Loading...
2023-01-17 City Council Agenda Packet - Work SessionCITY OF MENDOTA HEIGHTS NOTICE OF SPECIAL WORK SESSION MEETING MENDOTA HEIGHTS CITY COUNCIL JANUARY 17, 2023 • 4:30 pm City Hall • 1101 Victoria Curve, Mendota Heights 1. Call to Order 2. Discussion a. Rogers Lake Skatepark Renovation Proposal Update b. Review Project Close out Costs for the Ivy Falls East Street Rehabilitation c. Hiring Referral Program d. City Council Advisory Commission Conflict of Interest -Anti -Nepotism Policy 3. Adjourn City Council Work Session Memo DATE: January 17, 2023 TO: Mayor, City Council and City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager Ryan Ruzek, Public Works Director SUBJECT: Roger's Lake Skatepark Renovation Proposal Update INTRODUCTION The City Council will receive a project update from staff regarding the Roger's Lake Skate Park reconstruction project. BAC KG RO U N D At the November 15, 2022 City Council meeting, staff received authorization to execute professional services agreements with American Ramp Company and Bolton and Menk, Inc. for the design and engineering of the Roger's Lake Skate Park Reconstruction Project. Since the November 15 approval, the project team (consisting of the City's Parks and Recreation Manager, Public Works Director, American Ramp Company representative and Bolton and Menk engineer) have met multiple times to begin work on the redesign process. In addition, the skate park work group (consisting of residents of Mendota Heights who utilize the existing skate park) have met twice. The first meeting included an introduction to the project and the opportunity for the work group members to share their goals for the park in addition to their preferred park features and layout. The American Ramp Company took the feedback received from work group and designed a draft modular feature skatepark with a concrete pad that was within the budget that the City Council provided for the project. The renderings of the design were shared with the work group at their second project meeting in order for the work group members to share their initial thoughts on the design. At this meeting the work group members in attendance voiced concerns in regards to the modular feature design and discussed the need for the new skatepark features to be constructed completely out of concrete. A full concrete park would be approximately a third in size compared to a modular feature skate park built on a concrete slab. In addition, it would not be feasible based on contractor schedules to build a full concrete park in 2023, so this project build would need to be pushed out to 2024. Comparatively, a modular feature park with a concrete base could have construction complete by the early Fall of 2023. If the City Council is open to the possibility of a full concrete skate park with the budget provided for this project, staff is recommending the attached survey be made available for residents to provide their input on the type of skatepark that is desired by the community. If the City Council is not open to the possibility of a full concrete skate park, staff is still recommending a survey be made available to residents to provide input, but the questions asked would be more directly related to modular features. Attachments: Draft Mendota Heights Skate Park Concepts Proposed Survey for Community Input on Type of Skatepark BUDGET IMPACT The budget for 2023 included a total of $300,000 for this project ($225,000 from the General Fund balance and $75,000 from the Special Parks Fund). The costs incurred for consulting work to prepare designs and preconstruction documents are estimated to be $41,920. ACTION RECOMMENDED/REQUESTED The City Council is asked to receive staff's update and provide direction on next steps regarding the Roger's Lake Skatepark Renovation Project. ABOVE GROUND SKA PRE-ENGINEERED SKATEPARK FEATURES I APPROXIMATLEY 8,000 SQUARE FEET RAMP CAN COMPANY r � 98 ABOVE GROUND SKATEPARK t i 4 r PRE-ENGINEERED SKATEPARK FEATURES , APPROXIMATLEY 8,000 SQUARE FEET,,! •'" r i . � r � is 4 J df / � � 4 4 }� 4 opr iAMERICA-k RAMP { ■COMPAN �.- _ _sw''t i'irF '+FrF�y, Ski s•Yr _- ? ,r'l�; l y�^,[r elf. ��,• 4yr, s r r �, 4 r � e � F� nC�.� .t�. S x IIII.u<� z� CONCRETE SKATEPARK AMERICAN CUSTOM CONCRETE CONSTRUCTION RAMP APPROXIMATLEY 4,000 SQUARE FEET CONCRETE SKATEPARK CUSTOM CONCRETE CONSTRUCTION { APPROXIMATLEY 4,000 SQUARE FEET0 .01 .� Mendota Heights Skatepark Survey The survey will take approximately 4 minutes to complete. * Required 1. What is your email address? (This will only be used to communicate regarding your skatepark.) * Enter your answer 2. What city/town do you live in? * Enter your answer 3. What age group are you in? * 0 Under 12 0 12 -18 0 19-30 0 31-49 0 50 or over 4. What are your wheels of choice? * ❑ Skateboard ❑ BMX bike 0 Inline skates Quad skates Scooter Wheelchair ❑ None of the above 5. How would you rate your skill level? * O Beginner O Intermediate O Advanced 6. Which skatepark build style do you prefer? (Skatepark size comparisons shown in large images below survey) * OAbove Ground Skatepark OConcrete Skatepark 7. How would you primarily access the new skatepark? * 0 Drive myself 0 Carpool with friends 0 Get dropped off by Mom/Dad 0 Skate/bike/scooter 0 Public transportation 8. How often do you think you would use the skatepark? * 0 Everyday 0 Few times a week 0 Few times a month 0 Few times a year 9. What time of day are you most likely to use the skatepark? * 0 Sunrise to Noon 0 Noon to 3PM 0 3PM to 7PM 0 Later than 7PM if possible 10. What is your preferred ratio of street to transition terrain? * 0 100% Street 0 70% Street, 30% Transition 0 50% Street, 50% Transition 0 30% Street, 70% Transition 0 100% Transition 11. Rail Preference: 0 Round 0 Square 0 Equal amount of both 12. Please rate the following based on what amenities are most desirable: Street / Plaza * Don't Care Care a Little Neutral Want Want Most Square Hand Rails 0 0 0 0 0 Round Hand Rails 0 0 0 0 0 Ledges 0 0 0 0 0 Manual Pads 0 0 0 0 0 Square Flat Bars 0 0 0 0 0 Round Flat Bars 0 0 0 0 0 Curbs 0 0 0 0 0 Bank Ramps 0 0 0 0 0 Wallrides 0 0 0 0 0 Pyramids/Hips 0 0 0 0 0 Fun Box Bank to Transitions 0 0 0 0 0 (Jumpboxes) Fun Box Bank to Banks 0 0 0 0 0 Stairs 0 0 0 0 0 Step Ups/Euro Gaps 0 0 0 0 0 13. Please rate the following based on what amenities are most desirable: Bowls / Ramps * Don't Care Care a Little Neutral Want Want Most Spine Ramps - Transition to 0 0 0 0 0 Transition Extensions/Escalators 0 0 0 0 0 Snake Runs (Elongated Half- 0 0 0 0 0 Pipe) Wallrides 0 0 0 0 0 14. For quarterpipes/bowls/miniramps, do you prefer: 0 Tight radii (steep and quick transition) 0 Mellow radii (less steep transition) 0 Mix of both (some ramps steep, some mellow) 0 No preference 15. Generally, do you prefer quarterpipes/bowls/miniramps to be: 0 Shorter (4' and lower) 0 Taller (5' and higher) 0 No preference 16. Is there a unique, signature feature you would like to see added to the new skatepark? * Enter your answer 17. What are your favorite skateparks in the region and what do you like best about each one? * Enter your answer This content is created by the owner of the form. The data you submit will be sent to the form owner. Microsoft is not responsible for the privacy or security practices of its customers, including those of this form owner. Never give out your password. Powered by Microsoft Forms The owner of this form has not provided a privacy statement as to how they will use your response data. Do not provide personal or sensitive information. Terms of use City Council Work Session Memo DATE: January 17, 2023 TO: Mayor, City Council and City Administrator FROM: Ryan Ruzek, Public Works Director SUBJECT: Project Close Out Costs for the Ivy Falls East Street Improvements INTRODUCTION The City Council is asked to provide direction on the project close out costs for the Ivy Falls East Street Improvement Project. BACKGROUND As you are aware, the Ivy Falls East Reconstruction project was not completed on time due to the general contractor, Alcon Construction. The city has yet to finalize the contract with Alcon Construction. Alcon sent over a pay request to the city on December 12, 2022. Staff and our consultant have reviewed the pay request and highlighted the outstanding discrepancies, staff will still need to resolve these issues with Alcon. The city consultant, TKDA, has prepared the draft response to Alcon. City staff desires to hear the wishes of Council for pursuing liquidated damages on the project. The draft response below has a highlighted section of the current proposal to the contractor. The city has accrued a total of $40,516.50 in actual expenses related to the contract not being completed on time. The city currently has retained 5 percent of the project costs as a surety which totals $67,143.09. In a conversation with the city attorney, Mr. Knetsch alluded that the city did not need to prove damages as this is a breach of contract. As of December 9, 2022, the calculated liquidated damages are calculated at $166,500 using business days since July 1, 2022 or $243,000 as calendar days since July 1. The project field work has been completed since late October but the contracts have not been finalized. I am hesitant to think the city would be able to collect funds above what is currently being retained. The city would also accrue additional fees as it attempts to collect any additional funds. Draft Response Thank you for email from December 12 for closeout of the Ivy Falls project. I have reviewed the materials with the City and have prepared the attached Payment Application #8. This would be considered a final payment application and reduces the retainage to $0.00. We will need closeout documents from your sub -contractors (IC-134s) to process this final payment. In your email you reference a punchlist document. No punchlist document was sent with your email. Please send your documentation. The City has evaluated the pay items you referenced in your e-mail. We agree on a number of these items but disagree on others. Your e-mail asks the City to pay for Bituminous Roadways price increases for work in 2022. The paving work done in 2022 was completed by Minnesota Paving and Materials not Bituminous Roadways. Furthermore, Alcon controlled the schedule for work and it was Alcon's schedule that dictated the work completed in 2022. The City would have preferred to have had the full project completed in 2027 as originally specified. Therefore, the City is not interested in participating in increased costs for 2022 work. The project completion did not meet the specifications and the City has incurred additional expenses as a result. Liquidated damages per the contract specifications amounted to $166,500 based on the extended completion date of 71712022. However, expenses incurred by the City amounted to $40,576.50. These expenses covered City Staff time, legal, inspection, materials testing, and other miscellaneous expenses. The City wishes to recover only the expenses incurred in the amount of $40,576.50 and this amount is deducted in payment application #8 as Change Order #4. Please review these materials and sign and return the FINAL payment application #8 and also return your closeout paperwork including the IC-134s. ACTION RECOMMENDED/REQUESTED Is the Council acceptable to collecting the actual accrued costs as damages or should the city seek additional damages from the contractor? If additional damages are desired, what is the amount the Council would like to pursue? City Council Work Session Memo DATE: January 17, 2023 TO: City Council FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Hiring Referral Program INTRODUCTION Staff are soliciting feedback from council regarding the development of a hiring referral program that would incentivize existing staff to help the city to recruit qualified candidates for open positions. In addition to helping to identify and attract top candidates, this program would also serve to support existing staff, both financially from the incentive itself but also by encouraging connections between new and existing staff. BACKGROUND Current staff are one of our greatest resources in attracting top talent in candidates to come and work for the city. Not only do current staff serve as professional ambassadors for the brand of the city and the organizational culture, but successful staff also know other successful professionals that would be assets to the city. The current hiring market is incredibly competitive and staff are looking for ways in which the city can better compete in the market and attract top candidates for positions. In order to attract top talent, staff are proposing developing a hiring referral program that would incentivize current staff to encourage other talented professionals who they know to apply to open positions at the city of Mendota Heights. The proposed program would provide $500 to a current staff person who referred a candidate to the city that was ultimately hired and another $500 once that new employee completed their one-year probationary period with the city. Full -Time and Part -Time permanent staff will be eligible for this program. In addition, there may be value in incorporating a department specific differential based on hiring needs. The League of Minnesota cities has highlighted a similar program developed at the City of Cottage Grove as a part of their Career Advantage highlight which identifies innovative ideas that cities are implementing that are making a difference responding to challenges faced by cities. In addition to Cottage Grove, staff also reviewed a referral program for the Roseville Police Department and for the Eden Prairie Fire Department. Feedback from staff at agencies that have implemented this program indicate that it has been successful. BUDGET IMPACT This program would be funded by salary savings resulting from the gap between when employees leave a position and when we are able to hire the new staff person. In addition, the retention benefits of the program hopefully would result in decreased turnover and the resulting staff costs associated with that. City Council Work Session Memo DATE: January 17, 2023 TO: City Council FROM: Cheryl Jacobson, City Administrator Kelly Torkelson, Assistant City Administrator SUBJECT: City Council/Advisory Commission Conflict of Interest- Anti - Nepotism Policy INTRODUCTION Staff have been asked to bring the question of whether or not there should be a city council policy to prevent residents with familial relationships to sitting council members from applying for open commission seats (or a policy preventing city council members from appointing family members to city advisory commissions). BACKGROUND The purpose of anti -nepotism policies is to avoid conflicts of interest by decision makers when allocating public resources. This mostly pertains to financial investments by the city but could relate to non -financial decisions as well. It is up to a council member to determine and to disclose if they have a conflict of interest, financial or otherwise, that introduces a bias into their decision -making abilities. In the case of an existing conflict of interest, the affected council member should abstain from voting on the issue in question. Conflict of interest laws do not directly address conflicts that may arise out of family relationships. The Minnesota Human Rights Act prohibits discrimination based upon marital status. As a result, making inquiries into the martial status of applicants for city positions is not recommended. Most cities are moving away from adoption of policies pertaining to limits on appointments based on relationships in order to avoid gray areas surrounding the law.