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2012-04-02 CC Minutes 1b�rtvil�� � a�a s� � u�. u.rq. e� qa ALBERTVILLE CITY COUNCIL Monday, Apri12, 2012 MINUTES ALBERTVILLE CITY HALL 7:00 PM CALL TO ORDER — PLEDGE OF ALLEGIANCE Acting Mayor Vetsch called the regular City Council meeting to order at 7:05 p.m. ROLL CALL Present: Council members John Vetsch, Larry Sorensen, Dan Wagner, and Jillian Hendrickson Absent: Mayor Meehan (entered the meeting at 7:15 p.m.) Others Present: City Administrator Larry Kruse, Utilities Supervisor John Middendorf, Public Works Supervisor Tim Guimont, Finance Director Tina Lannes, City Engineer Adam Nafstad, City Attorney Michael Couri and City Planner Alan Brixius APPROVAL OF THE AGENDA Vetsch noted there were no amendments to the agenda. CMs Sorensen/Wagner motioned to approve the Monday, Apri12, 2012 agenda as sent and presented. Motion carried unanimously. CONSENT AGENDA All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled it will be discussed in the order it is listed on the Consent Agenda following the approval of the remaining Consent items. These items will be approved by a separate motion. A. Approval of the March 19, 2012 City Council minutes as presented. B. Authorize the Apri12, 2012 Payment of Claims (bills) for electronic payments 1004EFT — 11 lOEFT and checks 30846 to 30879 as presented. C. Approve Resolution 2012-01 S entitled a Resolution Acknowledging a Donation from the Albertville Lions in the amount of $2,500 for City Holiday Lights. D. Approve Resolution 2012-020 entitled a Resolution Re-establishing Precincts and Polling Places. M:�Public Data\City Council\Council Minutes�2012 Minutes\City Counci1W1 04 02 2012.doc City of Albertville Council Minutes Apri12, 2012 Page 2 of 5 E. Approve hiring Jacob Kreutner for the full-time Water, Waste Water Maintenance position starting Monday, April 16, 2012 at step one with a starting wage of $20.58 per hour with a six month probation. CM Hendrickson said that key people that will work with Jacob Kreutner did a thorough job of evaluating 60 applicants and has selected a good candidate. CMs Hendrickson/Sorensen motioned to approve the Consent Agenda as presented. Motion carried unanimously. DEPARTMENT BUSINESS FINANCE DEPARTMENT Inter-fund Loans Finance Director Lannes reported to the City Council that the City Council approves projects with plans to issue bonds or some other type of financing at some future date. Inter-fund loans provide interim financing until the other financing is completed. In some cases inter-fund loans are the primary source to finance projects that have a very short term. An example of this is carrying assessments for a project for a few years where it is not cost effective to issue new debt. At least annually, City Staff and auditors review and recommend inter-fund loans/advances to fund running negative balances so as to remain in compliance with Generally Accepted Accounting Principles (GAAP). CM Wagner/Mayor Meehan moved to approve Inter-fund Loans/Advances from the Sewer Access Fund and further to approve Resolution No. 2012-016 entitle a Resolution Authorizing and Documenting Inter-fund Loans/Advances from the Sewer Access Fund. Motion carried unanimously. Mayor Meehan took over the meeting from Vice-Mayor Vetsch. Fund Transfers Finance Director Lannes reported that at least annually, the City completes a number of Fund Transfers as necessary. Staff works in conjunction with our consulting accounting firm Abdo, Eick & Meyers LLP to identify funds to close or transfer uncommitted funds to other funds. The transfers are further audited by Kern, DeWenter, Viere, LtdKDV to insure compliance with generally accepted accounting rules. CMs Wagner/Sorensen moved to approve Resolution No. 2012-017 entitled a Resolution to Transfer Funds. Motion carried unanimously. M:\Public Data\City Council\Council Minutes�2012 Minutes\City CouncilUv1 04 02 2012.doc City of Albertville Council Minutes Apri12, 2012 Page 3 of 5 PLANNING REPORT City Planner Alan Brixius gave an oral update that staff was expediting the Parkside Commercial amended Planned Unit Development to allow a church space expansion. Brixius said the Planning Commission will discuss the expanded use, and the Public Hearing which would normally be held at the Planning Commission will be held at the April 16 Council meeting. This accommodation is expediting the project by about a month. CM Vetsch cautioned staff and the Council about the expansion of a church in this prime commercial area and the City, County and School could lose tax revenue if it were to go tax exempt. Brixius acknowledged CM Vetsch's concerns and said that with the prior expansion of other businesses like the Veterinarian Clinic make it unlikely the property will be tax exempt. Further, there will be multiple buildings on the site. City Planner Alan Brixius gave an oral update that staff was expediting the Neighbor's Eatery Conditional Use Application in a similar fashion to Parkside Commercial. Brixius said the Planning Commission will discuss Neighbor's application and the Public Hearing which would normally be held at the Planning Commission will be held at the April 16 Council meeting. This accommodation will expedite the project by about a month. CITY ENGINEER I-94 West Bound Collector Distributor Project Bid Award City Engineer Adam Nafstad presented the Council with the I-94 bid results. As directed by the Council, the proposed I-94 WB CD Road project was advertised and on March 13, 2012, bids for the improvements were opened. A total of six (6) bids were received with quotes ranging from $6,645,796.85 to $7,744,239.84, as shown on the attached Bid Tab. Eureka Construction, Inc., of Lakeville, Minnesota, submitted the low bid for the project in the amount of $6,645,796.85. On March 19 2012, the Council held a Public Hearing on the improvement and ordered the proj ect. The low bid proposal has been submitted to Mn/DOT Offices of State Aid and Civil Rights and has been cleared for award by both. If the Council chooses to award the contract, staff will prepare the contract manuals, notice the Contractor of the award, and proceed with execution of the contract. CMs Sorensen/Hendrickson moved approve Resolution No. 2012-019 entitled Resolution Accepting the Bid for the I-94 Project. Motion carried, with John Vetsch voting nay. M:�Public Data\City Council\Council Minutes�2012 Minutes\Ciry CouncilUv1 04 02 2012.doc _ City of Albertville Council Minutes Apri12, 2012 Page 4 of 5 I-94 West Bound Collector Distributor Construction Management City Engineer Nafstad said that the City will need to provide construction administration services, as required by the previously approved DCP agreement with Mn/DOT. Such services generally include: project management, project engineering, construction observation, material testing, construction staking, and general project oversight. Staff proposed the following management team to provide the construction administrative services: Project Manager: To be provided internally by Public Works Director/City Engineer Adam Nafstad. It is estimated that this position will require approximately 900 hours of service through total project completion. Project Engineer: It is proposed that the project design engineers, SRF Consulting, provide the continued engineering services as the project engineer. It is estimated that this position will require approximately 800 hours of service, or approximately 20 hours a week through completion of the contract. Inspection: It is proposed the Resident Project Representative (RPR) services be jointly provided by Bolton & Menk and the City of St. MichaeL It is estimated that RPR services will require two (2) full-time on-site employees through the duration of the project. It is estimated that each RPR will provide approximately 2,200 hours of service through the � � construction period. Special Inspections: Special structural inspections or engineering needs related to the retaining walls are provided by the design engineers, SRF Consulting. It is estimated that approximately 400 hours of special inspections may be required through the construction period. Construction Staking: Bolton & Menk continue to provide the survey and construction staking services required for construction. It is estimated that approximately 650 hours of survey services will be required. Material Testing: It is proposed that Braun Intertec be retained to provide the quality assurance material testing required for the project. Braun's services will include on-site and plant sampling and testing, as well as, laboratory testing and reporting. Because the actual professional service hours required for construction administration will be dependant the Contractor's schedule and site conditions, it is recommended that all services be provided on an as-needed hourly basis and at a set hourly rate. Based on the total estimated services hours and assumed testing schedule, the estimated total construction administration cost is $835,000. M:�Public Data\City Council\Council Minutes�2012 Minutes\Ciry Council�Iv1 04 02 2012.doc City of Albertville Council Minutes Apri12, 2012 Page 5 of 5 CMs Hendrickson/Sorensen moved approve service agreement with St. Michael entitled Agreement for Resident Project Representative Services and authorize staff to make non- material technical changes as necessary. Motion carried unanimously. The Council noted for City Administrator Kruse to let the Council know if there are any changes needed to the agreement. CMs Sorensen/Wagner moved to approve hiring the City of St. Michael, SRF, Bolton & Menk, and Braun Intertec on an as needed hourly basis for construction administration, engineering, testing and construction staking services, as required by the Mn/DCP Agreement, with management oversight by the Albertville Public Works Director/City Engineer. Motion carried unanimously. I-94 and the Wright County Board City Engineer Nafstad reported that City Administrator Kruse and he attended the Wright County Transportation Committee of the Whole. He said the County Board was pleased with the bid results and the savings to be shared by all. The Albertville City Council thanked the County Board for their financial and moral support for the project. Former Mayor Ron Klecker said he had two words to share with the Council about the I-94 Project Award. He said "thank you" and everyone smiled at his short talk. ADMINISTRATION City Administrator Kruse reminded the City Council of the upcoming Town Hall meeting on Saturday, April 14, 2012. He said the newsletter will be mailed in ample time to promote the event. Mayar Meehan reported he had received a letter regarding a resident who received a Vacant Property Registration and asked staff to review the letter and the situration. Kruse said he would take care of it. ADJOURNMENT CMs Vetsch/Wagner motioned to adjourn the meeting at 8:10 p.m. Motion carried unanimously. Larry Kru , ity Administrator/Clerk M:\Public Data\Ciry Council\Council Minutes�2012 Minutes\City Council\M 04 02 2012.doc