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HomeMy WebLinkAboutAgenda Packets - 2007/10/22 CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW COMMUNITY CENTER Monday, October 22, 2007 7:00 p.m. (BE ADVISED – THIS MEETING WILL BE LOCATED AT THE MOUNDS VIEW COMMUNITY CENTER) 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Marty, Stigney, Flaherty, Hull, Mueller 4. APPROVAL OF AGENDA 5. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes and sign in on the sign-in sheet located on the podium. 6. SPECIAL ORDER OF BUSINESS A. Proclamation for the Toastmasters International Organization. 7. COUNCIL BUSINESS A. 7:05 Public Hearing and consideration of Resolution 7176 Adopting a Street and Utility Improvement Program B. 7:10 Public Hearing and Consideration of Resolution 7174, Abatement of Nuisance Code Violations at 2320 Sherwood Road C. 7:15 Public Hearing and Consideration of Resolution 7175, Abatement of Nuisance Code Violations at 2090 Oakwood Drive D. Resolution 7178 Authorizing to Advertise for the City Administrator Position and Recommending an Outside Consultant for the Hiring Process. 8. CONSENT AGENDA A. Licenses for Approval B. Resolution 7179 Setting a Bids Date and Authorizing the Advertisement for Bids for the Water Meter Reading System Replacement Program C. Schedule a Public Hearing for Tuesday, November 13, 2007, at 7:05pm to Consider the Adoption of the 2008 Fee Schedule. D. Resolution 7177 Approving the 2008 SCORE Recycling Grant Request to Ramsey County E. Resolution 7180 Awarding a Contract for the Installation of Fiber Optic Cable to Water Treatment Plant No. 1 9. JUST AND CORRECT CLAIMS 10. APPROVAL OF MINUTES - NONE 11. REPORTS A. Reports of Mayor and Council B. Reports of Staff 1. Xcel Energy Gas Main Permit Update (verbal report) 2. Emergency Power Supply Plan – portable generator assistance 3. Metro I-NET Update C. Reports of City Attorney 12. Next Council Work Session: Monday, November 5, 2007 @7pm Next Council Meeting: TUESDAY, November 13, 2007 @7pm (due to the Veterans Day Holiday) Item No. 7A Meeting Date: October 22, 2007 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Street and Utility Improvement Program Public Hearing Resolution 7176 Adopting the Street and Utility Improvement Program as Submitted by the Streets and Utilities Task Force Background: On March 5, 2007 the City Council discussed options pertaining to the City Street and Utility Improvement Program. On March 12, 2007 the City Council approved Resolution 7045 establishing the Streets and Utilities Task Force. The Streets and Utilities Task Force was comprised of the Mayor, City Council, City Administrator, Public Works Director, Finance Director, and interested volunteer citizens. The charge of the Task Force was to: o Develop a Financial Plan for the entire reconstruction program o Develop a street standard or standards that will best meet the needs of the City in partnership with its residents o Develop a Prioritization and Implementation Plan o Develop a Communication Plan The Streets and Utilities Task Force has been meeting on the 1st and 3rd Mondays of the month, from 5:30 p.m. to 7:00 p.m. from April 16, 2007 to September 17, 2007. On April 2, 2007 the City Council reviewed and discussed various aspects associated with the establishment of the Task Force. Topics discussed included: Task Force notification, Task Force member list, proposed bus tour, meeting schedule, and the agenda for the first meeting. On April 14, 2007 a bus tour to review street issues was conducted. In addition to reviewing the current conditions of City streets, the purpose of bus tour was also to identify issues that could be addressed as part of a street and utility rehabilitation program. On September 24, 2007, the City Council adopted Resolution 7163 approving the printing and distribution of the Summary Report Document and setting a Public Improvement Hearing date for the proposed Street and Utility Improvement Program. Discussion: Street and Utility Improvement Program Final Report as submitted by the Streets and Utilities Task Force is attached for City Council review. One of the objectives of the Task Force was to develop a communication plan. The communication plan which was developed included recommendations to conduct two public meetings. The purpose of the first meeting was to present the proposed program to the public and answer questions. The second meeting will be a Public Hearing for this proposed program. Public Informational Meeting On October 15, 2007 a Public Informational Meeting was conducted to present the proposed program. There were approximately 150 property owners present at the meeting. The meeting was broadcasted live on CTV 15 and has been re-broadcasted several times since. The meeting involved an open house format, welcome/introduction, a brief presentation, and a question and answer session. Documents associated with the Public Informational Meeting are included in Section 10 of the Street and Utility Improvement Program Final Report as submitted by the Streets and Utilities Task Force. Some of these documents include: a copy of the presentation, handouts, sign in sheet, list of property owners who spoke at the meeting and a summary of issues and questions that were posed. A Feedback Form was included as a handout at the Public Informational Meeting. The intent of the Feedback Form is to provide property owners an opportunity to inform the City of their preferences, comments, thoughts, and concerns regarding the draft report and the proposed project in general. The deadline for submitting the Feedback Forms was on October 17, 2007. The City received a total of 47 Feedback Forms (including some emails). A summary of the general question posed in the Feedback Form is as follows: ------------------------------------------------------------------------------------------------------------ Having reviewed the Public Information Summary for the Street and Utility Improvement Program, please check what your preference is: I am generally in favor of this program. 31 Responses, 66.0% of those responding I am generally opposed to this program. 11 Responses, 23.4% of those responding There were five ballots or emails that were unmarked with a preference (10.6%) --------------------------------------------------------------------------------------------------------------------------------- A copy of all Feedback Forms along with related email received by the deadline of October 17, 2007, are included in Section 10 of the Street and Utility Improvement Program Final Report as submitted by the Streets and Utilities Task Force. Previously Assessed Properties - One of the biggest issue that was raised at the meeting was how previously assessed properties are to be addressed with the proposed program. The recommendation of the Streets and Utilities Task Force is to provide an opportunity to eliminate the assessments that are currently payable for these properties. There are currently two projects where assessments are still payable: County Road H2 Street Project and the 2003 Street Project. For property owners that paid their assessment in full, they would be refunded a portion of their original assessment – 50% for the H2 project and 60% for the 2003 project. 8 of the 11 Feedback forms that indicated that they were generally opposed to the program indicated that did not agree with the recommended method for addressing previously assessed properties. To eliminate the assessment for these properties or to allow for a rebate, the City will need to re-assess these properties. This process will take several months. It is therefore recommended that should this proposed program be adopted, the assessment elimination process be initiated immediately. The Task Force recommendation to address previously assessed properties is both legally and logistically feasible. Public Improvement Hearing – The purpose of the Public Hearing is to provide interested parties an opportunity to learn more about the proposed program and to comment on it. Pursuant to Resolution 7163, a Public Hearing was set for October 22, 2007. Notice of this hearing was mailed to every property owner with in the City of Mounds View on October 5, 2007. The property owner mailing list was derived from the Ramsey County property records. The hearing was advertised in the City’s official newspaper, The New Brighton-Mounds View Bulletin, on October 10th and 17th of this year. The Public Hearing Notice and information on this project was also published on the City’s web site and advertised on the City’s electronic message board. What’s Next – Following the Public Hearing for this proposed program, the City Council should evaluate the proposed Street and Utility Improvement Program and consider the pubic input that has been received on this program. The City Council can approve, deny, or table the program as proposed or may wish to make modifications or amendments to the proposed program. Resolution 7176 is provided in the event the City Council wishes to approve the proposed program. If approved, Staff will be seeking official authorization from the City Council at a future meeting to initiate the first project of the program, initiate a raingarden program / policy, initiate any and all financial activities associated with establishing the program including, but not limited to, initiating the process of eliminating current street and utility assessments for previously assessed properties. Recommendation: It is recommended the City Council approve a resolution approving the Street and Utility Improvement Program and the Final Report as submitted by the Streets and Utilities Task Force. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION 7176 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE STREET AND UTILITY IMPROVEMENT PROGRAM WHEREAS, on March 12, 2007 the City Council approved Resolution 7045 establishing the Streets and Utilities Task Force; and WHEREAS, the charge of the Task Force was to: o Develop a Financial Plan for the entire reconstruction program o Develop a street standard or standards that will best meet the needs of the City in partnership with its residents o Develop a Prioritization and Implementation Plan o Develop a Communication Plan; and WHEREAS, the Street and Utility Improvement Program Final Report has been submitted by the Streets and Utilities Task Force. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The Final Report including all recommendations except for recommendations as they pertain to previously assessed properties for the Street and Utility Improvement Program as submitted by the Streets and Utilities Task Force is hereby approved. 2. Said program is adopted and shall hereafter be known and referred to as the Street and Utility Improvement Program. 3. This resolution shall supersede, replace, and/or nullify any and all previous resolutions that are in direct conflict with the Street and Utility Improvement Program and associated recommendations. Adopted this 22nd day of October 2007. (ATTEST) ____________________________________ Rob Marty, Mayor (SEAL) ____________________________________ James Ericson, Interim City Administrator Photo Log 2320 Sherwood Road Mounds View, MN Date Captured October 16, 2007 Page 1 of 2 Photo Log 2320 Sherwood Road Mounds View, MN Date Captured October 16, 2007 Page 2 of 2 Item No: 7b Meeting Date: October 22, 2007 Type of Business:CB Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Jeremiah Anderson, Housing/Code Enforcement Inspector Item Title/Subject: Abatement of Nuisance Code violations at 2320 Sherwood Rd Date of Report: October 16, 2007 Introduction: Section 607.09 Subdivision 5 of the City Code authorizes the abatement of Nuisance Code violations. Staff seeks approval of a resolution authorizing abatement to remedy Nuisance Code violations present at 2320 Sherwood Road. Background: On October 8, 2007 staff issued a summary abatement order to Sugar Reynolds, property owner of 2320 Sherwood Road. This order explained that the exterior accumulation of household furniture and tires outdoors is prohibited and requested corrective actions were completed prior to October 11, 2007 to avoid the possibility of an abatement action. Follow up inspections on October 12th and October 16th has revealed that corrective actions have not been completed and the property remains in violation. Staff has since learned that the property is in a foreclosure status. In May of 2007 staff responded to this address in response to an abandoned and junk vehicle parked in the driveway. After numerous attempts to reach compliance the vehicle was removed from the property by the City’s towing contractor. Discussion: Section 607.09 Subdivision 5 of the Nuisance Code provides the City the opportunity to reach compliance by abating (correcting) items in violation of the requirements contained within Chapter 607. In non emergency cases where no immediate threat to the public health and safety exists the City code requires that staff obtain City Council authorization prior to abatement of violations and notify the property owner of their opportunity to be heard before the council, provided however, that at least 10 days notice is provided. Ms. Reynolds was notified in writing on October 12, 2007 of staff’s intent to seek City Council authorization to abate Nuisance Code violations and staff left a door hanger requesting a telephone call on October 16, 2007. Recommendations: Staff recommends approval of Resolution 7174 authorizing abatement of Nuisance Code Violations present at 2320 Sherwood Road. Consistent with past council directive; this resolution would authorize abatement no sooner than 5 days from the date of approval and the abatement action would be completed no later than 10 days from the date of approval. Respectfully submitted, Jeremiah Anderson Housing/Code Enforcement Inspector Attachment Photo Log 2320 Sherwood Road Mounds View, MN Date Obtained: October 16, 2007 Page 1 of 1 RESOLUTION 7174 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION AUTHORIZING ABATEMENT OF NUISANCE CODE VIOLATIONS AT 2320 SHERWOOD ROAD, MOUNDS VIEW, MINNESOTA, 55112. WHEREAS, Sugar L Reynolds and Jeffery L Rounsville are the owners of property located at 2320 Sherwood Road, zoned R-1, Single Family Residential, legally described as follows: JOHNSON TERRACE LOT 3 BLK 1 WHEREAS, on October 8, 2007, staff inspected the property located at 2320 Sherwood Road and documented a sofa, loveseat, television, tire, and trash bags outside near the street; and WHEREAS, a summary abatement order was issued to Sugar Reynolds dated October 8, 2007 and requested corrective actions completed to bring the property into compliance with Sanitation requirements of the City Code by October 11, 2007; and WHEREAS, on October 12, 2007 staff performed a follow up inspection of the property located at 2320 Sherwood Road and found that corrective actions had not been completed, photographs of the exterior were obtained at that time; and WHEREAS on October 16, 2007 staff performed a follow up inspection of the property and found that corrective actions had not been completed, photographs of the exterior were obtained at that time; and WHEREAS, in a letter dated October 12, 2007, staff notified Sugar Reynolds of its intent to appear before the Mounds View City Council on October 22, 2007 to request authorization to abate violations cited in the summary abatement order dated October 8, 2007; and WHEREAS Sugar L Reynolds and Jeffery L Rounsville are responsible for maintaining Nuisance Code violations on the exterior of the above-said property that include, but are not limited to: 1. Sofa and loveseat on boulevard. 2. Television outside on sofa. 3. Trash bags outside along driveway. WHEREAS, the City Council finds that the Nuisance Code violations at 2320 Sherwood Road constitute a Public Nuisance under Section 607.03 Subd. 3c and the City may abate and assess the costs of said abatement against the property pursuant to Minn. Stat. 429.101; and WHEREAS, the City has complied with the notification requirement for nuisance abatement as stated in 607.09, Subd. 5b. of the Mounds View Municipal Code; and WHEREAS, Sugar L Reynolds and Jeffery L Rounsville , property owners of 2320 Sherwood Road, will be personally liable to the City for the costs of such abatement, including administrative costs pursuant to Section 607.09, Subd. 7 of the Mounds View Municipal Code; and WHEREAS, if the property owners fail to pay the cost, after being duly notified, of the abatement of Nuisance Code violations at address within 30 days after the date of the invoice, the City may certify the unpaid costs against the property pursuant to Section 607.09, Subd. 8 of the Mounds View Municipal Code. NOW THEREFORE, BE IT RESOLVED THAT: The City will abate violations of Chapter 607 of the City Code no sooner than 5 calendar days and no later than 10 calendar days as follows. 1. The City Council authorizes City staff to complete any actions necessary to achieve compliance with the City Code with respect to exterior violations of Section 607.03 Subd 3c. 2. Sugar L Reynolds and Jeffery L Rounsville shall be personally liable to the City for the costs of abatement, including administrative costs and reasonable storage costs. 3. Any unpaid portion of the abatement costs after 30 days of the date on the invoice may be certified as special assessments against the property upon a duly called hearing and pursuant to Section 607.09, Subd. 8 of the Mounds View Municipal Code. Adopted this 22nd day of October, 2007 ____________________________________ Rob Marty, Mayor ATTEST: ____________________________________ Jim Ericson, Interim City Clerk/Administrator Photo Log 2090 Oakwood Drive Mounds View, MN September 25, 2007 Page 1 of 4 Photo Log 2090 Oakwood Drive Mounds View, MN September 25, 2007 Page 2 of 4 Photo Log 2090 Oakwood Drive Mounds View, MN September 25, 2007 Page 3 of 4 Photo Log 2090 Oakwood Drive Mounds View, MN September 25, 2007 Page 4 of 4 Item No:7c Meeting Date: October 22, 2007 Type of Business:CB Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Jeremiah Anderson, Housing/Code Enforcement Inspector Item Title/Subject: Abatement of Nuisance Code violations at 2090 Oakwood Dr Date of Report: October 16, 2007 Introduction: Section 607.09 Subdivision 5 of the City Code authorizes the abatement of Nuisance Code violations. Staff seeks approval of a resolution authorizing abatement to remedy Nuisance Code violations present at 2090 Oakwood Dr. Background: On September 14, 2007 staff issued a notice of violation to Gary and Bonnie Varness, property owners of 2090 Oakwood Drive. This order explained that the exterior accumulation of household furniture, inoperable equipment, and junk outdoors is prohibited and requested corrective actions were completed prior to September 28, 2007 to avoid the possibility of an abatement action. Follow up inspections on October 12th and October 16th have revealed that corrective actions have not been completed and the property remains in violation. Staff spoke with the property owners and learned that the property is in a foreclosure status. Staff learned that the property owners are planning to vacate the home no later than October 26, 2007. Discussion: Section 607.09 Subdivision 5 of the Nuisance Code provides the City the opportunity to reach compliance by abating (correcting) items in violation of the requirements contained within Chapter 607. In non emergency cases where no immediate threat to the public health and safety exists the City code requires that staff obtain City Council authorization prior to abatement of violations and notify the property owner of their opportunity to be heard before the council, provided however, that at least 10 days notice is provided. Mr. and Mrs. Varness were notified in writing on October 12, 2007 of staff’s intent to seek City Council authorization to abate remaining nuisance code violations. Recommendations: Staff recommends approval of Resolution 7175 authorizing abatement of Nuisance Code Violations present at 2090 Oakwood Rd. Consistent with past council directive; this resolution would authorize abatement no sooner than 5 days from the date of approval and the abatement action would be completed no later than 10 days from the date of approval. Respectfully submitted, Jeremiah Anderson Housing/Code Enforcement Inspector Attachments Photo Log 2090 Oakwood Drive Mounds View, MN Date Captured: September 25, 2007 Page 1 of 2 Photo Log 2090 Oakwood Drive Mounds View, MN Date Captured: September 25, 2007 Page 2 of 2 RESOLUTION 7175 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION AUTHORIZING ABATEMENT OF NUISANCE CODE VIOLATIONS AT 2090 OAKWOOD DRIVE, MOUNDS VIEW, MINNESOTA, 55112. WHEREAS, Gary and Bonnie Varness are the owner of property located at 2090 Oakwood Drive, zoned R-1, Single Family Residential, legally described as follows: PINEWOOD TERRACE LOT 4 BLOCK 2 WHEREAS, on September 14, 2007, staff inspected the property located at 2090 Oakwood Drive and documented a large exterior accumulation of household furnishings, rusting metal, junk, trash, and debris; and WHEREAS, a notice of violation was issued to Gary and Bonnie Varness dated September 14, 2007 and requested corrective actions completed to bring the property into compliance with Section 607.03 Subd. 3c of the Nuisance Code by September 28, 2007; and WHEREAS, on September 25, 2007 staff performed a follow up inspection of the property located at 2090 Oakwood Drive and found that corrective actions had not been completed, photographs of the exterior were obtained at that time; and WHEREAS on October 12, 2007 staff performed a follow up inspection of the property and found that corrective actions had not been completed; and WHEREAS, in a letter dated October 12, 2007, staff notified Gary and Bonnie Varness of its intent to appear before the Mounds View City Council on October 22, 2007 to request authorization to abate violations cited in the Notice of Violation dated September 14, 2007; and WHEREAS Gary and Bonnie Varness are responsible for maintaining Nuisance Code violations on the exterior of the above-said property that include, but are not limited to: 1. Rusting metal shelves. 2. Accumulation of scrap wood. 3. Furniture and household furnishings. 4. Inoperable equipment. 5. Trash and debris. WHEREAS, the City Council finds that the Nuisance Code violations at 2090 Oakwood Drive constitute a Public Nuisance under Section 607.03 Subd. 3c and the City may abate and assess the costs of said abatement against the property pursuant to Minn. Stat. 429.101; and WHEREAS, the City has complied with the notification requirement for nuisance abatement as stated in 607.09, Subd. 5b. of the Mounds View Municipal Code; and WHEREAS, Gary and Bonnie Varness, property owners of 2090 Oakwood Drive, will be personally liable to the City for the costs of such abatement, including administrative costs pursuant to Section 607.09, Subd. 7 of the Mounds View Municipal Code; and WHEREAS, if the property owners fail to pay the cost, after being duly notified, of the abatement of Nuisance Code violations at address within 30 days after the date of the invoice, the City may certify the unpaid costs against the property pursuant to Section 607.09, Subd. 8 of the Mounds View Municipal Code. NOW THEREFORE, BE IT RESOLVED THAT: The City will abate violations of Chapter 607 of the City Code no sooner than 5 calendar days and no later than 10 calendar days as follows. 1. The City Council authorizes City staff to complete any actions necessary to achieve compliance with the City Code with respect to exterior violations of Section 607.03 Subd 3c. 2. Gary and Bonnie Varness shall be personally liable to the City for the costs of abatement, including administrative costs and reasonable storage costs. 3. Any unpaid portion of the abatement costs after 30 days of the date on the invoice may be certified as special assessments against the property upon a duly called hearing and pursuant to Section 607.09, Subd. 8 of the Mounds View Municipal Code. Adopted this 22nd day of October, 2007 ____________________________________ Rob Marty, Mayor ATTEST: ____________________________________ Jim Ericson, Interim City Clerk/Administrator Item No. 07D Type of Business: CB Meeting Date: October 22, 2007 WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review: _____ City of Mounds View Staff Report To: Mayor and City Council From: Desaree M. Crane, Assistant to the City Administrator Item Title/Subject: Resolution No. 7178 Authorizing to Advertise for the City Administrator Position and Recommending an Outside Consultant for the Hiring Process Meeting Date: October 22, 2007 Background Kurt Ulrich has resigned from the Mounds View Administration Department as City Administrator in September. At the October 1, 2007 Work Session, the Mounds View City Council discussed options for replacement/recruitment for the vacant City Administrator position. The following options below were discussed at this meeting: Replacement/Recruitment Plan The City has several options in filling the City Administrator position: 1. Appoint an employee to the permanent position without an external search or recruitment. Advantages: - This would be the quickest option and could be accomplished within 30 days. Interviews would be conducted by the Council of any interested internal candidates. - The Council and staff have a good working knowledge of any internal candidate. Disadvantages: - Candidate pool is limited to existing staff and benefit of “outside” knowledge brought to the position is limited. 2. External recruitment utilizing City staff to manage the process. Advantages: - This would be the least expensive external option, but because of staff workload would likely take longer than if managed by a consultant (e.g., 60 – 180 days). - Would provide external candidates to weigh against internal candidates. Disadvantages: - Existing staff does not have the available time to conduct this level of effort. - Staff expertise is limited in doing organizational profiles or candidate analysis. 3. External recruitment utilizing an outside consultant (i.e., an executive search firm) to manage the process. Advantages: - Provides professional expertise in organizational profiles or candidate analysis (e.g., 60 – 120 days). - Timelines can be managed better with a consultant focused on the effort. - Large candidate pool can be accessed, increasing the probability of getting a candidate with the “perfect fit” for the organization. - Would provide external candidates to weigh against internal candidates - May be combined with work by City staff to reduce some costs. Disadvantages: - This is the most expensive option ranging inn price from $7500 to $15,000, and up (see attached proposals). Cost savings from staff vacancies could be used to fund the position. Discussion The City Council and Staff discussed Option 3 as a viable option. Attached are two proposals for this service. At the October Work Session, it seemed to be the consensuses of the City Council to use Springsted for recruitment services and to have staff initiate the advertising process by advertising in the local newspapers and various websites. Springsted did submit a revised proposal, which decreased the total from approximately $20,160 (estimated fees plus estimated out of pocket expenses) to approximately $15,700 (estimated fees plus estimated out of pocket expenses). Recommendation Due to the workload of existing employees and the desirability of keeping on schedule, Staff highly recommends using an outside consultant to fill the vacancy of the City Administrator position. According to the proposal submitted by Springsted, the process of hiring this position could take 90 to 120 days. If the City Council is in agreement to use an outside consultant, then Staff would be in contact with that consultant as soon as possible to start establishing a hiring schedule and submit the advertisement for hire. Respectfully submitted, Desaree Crane RESOLUTION 7178 CITY OF MOUNDS VIEW COUNTY OR RAMSEY STATE OF MINNESOTA AUTHORIZING TO ADVERTISE FOR THE CITY ADMINISTRATOR POSITION AND RECOMMENDING AN OUTSIDE CONSULTANT FOR THE HIRING PROCESS WHEREAS, the Mounds View City Administrator resigned effective September 13, 2007; and WHEREAS, the City of Mounds View Administration Department has a need to fill a full time City Administrator position; and WHEREAS, Staff has discussed the hiring process for this position with the City Council; and WHEREAS, due to the workload of existing employees and the desirability of keeping on schedule, Staff recommends using an outside consultant to assist in the search and hire of a new City Administrator; and WHEREAS, the City Council recommends to appoint Springsted, Inc., an outside consultant, to assist the City in the search and hire of a new Mounds View City Administrator and direct City Staff in preparing and posting an advertisement for the position. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Mounds View authorizes staff to prepare and post an advertisement for a full-time exempt position of City Administrator and authorizing the appointment of Springsted, Inc., to assist staff in the search and hire of a new Mounds View City Administrator, at a cost not to exceed $14,700. Adopted this 22nd day of October, 2007. __________________________________ Rob Marty, Mayor ATTEST: __________________________________ Jim Ericson, Interim City Clerk/Administrator (seal) Item No: 08A Meeting Date: October 22, 2007 Type of Business: CA City Administrator Review: __________ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Barb Benesch, Administrative Assistant Item Title/Subject: CONTRACTOR LICENSES FOR APPROVAL Please consider the following contractor licenses for approval. All contractor licenses will expire on December 31, 2007. All applicants have submitted appropriate fees and proof of insurance. Those companies that are “new” include applicants that have never been licensed with the City or they may have been licensed with the City in the past, but were not licensed in 2006. Those companies renewing their license were licensed, at a minimum, in the year 2006. The type of license they are applying for follows the company name. B & D Plumbing, Heating & A/C, Inc. HVAC New Nardini Fire Equipment Co., Inc. Chemical Fire Suppression Renewal Staff Recommendation: Approve license applications as requested. Item No. 8B Meeting Date: 2007 Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Michael Schnur, Lead Utility Operator Item Title/Subject: Resolution 7179 Setting a Bid Date and Authorizing the Advertisement for Bids for the Water Meter Reading System Replacement Program Background: At the August 6th work session, City Council agreed to proceed with Option 2 of the Meter Reading System Replacement Proposal. Option 2 – Repairs by Staff with an organized program. Estimated Cost $100,000 Solicit competitive bids with all radio read suppliers who wish to bid. The approximate price for a large purchase of 900 to 1000 units would be between $85 and $90 per unit; 900 to 1000 units would only be enough to replace the current failed phone read system. Staff, in an overtime situation, could do the physical replacement of the reading system. Going door to door after hours when most people are home would be the most efficient use of manpower to get the most number of readers in, in the shortest period of time. Assuming that all the current wiring is intact, the replacement of the readers would only take approximately 5 minutes inside the house. If other repairs are needed, it could take up to 15 - 20 minutes per home. The bulk of the replacement would be done in the first or second pass through the City, and appointments for the rest could be made on an individual basis. Installation of this by City staff would cost approximately 200 man-hours, or $7000.00 in labor plus benefits and equipment. This approach would be similar to how the City addressed their Sanitary Sewer Illicit Discharge Inspection Program. Discussion: Staff has written the specifications for replacement of the water meter readers and is seeking approval to set a bid date and advertise for sealed bids. Advertise for Bids – As per state statute, with an estimated contract amount in excess of $100,000, publication must be made at least three weeks before the last day to submit bids. The advertisement must be published at least once in the official newspaper and at least once in either a trade paper or a newspaper that is published in a first class city. Given this, Staff seeks authorization to advertise for bids. Advertisement would go in the New Brighton Bulletin, and in the Construction Bulletin. Bid Date – A November 21, 2007, 10:00 a.m. bid date will provide ample time to provide the required notification to contractors as per state statute. Recommendation: It is recommended the City Council adopt a resolution setting a bid date and authorizing the advertisement for bids for the Water Meter Reading System Replacement Program. Respectfully submitted, _______________________ Michael Schnur, Lead Utility Operator RESOLUTION 7179 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA SETTING A BID DATE AND AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR THE WATER METER READING SYSTEM REPLACEMENT PROGRAM WHEREAS, at the August 6th work session, the City Council agreed to proceed with Option 2 of the Meter Reading System Replacement Proposal; and WHEREAS, Option 2 involves repairs being made by Staff at an estimated cost of $100,000; and WHEREAS, Staff has written the specifications for replacement of the water meter readers and is seeking approval to set a bid date and advertise for sealed bids; and WHEREAS, as per state statute, with an estimated contract amount in excess of $100,000, publication must be made at least three weeks before the last day to submit bids; and WHEREAS, a November 21, 2007, 10:00 a.m. bid date will provide ample time to provide the required notification to contractors as per state statute. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. A date to receive bids for said improvements is hereby established as November 21, 2007 at 10:00 a.m. 2. That Staff is hereby directed to cause to be published in the New Brighton Bulletin and in the Construction Bulletin, at least three weeks before the last day to submit bids, a notice to bidders for the implementation of said project as required by law. Adopted this 22nd day of October 2007. (ATTEST) ____________________________________ Rob Marty, Mayor (SEAL) ____________________________________ James Ericson, Interim City Administrator Item No. 08D Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review: _____ City of Mounds View Staff Report To: Mayor and City Council From: Mary Springer, Receptionist/Recycling Coordinator Item Title/Subject: Resolution No. 7177, Approving the 2008 SCORE Recycling Grant Request to Ramsey County Meeting Date: October 22, 2007 In conjunction with Ramsey County and the State of Minnesota SCORE Program, the City of Mounds View is eligible to apply for grant monies to fund 2008 recycling activities. As a part of the grant application, the City Council must formally request the funding. This amount is projected to be $25,994.00. The attached 2008 SCORE funding grant application describes Mounds View’s recycling program and proposed budget allocation. Please note SCORE funds may only be used for their allocated purposes. (e.g., administration funds may not be used for publicity costs.) In 2008, Staff is hoping to bring attention to composting in the City of Mounds View. Staff is planning to purchase composting bins and kitchen collectors to help facilitate this. In addition, the residents who receive these bins and collectors will be responsible for coordinating a report about the compost use and garbage reduction. Composting information will be cited in the Mounds View Matters and CTV. RECOMMENDATION: To adopt Resolution No. 7177, approving the 2008 SCORE Recycling Grant Request to Ramsey County. Respectfully submitted, Mary Springer RESOLUTION NO. 7177 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING THE 2008 SCORE RECYCLING GRANT REQUEST TO RAMSEY COUNTY WHEREAS, Ramsey County is accepting applications for use of SCORE funds to improve recycling participation by the public; and WHEREAS, the City of Mounds View is eligible to apply for a grant to provide administrative and promotional activities intended to improve recycling participation among city residents through education, awareness, and incentives; and WHEREAS, the City Council of the City of Mounds View has determined that this is an appropriate use of city resources and that increasing recycling participation benefits the public health, safety, and welfare of the community as a whole. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View approve the application for 2008 SCORE funding (attachment) and authorize acceptance of any allocated funding. Adopted this 22nd day of October, 2007. Rob Marty, Mayor ATTEST: Jim Ericson, Interim City Administrator (seal) Item No. 8E Meeting Date: 2007 Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Jim Hess, Engineering/IS Technician Item Title/Subject: Resolution 7180 Awarding a Contract for the Installation of Fiber Optic Cable to Water Treatment Plant No. 1 Background: The water plant has an existing office area that is utilized by the water department staff. There is currently no computer network connection to this office area. The existing computers used at the plant are stand alone systems. Staff has been working with the Roseville IT Department on the best way to get connectivity to the plant to allow access to all City computer network resources. The ability to have email, access to laser fiche documents, such as asbuilts, and to use network applications is needed to help in the daily communication and duties of the W ater Department. Discussion: There is an existing underground conduit between the water tower and the treatment plant that can be utilized. There is also conduit from the water tower to City Hall. This existing conduit is the perfect path to pull a fiber optic line. In addition to the computer network benefits, Staff at the treatment plant will also be able to use IP phones. Other communication systems can also use the fiber cable, such as connectivity to the Water Telemetry system. The fiber will also allow for future communication needs. Installation of the fiber is best performed before the winter season so as to avoid the possibility of water frozen in the existing conduit. Staff has solicited quotes from three vendors to install, terminate and test the fiber. Quotes were received from DellComm, Master Technology Group (MTG) and All Systems Installation. The results of the quotes are as follows: DellComm $6,834.15 Master Technology Group $4,846.00 All Systems Installation $4,881.00 The capital / equipment account of the adopted 2007 Water Infrastructure Budget (Account No. 700-4823-7050) is recommended to fund this installation. Adequate funds are available in this account. Recommendation: It is recommended that the City Council adopt resolution 7180 awarding a contract for the installation of a fiber optic cable to Water Treatment Plant No. 1. Respectfully submitted, ____________________ Jim Hess, Engineering/IS Technician RESOLUTION 7180 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AWARDING A CONTRACT FOR THE INSTALLATION OF A OF FIBER OPTIC CABLE TO WATER TREATMENT PLANT NO. 1 WHEREAS, the water plant has an existing office area that is utilized by the water department staff; and WHEREAS, Staff has been working with the Roseville IT Department on the best way to get connectivity to the plant to allow access to all City computer network resources; and WHEREAS, quotes for the installation of a fiber optic cable to Water Treatment Plant No. 1 were solicited; and WHEREAS, a total of three (3) quotes were received with the low quote submitted by Master Technology Group in the amount of $4,846.00 including tax; and WHEREAS, the capital / equipment account of the adopted 2007 Water Infrastructure Budget (Account No. 700-4823-7050) has adequate funds and is recommended to fund this installation; and WHEREAS, the City Charter, Section 7.08 gives the City Council authority to amend the budget by resolution. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. A contract for the installation of a fiber optic cable to Water Treatment Plant No. 1 is hereby awarded to Master Technology Group in the amount of $4,846.00 including tax. 2. The Mayor and City Administrator are hereby authorized and directed to enter into a contract with said contractor. 3. The funds to administer the aforementioned contracts associated with the installation of a fiber optic cable to Water Treatment Plant No. 1 are to be derived from the capital / equipment account of the adopted 2007 Water Infrastructure Budget (Account No. 700-4823- 7050). Adopted this 22nd day of October 2007. (ATTEST) ____________________________________ Rob Marty, Mayor (SEAL) ____________________________________ James Ericson, Interim City Administrator