HomeMy WebLinkAboutCC MINUTES 06252013I
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CITY OF ST. ANTHONY
C ITY COUNCIL REG ULAR M E ETING MIN UTE S
JUN E 25 , 2013
CALL TO ORDER.
Mayor Faust called the meeting to order at 7:00 p.m.
PLEDGE OF ALLEGIANCE.
Mayor Faust invited the Council and audience to join him in the Pledge of Allegiance.
ROLLCALL.
Present:
Absent:
Also Present:
Guests:
Mayor Faust; Councilmembers Gray , Jenson , Roth and Stille.
None.
City Manager Mark Casey, Director of Public Works Jay Hartman , City Engineer
Todd Hubmer, and Finance Director Shelly Rueckert .
Commissioner Dan Freeman (Three Rivers Park District) and Peggy Moeller, CPA
(HLB Tautges Redpath. Ltd.).
CONSIDERATION, DISCUSSION, AND POSSIBLE ACTION ON ALL OF THE FOLLOWING
ITEMS.
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APPROV AL OF JUNE 25,2013, CITY COUNCIL MEETING AGENDA.
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Motion by Councilmember Gray , seconded by Councilmember Jenson, to approve the City
Council Meeting Agenda of June 25 , 2013.
Motion carried unanimously.
PROCLAMATIONS AND RECOGNITIONS.
A. Recognition of Service for Nick Voss, GreenCorp Member. Jay Hartman. Director of
Public Works. presenting.
Mayor Faust requested an update regarding the June 21 storm event.
Director of Public Works Hartman stated there was widespread loss of power throughout the
City including the City's facilities following the June 21 51 storm. He advised the City has begun
cleanup and curbside pickup throughout the City and curbside pickup will be available through
Monday, Ju[y [st . He encouraged residents to call or visit the City 's website for further
information. He added the City has a list of licensed contractors for tree removal and/or tree
trimming that is available at City Hall. He commended the Police, Fire, and Public Works
Departments for their quick response and stated the departments worked well together to
mitigate hazards immediately after the storm.
Mayor Faust asked if the streets would be swept again following the curbside pickup.
City Council Regular Meeting Minutes
June 25 , 2013
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21 III.
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Director of Public Works Hartman replied in the affirmative stating that after the debris is picked
up the City will come through with the street sweeper to clean up residual debris. He asked
residents to keep branches on the back of the curb and stated that any branches will not be on the
grass long enough to kill the grass.
Director of Public Works Hartman advised that Mr. Nick Voss has been with the City for ten
months as a GreenCorps member through the MPCA. He stated that Mr. Voss completed a
number of projects, including increased recycling efforts within the City offices, the School
District, and apartment buildings within the City, a rain garden project at SI. Charles Borromeo
School, a pet waste education campaign , and assisting with the ongoing carp removal project at
Silver Lake. He stated that Mr. Voss will be attending the University of Wisconsin Stevens
Point in a graduate program in environmental education and his long-term goal is a career
working for the DNR or MPCA. He expressed appreciation to Mr. Voss for his hard work and
wished him the best in the future.
Councilmember Stille recited the recognition proclamation and Mayor Faust presented a
recognition plaque to Mr. Voss.
Mayor Faust expressed the City Council 's thanks and appreciation to Mr. Voss.
CONSENT AGENDA.
A. Consider June II, 2013 , Council meeting minutes;
B. Consider licenses and permits; and
C. Consider payment of claims .
Motion by Councilmember Jenson , seconded by Councilmember Gray , to approve the Consent
Agenda items .
Motion carried unanimously.
PUBLIC HEARING -NONE.
REPORTS FROM COMMISSION AND STAFF -NONE.
GENERAL BUSINESS OF COUNCIL.
A. Three Rivers Park Presentation. Dan Freeman. Three Rivers Park District 3
Commissioner. presenting.
Mayor Faust introduced Mr. Dan Freeman, Three Rivers Park District Commissioner.
Commissioner Freeman thanked the City Council for the opportunity to speak and stated Three
Rivers Park District enjoys a good working relationship with the City. He stated that Three
Rivers Park District 's mission is to promote environmental stewardship through recreation and
education in a natural resources based park system that consists of 22 parks with 27 ,000 acres.
He explained that Three Rivers Park District consists of park reserves requiring 80% to remain
untouched and 20% to be used for recreation and education. He discussed ongoing project
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C ity Council Regular Meeting Minutes
June 25 , 2013
Page 3
improvements in several of the park reserves and stated Kingswood Park in Minnetrista is a new
park re s erve that has the cleanest lake in Hennepin County, adding they hope to develop a water
study area as well as provide key access for bike trails. He discussed the activities available at
the regional parks , noting that many of these parks have nature centers that provide educational
opportunities. He indicated that Three Rivers Park District has 16 regional trails with 125 miles
of trails and stated the regional trails had over 3 .5 million visitors in 2011 and they continue to
work to fill gaps in the regional trails as funding and land becomes available and to look for
opportunities to improve trail safety. He advised that Silverwood Park serves as a regional
center for the arts and the environment, devoted to the integration of artistic creation,
appreciation , and natural resources, adding that Silverwood Park ranks in the top ten within the
Three Rivers Park District. He stated the median age range of visitors to Silverwood Park is 45-
59 and 99% of visitors surveyed reported they were satisfied or very satisfied with Silverwood
Park. He stated that Three Rivers Park District has experienced an annual growth rate of 10%
and staff remains cognizant of changing interests, e .g., fat tire biking, and recognizes the need for
innovative partnerships and sustainable financing to make improvements and maintain the park
system. He advised that Three Rivers Park District continues to look for new models and
partnerships reaching underserved areas and ways to reach out to disabled citizens and disabled
veterans to provide better access to the park system. He stated they are open to suggestions and
encouraged residents to contact him with any questions or suggestions.
Mayor Faust stated he recently received compliments from the Mayor of Apple Valley about
Silverwood Park and commended Commissioner Freeman and Mr. Moffatt for their efforts at
Silverwood Park and throughout the park system.
B. Resolution 13-047; a Resolution Rejecting All Bids for the Silver Lake Storm Water
Treatment System. Todd Hubmer, WSB & Associates, presenting.
City Engineer Hubmer advised the City recently opened the bids for the Silver Lake storm water
improvement project and the bids came in $430,000 more than the engineer's estimate of
$392,000. He stated they met with the contractors to discuss the bids and to discuss some
misunderstandings about how the project would be constructed and indicated there were some
assumptions made by suppliers about equipment that were different than what was quoted to
staff and a pre-bid meeting with contractors to describe the project will be held in July. He
added that the contractors agreed that the project can be built for much less cost and less risk and
staff is requesting these bids be rejected and authorizing the project to be rebid.
Councilmember Gray asked if the engineer's opinion regarding project cost has been changed
based on the feedback from the contractors. He also requested further information about the
MPCA grant.
City Engineer Hubmer explained that some technological components can be eliminated from
the project, i.e., some of the mechanical pieces were quoted at $120,000 instead of the earlier
estimate of $20,000 and there was apparently some inexperience or misunderstanding on the part
of the supplier. He added the City only received four bids for the project and staff feels it can get
more bids based on the revised project plans. He stated the City will need to submit another
grant application to the MPCA by the end of July and the project will be considered for
refunding in August. He advised there is no guarantee there will be MPCA money available ,
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City Council Regular Meeting Minutes
June 25 , 2013
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however, based on conversations with the MPCA, staff believes this project would likely get
funded as a high priority.
Councilmember Gray asked why it took so long to open the bids after receiving the MPCA grant
in August.
City Engineer Hubmer explained the City was still in negotiations with Rice Creek Watershed
District last fall regarding the plan to develop regional systems for meeting the City 's road
reconstruction requirements and to make sure the City received credit for this project.
Councilmember Jenson asked if the City has previously had to rebid a project.
City Engineer Hubmer replied in the affirmative and stated the building in Silver Point Park was
rejected and went out for rebid. He added that the revised Silver Lake storm water project plans
will eliminate approximately $100,000 in shoring costs; in addition , there was some
misunderstanding in the bids related to dewatering of the ponds.
Motion by Councilmember Roth , seconded by Councilmember Stille, to approve Resolution 13-
047; a Resolution Rejecting All Bids for the Silver Lake Storm Water Treatment System.
Motion carried unanimously.
C . Re s olution 13-048; a Resolution Authorizing the Advertisement and Re-Bid of the Silver
Lake Storm Water Treatment System. Todd Hubmer. WSB & Associates, presenting.
Motion by Councilmember Roth , seconded by Councilmember Gray, to approve Re solution 13-
048 ; a Resolution Authorizing the Advertisement and Re-Bid of the Silver Lake Storm Water
Treatment System.
Motion carried unanimously.
D. Resolution 13-049; Ordering Preparation of Feasibility Report for the 2014 Street and
Utility Improvement. Todd Hubmer, WSB & Associates, presenting.
City Engineer Hubmer explained that the proposed 2014 street and utility improvements consist
of Edgemere Avenue from Penrod Lane to Chelmsford Lane, Wendhurst Avenue from Penrod
Lane to Chelmsford Lane, Penrod Lane from 37'h Avenue to Skycroft Drive, Chelmsford Lane
from 37'h Avenue to Maplewood Drive, 36'h Avenue from Silver Lake Road to Highcrest Road ,
and Skycroft Drive from Penrod Lane to Maplewood Drive. He advised the project is a three-
year segment of the street reconstruction project based on staffs review of anticipated issues
over the next couple of years related to financing and bond rates. He stated that
recommendations will be presented to the City Council regarding financing and noted that in
order to evaluate those options they need to be included in the feasibility report for the 429
process. He reviewed the project schedule and advised that three public information meetings
would be held and construction would begin in May 2014 with substantial completion in October
2014 and final completion in June 2015.
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City Council Regular Meeting Minutes
June 25 , 2013
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Mayor Faust noted this is the first time the City has proposed doing a three-year segment and
requested further information about the public information meetings and notification to residents.
City Manager Casey advised that staff needs to run the numbers as part of its internal feasibility
analysis to make sure the City wants to undertake a project this large.
City E ngineer Hubmer advised the City will come back to homeowners once consensus is
reached on the scope of the project and will engage the public once the City Council makes a
decision that this is the correct financial move to make. He added that an additional meeting
with the City Council would be scheduled to discuss whether to proceed with plans and
specifications.
Councilmember Roth requested information about where residents will park their cars during
construction.
City Engineer Hubmer advised the project will include construction phasing plans so that no two
adjacent streets are under construction at the same time and the City will make sure residents
have a drivable road surface. He added they would also make sure the phasing plans do not have
contractors hauling in material over newly constructed roads and stated the City can assess
penalties to contractors for damage or wear and tear to newly constructed roads.
Council member Stille felt this project could provide opportunities for the City to take advantage
of low interest rates and could also eliminate some fixed costs and setup costs.
City Engineer Hubmer indicated that staff reviewed trends in the bond market and infrastructure
improvement costs and stated staff is seeing more competition in the marketplace and rising
prices due to increases in private development that are competing with these types of projects.
Motion by Council member Roth , seconded by Councilmember Jenson , to approve Resolution
13-049 ; a Resolution Ordering Preparation of Feasibility Report for the 2014 Street and Utility
Improvements.
Motion carried unanimously.
City Engineer Hubmer reported that the 2012 street improvement project was completed last
week with the final lift of asphalt. He stated the 2013 water main project has been delayed due
to muddy conditions. He stated that a meeting was held with residents regarding the regional
storm water treatment system at the south end of St. Anthony Village and staff will be taking
comments on what people want for the grass area. He advised the City received a significant
amount of rain in less than 15 minutes during the June 21 st storm event and the City saw some
dramatic changes in water flow with one site going from five cubic feet per second to 185 cubic
feet per second in less than eight minutes. He added that staff will continue to work with
residents on any flooding issues.
Councilmember Roth requested information about trees that have died as part of the
reconstruction project.
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City Council Regular Meeting Minute s
June 25 , 2013
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City Engineer Hubmer stated there is a two-year warranty on trees and replacement trees will be
planted this fall. He added that information regarding replacement trees was included in a
newsletter to residents.
Mayor Faust requested an update regarding measures taken last summer at Mirror Lake.
City Engineer Hubmer stated that staff has been working with Rice Creek Watershed District and
the City of New Brighton on a petition to Rice Creek Watershed District requesting an
evaluation of flood proofing options and this item will be presented to the City Council in July.
E. 2012 Audit Presentation. Peggy Moeller, HLB Tautges Redpath, presenting.
Ms. Moeller presented the 2012 audit results, including the Comprehensive Annual Financial
Report (CAFR), State Legal Comp li ance Report, Report on Internal Controls, Audit
Management Report , and Communication with Those Charged with Governance. She pointed
out the financial statements are the responsibility of management and the role of the auditor is to
report on the fair presentation of the financial statements. She stated the City once again
received a c lean or unmodified opinion during the 2012 audit. She advised the State Legal
Compliance Report is required by statute and includes testing based on a checklist of seven
categories and no findings were issued this year. She stated the auditors do not audit internal
controls but are considered as a basis for designing the audit procedures and three findings were
noted in the Report on Internal Controls. She stated the Management Letter shows the General
Fund balance increased $272 ,500 in 2012 and the total fund balance of $1 ,975 ,337 consists of
$68,481 in non-spendable funds and $1 ,906,856 in unassigned funds. She advised the City has a
minimum fund balance policy of30-35% and the City's fund balance at December 31,2012, was
40.75%. She noted the City has four funds with a negative fund balance and these funds are
currently borrowing from other funds , noting the Internal Service Fund holds a long-term
li ability that the City likely would not have to pay all at once. She reviewed the Water and
Sewer Enterprise Fund stating that water operations had 2012 net operating income of $88,626
and sewer operations had a loss in 2012 of $130,758. She also reviewed the Liquor Fund stating
that 2012 net income before transfers was $529,273 and the City's operating expenses compare
favorably to similar liquor operations. She indicated the HRA Fund ending balance was
$1,149,187. She advised there were no difficulties encountered in performing the audit and there
were no disagreements with management.
Councilmember Stille requested further information regarding the audit findings.
Ms. Moeller stated the finding regarding delegation of duties is a result of the small number of
City staff and cannot be eliminated. She stated the other findings related to audit adjustments are
typically the most common finding given by auditors because government accounting is so
complex. She stated the third finding was a software issue with the finance department
conversion that has been resolved following City staffs notification to the vendor.
Council member Gray expressed concern regarding the software issue and stated this represented
a significant amount of money that was not brought to the City's attention by the vendor.
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VII.
Motion by Council member Stille, seconded by Councilmember Roth , to accept the 2012 audit
report as presented.
Motion carried unanimously.
F. 2012 Finance Department Annual Report. Shelly Rueckert, Finance Director, presenting.
Finance Director Rueckert presented the 2012 Finance Department annual report and reviewed
the responsibilities of the Finance Department. She stated a significant portion of the City'S levy
is made up of the General Fund that increased by $272 ,500 in 2012 ; in addition , the City
refunded three bond issues in April 2012 resulting in savings of$631 ,262 and another bond issue
was refunded in December 2012 resulting in savings of$217, 167 , adding these savings will
impact future levies and future water and sewer rates. She discussed 2012 Finance Department
activities including software upgrades to a new financial management system and advised the
Finance Department began providing accounting services to MWMO and the City of Birchwood
Village. She stated the City received grants totaling $172 ,746 in 2012 and since 1999 the City
has received approximately $16 million in grants, which equates to $1 ,942.88 per resident.
Councilmember Gray applauded Finance Director Rueckert for everything she has accomplished
in a short period of time . He stated he was very impressed with the outstanding changes made in
the Finance Department and thanked Finance Director Rueckert and her staff for their efforts.
Councilmember Stille stated he appreciated Finance Director Rueckert 's efforts to improve the
Finance Department and thanked her and her staff for their hard work.
Councilmember Roth commended the Finance Department staff for their efforts during the
transition and applauded their willingness to take on a new way of doing business.
Mayor Faust expressed the City Council 's appreciation to the Finance Department staff for their
efforts.
REPORTS FROM CITY MANAGER AND COUNCIL MEMBERS.
City Manager Casey announced the City was recently awarded the League's City of Excellence
Award. He also thanked the Public Works, Police , and Fire Departments for the great job they
did after last weekend 's storm.
Councilmember Jenson reported on his attendance at the League 's annual conference held on
June 19-21.
Councilmember Roth reported on his attendance at the League 's annual conference. He also
reported on his attendance at the June 24 th concert performed by an orchestra from Finland. He
commended the Police, Fire, and Public Works Departments for working together during last
weekend's storm and stated the City is fortunate to have so many dedicated employees.
Councilmember Stille reported on hi s attendance at the League 's annual conference .
City Council Regular Meeting Minutes
June 25 , 2013
Page 8
I Council member Gray reported on his attendance at the League's annual conference. He also
2 thanked all the City employees for their efforts during last weekend's storm.
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4 Mayor Faust reported on his attendance at the League's annual conference.
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6 VIII. COMMUNITY FORUM.
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8 Mayor Faust invited residents to come forward at this time and address the Council on items that
9 are not on the regular agenda.
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II Mr. Rob Franks, 3609 Belden Drive NE, appeared before the City Council on behalf of himself
12 and his neighbors to express concern regarding traffic on their street. He stated that 37th and
13 Silver Lake Road is a busy intersection and their street has been besieged with traffic from
14 people trying to avoid the traffic light at 37th and Silver Lake Road. He stated he has observed
15 constant traffic with drivers barely stopping at the stop sign and driving too fast. He stated that
16 residents filled out a petition with 13 of 16 residents signing the petition complaining about the
17 traffic. He stated they know they did not buy homes on a cul-de-sac and they teach their kids to
18 stay out of the street but there is a lot of non-residential traffic on their street that is becoming a
19 serious issue. He requested that the City Council consider signage, a portable speed limit sign ,
20 or speed bumps, adding they do not think a sign would help because they already have a "no
21 through traffic" sign.
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23 Mayor Faust advised that City staff will look into the concerns raised by Mr. Franks.
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IX. INFORMATION AND ANNOUNCEMENTS.
Mayor Faust stated the latest edition of Village Notes was recently published.
Councilmember Roth stated the St. Anthony Orchestra will be holding a concert on Thursday,
July 4 th
, at Salo Park and further information regarding the concert will be posted on the website.
Mayor Faust stated the City is doing all it can to make sure that residents do not experience
another power outage similar to last weekend and expressed frustration that a significant portion
of the electrical grid went down after the storm. He felt there ought to be some mitigating
factors , adding he was particularly concerned about power outages during the winter months, and
the electrical delivery system needs to be upgraded to make sure it is reliable.
X. ADJOURNMENT.
Mayor Faust adjourned the meeting at 8:43 p.m.
Respectfully submitted,
Barbara Hughes (TimeSaver Of/Site Secretarial, Inc.)
ATTE ST: ~LtU1
City Clerk
L~··Or Mayor