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2012-04-17 City Council minutesMendota Heights City Council April 17, 2012 Page 1 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, April 17, 2012 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Krebsbach called the meeting to order at 7:00 p.m. The following members were present: Councilmembers Povolny and Vitelli. The following members were absent: Councilmembers Duggan and Petschel. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Krebsbach presented the agenda for adoption. Councilmember Vitelli moved adoption of the agenda. Councilmember Povolny seconded the motion. Ayes: 3 Nays: 0 Absent: 2 CONSENT CALENDAR Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and approval. Councilmember Povolny moved approval of the consent calendar as presented and authorization for execution of any necessary documents contained therein; pulling items F) Approval of Public Works Seasonal hires; G) Acceptance of Park Bench Donation; and K) Award of Professional Services contract for Design of Pedestrian Safety Improvements at Highway 110 and Dodd Road a. Acknowledgement of April 2, 2012 City Council Minutes b. Acknowledgement of March 13, 2012 Parks and Recreation Commission Minutes c. Acknowledgement of March 27, 2012 Planning Commission Minutes d. Approval of 2012 Workers’ Compensation Insurance Premiums e. March 2012 Fire Department Report f. Approval of Public Works Seasonal Hires g. Acceptance of Park Bench Donation h. Approval of RFP for Employee Benefits Agent/Broker of Record Mendota Heights City Council April 17, 2012 Page 2 i. Special Event Liquor License – St. Peter’s Church/Dakota Guild of Children’s Hospital Association j. Approval of Quotes to Remove Utility Poles at Historic Pilot Knob k. Award of Professional Services Contract for Design of Pedestrian Safety Improvements at Highway 110 and Dodd Road l. Approval of Sign Permit at 1400 Commerce Drive – Lennox Parks Plus m. Approve the Contractors List n. Approve the Claims List Councilmember Vitelli seconded the motion. Ayes: 3 Nays: 0 Absent: 2 CONSENT AGENDA ITEM F: APPROVAL OF PUBLIC WORKS SEASONAL HIRES City Administrator Justin Miller explained that one person identified in the memo given to the Councilmembers before the meeting has indicated that he will not be coming back to work this summer. That person is Mr. Daniel Husbands. City Administrator Miller requested that council approve the li st with his name removed. Councilmember Vitelli moved Approval of Public Works Seasonal Hires with Mr. Daniel Husbands name removed. Councilmember Povolny seconded the motion. Ayes: 3 Nays: 0 Absent: 2 CONSENT AGENDA ITEM G: ACCEPTANCE OF PARK BENCH DONATION Assistant to the City Administrator Jake Sedlacek explained that a park bench donation program has been on the books for quite some time. However, it has been a little while since anyone has donated a park bench. Ms. Elizabeth Moran is donating a bench in honor of a friend and is looking to place this bench in Ivy Falls Park on the hillside that overlooks the ball field. Park crews have looked at the location and it works just fine for them. The Parks and Recreation Commission reviewed this request at their last meeting and approved it. Ms. Elizabeth Moran, 2231 Bent Tree Lane, expressed her appreciation to the city for giving residents such an opportunity to give back to the community and honor people they love. This bench donation is in memory of a friend, and of many people of Mendota Heights, Michael Reiling, who died three months ago. Mr. Reiling lived adjacent to Ivy Hills Parks and it is the perfect location to provide his friends a place to remember him. Mayor Krebsbach expressed her appreciation for this donation of a park bench. Councilmember Vitelli moved Acceptance of Park Bench Donation. Councilmember Povolny seconded the motion. Ayes: 3 Nays: 0 Absent: 2 Mendota Heights City Council April 17, 2012 Page 3 CONSENT AGENDA ITEM K: AWARD OF PROFESSIONAL SERVICES CONTRACT FOR DESIGN OF PEDESTRIAN SAFETY IMPROVEMENTS AT HIGHWAY 110 AND DODD ROAD City Engineer John Mazzitello explained that this is the next step in a project process that has been worked on for several years. In 2009, a feasibility study was completed by a consulting firm recommending different alternatives with cost estimates for pedestrian improvements at this intersection. At that time, council chose to pursue the at grade intersection safety improvements and pursued a transportation enhancements grant from the Metropolitan Council. The city was successful in obtaining the grant in fiscal year 2013 and the contract up for approval is the design of those pedestrian safety improvements. A request for proposals was issued in February 2012, five consulting firms were invited and the proposal was posted for public review to anyone else who would wish to submit a proposal. Three proposals were received from consulting firms. After the initial review of those documents, the three consultants came to a virtual dead heat. Additional reviews were completed with other staff members and MnDOT was asked to review the proposals as well. After those reviews, it was decided to recommend to council that they award the design contract to SRF Consulting Group for the design fee not to exceed $89,546. This money would be paid for out of the MSA account. Mayor Krebsbach stated that these funds have been budgeted for the last two years. She also asked for a list of some of the projects this group has work ed with. Mr. Mazzitello replied that in their proposal, they cite the Dodd Road/Highway 110 feasibility study, County Road 15 Pedestrian Street Crossing in Hennepin County – near County Road 110; Trunk Highway 41 and the Minnewashta Regional Park Trail Crossing in Chanhassen; and they cite Trunk Highway 241 and County Road 19 in St. Michael, MN. All of these intersections are very similar to the one at Dodd and 110. Councilmember Vitelli, for benefit of the residents listening, asked for a brief schedule because of t he busy nature of the intersection. Mr. Mazzitello replied that the design would be taking place over the course of this summer, and it is anticipated that the consultant will provide updates with the council throughout the process, with a final design completed by approximately October 2012. Because the construction funds are fiscal year 2013, the project cannot be bid for construction until after October 1, 2012 and there would not be enough construction season left in 2012 to get the project done. So the plan is to bid the project in February or March of 2013 and it would be constructed over the course of next summer. One of the aspects of the proposal that SRF scored very high on was their construction scheduling. They are proposing to do all of the traffic disturbing work in off-peak hours. Although there would be traffic disturbance during the construction, their intent is to not do it during the heaviest times. Councilmember Povolny moved to Award of Professional Services Contract for Design of Pedestrian Safety Improvements at Highway 110 and Dodd Road. Councilmember Vitelli seconded the motion. Ayes: 3 Nays: 0 Absent: 2 Mendota Heights City Council April 17, 2012 Page 4 PUBLIC COMMENTS Chief of Police Michael Aschenbrener stated that recently he reported to the council that all of the updates to the outdoor warnings sirens had been completed. These sirens were tested a few weeks ago and all are working properly. The place to find the checklist for at-home preparedness is at http://www.ready.gov/. On Thursday, April 19 at 1:45 p.m. there will be a test of all of the outdoor warning sirens and all of the schools, as well as City Hall, will be practicing for what happens in the event of a tornado. Later that evening, at 6:55 p.m., the sirens will sound again. This would be the time for families to practice their response to severe weather. PUBLIC HEARINGS A) ST. THOMAS ACADEMY FIELD HOUSE PROJECT CONDUIT FINANCING Mr. Robley Evans, Business Manager at St. Thomas Academy, gave a brief background on the project. He shared an image of the proposed construction of a Student Activity Center. The academy is also planning on putting in a new exit/entrance into the parking lot directly across from the exit/entrance to the ice arena parking lot. The building would include a lar ge activity center with two two-court facilities, classrooms, and a fine arts suite for band and art classes. This is a phased in project with the entire exterior being constructed first, along with the lobby and all of the gym area. The remainder of the inside would be finished in stages as additional funds are raised. Mayor Krebsbach asked for clarification that the financing the academy is asking for is $6 million this year, Phase 1, and then another $3 million. Mr. Evans replied that the entire proj ect is an $18 million project. They have raised 50% in cash and 50% in pledges; the pledge amount is what they are doing the financing for. They have raised $6,350,000, which is in the bank, and they are doing the financing through the city and with US Bank for the next $6 million, which will get the first phase done. The academy is still out fundraising to raise the additional $6 million ($3 million in cash and $3 million in pledges) to finish off the project. Mayor Krebsbach asked for clarification that the first phase would cost approximately $12 million; $6 million in cash and $6 million in pledges being financed; and then the remaining phases would cost approximately $6 million; $3 million in cash and $3 million in pledge financing; for a total of $18 million. And the additional $3 million in pledge financing has already been built into this conduit financing agreement. Mr. Evans confirmed. Mr. Evans continued by explaining that construction would begin in June of 2012 and would take approximately thirteen months, or June of 2013; and would be open in the fall of 2013. In the meantime, if the academy has raised the funds for some or all of the additional parts, that is something that they could still start in January or February of 2013 and still get done by June of 2013. Mayor Krebsbach asked Finance Director Kristen Schabacker to explain what the council would be approving this evening and the timeline for what would be a full $9 million. Ms. Schabacker stated that this is to hold a public hearing for the issuance of debt for this project. The city has $10 million of bank- qualified debt that they can issue each year. For 2012, St. Thomas has requested that they receive $6 million of that. There is an additional amount that is available to the city for its street projects. St. Thomas is requesting $6 million this year and then an additional $3 million in 2013. The public hearing Mendota Heights City Council April 17, 2012 Page 5 could be held tonight for the issuance of this debt. The city acts as a pass -through for these bonds and is under no obligation to repay that debt. The public hearing does not need to exceed past tonight. The city typically charges a fee for doing this conduit debt. The city will be charging eighty cents per one thousand issued, so the fee to St. Thomas will be $4,800. They will also provide the city with an escrow for any additional costs that the city would incur. Councilmember Vitelli moved to close the public hearing. Councilmember Povolny seconded the motion. Ayes: 3 Nays: 0 Absent: 2 Councilmember Vitelli moved to approve A RESOLUTION APPROVING THE ISSUANCE AND SALE OF AN EDUCATIONAL FACILITY REVENUE NOTE, SERIES 2012 AND AUTHORIZING THE EXECUTION OF DOCUMENTS RELATING THERETO (ST. THOMAS ACADEMY PROJECT). Councilmember Povolny seconded the motion. Ayes: 3 Nays: 0 Absent: 2 UNFINISHED AND NEW BUSINESS A) ACCEPT BIDS AND AWARD OF CONTRACT FOR MENDOTA HEIGHTS ROAD REHABILITATION AND DIANE ROAD NEIGHBORHOOD REHABILITATION City Engineer John Mazzitello explained that this bid award was for two of the three road rehabilitation projects to be completed this summer. Those two projects are Mendota Heights Road from Delaware to Dodd, and then the Diane Road Neighborhood Rehabilitation, consisting of Diane Road, Rae Court, Adeline Court, Nina Court, Barbara Court, Douglas Road east of Victoria, Celia Drive, and Eagle Ridge Road. These projects are rehabilitations, essentially pavement replacements. Bids were advertised for and a bid opening was held on April 11, 2012. Five bids were received and at the bid opening, McNamara Contracting was the low bidder. McNamara is the same company that has done the Knollwood Rehabilitation, as well as reconstructing Wagon Wheel. Their bid price was $1,073,851.80 and staff recommends awarding the bid to McNamara Contracting for that amount. Mayor Krebsbach drew attention to the timeline; awarding the bid tonight, construction to begin in May/June 2012, complete construction August 3, 2012, and the assessment hearing is October 2012. Public meetings have been held and residents are aware of their assessments. Councilmember Vitelli moved Approval of A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE MENDOTA HEIGHTS ROAD REHABILITATION (PROJECT #201110) AND DIANE ROAD NEIGHBORHOOD REHABILITATION (PROJECT #201106). Councilmember Povolny seconded the motion. Ayes: 3 Nays: 0 Absent: 2 Mendota Heights City Council April 17, 2012 Page 6 COUNCIL COMMENTS At the request of Councilmember Povolny, Assistant to the City Administrator Jake Sedlacelc shared the details of three upcoming events: 1) Spring Clean Up for 2012 is Saturday, April 28, 2012 at Mendak6ta Park from 8:00 a.m. to 1:00 p.m. 2) On Saturday, May 5, Cinco de Mayo, Mendota Heights Athletic Association will be doing a fund raiser at Par 3 3) Weekend of June 2, Annual Parks Celebration Mayor Krebsbach requested an update on the schedule for Par 3. Assistant City Administrator Sedlacelc replied that Par 3 opened on March 24. Up to this point, it has been opening at 12:00 noon on weekdays and either 10:00 or noon, depending on weather, on the weekends. The hours now are to open at 10:00 a.m. on weekdays and 9:00 a.m. on weekends, still dependent on weather conditions. Residents are encouraged to call 651- 454 -9822 to verify that someone is at the clubhouse if the weather is questionable before noon. No matter the weather, the clubhouse will be open at 12:00 noon weekdays and 9:00 a.m. weekends. Mayor Krebsbach noted the following Athena Award winners: • Rachel Friberg from Henry Sibley. Her sports are volleyball and hockey. Rachel will be going to University of St. Thomas. • Erin Anderson from Visitation. Her sports are cross - country, Nordic skiing, and track. Erin will be going to Boston College. Mayor Krebsbach adjourned the meeting at 7:38 p.m. ATTEST: Justin Miller Acting City Clerk i 1wayor