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HomeMy WebLinkAboutAgenda Packets - 2003/01/13CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA Monday, January 13, 2003 7:00 p.m. 1. CALL TO ORDER 2. ROLL CALL: Linke, Quick, Marty, Stigney, Gunn 3. APPROVAL OF AGENDA 4. PUBLIC INPUT: Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 5. JUST AND CORRECT CLAIMS 6. CONSENT AGENDA A. Licenses for Approval B. Resolution 5925 Approving Severance for William Hanson C. Resolution 5926 Appointing MMKR to Provide Auditing Services for the Year Ended December 31, 2002 D. Resolution 5930 Approving a temporary seasonal Public Works Employee and authorization to advertise for the two currently vacant positions. 7. COUNCIL BUSINESS A. Resolution 5927 Authorizing the Purchase of Audio Equipment for the Banquet Center B. Resolution 5928 Authorizing an Arrangement for temporary coverage of police administrative needs C. Resolution 5931 Authorizing the engineering firm of Bonestroo, Rosene, Anderlik, and Associates (BRAA) to provide engineering services for the Manufactured Home Park Access Study D. Resolution 5932 Approve the Plans and Specifications and Set a Bid Date for the Water Tower Rehabilitation Project 8. SPECIAL ORDER OF BUSINESS A. Resolution 5929 Approving a Step Increase for Greg Lee 9. REPORTS 10. APPROVAL OF MINUTES A. December 30, 2002 City Council Minutes will be approved on January 27, 2003 B. January 6, 2003 Special City Council Minutes will be approved on January 27, 2003 11. Next Council Work Session: February 3, 2003 Next Council Meeting: January 27, 2003 12. ADJOURN Item No.06A Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Mayor and City Council From: Barb Benesch Item Title/Subject: CONTRACTOR LICENSES FOR APPROVAL Meeting Date: January 13, 2003 Please consider the following contractor licenses for approval. All contractor licenses will expire on December 31, 2003. All applicants have submitted appropriate fees and proof of insurance. The first group are renewals and the second group are new license applications. 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 2002. Those companies renewing their license were licensed, at a minimum, in the year 2002. The type of license they are applying for follows the company name. Renewal Air Comfort Specialists – HVAC Air Mechanical, Inc. – HVAC Alliance Mechanical Services, Inc. – HVAC Allied Fireside dba Fireside Corner - HVAC Amtech Lighting Services dba Suburban Lighting – Sign Ashland Enterprises, Inc. – Masonry/Concrete Asphalt Driveway Co. – Asphalt Automatic Garage Door & Fireplace – HVAC B & D Plumbing, Heating & A/C – HVAC Benson-Orth Associates, Inc. – General (Commercial) Condor Fireplace & Stone – HVAC D. W. Fence Company – Fence Dave Wagner Plumbing – HVAC Delite Outdoor Advertising – Sign Dependable Indoor Air Quality, Inc. – HVAC Doody Mechanical DBA United Sheet Metal – HVAC Dorglass, Inc. – General (Commercial) Forced Air Inc. DBA Wenzel Heating & Air Conditioning – HVAC Four Seasons – HVAC Gilbert Mechanical Contractors, Inc. – HVAC Hage Construction Co. – Masonry/Concrete Harris Companies, Inc. – HVAC Hoffman Corner Heating & Air Conditioning - HVAC Kath Heating & A/C – HVAC KM Building Co., Inc. – General (Commercial) Kraus-Anderson Construction Company – General (Commercial) M. A. Mortenson Company – General (Commercial) Master Mobile Home Service – HVAC McGough Construction – General (Commercial) City of Mounds View Staff Report Contractor Licenses for Approval Page Two of Two Mobile Home Improvement - HVAC Mobile Maintenance, Inc. – HVAC Nardini Fire Equipment Co., Inc. – Fire Suppression Northco Corporation – General (Commercial) Northeast Tree – Tree Trimming/Removal Northern Air Corporation – HVAC P. & H. Services Co., Inc. – HVAC PMJ Group, Inc. – General (Commercial) Precision Landscape & Tree, Inc. – Tree Trimming/Removal Renewal Residential Heating & Air – HVAC Riccar Corp. – HVAC River City Sheet Metal, Inc. – HVAC Royalton Heating & Cooling – HVAC Sandd Excavating, Inc. – Sewer/Water SignArt Company, Inc. – Sign Single-Ply Systems, Inc. – General (Commercial) St. Marie Sheet Metal, Inc. – HVAC St. Paul Plumbing & Heating – HVAC Stahl Construction Co. – General (Commercial) Standard Heating & Air Cond. – HVAC Structures Hardscapes Specialists, LLC – Retaining Walls Superior Contractors, Inc. – HVAC The Maintenance Team, Inc. – HVAC The Snelling Co., Inc. – HVAC Valley Rich Co., Inc. – Sewer/Water Vogt Heating & Air Conditioning, LLC – HVAC Watson-Forsberg Co. – General (Commercial) WestAir, Inc. – HVAC Yale, Incorporated – HVAC New Dave Wagner Plumbing – HVAC Four Seasons – HVAC Rob Carlson Builders – General (Commercial) Staff Recommendation: Approve license applications as requested. Item No 6B Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Consideration of Resolution 5925 Authorizing Severance Packages for William Hanson Date of Report: January 13, 2003 On December 31, 2002, William Hanson resigned his position in the Water Division of the Public Works Department with the City of Mounds View. Mr. Hanson served the City for 30 years. Mr. Hanson received a plaque dedicated by the City honoring his commitment and long service to the City. Attached is Resolution 5925 which requests authorization to make severance payments to retiree William Hanson. Mr. Hanson was paid from the Water Fund, which has reserved amounts for vacation and sick leave payouts. Staff requests direction to move severance funds from the water fund account to the general fund for monthly payout as insurance premiums. In addition, staff requests a lump sum payment for vacation pay be made to Mr. Hanson. All requested payouts are based on salary at the time of retirement. RECOMMENDATION It is recommended that the City Council adopt the attached resolution authorizing the Severance Packages for William Hanson. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION No. 5925 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION AUTHORIZING SEVERANCE PACKAGES FOR WILLIAM HANSON WHEREAS, William Hanson has served the City of Mounds View for 30 years; and WHEREAS, William Hanson’s last day of employment with the City was on December 31, 2002; and WHEREAS, William Hanson is entitled to the following benefits per the City of Mounds View Personnel Manual, Section 4.35D Separation Compensation: • 100% of accrued vacation time calculated at 214.85 hours o 214.85 hours of vacation x $19.32 per hour=$4,150.90 • Option 1: a lump sum payment of fifty percent of accrued sick leave, or Option 2: sixty-five percent of sick leave accrued for use toward the retiree’s group health, dental and/or life insurance premiums for as long as the funds are available up to the retiree’s 65th birthday. If Option 2 is elected, these funds may be used only for the retiree’s health, dental and/or life insurance premiums and at no time may they be taken for cash or for any other purpose. William Hanson has elected Option 2 which is as follows: o 1258 hours of accrued sick leave x 65% x $19.32 per hour= $15,797.96 • Total: $19,948.86 WHEREAS, William Hanson is paid from the Water Fund. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby approve the aforementioned provisions for William Hanson and directs Staff to move these funds from their respective reserve account to the General Fund for monthly payout as insurance premiums and a lump sum payment for vacation pay for Mr. Hanson. ATTEST Adopted this 13th day of January, 2003 Jerry Linke, Mayor SEAL James Ericson, Interim City Administrator Motion: Seconded: Linke: Stigney: Quick: Marty: Gunn: Item No. 6D Type of Business: CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Resolution No. 5930 Approving a temporary seasonal Public Works Employee and authorization to advertise for the two currently vacant positions. Meeting Date: January 13, 2003 Background On March 11, 2002, a Public Works employee resigned his position with the City. On August 12, 2002 the Mounds View City Council requested that the Public Works Department review the current staffing levels and quantify impacts on service in the event there is a reduction in these levels. This information was presented to Council on September 3, 2002. As a result, Council granted authorization to advertise for the vacant position. On December 31, 2002, Bill Hanson, a thirty-year (30) veteran of Public Works, resigned from the Water Division. This leaves two vacancies in Public Works. On January 6, 2003 staff presented the vacancy issue to Council. Discussion With the two vacancies, there is a short-term need for additional help. Staff is requesting that the City create a new contract with a previously employed seasonal Public Works employee who has worked for the City of Mounds View for the past three years. The proposal would be to create a contract for a temporary seasonal position to start on January 15, 2003 and terminate upon City discretion, but not to extend beyond April 18, 2003. The wage for the temporary seasonal maintenance employee would continue to be $10.25/hour. The main duties of this person will be to assist during a snow/ice event and to work in the sewer division performing sewer maintenance activities such as root cutting and sewer jetting/cleaning. Public Works will be advertising for the two vacant full-time positions internally on January 8, 2003. A member of the sewer division has already expressed a desire to move to the water division. If this occurs, Staff will request authorization of the reclassification from Council later this month. This still leaves two vacant positions in Public Works. Staff is requesting authorization to advertise for these positions later this month. With little or no Human Resources to assist Public Works, it is anticipated that it will be mid-April before a qualified individual could start in either of the vacant positions in Public Works. Recommendation: Staff recommends that the Council authorize Public Works to create and execute a contract for a temporary seasonal position to start on January 15, 2003 and terminate upon the City discretion, but not to extend beyond April 18, 2003. Staff also recommends that Council authorize Public Works to advertise for the two currently vacant positions. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 5930 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING A TEMPORARY SEASONAL PUBLIC WORKS EMPLOYEE AND AUTHORIZATION TO ADVERTISE FOR THE TWO CURRENTLY VACANT POSITIONS. WHEREAS, there are currently two vacant positions in the Public Works Department, and WHEREAS, the two vacancies have created a short-term need for additional help; and WHEREAS, Staff is requesting that the City create a new contract with a previously employed seasonal Public Works employee who has worked for the City of Mounds View for the past three years; and WHEREAS, the seasonal position is proposed to start on January 15, 2003 and terminate upon City discretion, but not to extend beyond April 18, 2003; and WHEREAS, the wage for the temporary seasonal maintenance employee would continue to be $10.25/hour; and WHEREAS, Staff recommends that Council authorize Public Works to advertise for the two currently vacant Public Works positions. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council does hereby authorize Public Works to create and execute a contract for a temporary seasonal position to start on January 15, 2003 and terminate upon the City discretion, but not to extend beyond April 18, 2003, and that the wage for this position will be $10.25/hour. NOW, THEREFORE, BE IT FURTHER RESOLVED that City Council authorizes the Public Works Department to advertise for the two currently vacant positions. Adopted this 13th day of January, 2003. ______________________________ Jerry Linke, Mayor (ATTEST) _______________________________ James Ericson Interim City Clerk/Administrator (SEAL) Motion By: _________ Second By: _________ Linke: Quick: Stigney: Marty: Gunn: Item No. 7D Type of Business: CB WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Water Tower Rehabilitation Project Resolution No. 5932 Approve the Plans and Specifications Set a Bid Date of December 3, 2002 Meeting Date: January 13, 2003 Background: On December 14, 2001, an evaluation report for the water tower was submitted to the City by the engineering firm of Short, Elliot, Hendrickson Inc. (SEH). This report indicated that the water tower was in generally good condition. However, some maintenance items were recommended. A general summary follows: Interior Structural $ 1,800 Interior Wet Coating – partial replacement as recommended, $12,000 including surface preparation and coating application Interior Dry Coating – spot surface preparation as recommended, $ 500 and paint application Exterior Coating System – Complete power wash, $19,200 spot surface preparation as prescribed, and touch up paint application Sub Total $33,500 10% Contingency $ 3,300 Estimated Const. Cost $36,800 Discussion: On October 28, 2002, the City Council approved Resolution No. 5871 which;  Approved the Preliminary Feasibility Report  Waived Public Improvement Hearing  Ordered the Project  Approved execution of a supplemental letter of agreement with Short, Elliott, Hendrickson Inc.  Authorized the preparation of Plans and Specifications Plans and Specifications – The engineering firm of Short Elliott Hendrickson Incorporated (SEH) has prepared plans and specifications that meet the City of Mounds View’s standards. The plans and specifications are compiled into a document referred to as the “Project Manual” dated January 13, 2003. The Project Manual is a ½ inch thick, spiral bound document, of which the City has a dozen copies The Project Manual is not attached to this report; however it is available upon request. Copies will also be available at the January 13, 2003 City Council Meeting. A copy will be place in the City Record Book. The 2002 budget included only $25,000 for the Water Tower Rehabilitation Project. Due to this funding shortfall, the 2002 budgeted amount of $25,000 was utilized for the 2002 Well Rehabilitation Project and the adopted 2003 Budget included $40,000 from Water Infrastructure & Equipment Maintenance account of the Enterprise Fund, Account 700-4823-5150 for financing the entire Water Tower Project. Construction firms that perform this type of work are highly specialized and their annual schedules tend to fill up fast. In an effort to receive the most favorable bids by providing scheduling flexibility, the Public Works Department directed that the specifications be written to give the contractors bidding on the project the option to start the project either in the spring or fall of this year. Bid Date – A February 6th, 2003, 10:00 a.m. bid date will provide ample time to provide required notification to contractors. What’s Next – Should the Council want to proceed with this project, the following is a tentative schedule for this project: January 13th Approve plans and specifications January 13th Set a February 6th bid date January 15th & 22th Advertise bids February 6th 10:00 a.m. Receive bids February 24th Award contract April 1st OR Sept 1st Start project – option given to contractor May 15th OR Oct 31st Complete project Recommendation: It is recommended the City Council adopt a resolution approving the plans and specifications and establishing a February 6th, 2003, 10:00 a.m. bid date for the Water Tower Rehabilitation Project. Respectfully Submitted, Greg Lee, Director of Public Works RESOLUTION NO. 5932 APPROVE THE PLANS AND SPECIFICATIONS AND SET A BID DATE OF FEBRUARY 6, 2003 FOR THE WATER TOWER REHABILITATION PROJECT CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA WHEREAS, On October 28, 2002, the City Council adopted Resolution No. 5871 authorizing the preparation of construction plans and specifications for the Water Tower Rehabilitation Project; and WHEREAS, said specifications have been prepared in accordance with City standards and are in the form of a Project Manual; and WHEREAS, the financing for this project will be derived entirely from the City of Mounds View Enterprise Fund and that assessments are not a funding source. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The plans and specifications for the Water Tower Rehabilitation Project which were prepared pursuant to Resolution No. 5871 adopted by the City Council on October 28, 2002 are hereby approved as the plans and specifications in accordance with which said project shall be implemented. 2. That a date to receive bids for said project is hereby established on February 6, 2003 at 10:00 a.m. 3. That Staff is hereby directed to cause to be published in the New Brighton Bulletin and in the Construction Bulletin, at least ten (10) days before the date for opening of bids, a notice to bidders for the implementation of said project as required by law. Adopted this 13th day of January 2003. ______________________________ Jerry Linke, Mayor (ATTEST) _______________________________ James Ericson Interim City Clerk/Administrator (SEAL) Motion By: _________ Second By: _________ Linke: Quick: Stigney: Marty: Gunn: Item 8A January 13, 2003 RESOLUTION NO. 5929 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING A STEP ADJUSTMENT FOR GREG LEE, PUBLIC WORKS DIRECTOR WHEREAS, Greg Lee is a regular full-time employee who began working for the City of Mounds View on January 1, 2002; and WHEREAS, on November 25, 2002, Greg Lee’s Supervisor reviewed his performance as it relates to the responsibilities of Public Works Director outlined in the job description; and WHEREAS, Greg Lee’s Supervisor determined that Mr. Lee has more than satisfactorily performed in the capacity of Public Works Director (documented in his performance review on file); and WHEREAS, a wage adjustment from STEP TWO to STEP THREE is consistent with the City’s personnel policy. NOW, THEREFORE BE IT RESOLVED that the Mounds View City Council does hereby approve a wage adjustment for Public Works Director Greg Lee from STEP TWO ($68,228.28) to STEP THREE ($72,241.70) effective January 1, 2003. Adopted this 13th day of January, 2003. ______________________________ Jerry Linke, Mayor (ATTEST) _______________________________ James Ericson Interim City Clerk/Administrator (SEAL) Motion By: _________ Second By: _________ Linke: Quick: Stigney: Marty: Gunn: