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2013-10-15 Council minutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, October 15, 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 Duggan, Petschel, and Norton. Councilmember Povolny 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 Duggan moved adoption of the revised agenda. Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 CONSENT CALENDAR Mayor Krebsbach presented the consent calendar and explained the procedure for discussion and approval. Councilmember Duggan moved approval of the consent calendar as presented and authorization for execution of any necessary documents contained therein, pulling item D) Receipt of Rental Licensing Program Status Report. a. Acknowledgement of October 1, 2013 City Council Minutes b. Acknowledgement of October 8, 2013 Parks and Recreation Cornrnission Minutes c. Acknowledgement of October 9, 2013 Airport Relations Commission Minutes d. Receipt of Rental Licensing Program Status Report e. Approval of Resolution 2013-76, Amendment to City's Nationwide 457 Deferred Compensation Plan f. Approval of Consultant Planning Services Request for Proposals g. Approval of 2014 Insurance Renewal h. Approval of Storm Sewer System Maintenance Agreement with Dakota County i. Approval of Change Order for Repairs to Interstate Valley Creek Trail October 15, 2013 Mendota Heights City Council Page 1 j. Receipt of September Par 3 Report k. Approval of Claims List 1. Approval of Contractor List m. Approval of Resolution 2013 -80, MnDOT Maintenance Agreement for Interstate Valley Creek Trail Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 PULLED CONSENT AGENDA ITEMS D) RECEIPT OF RENTAL LICENSING PROGRAM STATUS REPORT City Administrator Justin Miller explained the licensing program that the City enacted in 2006. The City approved a licensing process for property owners of single family residential if they wanted to rent out their property. The report showed the number of licenses issued each year from 2010 to 2013. Miller noted there is a seventy -five dollar annual license fee and a background check to make sure the property is not delinquent in terns of taxes, utility accounts, and property code complaints. If the checks come back clean, then a license is issued. Staff has seen very few issues with this process. Councilmember Duggan asked about any liability on the City should an accident happen due to a missed code violation. Miller replied that staff does not currently inspect the properties for active code violations before issuing the license; only a background check is completed to ascertain if there have been any code violation complaints in the past. City Attorney Tom Lehmann further stated that the issuance of the license does not put any liability on the City. It would be for informational purposes only so the City could keep track of what is happening with respect to rental properties Councilmember Petschel moved to receive and file the Rental Licensing Program Status Report. Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 PUBLIC COMMENTS Two senior students from Cretin - Derham Hall were in attendance as part of their Government class studies. PRESENTATIONS A) MARK RUFF, EHLERS AND ASSOCIATES, CITY BOND RATING UPGRADE Mr. Mark Ruff, Ehlers and Associates, announced that the city of Mendota Heights has been awarded a AAA bond rating by Standard and Poor's. The rating agency noticed the little things the city has done to make a difference in the community; it was not just about the kind of housing or the type of commercial properties the city had. It was about how often the city reviews its budget [quarterly], which was October 15, 2013 Mendota Heights City Council Page 2 something they saw as a very good sign of a well-managed community. The city has always carried a very good fund balance and has always ended the year with some kind of surplus. All of those things were indicators that the city is well managed, that the citizens are taken care of, and taxes were kept as low as possible. One of the benefits of a AAA rating is that the city would get the lowest possible interest rate when borrowing money, and it also means that the city can keep taxes affordable over a long period of time. This rating would also attract businesses to the area. Mr. Ruff presented the City with a certificate and read some of the quotes from the ratings report from Standard and Poor's. B) NORTH URBAN REGIONAL TRAIL (NURT) UPDATE Public Works Director John Mazzitello explained that Dakota County has been working to design a realignment of the North Urban Regional Trail (NURT). They received a grant through the Metropolitan Council for greenway development and they have been working on some alternatives within the city of Mendota Heights and the city of West St. Paul. Mazzitello introduced Mr. Chris Hartzell, the Dakota County Project Manager, to provide an update on the project development. Mr. Hartzell gave an alignment update, stating the trail would be re-routed along Warrior Drive to Marie Avenue, and then follow Marie Avenue to the east. Mr. Hartzell shared the underpass design for the trail crossing at Charlton Street in West St. Paul. Councilmembers asked questions regarding the right-of-way widths and landscaping of the trail along Warrior Drive and Marie Avenue. Mr. Hartzell stated that Dakota County will be acquiring easements for the trail and holding one fmal public hearing on the realignment before the project goes out for bidding next spring. PUBLIC HEARINGS A) ASSESSMENT HEARING FOR CROWN POINT/OVERLOOK NEIGHBORHOOD STREET IMPROVEMENT PROJECTS, APPROVAL OF RESOLUTION 2013-78 Assistant City Engineer Ryan Ruzek explained that this project included a complete street reconstruction of the Crown Point and Overlook neighborhoods. The project also included improvements to the trail along Lexington Avenue, between Highway 110 and Douglas Drive; the parking lot in Marie Park; and the Highway 110 frontage road (Carmen Lane) which was leveled out and seal coated. The construction costs were $583,803, not including signage and indirect costs. There were thirty-four properties in the Crown Point Neighborhood which were proposed to be assessed at $3,194.80 each. The Overlook Neighborhood had forty-eight properties, which were proposed to be assessed at $3,332.36 each. Both assessments are payable over a ten year period at six percent interest. October 15, 2013 Mendota Heights City Council Page 3 Councilmember Petschel asked about the area going into Crown Point which the residents requested be addressed but was going to be added to a different project. Ruzek replied that the city completed a temporary fix on that area to hold everything in place until next year. Councilmember Duggan asked what the challenges were on this project. Ruzek replied that this project went very well with a new contractor. There is a punch-list of items to be completed this fall. The biggest problem was the area that was mentioned by Councilmember Petschel. In regards to the punch-list of items, staff does hold five percent of the contract amount back on all projects until the punch-list of items has been completed satisfactorily. City Attorney Tom Lehmann outlined the public hearing procedures and the appeal process for residents. Mayor Krebsbach opened the public hearing. Assistant City Engineer Ryan Ruzek read a question submitted by Mr. Daniel Mc Collar, 1089 Overlook Road, asking why the interest is at such a high rate [6%] when the City is borrowing at 2.8%. Finance Director Kristen Schabacker replied that six percent is the interest rate that has been consistently charged for street projects. When the bonds are structured that is taken into account and the city anticipates a six percent interest rate on those assessments. The residents do have the option to pre-pay those assessments and not pay any interest. Mr. Bernie Karin, 1781 Summit Lane, commented that the contractor who completed the project was kind and considerate. If they could do anything to make the project easier on the residents, they did it. Mr. Karin mentioned that some tracks were left in the bituminous surface by heavy equipment and he hoped this would be smoothed out while the surface is still pliable. Ruzek replied that staff is aware of the tracks and this would be a topic of discussion with the contractor. Councilmember Duggan moved to close the public hearing. Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 Councilmember Petschel moved to adopt RESOLUTION 2013-78, A RESOLUTION ADOPTING AND CONFIRMING ASSESSMENTS FOR THE CROWN POINT & OVERLOOK NEIGHBORHOOD REHABILITATION (PROJECT #201207). Councilmember Norton seconded the motion. Ayes: 4 Nays: 0 Absent: 1 October 15, 2013 Mendota Heights City Council Page 4 UNFINISHED AND NEW BUSINESS A) REVIEW OF OCTOBER 1, 2013 TRAFFIC SAFETY COMMITTEE RECOMMENDATIONS, APPROVAL OF RESOLUTION 2013-77 Per a request from Councilmember Povolny, Mayor Krebsbach asked that this topic be tabled to a future meeting Councilmembers acknowledged their agreement. B. AWARD OF BID FOR MENDOTA HEIGHTS ROAD FORCE MAIN REPLACEMENT, APPROVAL OF RESOLUTION 2013-79 City Engineer John Mazzitello explained that at the September 17, 2013 meeting, Council approved the plans and specifications and authorized bids for replacement of a sanitary sewer force main under Mendota Heights Road. Three contractors submitted bids with the two requested alternatives; a 2013 construction date and a 2014 construction date. The contractors were also asked for two different methods; slip-lining and directional drilling Staff recommended the Council award the contract to GM Contracting for the bid of Alternative 1-A [directional drilling to be completed in 2013] in the amount of $505,048.23. Staff is recommending this bid because of the construction time frame. The last two breaks to the force main have cost the city in excess of $20,000 apiece. Councilmember Petschel asked if this is a contractor the city has worked with before. Mazzitello replied that he is very familiar with GM Contracting but the city of Mendota Heights has not had a contract with them for at least five years. Mayor Krebsbach asked about the budgeting of this project. Mazzitello replied that staff is forward- funding the 2014 budget. The lift station rehabilitation is being moved to 2015 and the force main replacement project is being moved to 2016. Staff is comfortable with moving the timeline because the force main repair trumped all of the other priorities. Councilmember Duggan moved to approve RESOLUTION 2013-79, A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE MENDOTA HEIGHTS ROAD FORCE MAIN REPLACEMENT PROJECT (PROJECT #201309). Councilmember Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 COMMUNITY ANNOUNCEMENTS Assistant City Administrator Tamara Schutta made the following announcements: o Dakota County Transportation Open House for the Robert Street Transit Way Alternatives Study, Thursday, October 17; 4:30 — 6:30 p.m. at the Dakota County Northern Service Center. A second October 15, 2013 Mendota Heights City Council Page 5 open house will be held on Thursday, October 24; 6:00 — 8:00 p.rn. Residents are encouraged to give input regarding proposed stations, proposed service plans, and downtown destinations. o The Halloween Bonfire will be held on Thursday, October 31, from 7:00 — 9:00 p.m. at Mendota Plaza. Residents can begin dropping off dry brush on Saturday, October 26 through Wednesday, October 30. COUNCIL COMMENTS Councilmember Petschel noted that she received an email announcing the Mendota Heights Comrnunity Blood Drive taking place on Saturday, October 26. The blood mobile will be parked at 1841 Walsh Lane from 11:00 a.m. to 4:00 p.rn. The event includes free lunch, treats, and child care. Councilmember Duggan announced that the Fire Department Annual Dance would take place on November 15 and more information is available at City Hall or from city staff. Councilmember Duggan also commented on a fundraiser that was held for the St. Paul Public Library system. Councilmember Duggan noted that he had Monsignor Martin Keevney visiting in his home. Mayor Krebsbach acknowledged prior Councils, late Mayor Mertensotto, and past staff's contributions to the recognition that the city received from Standard & Poor's with the AAA bond rating. She also encouraged residents to attend the bonfire on October 31St ADJOURN Councilmember Duggan moved to adjourn. Councilmember Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 Mayor Krebsbach adjourned the meeting at 8:01 ATTE orrr Smith City Clerk Sandra Krebsbach Mayor October 15, 2013 Mendota Heights City Council Page 6