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2013-04-16 Council minutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, April 16, 2013 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, Petschel, and Norton. Coimcilmember Duggan was absent. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Krebsbach presented the agenda for adoption. Councilmember Norton moved adoption of the agenda. Councilmember Petschel seconded the motion. Ayes: 4 Nays: 0 Absent (Duggan): 1 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 J) Approval of Resolution 2013 -25, Supporting Legislation Authorizing Street Improvement Districts, K) Approval of Resolution 2013 -26, Support of Grant Application for Trail Connections Along Dodd Road, M) Approval of Request for Proposals for Sanitary Sewer Force Main Repairs, and N) Approval of Resolution 2013 -27, Accept Bids and Award Contract for Crown Point and Overlook Neighborhood Street Rehabilitation Project. a. Acknowledgement of April 2, 2013 City Council Minutes b. Acknowledgement of April 9, 2013 Parks and Recreation Commission Minutes c. Acknowledgement of April 10, 2013 Airport Relations Commission Minutes d. Approval of Personnel Action Report e. Approval of Workers Compensation Insurance Renewal f. Receipt of March 2013 Fire Department Synopsis Report April 16, 2013 Mendota Heights City Council Page 1 g. Approval of Temporary On -Sale Liquor License, Beth Jacob Congregation h. Approval of On -Sale /Sunday Intoxicating Liquor License, Haiku Japanese Bistro, Inc. i. Approval of Rogers Lake Homeowners Association Weed Control Request j. Approval of Resolution 2013-25, Supporting Legislation Authorizing Street Improvement Districts k. Approval of Resolution 2013-26, Support of Grant Application for Trail Connections Along Dodd Road 1. Approval of Joint Powers Agreement for Aerial Photography Services m. Approval of Request for Proposals for Sanitary Sewer Force Main Repairs n. Approval of Resolution 2013-27, Accept Bids and Award Contract for Crown Point and Overlook Neighborhood Street Rehabilitation Project o. Approval of Resolution 2013-28, Planning Case 2013-05, Critical Area Fence Permit, 1205 Culligan Lane p. Approval of Contractor List q. Approval of Claims List Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PULLED CONSENT AGENDA ITEMS J) APPROVAL OF RESOLUTION 2013-25, SUPPORTING LEGISLATION AUTHORIZING STREET IMPROVEMENT DISTRICTS City Administrator Justin Miller explained that the League of Minnesota Cities and other professional municipal organizations have initiated legislation to authorize Street Improvement Districts. One of the main ways that cities fund street improvement projects is through special assessments. The improvements need to show an equal benefit to the property. Where property values are lower or there are not as many properties, this has become difficult for cities to be able to conduct street improvements through that method. This resolution would support legislation authorizing street improvement taxing districts. This does not mean that it is something that the City would simply be a tool that cities might benefit from. Councilmember Petschel moved to Approve SUPPORTING LEGISLATION AUTHORIZING STREET IMPROVEMENT DISTRICTS. Councilmember Povolny seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) of Mendota Heights will necessarily implement; it RESOLUTION 2013-25, A RESOLUTION THE ESTABLISHMENT OF MUNICIPAL April 16, 2013 Mendota Heights City Council Page 2 K) APPROVAL OF RESOLUTION 2013-26, SUPPORT OF GRANT APPLICATION FOR TRAIL CONNECTIONS ALONG DODD ROAD City Engineer John Mazzitello explained this is a resolution that would authorize staff to seek grant applications for two identified trail gaps along Dodd Road. The first trail segment is on the east side of Dodd Road between Market Street and Marie Avenue, which has been on the books for several years. This would allow the city to have the resources available to construct the trail. The grant application is for the 2014 construction year through a MnDOT program that allows cities to obtain grants for work along state highways. The second trail segment along Dodd Road would be on the west side, between Mendota Heights Road and the interstate 494 bridge. This would connect the city's trail system to the Eagan city trail system. Councilmember Povolny moved to approve RESOLUTION 2013-26, A RESOLUTION SUPPORTING A GRANT APPLICATION TO THE MINNESOTA DEPARTMENT OF TRANSPORTATION CORRIDOR INVESTMENT MANAGEMENT STRATEGY (CIMS) PROGRAM FOR CONSTRUCTION OF TRAIL CONNECTION SEGMENTS ALONG HIGHWAY 149 (DODD ROAD) Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) M) APPROVAL OF REQUEST FOR PROPOSALS FOR SANITARY SEWER FORCE MAIN REPAIRS City Engineer John Mazzitello recalled that several weeks ago the force main in Mendota Heights Road in the industrial park broke for the fifth time in five years. Staff believes it is time to take a look at permanently repairing that force main instead of patching it. It costs the city $25,000 to $35,000 per break to patch it. This action would authorize staff to seek proposals from specialty design firms to fix the force main. From that point, staff would bring another proposal before Council to move forward with the repair. Councilmember Norton moved to authorize the request to solicit for Professional Services for the Assessment of the Mendota Heights Road Force Main, and further authorizing staff to issue an RFP. Councilmember Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Apri116, 2013 Mendota Heights City Council Page 3 N) APPROVAL OF RESOLUTION 2013 -27, ACCEPT BIDS AND AWARD CONTRACT FOR CROWN POINT AND OVERLOOK NEIGHBORHOOD STREET REHABILITATION PROJECT City Engineer John Mazzitello stated that on April 3, 2013 staff opened bids for the 2013 street rehabilitation project, which is the Crown Point and Overlook Neighborhoods. There were six bidders for this project and the low bidder was Asphalt Surface Technologies Corporation, better known as Astech Corporation. Their bid was $583,803. Once the resolution is approved, staff would be able to give a notice to proceed to Astech Corporation, a preconstruction conference would be held, and construction could begin in approximately one month. Mayor Krebsbach asked if the indirect costs in the bid would remain the same no matter what the bituminous bid was. Engineer Mazzitello replied that the number for indirect costs was an estimate and represents twenty percent of the bid price. Councilmember Petschel moved to approve RESOLUTION 2013 -27, A RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE CROWN POINT & OVERLOOK NEIGHBORHOOD REHABILITATION (PROJECT #201207). Councilmember Povolny seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PRESENTATIONS POLICE RESERVE JIM KNOX, SPEED TRAILER DATA COLLECTION Chief of Police Michael Aschenbrener introduced Police Reserve Jim Knox and thanked him for the work he has done with the speed cart. He also reviewed the history behind the decision to purchase the speed cart by the city. Mr. Knox opened his presentation by thanking the city for giving him the opportunity work with the speed cart. He explained that there were a few technical issues in the beginning as the data the software provided did not look accurate. After gathering his own data with a radar gun and comparing it to the speed cart data, he realized that the speed data was accurate; however, the cart did not count cars accurately He took that data back to MPH and they tweaked the parameters the computer used in their algorithm to count cars. Other adjustments and uses of the cart were reviewed. Part of the use of the trailer is to resolve complaints from residents about cars speeding through their neighborhoods. Mr. Knox reviewed the data received from the areas tested. Councilmember Petschel expressed her appreciation for all of the work done by Mr. Knox. She also stated that it would be interesting to see how the data changes before and after a construction project. April 16, 2013 Mendota Heights City Council Page 4 She asked what the cost would have been to the city to hire a consultant to collect the data. City Engineer John Mazzitello replied that a typical traffic study to have a consultant sit out on a street with a clicker and count the cars, which does not collect speed data, typically costs between $2,000 and $2,500 per study. The cart cost the city $18,000. PUBLIC COMMENTS There were no public comments. AWARD OF BID ACCEPT BID AND AUTHORIZATION TO ENTER INTO PURCHASE AGREEMENT, FIRE TRUCK REPLACEMENT Fire Chief John Maczko and Assistant Chief Dave Dreelan explained that bid packets were sent out to four vendors for the purchase of a new fire truck. Two bids were received. Committee members and Councilmember Povolny met to review the bids and found both bids to be acceptable. The apparent low bidder was Custom Fire. After review, the Committee recommended awarding the bid to Custom Fire Apparatus, accepting option one, which is the refurbishing of the aerial device. It was recommended that the truck be paid for through existing fund balance rather than being bonded for. Councilmember Norton expressed his appreciation to the Chief and Assistant Chief for their time. Mayor Krebsbach asked for clarification that the refurbished aerial will last as long as the new truck and then asked how long the new truck would last. Chief Maczko did confiim that the refurbished aerial will last as long as the new truck, which would be approximately twenty-five years. Mayor Krebsbach then asked about the financing and would the city get a discount because of the up- front payment. Finance Director Kristen Schabacker replied that there is a discount on the purchase price if the city pre-pays for the truck upfront. The discount would be approximately $25,200 off the bid price. Mayor Krebsbach asked about the performance bond. Chief Maczko replied that there is a performance bond and that Custom Fire Apparatus pays for that. She then asked about their past performance record. Chief Maczko explained that this is the same vendor that built the city's 2009 truck. They have actually built a number of trucks for the city over the years and have a good relationship with the city. Mayor Krebsbach asked City Administrator Justin Miller to speak about the city having the resources to pay for the truck. Administrator Miller explained that it is being recommended this be paid for out of fund balance. The city does have adequate cash reserves for this purchase, even though it is a large purchase. April 16, 2013 Mendota Heights City Council Page 5 Mayor Krebsbach asked Director Schabacker to speak about the financing used for the purchase of the last fire truck. Director Schabacker explained that when the fire truck was purchased in 2009, the city issued ten-year bonds. The city is still paying on those bonds. Councilmember Petschel asked what Custom Fire is offering as a loaner fire truck. Chief Maczko replied that the truck they are offering as a loaner is the same type of truck the city traded in when we purchased the 2009 truck. The department is very familiar with this type of truck. Councilmember Povolny made a motion to award the bid to Custom Fire, accepting option number one, and direct staff to enter into a contract with Custom Fire to pre—pay for the truck using fund balance. Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) CITY ANNOUNCEMENTS Assistant to the City Administrator Jake Sedlacek listed some of the upcoming events in the City of Mendota Heights: • April 15 is Severe Weather Awareness Week, with April 18 being Tornado Drill Day. • May 4— Spring Clean Up Day. • June 1 — Park Celebration from 11 — 2:00 p.m. O June 1 — 5K Run/Walk at 9:00 a.m. COUNCIL COMMENTS Councilmember Petschel acknowledged the people of Boston and stated that our hearts and prayers are with them. She also commented on potential legislation to require MAC and the FAA to do a complete environmental impact statement for MAC's 2020 Long-term Comp Plan. She wanted residents to understand that in order for this to be required there has to be a decibel change in key areas that would equal 1.5 decibels. There is nothing close to that in the noise testing that was done. She feels this is being done politically as it mentions area navigation in the bill. The dangerous thing here is that the cities surrounding the airport, the FAA and MAC reached an agreement that would continue to allow MAC to do noise insulation to the DNL 60 and use general airport revenue to accomplish that. MSP is the only airport in the United States that insulates to the 60 and is the only airport that would be allowed to use general revenue. This bill could jeopardize that. If the legislature seeks to inflict this on the FAA, she feels they may no longer participate in the agreement. The letter that the City of Mendota Heights put together in response to this was forwarded to all of the other cities as a template for what their responses should be in light of these developments. It was also forwarded to MAC staff to be used as their talking points. She will keep the City posted as new information becomes available. April 16, 2013 Mendota Heights City Council Page 6 ADJOURN Councilmember Norton moved to adjourn. Councilmember Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Mayor Krebsbach adjourned the meeting at 7:45 p.m. ATTEST: Lorri Smith City Clerk A, dr. Krebsbach Mayor April 16, 2013 Mendota Heights City Council Page 7