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HomeMy WebLinkAboutAgenda Packets - 2019/01/14CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, January 14, 2019 6:30 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Mueller, Gunn, Hull, Meehlhause, Bergeron 4. APPROVAL OF AGENDA 5. CONSENT AGENDA A. Approval of Minutes: B. Just and Correct Claims C. Resolution 9060 Approving The 2018 Pay Equity Report D. Resolution 9016 Approving CTV Contract 6. PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. 7. SPECIAL ORDER OF BUSINESS A. John Connelly – North Metro North Chamber 8. COUNCIL BUSINESS A. Resolution 9064, Approving the final payment for the 2018 Business Park North Street Reconstruction Project, Declaring the amount to be assessed and set a Public Assessment Hearing B. Resolution 9062, Approving Purchase and Installation of electronic locks for the Public Works Facility – Phase 2 C. Resolution 9063, Approving the Purchase of a John Deere Z920M ZTrak Mower 9. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 10. NEXT COUNCIL WORK SESSION: Monday, February 4, 2019 at 6:30 pm NEXT COUNCIL MEETING: Monday, January 28, 2019 at 6:30 pm 11. ADJOURNMENT PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1 CITY OF MOUNDS VIEW 2 RAMSEY COUNTY, MINNESOTA 3 4 Special Meeting 5 January 7, 2019 6 Mounds View City Hall 7 2401 Mounds View Boulevard, Mounds View, MN 55112 8 6:31 P.M. 9 10 11 1. MEETING IS CALLED TO ORDER 12 13 2. PLEDGE OF ALLEGIANCE 14 15 3. OATH OF OFFICE 16 17 City Administrator Zikmund administered the Oath of Office to Mayor Carol Mueller, 18 Councilmember Al Hull and Councilmember William Bergeron. A round of applause was 19 offered by all in attendance. 20 21 4. ROLL CALL: Bergeron, Gunn, Hull, Meehlhause, Mueller 22 23 NOT PRESENT: None. 24 25 5. APPROVAL OF AGENDA 26 A. Monday, January 7, 2019 City Council Agenda. 27 28 MOTION/SECOND: Gunn/Hull. To Approve the Monday, January 7, 2019, agenda as 29 presented. 30 31 Ayes – 5 Nays – 0 Motion carried. 32 33 6. CONSENT AGENDA 34 A. Approval of Minutes: December 10, 2018. 35 B. Just and Correct Claims. 36 C. Resolution 9058, Accepting Miscellaneous Cash Donations for 2018. 37 D. Resolution 9059, Appointing Gary Stevenson Chair of Planning Commission. 38 39 MOTION/SECOND: Gunn/Bergeron. To Approve the Consent Agenda as presented. 40 41 Ayes – 5 Nays – 0 Motion carried. 42 43 7. PUBLIC COMMENT 44 45 Mounds View City Council January 7, 2019 Special Meeting Page 2 None. 1 2 8. SPECIAL ORDER OF BUSINESS 3 4 None. 5 6 9. COUNCIL BUSINESS 7 A. Resolution 9056, Selection of the Acting Mayor, Treasurer and Official 8 Newspaper and Depositories for 2019. 9 10 City Administrator Zikmund requested the Council select an Acting Mayor, Treasurer, official 11 newspaper and depository for 2019. He reported the Sun Focus would no longer be providing 12 coverage in New Brighton and Mounds View. 13 14 Mayor Mueller commented on the submitted newspaper quotes and recommended the official 15 newspaper of record be the Bulletin with the St. Paul Pioneer Press as the City’s secondary 16 newspaper. 17 18 Council consensus was to recommend the Bulletin for the City’s official newspaper of record. 19 20 Mayor Mueller recommended the depositories move forward as recommended by staff. She 21 asked who would like to serve as Acting Mayor for 2019. 22 23 Council Member Gunn stated she would be willing to serve as the Acting Mayor again in 2019. 24 25 Council consensus was to recommend Council Member Gunn serve as the Acting Mayor for 26 2019. 27 28 MOTION/SECOND: Meehlhause/Bergeron. To Waive the Reading and Adopt Resolution 29 9056, Selection of the Acting Mayor, Treasurer and Official Newspaper (The Bulletin) and 30 Depositories for 2019. 31 32 Ayes – 5 Nays – 0 Motion carried. 33 34 B. Resolution 9054, Appointing City Council Members and City Staff as 35 Representatives for City Commissions and Other Organizations. 36 37 City Administrator Zikmund requested the Council appoint City Council members and City staff 38 as representatives for City Commissions and other organizations. He reviewed the list of past 39 appointments with the Council and discussed the importance of the Anoka County Fire Board 40 representative being in attendance at the fall meeting. He commented on how the Human 41 Resources Committee would have formal agendas and would be making recommendations to the 42 City Council. 43 44 Council Member Meehlhause asked if the I-35W Coalition should be added to this list. City 45 Mounds View City Council January 7, 2019 Special Meeting Page 3 Administrator Zikmund stated this organization should be added. Council Member Gunn 1 indicated she would continue serving with this group. City Administrator Zikmund explained he 2 would serve as the alternate. 3 4 Mayor Mueller summarized all of the appointments and asked if the Council had any changes to 5 the proposed appointments. 6 7 Council Member Bergeron indicated he supported the appointments as presented. 8 9 Council Member Gunn stated she has been attending the YMCA Advisory meetings and 10 requested her name be added as an alternate for this group. 11 12 Council Member Meehlhause explained he supported the appointments. 13 14 MOTION/SECOND: Gunn/Bergeron. To Waive the Reading and Adopt Resolution 9054, 15 Appointing City Council Members and City Staff as Representatives for City Commissions and 16 Other Organizations. 17 18 Ayes – 5 Nays – 0 Motion carried. 19 20 10. REPORTS 21 A. Reports of Mayor and Council. 22 23 Council Member Gunn reported she would be attending the Anoka County Fire Protection Board 24 meeting, the Festival in the Park meeting, the Police Foundation meeting and an I-35W Coalition 25 meeting. 26 27 Council Member Meehlhause explained he would be attending an NYFS Executive Board 28 meeting on Thursday, January 10th. 29 30 Mayor Mueller stated the community recently lost Naja Warner. She sent her condolences to the 31 entire Warner family. 32 33 B. Reports of Staff. 34 35 City Attorney Riggs updated the Council on an email request a reporter made of the Mayor 36 regarding a State Statute concern. He explained he was somewhat uncertain what the reporter 37 was looking for and recommended staff provide the reporter with a simple written response on 38 behalf of the City. 39 40 Council consensus was to direct staff to respond to the reporter. 41 42 C. Reports of City Attorney. 43 44 City Attorney Riggs had nothing additional to report. 45 Mounds View City Council January 7, 2019 Special Meeting Page 4 1 11. Next Council Work Session: Immediately Following This Meeting 2 Next Council Meeting: Monday, January 14, 2019, at 6:30 p.m. 3 4 12. ADJOURNMENT 5 6 The meeting was adjourned at 7:03 p.m. 7 8 Transcribed by: 9 10 Heidi Guenther 11 TimeSaver Off Site Secretarial, Inc. 12 Item No: 5.C. Meeting Date: January 14, 2019 Type of Business: Council Consent Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 9060, Approving the 2018 Pay Equity Report Background: Minnesota State Law requires all public jurisdictions such as cities, counties, and school districts to eliminate any sex-based wage inequities in compensation. It is required under Minnesota Pay Equity Law that public jurisdictions report to the Minnesota Department of Management and Budget on pay equitable status every three (3) years. The City’s Pay Equity Report is due on January 31, 2019. The salaries in this report must reflect salary amounts effective no later than December 31, 2018. The City was out of compliance in 2018 and took steps to regain compliance. Discussion: Attached is the Mounds View Pay Equity Report to be submitted to the Minnesota Department of Management and Budget. According to the report, the City is compliant under the Minnesota Pay Equity Act. The State is requiring that the City Council approve the 2018 Pay Equity Report by Resolution. It is Staff’s intention to send this report electronically to this agency on January 15, 2019. Recommendation: Adopt Resolution 9060, approving the 2018 Pay Equity Report. Respectfully submitted, _______________________ Mark Beer RESOLUTION 9060 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION APPROVING THE 2018 PAY EQUITY REPORT WHEREAS, the Minnesota Pay Equity Act and Minnesota Rules Chapter 3920 requires cities to prepare a pay equity report every three years; and WHEREAS, Staff completed the Pay Equity Report for salary amounts effective December 31, 2018, as required by law; and WHEREAS, it appears that the City has met the necessary requirements and does not need to make any further wage adjustments at this time. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council approves the Pay Equity Report, and directs staff to submit it to the Minnesota Department of Management and Budget. Adopted this 14th day of January, 2019. ________________________________ Carol A. Mueller, Mayor ATTEST: ________________________________ Nyle Zikmund, City Administrator (seal) Item No: 5:D. Meeting Date: 01/14/2019 Type of Business: Consent Agenda Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Nyle Zikmund, city Administrator Item Title/Subject: Resolution 9061, Approving CTV North Suburbs Professional and Technical Services contract for 2019. Background The City of Mounds View is part of the North Suburban Communication Commission/CTV North Suburbs, a consortium/JPA/Non-Profit that manages the Cable Franchise Fee and provides production, broadcast and technical support for public programming. Discussion The services provided by CTV are À la carte with Mounds View utilizing broadcast support (live cable casting) and web streaming and production of two events (at a cost of $1). Recommendation Staff recommends approval of Resolution 9061 approving the CTV North Suburbs Technical and Professional Services Contract. Respectfully Submitted, _______________________________ Nyle Zikmund City Administrator RESOLUTION 9061 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING CTV NORTH SUBURBS PROFESIONAL AND TECHNCIAL SERVICES CONTRACT FOR 2019 WHEREAS, the City of Mounds View is a partner/member of the North Suburban Cable Commission/CTV North Suburbs, and WHEREAS, the City of Mounds View utilizes cable broadcasting, web-streaming, production and other services; and WHEREAS, the consortium is governed by a board comprised of partner members; and WHEREAS, the services and prices are consistent with previous services and prices. NOW, THEREFORE, BE IT RESOLVED, the Mounds View City Council does hereby approve Resolution 9061 providing Professional and Technical Services from CTV North Suburbs. Adopted this 14th day of January, 2019. __________________________________ Carol A. Mueller, Mayor ATTEST: __________________________________ Nyle Zikmund, City Administrator (SEAL): Item No: 8A Meeting Date: January 14, 2019 Type of Business: Council Business Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Public Works Director Item Title/Subject: Resolution 9064, Approving the Final Payment for the 2018 Business Park North Street Reconstruction Project, Declaring the amount to be assessed and Set Public Assessment Hearing Background: Northwest Asphalt Inc, submitted the lowest responsible bid and was awarded construction for the 2018 Business Park North Street Rehabilitation Project. Northwest Asphalt performed construction for the project during summer 2018, and was substantially complete on October 19, 2018 – the date that the two-year warrantee period begins. A punch list was prepared after substantial completion for the remaining minor work and/or repairs left to complete before project close-out. Northwest Asphalt completed those items and has met all requirements of the contract documents in a satisfactory manner. The City has been withholding final payment to Northwest Asphalt pending completion of the punch list and other close-out requirements. The following is a summary of the final construction costs: Original Contract Amount: $707,748.06 Change Orders: $38,266.53 Revised Contract Amount: $746,014.59 Actual Construction Cost: $746,014.59 Storm Water Reduction: $44,550.65 Total: $701,463.94 The remaining payment amount owed to Northwest Asphalt Inc. is for $266,513.42. In addition, Stantec and American Engineering and Testing (AET) consulting fees need to be included in the total cost of the total cost of the project. Stantec performed design, bidding and some construction inspection services. AET performed material testing services on the project. Stantec fees: $50,865.70 AET fees: $6,184.50 Total Engineering fess: $57,050.20 The street improvements for the Business Park North Street Reconstruction have been discussed for several years and have been included on the Capital Improvement Program and are to be assessed in accordance with Chapter 202 of the Municipal Code. The City Council is being asked to approve the final payment to Northwest Asphalt Inc. in the amount of $266,513.42. The City Council must also approve the amount to be assessed to the property owners in the Business Park North. The total cost of the project and the amount to be assessed is $758,514.14. The Council must also hold a public hearing regarding the assessments established as part of Improvement for the Business Park North Street Reconstruction project. After the public hearing, Staff will be asking the Council to adopt the assessments. The actions requested are required by Minnesota Statutes Chapter 429, which specifies the steps that must be taken to assess property owners for the cost of local improvements. The proposed street improvements are eligible for assessment and following this process will allow the benefitting property owners to be assessed for the improvements. Recommendation: Public Works (and Stantec Consulting Services) recommend that the City Council adopt the attached Resolution to accept the construction work and release final payment for the Business Park North Street Reconstruction project. Northwest Asphalt, and their subcontractors have submitted IC-134 forms (as required for project close-out). Staff also recommends the Council approve the total amount to be assessed to the property owners in the Business Park North of $758,514.14. Furthermore the assessment will be 12.5% of the total project costs, the assessment will be for 10 years on their property taxes and a $35.00 administrative fee will be charged per assessment amount if prepayment is not made. Staff further recommends that Council set the Public Hearing for the assessments for Monday, February 25, 2019 at 6:30pm. Respectfully submitted, Don Peterson Director of Public Works RESOLUTION 9064 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE FINAL PAYMENT FOR THE 2018 BUSINESS PARK NORTH STREET RECONSTRUCTION PROJECT, DECLARING THE AMOUNT TO BE ASSESSED AND SET PUBLIC ASSESSMENT HEARING WHEREAS, the City Council approved the Business Park North Street Reconstruction Project and awarded the project to Northwest Asphalt Inc. of Shakopee MN; and WHEREAS, Northwest Asphalt Inc. completed all project construction and met all other contract requirements for the Project with the substantial a completion date of October 19, 2018 and a final construction cost of $758,514.14; and WHEREAS, City Staff and its engineering consultant, Stantec Consulting Services, recommend accepting the completed construction work and issuing final payment for $266,513.42 to Northwest Asphalt Inc.; and WHEREAS, the street improvements for the Business Park North Street Reconstruction have been discussed for several years and is to be assessed in accordance with Chapter 202 of the Municipal Code; and WHEREAS, the City Council must also approve the amount to be assessed to the property owners in the Business Park North and that total is $758,514.14; and WHEREAS, The Council must also hold a Public Hearing regarding the assessments established as part of improvement for the Business Park North Street Reconstruction project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. Accepts work completed under the contract between the City and Northwest Asphalt Inc, for the 2018 Business Park North Street reconstruction project. 2. The Finance Director is authorized to issue final payment for $266,513.42 to Northwest Asphalt Inc, for completing construction of the project 3. Approves the total amount to be assessed to the property owners in the Business Park North at $758,514.14. 4. The assessment will be 12.5% of the total project costs for each property, the assessment will be for 10 years on their property taxes and a $35.00 administrative fee will be charged per assessment amount if prepayment is not made. 5. Sets the Public hearing for these assessment for Monday, February 25, 2019 at 6:30pm. Resolution 9064 Adopted this 14th day of January, 2019 ____________________________________ Carol A. Mueller, Mayor ATTEST: ___________________________________ Nyle Zikmund, City Administrator (SEAL) Item No: 8B Meeting Date: January 14, 2019 Type of Business: Council Business Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Director of Public Works Item Title/Subject: Resolution 9062 Approving the Purchase and Installation of electronic locks for the Public Works Facility - Phase 2 Background/Discussion: During the design phase of the Public Works Facility (City Project No. 2017-C02) it appeared that the cost of the total project may exceed the budgeted amount. As a result, Staff and the designer removed some features in the building construction contract. These items were included in the overall project budget but would be purchased outside the contract by City Staff as a cost savings measure. As part of the project design electronic locks and door security systems were to be installed. Staff found as the Public Works project proceeded this system was omitted in the overall budgeting process. Phase 1 was completed in 2018 with the plan to budget for Phase 2 in 2019. Council approved Phase 1 at the June 11, 2018 City Council meeting, Resolution 8891. Discussion: Staff has received quote from Pro-Tec Design the current vendor for City Hall electronic door locks. Pro-tech is also on the State Contract for the purchase in installation of this system. The following is a breakdown of the estimated costs for the items: • $21,311.54, Phase 1, includes installation of new workstation, 4 doors with card readers, and 3 Intercom systems. Phase 1 Completed. • $22,075.09 Phase 2 (2019) includes the expansion of 2 new boards in the work station for 3 new card readers, installing 3 door card readers and installing door contacts indicating when a door is open. Recommendation: Staff recommends the City Council approval to purchase and installation of the electronic door locks and card readers from Pro-Tec design Phase 2 for $22,075.09. To be funded from the special project fund 480-4470-7030. Respectfully submitted, Don Peterson Public Works Director RESOLUTION NO. 9062 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE PURCHASE AND INSTALLATION OF ELECTRONIC LOCKS FOR THE PUBLIC WORKS FACILITY - PHASE 2 WHEREAS, during the design phase of the Public Works Facility (City Project No. 2017-C02) some features in the building construction contract were removed; and WHEREAS, these items were included in the overall project budget but would be purchased outside the contract by City Staff; and WHEREAS, Staff found that as the project has proceeded this system was omitted in the overall budget process; and WHEREAS, Staff has received quote from Pro-Tec Design the current vendor for City Hall electronic door locks, the following is a breakdown of the estimated costs for the items: • $21,311.54, Phase 1, includes installation of new workstation, 4 doors with card readers, and 3 Intercom systems. Phase 1 completed in 2018. • $22,075.09 Phase 2 (2019) includes the expansion of 2 new boards in the work station for 3 new card readers, installing 3 door card readers and installing door contacts indicating when a door is open; and WHEREAS, Public Works Staff also had discussed this with the City Finance Director and Administrator Zikmund in regards to moving forward with this project; and WHEREAS, funds are budgeted in the 2019 Special Project Fund, 480-4470-3030. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. The City Council hereby authorizes the purchase and installation of Electronic Door locks includes the expansion of 2 new boards in the work station for 3 new card readers, installing 3 door card readers and installing door contacts indicating when a door is open. 2. The Mayor and City Administrator are hereby authorized and directed to execute all appropriate documents to effectuate the actions contemplated by this resolution. 3. The Mayor and City Administrator, Staff and consultants are hereby authorized and directed to take any and all additional steps and actions necessary or convenient in order to accomplish the intent of this Resolution. Resolution 9062 Adopted this14th day of January, 2019 ____________________________________ Carol A. Mueller, Mayor ATTEST: ____________________________________ Nyle Zikmund, City Administrator (SEAL) Item No: 8C Meeting Date: January 14, 2019 Type of Business: CB Administrator Review: ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Don Peterson, Director of Public Works Item Title/Subject: Resolution 9063, Approving the Purchase of a John Deere Z920M ZTrak Mower Background/Discussion: A responsibility of the Public Works Department includes overseeing the Building and Ground maintenance at all City Facilities. The Parks Department mows over 138 acres of turf weekly during the spring, summer and fall seasons. The Department uses several different mowers to perform the necessary work, one of which is a 2006 Walker Mower. Over the past few years the cam shaft has needed to be replaced twice along with some minor repairs. This mower is used primarily at the Community Center and City Hall during the summer months. The mower is also used at all City Facilities for spring clean-up and in the fall for leaf pick up. Discussion: With the replacement of the cam shaft twice in the past three years, there is no way of knowing if other damage has occurred to the engine. Staff inspected the mower and is recommending this unit be replaced before it is used this spring and further repairs would be needed. Staff reviewed the various mowers available on the MN Cooperative Venture Purchasing program (CPV). Vendors were contacted and demonstrations ensued to determine the proper equipment that best fit the needs of the City. Staff received a quote from Minnesota Equipment, Inc. of Ham Lake, and MTI Distributing, MN for a John Deere Z9020M ZTrak Mower with options such as mulching kits, and bagging system. The quote for the mower is $11,510.96. The adopted 2019 budget includes $11,500.00 for replacement mowers in account 460-4360-7030. Staff received a quote for a trade-in value of $400.00 for this unit. Staff felt this was too low and recommends sending the unit to State Auction. The estimated trade-in value from the dealer is $2,630.00. Recommendation: Staff is recommending the purchase of a John Deere Z920M ZTrak mower with a bagger system from Minnesota Equipment, Inc. of Ham Lake, MN, a vendor on the MN Cooperative Purchasing Venture program, in the amount of $11,510.96. This purchase will be funded from 460-4360-7030, with a 2019 budget amount of $11,500.00. Staff also recommends sending the Walker Mower to State Auction. Respectfully submitted, Don Peterson, Director of Public Works RESOLUTION 9063 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE PURCHASE OF A JOHN DEERE Z920M ZTRAK MOWER WHEREAS, the Public Works Department oversees the Building and Grounds maintenance, and mows turf weekly during the spring, summer and fall seasons; and WHEREAS, the current 2006 Walker Mower is used primarily at the Community Center and City Hall in addition to all other City Facilities in the spring and fall for turf management; and WHEREAS, the current mower has had major engine repairs in the past three years; and WHEREAS, It was determined and recommended by the Public Works Staff to have this mower replaced in 2019; and WHEREAS, Staff received a quote from Minnesota Equipment, Inc. of Ham Lake for a John Deere Z9020M ZTrak Mower with options such as mulching kits, and bagging system. The quote for the mower is $11,510.96; and WHEREAS, Staff recommends sending the 2006 Walker Mower to State Auction; and WHEREAS, the adopted 2019 budget includes $11,500.00 for replacement of for this mower in account 460-4360-7030. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1) The City Council accepts the quote from Minnesota Equipment, Inc. of Ham Lake TI Distributing, MN for a John Deere Z9020M ZTrak Mower with a bagging system and sending the 2006 mower on State Auction. 2) The total cost for the mower is $11,510.96 to be budgeted from 460-4360-7030. Adopted this 14th day of January, 2019 ____________________________________ Carol A Muller, Mayor ATTEST: ____________________________________ Nyle Zikmund (SEAL)