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2006-08-15 City Council minutesAugust 15, 2006 Page 1 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, August 15, 2006 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:30 o'clock p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Huber called the meeting to order at 7:30 p.m. The following members were present: Mayor Huber, Councilmembers Duggan, Krebsbach, Schneeman and Vitelli. PLEDGE OF ALLEGIANCE Council, the audience and staff recited the Pledge of Allegiance. AGENDA ADOPTION Councilmember Duggan moved adoption of the revised agenda for the meeting. Councilmember Schneeman seconded the motion. Ayes: 5 Nays: 0 MOTION CARRIED APPROVAL OF MINUTES Councilmember Schneeman moved to approve the minutes of the June 6, 2006 council meeting minutes as presented. Councilmember Vitelli seconded the motion. Ayes: 5 Nays: 0 Councilmember Vitelli moved to approve the minutes of the June 20, 2006 council meeting as corrected. Councilmember Krebsbach seconded the motion. Ayes: 5 Nays: 0 Councilmember Duggan moved to approve the minutes of the June 28, 2006 council meeting as corrected. Councilmember Schneeman seconded the motion. Ayes: 4 Nays: 0 Abstain: 1 (Councilmember Krebsbach) August 15, 2006 Page 2 Councilmember Duggan moved to approve the minutes of the July 18, 2006 council meeting as corrected. Mayor Huber seconded the motion. Ayes: 5 Nays: 0 Councilmeraber Duggan moved to approve the minutes of the August 1, 2006 council meeting as presented. Councilmernber Schneeman seconded the motion. Ayes: 5 Nays: 0 CONSENT CALENDAR Councilmernber Krebsbach moved approval of the consent calendar for the meeting, revised to remove item 6h, rainwater garden final plans, along with authorization for execution of any necessary documents contained therein. a. Acknowledgement of the Approved Minutes from the April 12, 2006 and July 12, 2006 Airports Relations Commission Meeting. b. Acknowledgement of the July 2006 Treasurers Report. c. Authorization for Purchase and Installation of a Traffic Control Board for the fire department from ADDCO, Inc., for $4,642.00. d. Approval of Bonestroo Rosene Anderlik & Associates Request for Additional Fees. e. Adoption of Resolution No. 06-66: A Resolution Approving a Two-Foot Side Yard Setback Variance for an Attached Garage at 610 Watersedge Terrace. f. Adoption of Resolution No. 06-67: A Resolution Confirming Appointment of Election Judges for 2006 Primary and General Election. g. Adoption of Resolution No. 06-68: A Resolution Approving the Joint Powers Agreement Between the County of Dakota and Mendota Heights for Administrative Services Related to Municipal ISIS Pump Maintenance Programs. h. Adoption of Resolution No. 06-69: A Resolution Adopting a Policy for Liquor License Violations. i. Adoption of Resolution No. 06-70: A Resolution Providing for the Sale of $630,000 General Obligation Improvement Bonds Series 2006A. j. Approval of the list of contractor licenses dated August 15, 2006. k. Approval of the list of claims dated August 15, 2006 and totaling $268,343.91. August 15, 2006 Page 3 Councilmeraber Duggan seconded the motion. Ayes: 5 Nays: 0 PRESENTATION — NDC4 Jodie Miller, NDC4 Executive Director gave a CABLE COMMISSION presentation on Election Coverage, the 2007 Draft UPDATE Budget, and shared some of the issues currently in the legislature. Mickey Kieffer, Mendota Heights Citizen Representative was also in attendance to answer any questions the Council may have. Ms. Miller talked about a coalition of local government organizations that are working together in Washington and referred to a handout given to the Council regarding these organizations and the work they are doing. Ms. Miller said their organization is asking Senator Dayton and Senator Coleman not to commit their support to Senator Stevens' plan. Ms. Miller said their organization is also seeking support from the mayors in the Dakota County communities that are served by Town Square TV services, to thank Betty McCollum for her support on the house side. Mayor Huber asked if any councilmember have any objections to him signing a letter in support. Hearing none, Mayor Huber said he would be willing to support this letter. Ms. Miller thanked the City of Mendota Heights for their support of Town Square Cable Company. PRESENTATION — HLB Tom Hodnefield reviewed the Annual Audit Report for TAUTGESREDPATH 2005. Mr. Hodnefield reviewed highlights of the three UPDATE three separate reports done in conjunction with this audit: ® Financial Statement • Changes include completion of a full implementation of GASB34. • GASB40 has been implemented which required the footnote disclosure over cash and investments. • Management Discussion and Analysis — a new component to the financial statements that GASB34 required. • General Fund has a healthy balance at the end of 2005, and has met the designation August 15, 2006 Page 4 requirements and there is a policy for working capital designation. Audit Management Letter • Combines some different communications that carne to an auditor, starting with some background on GASB34. • Contains a section on required communications to an audit committee. There is nothing in the report that is alarming. • Contains a section on internal control where Auditors disclose reportable conditions on internal control. This report contains a condition regarding j ournal entries and there is the recommendation that the processes be revisited to formalize this process more. • Contains recommendation on cash investments procedures. Compliance Reports. ® Identified one reportable finding that has to do with payroll declarations, which is more of a technical issue where the forms need to have certain verbage. Ms. Schabacker said these forms have already been updated. Mr. Hodnefield talked about eight standards with regard to auditors' roles and internal control. These standards will change not only how the audit looks, but will add to the scope of the auditor's engagement. Mayor Huber asked Mr. Hodnefield if he sees Sarbanes Oxley coining into the government world. Mr. Hodnefield said the City will not see an equivalent of it, but may see some trickle down where the State may determine that all cities have audit committees. Mr. Hodnefield said that while it would not be recommended that the City have a complete fully functioning audit committee as defined by standards, it would make good sense to incorporate some components of this committee. Councilmember Vitelli asked if audit costs will go up because of the bureaucracy and new rules. Mr. Hodnefield said he does not see that occurring for the City of Mendota August 15, 2006 Page 5 Heights until after the sweep of audit standards come down, which may happen in three years. Councihmernber Schneeman said it would be a good idea to have an audit committee in order to provide help to the Financial Director and Finance Department. Councihneimber Duggan asked Mr. Hodnefield if it would be beneficial for the City of have an audit committee based on the experience of the last three years. Mr. Hodnefield said he recommends that the City form one only if the City strongly believes people will commit and be active. Mr. Hodnefield said he would be willing to work with the City to organize this committee. BID AWARD City Administrator Danielson reviewed the request from Fire Chief Maczko asking for approval to replace the breathing air compressor which is needed. There were two bids received, the lowest coming from Metro Fire Equipment for $26,308.00. Councilmember Vitelli moved to approve the issuance of a purchase order to Metro Fire Equipment for $26,308.00 to purchase a breathing air compressor. Councihmember Schneeman seconded the motion. Ayes: 5 Nays: 0 DESIGN OF SLOPE City Engineer McDermott said for two years, the City REMEDIATION AT 2400 has been working towards a settlement for the cost to PILOT KNOB ROAD perform slope remediation for the slope failure at 2400 Pilot Knob Road. Ms. McDermott said she has received word that the settlement agreement has been executed by all the parties. The City has investigated several design alternatives, and has prepared plans for a sheet - piling alternative that has a cost in excess of $600,000. Most recently, Ms. McDermott and Mr. Danielson met with a designer from Bonestroo and a geotechnical engineer from American Engineering and Testing and have come up with a lightweight fill solution for the slope, which is as good as sheet piling but at a lower cost. Bonestroo submitted a proposal to complete the design for $24,100 and AET submitted a proposal to do some additional soil investigation for $5,000. AET has also August 15, 2006 Page 6 indicated that they will provide construction based services in the amount not to exceed $2,000. Councilmeraber Schneeman moved to approve AET to proceed with geotechnical services for the slope remediation, and authorize the Mayor and City Administrator to enter into a supplemental services contract with Bonestroo, Rosene, Anderlik & Associates for completion of the slope remediation design at 2400 Pilot Knob Road. Councilmember Vitelli seconded the motion. Further Discussion Councilmember Duggan suggested that there be written reports to the City to keep the City abreast of what is going on. Ms. McDermott said she has been working with Bonestroo to have that done. Mayor Huber said the City Council puts their faith in City Staff, and relies on them to make the best engineering solutions. Mayor Huber said he wants City Staff to always bring up concerns if they are not comfortable with any issues. Ayes: 5 Nays: 0 REPLACEMENT OF Guy Kullander, Operations and Projects Coodinator, CITY HALL ROOF said there has been some serious leaks in the roof at City Hall, and has asked three companies to take a look at the roof and give appraisals. Mr. Kullander reviewed his report and recommends the roof be totally replaced this year, utilizing the product described as #1 in his report. Councilmember Duggan expressed his concern of the thicker roofing material being too heavy. Mr. Kullander said the building would easily support this type of roof. Councilmember Duggan asked about the color consistency with Option #3. Mr. Kullander said this type of material would be more prone to fading, but it would not make a big difference. Councilmember Schneeman moved to approve the roof replacement with Option Number 1 as proposed, and to August 15, 2006 Page 7 begin the work right away. Councilmember Krebsbach seconded the motion. Further Discussion Councilmember Krebsbach said she is in favor of this motion because City Hall is a benchmark for the community. Councilmember Vitelli said he is not in favor of this option and feels Option 3 would be just a good at a lower cost, and both options are guaranteed for 30 years. Councilmember Vitelli said the asphalt shingles will also keep in character of the neighborhood as most homes have asphalt shingles. Ayes: 2 (Councilmembers Schneeman and Krebsbach) Nays: 3 (Mayor Huber, Councilmembers Duggan and Vitelli) MOTION FAILED Councilmember Duggan moved to approve the roof replacement with Option Number 3 as proposed, with additional efforts to remedy the drainage and ice built up problems. Councilmember Vitelli seconded the motion. Ayes: 4 (Mayor Huber, Councilmembers Duggan, Krebsbach, Vitelli) Nays: I (Councilmembers Schneeman) WORKSHOP Administrator Danielson recommended that interviews for the Assistant to the City Administrator position be held on August 28, 2006 at 8:00am. Mr. Danielson asked the Council to narrow down the current list of 11 applicants to 6 by Friday, August 18th. Councilmember Duggan moved to schedule the workshop August 28 at 8:00 am in City Hall. Councilmember Krebsbach seconded the motion. Ayes: 5 Nays: 0 COUNCIL COMMENTS Councilmember Krebsbach gave an update on her trip to Oxford University and talked about the wonderful job airport security did at Heathrow Airport in England. Councilmember Duggan said the opening of the townhome model at the Opus project will be held this weekend. Councilmember Schneeman said the fence looks nice. August 15, 2006 Page 8 Mr. Danielson said the plans were for a large unit on each floor of the condominium, but now the developer wishes to split those units into two smaller ones. Opus will be coming back to the Council to amend their PUD. Mr. Danielson said the meeting with Mr. Fefercorn for his updates will now be held on Thursday morning at City Hall, atlO:00am. Councilmerabers Duggan and Krebsbach will be attending. ADJOURN There being no further business to come before Council, Councilmeraber Duggan moved to adjourn. Ayes: 5 Nays: 0 TIME OF ADJOURNMENT: 9:10 p.m. Reb&ka Shaffer Recording Secretary