$
Lori Bernstrom Project Technician 67.00$
Patty Wegener Project Technician 67.00$
Cathy White Project Technician 67.00$
Harlan Olson Field Supervisor 135.00$
Cristina Mlejnek Engineer 91.00$
Intern - Inspector 67.00$
Bruce Murray Senior Crew Chief 114.00$
Pat Walker Crew Chief 80.00$
RATES FOR EQUIPMENT (hourly unless otherwise noted)
GPS Survey Equipment 38.00$
Total Station Survey Equipment 28.00$
GIS Workstation Equipment 22.00$
GPS Sub meter Unit (per use)80.00$
Flow Meter (per week)200.00$
Air Detection Equipment (per half day)25.00$
B-2
EXHIBIT B
REIMBURSABLE EXPENSES
Mileage
Standard Vehicle (per mile)1 0.51$
Survey Vehicle (per mile)0.65$
1Rates subject to change based upon change in federal rate
Printing & Plotting
Black & White Copies (per sheet)8-1/2"x11"0.08$
11"x17"0.14$
Color Copies (per sheet)8-1/2"x11"0.50$
11"x17"1.00$
Black & White Plots (per square foot)bond paper 0.20$
Color Plots (per square foot)bond paper 4.00$
hi-gloss paper 6.00$
Laminating (per sheet)8-1/2"x11"1.00$
11"x17"2.00$
Book Binding (per book)2.00$
Plan Set Binding (per set)11"x17"0.50$
22"x34"w/ backer 2.75$
Other expenses (telephone, postage, delivery, etc)
Per Paragraph 3.4 of the existing Professional Services Agreement
B-3
Item No: 08A
Meeting Date: April 11, 2011
Type of Business: CA
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Desaree Crane, Assistant City Administrator
Item Title/Subject: Resolution 7769, Authorizing Severance Payment to
Kenneth Roberts, Community Development Director
Background
In accordance with Resolution 7760, the last day of employment for Mr. Roberts is April 11,
2011, and the last day of work was March 28, 2011. This was also specified in the Notice of
Layoff provided to Mr. Roberts.
Discussion
Resolution 7769 provides for a payout of Mr. Roberts’ time into his Retirement Health
Savings Plan. In accordance with the Mounds View Personnel Manual, Mr. Roberts is
authorized a sick time payout totaling $5,329.73 to his Retirement Health Savings Plan. This
is calculated as 244.82 accrued sick hours times 50% times his hourly rate of $43.54.
Resolution 7769 provides for a payout of Mr. Roberts’ vacation time. In accordance with
the Mounds View Personnel Manual, Mr. Roberts is authorized a vacation time payout
totaling $2,893.23. This is calculated as 66.45 times his hourly rate of $43.54.
Resolution 7769 further authorizes a Floating Holiday payout in accordance with Resolution
7760 (attached) in the amount of $348.32. This is calculated as 8 hours times his hourly rate
of $43.54. In addition, and in accordance with Resolution 7760, Mr. Roberts is authorized a
severance payment of one week’s pay for each completed year of service, which is two
weeks or 80 hours at a severance payment of $3,483.20. This is calculated at 80 hours
times his hourly rate of $43.54.
Recommendation
Staff recommends approving Resolution 7769 in accordance with the Mounds View
Personnel Manual and attached Resolution 7760.
Respectfully submitted,
_______________________
Desaree Crane
RESOLUTION NO. 7769
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION APPROVING SEVERANCE FOR
COMMUNITY DEVELOPMENT DIRECTOR KENNETH ROBERTS
WHEREAS, Kenneth Roberts’ position as Community Development Director was
eliminated in accordance with Resolution 7760; and
WHEREAS, the balance of accrued and unused sick leave time is 244.82 hours as
of April 11, 2011; and
WHEREAS, the balance of accrued and unused vacation is 66.45 as of April 11,
2011; and
WHEREAS, in accordance with Resolution 7760, the balance of unused floating
holidays is 8 hours; and
WHEREAS, in accordance with Resolution 7760, Mr. Roberts is authorized one
week’s pay for each completed year of service, totaling to 2 weeks pay or 80 hours; and
WHEREAS, Kenneth Roberts’ current rate of pay is $43.54 per hour; and
WHEREAS, the maximum potential payout of sick time will be 244.82 hours x 50%
x $43.54 = $5,329.73; and
WHEREAS, the maximum potential payout of vacation time will be 66.45 hours x
$43.54 = $2,893.23; and
WHEREAS, consistent with Resolution 7760, the maximum potential payout of
unused floating holidays will be 8 hours x $43.54 = $348.32; and
WHEREAS, consistent with Resolution 7760 the maximum potential payout of
completed years of service will be 80 hours x $43.54 = $3,483.20; and
WHEREAS, $5,329.73 will be contributed to Kenneth Roberts’ Retirement Health
Savings Plan in accordance with the Mounds View Personnel Manual.
NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council
approves a one-time payout of sick time not to exceed $5,329.73 into Kenneth Roberts’
Retirement Health Saving Plan in accordance with the Mounds View Personnel Manual.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the Mounds View City
Council approves a one-time payout of vacation to Mr. Roberts not to exceed $2,893.23,
consistent with the Mounds View Personnel Manual.
Resolution 7769
Page 2
NOW THEREFORE BE IT FINALLY RESOLVED, that the Mounds View City
Council approves a one-time layoff severance and floating holiday payout to Mr. Roberts
not to exceed $3,831.52, consistent with Resolution 7760.
Adopted this 11th day of April, 2011.
________________________________
Joe Flaherty, Mayor
ATTEST:
________________________________
James Ericson, City Administrator
(seal)
RESOLUTION NO. 7760
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION AUTHORIZING THE ELIMINATION (LAYOFF) OF THE COMMUNITY
DEVELOPMENT DIRECTOR POSITION HELD BY KENNETH ROBERTS AND
PROVIDING FOR SEVERANCE
WHEREAS, the City Council has directed the City Administrator to evaluate staffing
and make recommendations that would result in a potential reduction in workforce and a
reduction in budget expenditures; and,
WHEREAS, revenues in the Community Development Department, collected
through building permit, planning fees, plan review fees and contractor licenses, have
decreased substantially over the last two years; and,
WHEREAS, as a result of market forces and a poor economy, the volume of
building and planning activity within said Department has decreased substantially over the
last two years; and,
WHEREAS, as a result of the decreased revenue and the decreased activity, it has
become evident that the Community Development Department has more staff than
presently necessary; and,
WHEREAS, in recognition of certain factors including duties, responsibilities,
longevity and compensation, in combination with the reduced departmental workload, the
City Administrator has determined that the position of Community Development Director,
currently held by Kenneth Roberts, can no longer be supported; and,
WHEREAS, Section 4.15 of the City’s Personnel Policy provides that the “City
Administrator, with the approval of the City Council, may lay-off any employee whenever
such action is deemed necessary by reason of shortage of work funds, the elimination of
the position, changes in the organization, or other causes.”
NOW, THEREFORE BE IT RESOLVED, that the Mounds View City Council hereby
authorizes the City Administrator to eliminate the Community Development Director position
by means of layoff.
BE IT FURTHER RESOLVED, that last day of employment of Mr. Kenneth Roberts
shall be April 11, 2011, and the last day of work shall be March 28, 2011, as specified in the
Notice of Layoff provided to said employee.
BE IT FURTHER RESOLVED, Mr. Roberts shall receive a severance payment of
one week’s pay for each complete year of service plus any unused floating holidays, and be
accorded all other severance benefits as provided in the City’s Personnel Policy subject to
the terms and conditions therein.
Resolution 7760
March 28, 2011
Page 2
NOW THEREFORE BE IT FINALLY RESOLVED, that the City Administrator will
assume supervisory oversight of the Community Development Department with certain
duties being assumed by the remaining department staff and the City Administrator, as
needed.
Adopted this 28th day of March, 2011.
_________________________________
Joe Flaherty, Mayor
ATTEST:
________________________________
James Ericson, City Administrator
(seal)
Revisions made by Council Members Hull, Gunn and Mueller and Stigney, Assistant City Administrator Crane, and Planning Associate Heller
PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1
CITY OF MOUNDS VIEW 2
RAMSEY COUNTY, MINNESOTA 3
4
Regular Meeting 5
March 28, 2011 6
Mounds View City Hall 7
2401 Highway 10, Mounds View, MN 55112 8
7:00 P.M. 9
10
11
1. MEETING IS CALLED TO ORDER 12
13
2. PLEDGE OF ALLEGIANCE 14
15
3. ROLL CALL: Flaherty, Stigney, Hull, Mueller, Gunn. 16
17
NOT PRESENT: None. 18
19
4. APPROVAL OF AGENDA 20
A. Monday, March 28, 2011, City Council Agenda. 21
22
MOTION/SECOND: Mueller/Hull. To Approve the Monday, March 28, 2011, agenda as 23
presented. 24
25
Ayes – 5 Nays – 0 Motion carried. 26
27
5. PUBLIC INPUT 28
29
Mike Read, 2208 Lois Drive, understood the City was making cuts due to budget constraints. He 30
encouraged the Council to consider spending more wisely and re-evaluate expenses like the 31
Community Center to assure there was a return on the City’s investment. 32
33
Mayor Flaherty explained that at the next Council work session meeting the Council would be 34
reviewing every department within the City and placing a value on each entity. After this 35
information was thoroughly reviewed, additional changes could be made by the Council 36
regarding the Community Center. He noted the City has lost a great deal of State Aid with a loss 37
of LGA and market value homestead credits. 38
39
Dan Mueller, 8343 Groveland Road, thanked City staff for keeping the streets clear this past 40
winter as it was a difficult storm season. 41
42
6. SPECIAL ORDER OF BUSINESS 43
44
None. 45
Mounds View City Council March 28, 2011
Regular Meeting Page 2
1
7. COUNCIL BUSINESS 2
A. 7:05 p.m. Public Hearing to Consider Resolution 7758, Interim Use Permit 3
for a Temporary Tent at the Mermaid Entertainment Center, 2200 County 4
Road 10. 5
6
Planning Associate Heller stated the City received an application for an Interim Use Permit from 7
the Mermaid for a Temporary Tent at the Mermaid Entertainment Center at 2200 County Road 8
10. The Mermaid had received a five year permit for their temporary tent in 2010, but a recent 9
change in ownership has led to this new application. Staff had no objections to the request and 10
recommended the Council approve of the Resolution. 11
12
Mayor Flaherty opened the public hearing at 7:10 p.m. 13
14
Hearing no public input, Mayor Flaherty closed the public hearing at 7:10 p.m. 15
16
Council Member Mueller questioned how the tent has been used in the past and the intent of how 17
the tent will be used going into the future. Mike Anderson, new owner of The Mermaid, stated 18
the tent plans have not changed and it would be used from April through October for wedding 19
receptions or other corporate events. 20
21
Council Member Mueller asked how many people could be seated in the tent area. Dan Hall, 22
representative from The Mermaid explained the tent had the capacity to seat 500 people. 23
24
MOTION/SECOND: Mueller/Gunn. To Waive the Reading and Adopt Resolution 7758, an 25
Interim Use Permit for a Temporary Tent at the Mermaid Entertainment Center, 2200 County 26
Road 10. 27
28
Mayor Flaherty commented the tent would need to meet all fire codes and be in compliance with 29
all City codes. 30
31
Ayes – 5 Nays – 0 Motion carried. 32
33
B. 7:10 p.m. Public Hearing for the Introduction and First Reading of 34
Ordinance 858, Vacating Easements on 2320 County Road 10 and 5260 35
O’Connell Drive (as part of the Coventry Senior Living Development). 36
37
Planning Associate Heller indicated Coventry Senior Living was proceeding with a 95 unit senior 38
housing building on County Road 10 south of County Road H2. The site was being replatted to 39
combine the three lots into one. Because of this, the current easements were being vacated and 40
replaced with one easement to streamline the plat. Staff had no objections to the request and 41
recommended the Council hold the first reading and introduce the Ordinance. 42
43
Mayor Flaherty opened the public hearing at 7:17 p.m. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 3
Hearing no public input, Mayor Flaherty closed the public hearing at 7:17 p.m. 1
2
Mayor Flaherty questioned if the easements had to be vacated at this time. Planning Associate 3
Heller explained Coventry Senior Living applied for the vacation of the easements apart of the 4
plat process. The City was on the 60 day clock and the easement vacation was one step in the 5
process. 6
7
Mayor Flaherty encouraged the City to hold an additional neighborhood meetings regarding the 8
development. Planning Associate Heller indicated this would be up to the developer, as two 9
meetings required were held last summer. City Administrator Ericson explained the City has 10
completed all public input sessions necessary throughout the approval process. 11
12
Mayor Flaherty stated he would be in favor of the City holding one additional neighborhood 13
meeting to gain additional feedback on the final plans, and let neighbors know the project was 14
moving forward. 15
16
MOTION/SECOND: Mueller/Stigney. To Waive the First Reading and Introduce Ordinance 17
858, Vacating Easements on 2320 County Road 10 and 5260 O’Connell Drive (as part of the 18
Coventry Senior Living Development). 19
20
Ayes – 5 Nays – 0 Motion carried. 21
22
C. 7:15 p.m. Public Hearing to Consider Resolution 7761, Adopting a Special 23
Assessment Levy for Delinquent Public Utility Accounts and Unpaid False 24
Alarm Charges. 25
26
Finance Director Beer indicated a property within the City has become delinquent on both their 27
public utility account and false alarm charges. The property owner was notified of the public 28
hearing this evening. He explained the site was now for sale and to protect the City he 29
recommended the Council approve a special assessment against the property to assure future 30
payment. 31
32
Mayor Flaherty opened the public hearing at 7:25 p.m. 33
34
Hearing no public input, Mayor Flaherty closed the public hearing at 7:25 p.m. 35
36
MOTION/SECOND: Gunn/Mueller. To Waive the Reading and Adopt Resolution 7761, 37
Adopting a Special Assessment Levy for Delinquent Public Utility Accounts and Unpaid False 38
Alarm Charges. 39
40
Mayor Flaherty verified that the property owner was notified of the public hearing this evening. 41
42
Council Member Mueller noted the property owner could pay the assessment and avoid any 43
further interest charges if paid by April 28th. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 4
Ayes – 5 Nays – 0 Motion carried. 1
2
D. Resolution 7757, Approving the Coventry Senior Living of Mounds View 3
Final Plat & Developers Agreement. 4
5
Planning Associate Heller indicated Coventry Senior Living presented the City with a Final Plat. 6
She reviewed the plans in detail with the Council and recommended approval of the Final Plat 7
and developer’s agreement. 8
9
Mayor Flaherty questioned the timeline for the development and asked if Rice Creek Watershed 10
District had been contacted. Greg Johnson, Coventry Senior Living, stated Rice Creek 11
Watershed District has been contacted along with the County. He noted minor issues were being 12
handled and is hoping the banking crisis was now resolved. Mr. Johnson indicated local lenders 13
were being contacted and a positive response has been received for the development. 14
15
Council Member Mueller asked if the development would be managed by Coventry Senior 16
Living or sold to another entity. Mr. Johnson explained his intent was to stay involved in the 17
development and retain ownership. 18
19
Council Member Mueller inquired the number of jobs that would be brought to the community. 20
Mr. Johnson estimated three nurses, several chefs, several maintenance staff and 20-30 aids 21
would be needed to run the facility. 22
23
Council Member Mueller requested Mr. Johnson review the flow of traffic through the site. Mr. 24
Johnson reviewed the flow of traffic on the plat with the Council, confirming traffic would be in 25
the County Highway 10 side of the property. 26
27
Council Member Mueller asked if there would be any fencing or landscaping to the rear of the 28
property. Mr. Johnson stated there would be fencing around the memory care portion of the 29
building. There would not be fencing along O’Connell Drive but the grounds would be nicely 30
landscaped. 31
32
Mayor Flaherty questioned if the City was assuming any risk through the Developer’s 33
Agreement. City Attorney Riggs noted he had reviewed the Developer’s Agreement and had no 34
concerns of risk for the City at this time. 35
36
Council Member Gunn inquired if the developer has paid their $20,000 guarantee. Planning 37
Associate Heller explained this money would be paid prior to issuance of any building permits. 38
39
MOTION/SECOND: Mueller/Hull. To Waive the Reading and Adopt Resolution 7757, 40
Approving the Coventry Senior Living of Mounds View Final Plat and Developers Agreement. 41
42
Ayes – 5 Nays – 0 Motion carried. 43
44
E. Resolution 7763, Approving Contracts with 4 Seasons Tree Care, Inc. and 45
Mounds View City Council March 28, 2011
Regular Meeting Page 5
Upper Cut Tree Services to Perform 2011 Tree Removals. 1
2
Public Works Director DeBar stated as part of the City’s forestry activities, the City removes 3
trees in City parks and along rights-of-way. These trees could pose a hazard to sight lines or 4
could be diseased. The City has contracted the tree removal work in the past. Quotes have been 5
solicited. He noted the City had $28,000 for tree removal within the 2011 budget. Staff 6
recommends the Council approve tree removal contracts with 4 Seasons Tree Care and Upper 7
Cut Tree Service. 8
9
Council Member Stigney questioned if tree trimming was handled through this contract. Public 10
Works Director DeBar noted tree trimming was solicited under a separate bid and 4 Seasons Tree 11
Care would be the vendor providing these services for the City. 12
13
Council Member Stigney requested a copy of the tree trimming agreement. 14
15
Council Member Mueller asked if the contract included stump removal. Public Works Director 16
DeBar indicated stumps were ground down in front yards and this service was included in the 17
price of the contract. 18
19
MOTION/SECOND: Mueller/Stigney. To Waive the Reading and Adopt Resolution 7763, 20
Approving Contracts with 4 Seasons Tree Care, Inc. and Upper Cut Tree Services to Perform 21
2011 Tree Removals. 22
23
Ayes – 5 Nays – 0 Motion carried. 24
25
F. Resolution 7756, Approving a Memorandum of Understanding between the 26
City and LELS 232 about a Training Stipend. 27
28
City Administrator Ericson indicated this item was brought before the Council at the March 14th 29
meeting and was postponed to this evening. He explained the training stipend was not currently 30
in the Sergeant’s contract, but was included in the Patrol Officer’s contract, LELS 204. As a 31
result of recent promotions to Sergeant, training recently conducted by the department was 32
completed by Sergeants. 33
34
City Administrator Ericson stated a representative of LELS recommended the Council approve a 35
memorandum of understanding allowing for a training stipend to compensate the Sergeants for 36
their training efforts in the amount of $154.50 per month. This stipend would only be paid on 37
months when training was completed. The memorandum of understanding was reviewed by the 38
City Attorney and he had no objections. He requested the Council discuss the item and make a 39
recommendation. 40
41
Council Member Stigney questioned where the City was with the LELS contract at this time. 42
City Administrator Ericson noted negotiations were on hold at this time pending the outcome of 43
the legislative session. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 6
Council Member Stigney recommended the memorandum of understanding also be put on hold. 1
2
Mayor Flaherty did not understand the need for the stipend and felt the officer’s knowledge and 3
experience should be passed along to new officers as part of the job description as a Sergeant. 4
5
Council Member Hull questioned how the training was completed in the past. City 6
Administrator Ericson stated in the past, an additional stipend was offered to field training 7
officers, but they were Police Officers and not Sergeants. 8
9
Council Member Mueller asked if training was included within the Sergeant’s job description. 10
City Administrator Ericson stated he reviewed the job description and it did not list training for 11
junior officers as one of its directives. However, this was up to interpretation and there was an 12
item that stated, “all other duties as assigned.” 13
14
Mayor Flaherty understood a stipend should be paid to field training officers but did not 15
understand the need for an additional stipend to those promoted to a higher position within the 16
department. He recommended the item be placed on hold with the contract. 17
18
Council Member Hull indicated the field training could be over and above the regular training 19
conducted by Sergeants. For this reason, he would support the item as presented. 20
21
Council Member Gunn questioned if the Sergeants were certified to complete the field training. 22
City Administrator Ericson was uncertain if certification was necessary. 23
24
Council Member Gunn felt the stipend should be paid to the officers that are certified to 25
complete the field training within the department whether a patrol officer or a Sergeant. 26
27
Council Member Mueller commented that in the past, Sergeants completed the training of new 28
officers. However, as of late, Patrol Officers have completed this task, providing them additional 29
income and experience for future promotions. She felt the issue should be put on hold until the 30
LELS contract was decided. 31
32
MOTION/SECOND: Stigney/Hull. To Postpone Resolution 7756, the Memorandum of 33
Understanding between the City and LELS 232 about a Training Stipend, until further 34
information was available from the Legislature. 35
36
Council Member Hull indicated the recent officers hired would need to be trained. He did not 37
want to see this training hindered based on Council action taken this evening. Finance Director 38
Beer stated the training would be completed by the Police Department regardless. However, he 39
cautioned the Council on this issue stating additional duties would have to be assumed by the 40
officers and the Council may have to consider additional compensation. Because of this, 41
precedence could be set for all workers within the City any time additional duties are added to a 42
job description. 43
44
Council Member Gunn explained this could create a problem if the Sergeants were asked to go 45
Mounds View City Council March 28, 2011
Regular Meeting Page 7
above and beyond their duties without proper pay. She recommended the Council hear from the 1
Chief on this matter. 2
3
Mayor Flaherty agreed and recommended this issue be resolved within the contract negotiation. 4
5
City Administrator Ericson explained that in the past the field training was completed by the 6
Patrol Officers and the Sergeants were to oversee the program. 7
8
Council Member Gunn recommended the department’s Patrol Officers become certified to 9
complete the field training. City Administrator Ericson stated this would address the current 10
concerns. 11
12
Ayes – 5 Nays – 0 Motion carried. 13
14
G. Resolution 7759, Revising Section Three of the Personnel Manual Regarding 15
Compensation and Benefits. 16
17
City Administrator Ericson stated the Council was revising and updating the Personnel Manual. 18
Issues from Section Three were reviewed and discussed at the March work session meeting. The 19
City acknowledged it would review the pay equity compliance but would not make this an annual 20
review. He further reviewed the changes made to the section and recommended Council approve 21
the revisions in the language. 22
23
Council Member Stigney questioned Section 3.4 regarding severance as it seemed to apply only 24
to employees that resigned their position. City Administrator Ericson stated that in any 25
separation of a position certain benefits were due an employee, whether City initiated or 26
employee initiated. He noted he would clarify the language within the personnel manual 27
regarding this issue. 28
29
Council Member Mueller questioned what the sick leave benefit was per year. Finance Director 30
Beer noted employees accrued 96 hours of sick leave per year. 31
32
Brian Amundson, 3048 Wooddale Drive, asked if pay equity compliances were conducted 33
between public and private sector job positions. City Attorney Riggs indicated pay equity 34
compliances were subject to State Statute and were conducted among public entities to assure 35
there is pay equity among genders. 36
37
MOTION/SECOND: Gunn/Hull. To Waive the Reading and Adopt Resolution 7759, Revising 38
Section Three of the Personnel Manual Regarding Compensation and Benefits, revising the 39
Severance Section per Council Member Stigney’s comment. 40
41
Mayor Flaherty thanked Staff for providing Council with revisions on this section. 42
43
Ayes – 5 Nays – 0 Motion carried. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 8
H. Resolution 7760, Authorizing Layoff of Kenneth Roberts, Community 1
Development Director, and Issuance of Severance. 2
3
City Administrator Ericson stated it was with great sadness the Council was asked to consider the 4
layoff of Kenneth Roberts the City’s Community Development Director due to tight budget 5
constraints, the loss of LGA, and market value homestead credits. In addition, the City has 6
experienced a severe reduction in building activity, building permits, and license fees which has 7
led to reduced revenues and staffing needs. In order to reach a sustainable budget going into the 8
future, Staff recommended the Council layoff Mr. Roberts, effective March 28th and issue a 9
severance. He explained that in no way was the layoff a reflection of Mr. Roberts’ performance. 10
11
Mayor Flaherty indicated he spoke with Mr. Roberts today as this was a tremendously difficult 12
issue. He thanked Mr. Roberts for his professionalism and service to the community. 13
14
Gary Meehlhause, 7400 Parkview Drive, thanked the Council for the opportunity to speak this 15
evening. He commented he understood the budget concerns the Council was facing and 16
respected the Council for being fiscally responsible. However, he encouraged the Council to 17
look at the position from a strategic standpoint and consider how the City would be affected in 18
the future especially with potential opportunities with the neighboring TCAAP property 19
20
Mayor Flaherty explained the decision was not being made lightly. He noted the position was 21
not being eliminated but temporarily vacated. If in the future the City had a need for additional 22
Staff support in the Planning Department, the Council could hire for this position. 23
24
Resident, Brian Amundson of 3048 Woodale Drive, thanked Mr. Roberts for his work in the 25
community over the past two years. He also acknowledged the Council for making tough 26
decisions on behalf of the City, given the current state of the economy. Mr. Amundson 27
encouraged the Council to review the essential staffing structure of the City to assure that it was 28
properly staffed going into the future. 29
30
Council Member Stigney questioned if the City was part of the State unemployment program. 31
Finance Director Beer explained the City was not a contributing employer and therefore paid the 32
entire amount of the employment benefit. 33
34
Council Member Stigney asked the current liability per month for unemployment and questioned 35
the length of this liability. Finance Director Beer indicated the State/City was responsible for 26 36
weeks with a 13 week extension. The Federal government would assume the expense after those 37
39 weeks. The maximum amount of benefit paid to Mr. Roberts would be $585 per week. 38
39
Council Member Mueller noted Mr. Roberts would be dearly missed. 40
41
MOTION/SECOND: Flaherty/Mueller. To Waive the Reading and Adopt Resolution 7760, 42
Authorizing Layoff of Kenneth Roberts, Community Development Director, and Issuance of 43
Severance. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 9
Council Member Stigney requested that the one floating holiday not be paid out to Mr. Roberts 1
within his severance as this was contrary to the revisions made to the Personnel Manual. 2
3
Mayor Flaherty indicated he was in favor with Staff’s recommendation. 4
5
Council Member Mueller agreed stating it was unfortunate timing of the events on the agenda. 6
She supported the motion as recommended. 7
8
Council Member Gunn agreed. 9
10
Council Member Stigney indicated that non-payment of floating holidays was a “black and 11
white” issue and he did not want to see a precedence set on the issue. 12
13
Ayes – 4 Nays – 1 (Stigney) Motion carried. 14
15
I. Resolution 7764, Approving Purchase of a Used Trailer-Mounted Crack 16
Filling Machine from the City of New Brighton. 17
18
Public Works Director DeBar explained that one of the primary functions of the Public Works 19
Department is to pave and preserve the streets. The streets were built to last 50-60 years and 20
throughout this lifetime the City patches, seals, and overlays the roadways. He indicated the City 21
does not currently have a crack filling machine. The City of New Brighton has a unit for sale 22
that is in excellent condition, for $4,275. The Public Works Department was familiar with this 23
piece of equipment, as it has been borrowed from New Brighton in the past. The purchase of this 24
equipment was not in the 2011 budget, but would assist with the street preservation program. He 25
indicated the stump grinder proposed to be purchased for $5,000 this year could be deferred. 26
Staff recommended the Council approve the purchase of the used crack filling machine. 27
28
Council Member Mueller questioned how the City would grind stumps this year, if the purchase 29
is delayed. Public Works Director DeBar indicated that piece of equipment could be borrowed 30
from a neighboring community, if needed. He confirmed that the tree removal contract included 31
stump grinding. 32
33
Council Member Stigney asked if the City already owned a crack filler. Public Works Director 34
DeBar noted the City had recently purchased a hot-box, which was used for filling pot holes. 35
36
Council Member Stigney indicated this was a very good price for the piece of equipment. 37
38
MOTION/SECOND: Mueller/Hull. To Waive the Reading and Adopt Resolution 7764, 39
Approving Purchase of a Used Trailer-Mounted Crack Filling Machine from the City of New 40
Brighton, at a price not to exceed $4,275. 41
42
Ayes – 5 Nays – 0 Motion carried. 43
44
J. Resolution 7765, Approving the Purchase of a Metrotech Utility Line Locator 45
Mounds View City Council March 28, 2011
Regular Meeting Page 10
from Ferguson Waterworks. 1
2
Public Works Director DeBar explained the Public Works Department had a need for a utility 3
line locator. State law mandates that any digging completed on public or private property had to 4
contact Gopher State One. Each year the City had over 900 utility line location requests. 5
6
Public Works Director DeBar indicated the City’s current piece of equipment was a 21+ year 7
used demo that was recently tested and found to be no longer reliable. The Metrotech utility line 8
locator would greatly assist the City with locating City lines for residents throughout the 9
community. Staff received quotes for the new piece of equipment and the low bid was submitted 10
by Ferguson Waterworks, which was a local company. He noted this purchase was not a 11
budgeted for 2011 and recommended the $3,730 be taken from the Water Enterprise Fund. 12
13
Council Member Mueller questioned if there were enough funds within the Water Enterprise 14
Fund to accommodate this purchase. Public Works Director DeBar stated the fund balance would 15
support this purchase. He indicated a plate compactor budgeted for purchase in 2011 could be 16
deferred, if necessary. 17
18
Mayor Flaherty commented this equipment was mandated by State law and if the current piece 19
was unreliable, the City needed to replace the utility line locator. 20
21
MOTION/SECOND: Flaherty/Mueller. To Waive the Reading and Adopt Resolution 7765, 22
Approving the Purchase of a Metrotech Utility Line Locator from Ferguson Waterworks. 23
24
Ayes – 5 Nays – 0 Motion carried. 25
26
K. Resolution 7766, Approving the Purchase of a Set of Wheel Loader Tires 27
from GCR Tire Center. 28
29
Public Works Director DeBar stated the City owns a K621B wheel loader that was purchased in 30
2003. This piece of equipment assists the Public Works Department with snow removal, street 31
sweeping, stock pile removals, as well as utility and street repairs. The tires on the unit are 32
original and are beginning to show wear. Chains have been used on the tires in the past, but with 33
the new street improvements being completed, City Staff did not want to damage the new 34
roadways. Staff recommends the Council approve the purchase of a set of wheel loader tires 35
from GCR Tire Center in Lakeville, for an amount not to exceed $9,636.60 plus tax. 36
37
Public Works Director DeBar stated the item was being brought forward at this time as the tire 38
price was set to increase before summer. The old tires would be used over the summer months 39
and the new tires would be mounted later in the year. He explained this again was not a budgeted 40
item for 2011, but there would be a surplus of $10,000 in the budget from funds not used in the 41
new vehicle purchase. 42
43
Council Member Mueller asked if there was any value left in the old set of tires. Public Works 44
Director DeBar was uncertain of the value. He indicated the old tires would be taken away and 45
Mounds View City Council March 28, 2011
Regular Meeting Page 11
not stored on site. 1
2
Mayor Flaherty stated this was a safety factor for the Public Works Department employees. He 3
appreciated that the Public Works Department had a surplus from the vehicle purchase to cover 4
this expense. 5
6
Council Member Stigney questioned if these tires were ever retreaded. Public Works Director 7
DeBar was not aware that this was possible and felt long term this could present problems. He 8
stated he would check into this further. 9
10
MOTION/SECOND: Gunn/Hull. To Waive the Reading and Adopt Resolution 7766, 11
Approving the Purchase of a Set of Wheel Loader Tires from GCR Tire Center. 12
13
Council Member Stigney commented the new tires were not guaranteed to handle better than the 14
current tires. He felt the purchase could be deferred until there was a real need. 15
16
Council Member Mueller indicated because of the price increase expected it would benefit the 17
City to purchase the tires at this time. 18
19
Ayes – 4 Nays – 1 (Stigney) Motion carried. 20
21
8. CONSENT AGENDA 22
23
Council Member Mueller asked to remove Item A. 24
25
A. Resolution 7762, Authorizing Insurance Policies for the year January 2011 26
through December 2011. 27
B. Set a Public Hearing for 7:05 p.m. on Monday, April 25, 2011, a Resolution 28
to Approve a Temporary On-Sale 3.2 Malt Liquor License for the Blaine 29
Jaycees to Serve Liquor during the Mounds View Festival in the Park on 30
August 20, 2011. 31
32
MOTION/SECOND: Gunn/Mueller. To Approve Consent Agenda Item 8B. 33
34
Ayes – 5 Nays – 0 Motion carried. 35
36
A. Resolution 7762, Authorizing Insurance Policies for the year January 2011 37
through December 2011. 38
39
Council Member Mueller requested Finance Director Beer review the third paragraph in his staff 40
report with the Council for the record. Finance Director Beer indicated the property and liability 41
policy reduced by $24. In addition, the worker’s compensation premium decreased by over 42
$11,000. This was a result of a lower experience modifer with rates reducing as well. 43
44
Mounds View City Council March 28, 2011
Regular Meeting Page 12
MOTION/SECOND: Mueller/Gunn. To Waive the Reading and Adopt Resolution 7762, 1
Authorizing Insurance Policies for the year January 2011 through December 2011. 2
3
Ayes – 5 Nays – 0 Motion carried. 4
5
9. JUST AND CORRECT CLAIMS 6
7
Finance Director Beer answered the Council's questions related to claims. 8
9
MOTION/SECOND: Gunn/Hull. To Approve the Just and Correct Claims as presented. 10
11
Ayes – 5 Nays – 0 Motion carried. 12
13
10. APPROVAL OF MINUTES 14
A. March 14, 2011, City Council Meeting Minutes. 15
16
Council Member Gunn requested a correction on Page 3, Line 37, to read Club Mid. 17
18
Council Member Stigney requested a correction on Page 6, Line 28, which should read: ‘‘I t 19
would have been better to not fill open positions than be in the predi cament to layoff an 20
employee.’’ 21
22
MOTION/SECOND: Mueller/Stigney. To Approve the March 14, 2011, City Council meeting 23
minutes as corrected. 24
25
Ayes – 5 Nays – 0 Motion carried. 26
27
11. REPORTS 28
A. Reports of Mayor and Council. 29
1. Reminder of the Town Hall Meeting on April 18, 2011. 30
31
Council Member Mueller attended the March 24th Ramsey County league of Local Government 32
meeting, which was held at Irondale High School. She noted two excellent presentations of 9th 33
grade students participating in the Project Citizen program and a presentation of Minnetonka’s 34
Citizen Academy program. 35
36
37
38
Council Member Mueller noted all council members should have received a Ramsey County 39
League of Local Government Directory. She noted the information within this directory included 40
all City and County elected personnel and school board members within Ramsey County. 41
42
Council Member Mueller indicated the next Festival in the Park meeting was scheduled for 43
Monday, April 18th and would be held at City Hall in the Conference Room. She encouraged all 44
Mounds View City Council March 28, 2011
Regular Meeting Page 13
residents interested to call her for further information. The parade needed additional volunteers 1
or may not happen this year. 2
Mayor Flaherty reminded the public there would be a Town Hall meeting on Monday, April 18th 3
from 6:30 to 8:00 p.m. He encouraged all to attend. 4
5
Mayor Flaherty stated he attended a Five Cities Meeting last Monday. Those in attendance were 6
representatives from New Brighton, Roseville, Shoreview, Arden Hills, and Mounds View. The 7
new mayors of Roseville and Arden Hills were present and introduced themselves to the group. 8
The hot topic was TCAAP, but no additional information was available at this time. 9
10
Mayor Flaherty reported a member of the Mounds View Police Department was recently 11
recognized for outstanding performance. He read the letter aloud to the Council and thanked 12
Investigator Erickson for his service to the community. 13
14
Mayor Flaherty noted he has had conversations with the Street and Utility Committee members. 15
Concerns have been raised and there was perhaps a miscommunication between the group and 16
Council. He recommended the Committee meet with the three new members to present them 17
with the purpose of the Committee along with proper expectations. At that time, all questions 18
could be addressed and a timeline for Area D presented. 19
20
Council Member Mueller questioned a proposed date for the Committee meeting. Public Works 21
Director DeBar reviewed the Area D timeline in detail and recommended the meeting take place 22
after the neighborhood meeting, which was tentatively scheduled for April 11th. 23
24
Mayor Flaherty agreed with this recommendation that the Committee meet after April 11th to 25
assist with further orienting the new members with the charge of the Committee. He noted the 26
timeline for Area D should be discussed as well. 27
28
Council Member Hull asked if the group was meeting in April. Public Works Director DeBar 29
stated the group was scheduled to meet in all odd numbered months and was not scheduled to 30
meet in April. He noted the March meeting was cancelled. He further reviewed the Committee 31
meeting process in years past explaining what would take place in the coming months. 32
33
Council Member Hull cautioned Staff from spending too much time on Committee meetings. 34
35
Mayor Flaherty indicated he did not want to bog down staff either, but felt further orienting the 36
Street and Utility Committee members would greatly benefit the City. 37
38
Public Works Director DeBar indicated he would plan for a Streets and Utility Committee 39
meeting prior to the April 11th neighborhood meeting to provide them with additional 40
information on the Area D timeline along with expectations for the coming year. 41
42
City Administrator Ericson suggested the Council review the Streets and Utility Committee’s 43
purpose further at a future work session meeting. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 14
Mayor Flaherty agreed with this recommendation stating he would be in favor of reviewing the 1
Resolution. He requested this be a joint meeting with the Streets and Utility Committee 2
members being present. 3
4
Council Member Stigney agreed, stating he would also like an opinion from staff and the 5
committee at the work session meeting. 6
7
Brian Amundson of 3048 Woodale Drive, asked if the Work Session Meeting would be a joint 8
meeting with the Streets and Utility Committee members. 9
10
Mayor Flaherty stated that it would be appropriate to all Street and Utility Committee members 11
present. 12
13
B. Reports of Staff. 14
15
Public Works Director DeBar noted the Park, Recreation and Forestry Commission was 16
recommending improvements to the Lambert Park building. Funds were set aside within the 17
budget for these improvements. He questioned if the Council was onboard with the replacement 18
of this building as he did not want to proceed with architecture if the Council did not support the 19
improvements. 20
21
Council Stigney asked what fund would pay for the improvements. Public Works Director 22
DeBar noted park dedication funds would cover the expenses. 23
24
Mayor Flaherty requested further information on the proposed improvements. Public Works 25
Director DeBar reviewed the proposed improvements, noting a concrete slab would be poured 26
and an awning added to the building, to create an outdoor a picnic area. 27
28
The Council was supportive of the improvements to Lambert Park. 29
30
MOTION/SECOND: Stigney/Gunn. To Extend the Council meeting for 10 minutes. 31
32
Ayes – 5 Nays – 0 Motion carried. 33
34
Public Works Director DeBar stated Mustang Drive was in great need of repair and funds were 35
available to cover the improvements. The roadway was originally paved in 1979. He noted the 36
street could be improved through a mill and overlay. Staff would need to address water runoff 37
along this roadway through the improvement process. Public Works Director DeBar questioned 38
if the Council would support geotechnical services along this roadway. After the geotechnical 39
work was completed, Staff would have additional information on how to proceed. 40
41
Mayor Flaherty stated he would support staff’s recommendation to improve this roadway as it 42
had a great deal of truck traffic. He suggested Staff review the assessment policy for commercial 43
properties. 44
45
Mounds View City Council March 28, 2011
Regular Meeting Page 15
Public Works Director DeBar indicated he would report back to Council with geotechnical bids 1
for Mustang Drive. 2
3
1. Administrator Report. 4
5
City Administrator Ericson reported the Council had a desire to meet with the City of Blaine and 6
City of Spring Lake Park Councils. He proposed this meeting be held on May 25th, at the City of 7
Mounds View Council Chambers. He then requested the Council provide him with potential 8
agenda items. 9
10
Mayor Flaherty suggested the shared Fire Department be discussed jointly between the cities. He 11
added that each City could provide a brief update on recent events as well. 12
13
Council Member Mueller stated common property could also be discussed. 14
15
City Administrator Ericson noted there was a water service break with a commercial property in 16
the City and was repaired last Friday. All fire code issues were resolved with the business. 17
18
City Administrator Ericson indicated Representative Tillberry and Senator Wolf were extended 19
an invitation to attend a City Council meeting. Both hope to attend on April 11th to provide the 20
Council with an update on legislative issues. 21
22
Council Member Mueller requested that Ramsey County Sheriff Bostrom be invited to the April 23
11th meeting as well. 24
25
City Administrator Ericson explained the Event Center Coordinator, Matt Bauman, has given the 26
YMCA his letter of resignation. Mr. Bauman has been with the event center for years and was 27
moving onto another opportunity so his last day of employment was April 1st. 28
29
City Administrator Ericson reviewed the proposed agenda for the April work session meeting. 30
31
C. Reports of City Attorney. 32
33
City Attorney Riggs presented Council with a written report. 34
35
12. Next Council Work Session: Monday, April 4, 2011, at 7:00 p.m. 36
Next Council Meeting: Monday, April 11, 2011, at 7:00 p.m. 37
Mounds View City Council March 28, 2011
Regular Meeting Page 16
1
13. ADJOURNMENT 2
3
The meeting was adjourned at 10:17 p.m. 4
5
Transcribed by: 6
7
Heidi Guenther 8
TimeSaver Off Site Secretarial, Inc. 9