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2018-11-07 Council minutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Wednesday, November 7, 2018 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 Garlock called the meeting to order at 7:00 p.m. Councilors Paper, Miller, and Petschel were also present. Councilor Duggan was absent. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Garlock presented the agenda for adoption. Councilor Petschel moved adoption of the agenda. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) CONSENT CALENDAR Mayor Garlock presented the consent calendar and explained the procedure for discussion and approval. Councilor Petschel moved approval of the consent calendar as presented and authorization for execution of any necessary documents contained therein a. Approve October 15, 2018 Joint Council/Planning Commission minutes b. Approve October 16, 2018 City Council Minutes c. Acknowledge the approved September 25, 2018 Planning Commission minutes d. Acknowledge the approved September 12, 2018 Parks-Rec Commission minutes e. Acknowledge the approved September 21, 2018 Parks—Rec Commission Special Meeting minutes f. Approve Resolution 2018-82 Authorize Disposal of Surplus Technology Related Equipment g. Approve Resolution 2018-83 Authorizing a Joint Powers Agreement for Waste Abatement Community Funding with Dakota County h. Accept Wetland Delineation Report for Friendly Hills Middle School i. Approve Resolution 2018-84 Accept Bids and Award Contract for the Wentworth Park Pond Improvements j. Approve Resolution 2018-85 MnDOT Limited Use Permits for Rogers Lake Trail k. Approve Selection of CivicRec as the City's new Recreation Management System 1. Approve Police Officer Hire in. Approval of Claims List Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PUBLIC COMMENTS There were no public comments. PUBLIC HEARING A) RESOLUTION 2018-86 ADOPTING AND CONFIRMING ASSESSMENTS FOR THE LEXINGTON HIGHLANDS & MENDAKOTA NEIGHBORHOOD IMPROVEMENTS Public Works Director Ryan Ruzek explained that the Council was being asked to adopt assessments for the Lexington Highlands and Mendalcota Neighborhood Improvement Project. The Lexington Highlands neighborhood project involved rehabilitation, which is a complete pavement replacement, of Bwana Court, Avanti Drive, West Circle Court, Twin Circle Drive, Faro Lane, Summit Lane, and Vail Drive. The project also included a street rehabilitation to South Plaza Drive and to Mendakota Drive from Dodd Road to the Mendakota Court intersection. The project cost was $1,208,235.00. Staff estimated indirect costs (engineering, legal, administration, and finance) of approximately 20% or $240,000; bringing the total project costs to $1,449,982.00. The city is proposing to specially assess this project. • Lexington Highlands area cost is estimated to be $827,396.40; with $323,057.16 coming from special assessment and $504,339.24 coming from municipal bonds • South Plaza Drive area cost is estimated to be $258,303.60; with $68,804.47 coming from special assessments and $189,499.13 coming from municipal bonds • Mendakota Drive area cost is estimated to be $231,030.00; with $69,978.17 coming from special assessments and $161,051.83 coming from municipal bonds • Storm Sewer cost is estimated to be $133,152.00, with the total coming from the utility fund The Lexington Highlands Neighborhood included 81 assessable units. Taking the assessable costs of $827,396.40 and dividing in half (per the city assessment policy), the total assessment cost would have been $413,698.20; equaling an assessment amount for each unit of $5,107.38. However, the feasibility November 7, 2018 Mendota Heights City Council Page 2 of 5 report identified a maximum assessment amount of $3,988.36. Therefore, staff proposed to remain with the $3,988.36 assessment amount per unit, equating to 37% of the project costs. The South Plaza Drive and Mendakota Drive used a front frontage assessment of $29.48 per foot; the total assessment ranged from $2,000 to approximately $15,000 for those business units. Assessment payments will be accepted at City Hall, interest free, until December 7, 2018. Unpaid assessments would then be certified to Dakota County and would be payable over a 10 -year period at a 4.881% interest rate. Councilor Miller asked if the deadline for payment was consistent with past projects. Mr. Ruzek replied that it is consistent and the city always allows the 30 days. Councilor Paper noted that the 2" a lift course was completed rather quickly; typically there would be a longer time between courses. He asked if the quickness of this particular installation mattered. Mr. Ruzek replied in the negative; lift courses can actually be done all in the same day, depending on the amount of deep excavation work necessary. There was not a lot of deep excavations on this project. Mayor Garlock moved to open the public hearing. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Mr. Larry Craighead, 1839 Faro Lane, noted that it was his understanding that if he did not get a rain garden, he would not be paying for one. Also, he understood that if he did not have a driveway curb installed that he would not need to pay for that either. However, his billing did not reflect either of these savings and he wanted to confirm that he would not be paying for them. Mr. Ruzek replied that rain gardens are not included in the assessments; they are shown under the storm sewer line item and would be paid for out of the utility fund. The curb and gutter are being paid 100% by the city. Individual properties are not paying for any curb. The assessment amount does not include either of those items. Mr. Dennis Davis, 1081 Avanti Drive, asked if there was any type of warranty on the work that was done. Mr. Ruzek replied that this project would have a standard one year warranty. Acceptance of the final project may be done before the end of the year or, if there are remaining items, this project would not get closed out until next June. That would then be the start of the one-year warranty period. If there are minor pavement maintenance items, the city pays 100% of maintenance costs. Councilor Petschel noted that to prolong the life of streets, the city does chip sealing as well. Mr. Ruzek confirmed and stated that the general lifespan of a street is approximately 25 years for the initial pavement and with these maintenance activities, hopefully it can be extended out to 30 or 40 years. Mayor Garlock moved to close the public hearing. Councilor Paper seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) November 7, 2018 Mendota Heights City Council Page 3 of 5 Councilor Petschel moved to adopt RESOLUTION 2018-86 ADOPTING AND CONFIRMING ASSESSMENTS FOR THE LEXINGTON HIGHLANDS & MENDAKOTA NEIGHBORHOOOD IMPROVEMENTS. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) NEW AND UNFINISHED BUSINESS A) RESOLUTION 2018-87 APPROVING REVISED PURCHASING POLICY City Administrator Mark McNeill noted that at the last meeting, the Council authorized the purchase of a $63,000 emergency generator for use at City Hall. To do that, the Council needed to waive the existing policy on purchasing. This resulted in staff reviewing the current policy, which was last updated in 2011. It stipulated that any purchase over $50,000 should go through a formal bid process. The policy changes being proposed include: • Increasing the amount of the requirement for formal (sealed) bids from $50,000 to $100,000; still less than the state's $175,000 limit • Increasing the amount that the City Administrator can approve for purchases without Council approval from $5,000 to $10,000; for budgeted expenditures only • Eliminating the current policy of requiring to `Buy American" for uniforms. This was initially included because of State law; however, that law has been repealed. • Adding a section on ethics and relationship expectations between City employees and vendors Councilor Petschel noted that the ethics piece was interesting, and asked how the consequences for ethics violations would be handled. Mr. McNeill replied that there are items under state law that cover what competitive and open bidding requirements are, and if someone is violating those, then they would be charged criminally. Otherwise, the city would deal with that with disciplinary action. Seeking to avoid these types of consequences is why this is being included in the policy. City employees will also be training so they understand the requirements. Councilor Miller moved to adopt RESOLUTION 2018-87 ADOPTING THE UPDATED PURCHASING POLICY FOR THE ACQUISITION OF GOODS AND SERVICES. Mayor Garlock seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Councilor Petschel stated that she really liked that the City did not automatically approve spending up to $175,000 as allowed by state law, since City of Mendota Heights is not a large municipality. This lower figure represents the size of the city and the budget. November 7, 2018 Mendota Heights City Council Page 4 of 5 COMMUNITY ANNOUNCEMENTS City Administrator Mark McNeill expressed the City's appreciation to those who helped out with the Halloween Bonfire, and to Paster Properties for donating the site. Also, thanks to Elsius Metal Stamping and former employee George Novak for providing the fuel. He noted the Super Heroes Masquerade will take place on November 11, 2018. Sign up and information available online. The Par 3 is closed for the year. City Hall will be closed on November 12, 2018 in observance of Veterans Day. COUNCIL COMMENTS Councilor Paper stated that St. Thomas Academy football team continues to roll on and they are currently 10-0. They have another playoff game at Shakopee High School at noon on Nov 10 against Tartan. He also congratulated Councilor Petschel, Councilor Duggan, and Mayor Garlock for winning their elections. Councilor Miller expressed appreciation to everyone who attended the Halloween Bonfire, it was a great event. He also thanked Mayor Garlock for his military service. He noted that he will be putting together a survey that will be on his website for residents to let him know how he is doing as a Councilmember. Mayor Garlock expressed his appreciation to all of the staff for all of the hours they put in working on the election. It was a smooth process due to the time of all of the staff people. Councilor Petschel expressed appreciation to the residents for an outstanding voter turnout. There are long-term residents and engaged residents in the city and she is very proud to serve. ADJOURN Councilor Paper moved to adjourn. Councilor Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Mayor Garlock adjourned the meeting at 7:28 p.m. ATTEST: C��Llz" Lorri Smith City Clerk Neil Garlock Mayor November 7, 2018 Mendota Heights City Council Page 5 of S