City Council

City Council Meeting Minutes

May 12, 2014

 

1.       Roll Call

Mayor Roe called the meeting to order at approximately 6:00 p.m.  Voting and Seating Order: McGehee; Willmus; Laliberte; Etten; and Roe. City Manager Patrick Trudgeon and City Attorney Mark Gaughan were also present.

 

2.       Approve Agenda

McGehee moved, Etten seconded approval of the agenda as presented.

 

                                                Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

3.       Public Comment

Mayor Roe called for public comment by members of the audience on any non-agenda items.  No one appeared to speak.

 

4.       Council Communications, Reports, and Announcements

Mayor Roe announced several upcoming events:

·         May 15, 2014 at 3:30 p.m. in the City Hall Council Chambers - Bravery and merit awards and recognition of local citizens and police officers;

·         May 22, 2014 at 6:30 p.m. at Roseville City Hall - Racism Forum sponsored and hosted cooperatively by the St. Paul Foundation and the Roseville Human Rights Commission (Free to the public, but space limited to twenty-five people);

 

Mayor Roe noted that this was a municipal election year for the City of Roseville; with two City Councilmember seats and one Mayor seat up for election.  Mayor Roe advised that candidate filing at a fee of $5.00 fee ran May 20 through June 3, 2014 during regular business hours at City Hall; and on June 3^rd, filing would be extended until 5:00 p.m.  Additional information available on line at the City's website at kari.collins@ci.roseville.mn.us or by calling Administrative Assistant/City Clerk Kari Collins at 651/792-7023.

 

Mayor Roe announced the publication of the history of the League of Women Voters of Roseville, Maplewood and Falcon Heights entitled "Meddlers, Activists and Watchdogs;" available in limited copies at area libraries and City Halls in Roseville, Maplewood and Falcon Heights.  Mayor Roe noted that a display was also available at the Roseville City Hall of historical documents and artifacts celebrating the League's key role in development of these north suburban suburbs documenting their sixty plus years of involvement.  Additional information is available by contacting Mindy Greiling at 651/490-0013 or at the website: www.romafh.org. 

 

Mayor Roe announced that the Roseville Human Rights Commission was seeking student members to serve on the Commission for two student vacancies through the 2014/2015 school year, open to students in I.S.D. No. 621 of 623, or those under the age of 21, with an application deadline of May 23, 2014.  Additional information is available by calling 651/792-7001 or at the City's website.

 

Mayor Roe noted a request for volunteers to build playgrounds at Howard Johnson Park on June 7, 2014 and Materion Park on June 14, 2014.  Additional information available by calling Rick Schultz at 651/792-7104.

 

          City Manager Trudgeon introduced the City of Roseville's new Community Development
Director Paul Bilotta who began today, May 12, 2014.  Mr. Trudgeon provided a
brief biography of Mr. Bilotta and his past expertise and welcomed him to make
comment.

 

Mr. Bilotta expressed his happiness to be in Roseville, and looked forward to working with the City Council and staff moving forward.  As a resident of Arden Hills, Mr. Bilotta noted his familiarity with the area.

 

Mayor Roe and Councilmembers welcomed Mr. Bilotta.

 

City Manager Trudgeon advised that earlier today, he had attended the Suburban Ramsey County Law Enforcement Memorial Service in No. St. Paul, noting that it was a meaningful and memorable service.  Mr. Trudgeon noted that the memorial recognition included former Roseville Police Officers Howard Johnson and Bruce Russell, who had been lost in the line of duty.

 

Mayor Roe provided an update on the Cable Franchise Renewal Process and Public Hearing held on April 17, 2014 at the City of Shoreview and continued on May 1 at the CTV studios in Roseville for residents in the ten city area.  Mayor Roe advised that a follow-up special meeting of the Cable Commission was scheduled for May 15, 2014 at 6:00 p.m. at the CTV offices, and would be broadcast live on CTV channels 14, 15 and/or 16.  Once the Commission had a recommendation for cities as to whether they should approve or preliminarily deny the Comcast proposal, Mayor Roe advised that a final action item would come before the City Council for their consideration by the June 20, 2014 renewal extension deadline.  At the request of Councilmember McGehee, Mayor Roe advised that citizen comments regarding the potential merger of Comcast and Time-Warner should be directed to their national legislative delegates, advising that there were significant issues that may result from such a merger, such as the potential devolving and spin off of Twin Cities area communities to other entities.  Also at the request of Councilmember McGehee, Mayor Roe advised that during the formal and informal franchise process, the proposed franchise fee remained at 5%, so funding to the cities would remain essentially the same as currently realized. The primary funding issue with the franchise proposal from Comcast relates to the funding of CTV's local access operations.

 

5.         Recognitions, Donations and Communications

 

6.       Approve Minutes

Comments and corrections to draft minutes had been submitted by Acting Mayor Laliberte as a bench handout, attached hereto and made a par hereof, with concurrence of the body and with the exclusion of corrections on Page 17, Line 37, was  incorporated into the approved meeting minutes.

 

a.            Minutes of May 5, 2014 Meeting

Willmus moved, McGehee seconded, approval of Meeting Minutes of May 5, 2014 as amended.

 

Corrections:

·         Page 6, Lines 32 - 35 (Etten)

Correct to read: "Councilmember Etten [noted the height of the hill between Dale and Rice, and] opined that further consideration was needed as to which trees were considered significant or common under the current tree preservation ordinance."

·         Page 9, Line 16 (Etten)

Add the word "provided" before "carte blanche,"

·         Page 17, Line 37 (Etten)

Leave written as is.

 

                                                Roll Call

Ayes: McGehee; Willmus; Laliberte; and Etten.

Nays: None.

Abstentions: Roe.

Motion carried.

 

7.        Approve Consent Agenda

At the request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed those items being considered under the Consent Agenda.

 

a.            Approve Payments

McGehee moved, Etten seconded, approval of the following claims and payments as presented.         

ACH Payments	$420,022.74
73574 - 73642	313,672.26
Total	$733,695.00

 

                                    Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe.

Nays: None.

 

b.            Approve Business Licenses & Other Licenses & Permits

McGehee moved, Etten seconded, approval of business license applications for the period of one (1) year, for the following applicants:

                            

Applicant/Location	Type of License
Dollar Tree #4588; 1121 Larpenteur Avenue W	Sale of Consumer Fireworks
Friends of Roseville Parks; 2660 Civic Center Drive For event at The Oval on October 3, 2014	Temporary On-Sale Liquor
Saint Rose of Lima Church; 2048 Hamline Avenue N For sale of beer and wine during its 75th Anniversary Celebration in the Church parking lot on July 26, 2014	Temporary On-Sale Liquor
Saint Rose of Lima Church To conduct a raffle during 75th Anniversary event	One-Dale Gambling Exempt Permit

 

                       

 

 

 

 

 

 

   Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe.

Nays: None.

 

c.            Approve General Purchases and Sale of Surplus Items in Excess of $5,000

At the request of Councilmember Laliberte regarding LED light fixture replacements, City Manager Trudgeon advised that he was not sure of their anticipated lifespan, but would find out and report later.

 

McGehee moved, Etten seconded, approval of the submitted list of general purchases and contracts for services presented as follows; and as detailed in the Request for Council Action (RCA) dated May 5, 2014; and Attachment A entitled, "2014 Capital Improvement Plan Summary"  Updated 04/30/2014.
 

Department	Vendor	Description	Amount	Budget/ CIP
Street Lighting	Collins Electrical	Replace lamps on 37 fixtures Retrofit and replace pedestrian lights along County Road C to LED fixtures	$12,385.00	CIP

 

                                                Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe.

Nays: None.

 

d.            Approve a Resolution Regarding the Public Improvements Associated with Kimco Realty Redevelopment

McGehee moved, Etten seconded, adoption of Resolution No. 11149 (Attachment A) entitled, "Public Improvements Construction for Kimco Realty Redevelopment."

                                                Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

e.            Approve the Tax Base Revitalization Account Contract between Metropolitan Council and the City of Roseville for the Twin Lakes Apartments Projects

McGehee moved, Etten seconded, approval of the Grant Contract (Attachment A) between the City of Roseville and the Metropolitan Council in the amount of $43,300 in Tax Base Revitalization Account funds; and authorizing the Mayor and City Manager to execute the document; in order to facilitate environmental investigation activities for the property located at 2785 Fairview Avenue.

 

                                                Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

8.         Consider Items Removed from Consent

 

9.         General Ordinances for Adoption

 

10.      Presentations

 

a.            Roseville ACT on Alzheimer's

Mayor Roe welcomed Ms. Kitty Gogins, Project Coordinator representing "Roseville ACT on Alzheimer's Project," who provided a brief presentation on the Roseville Alzheimer's and Dementia  Action Team of approximately twenty Roseville citizens, service providers, City staff and parish nurses/care team members.  Ms. Gogins estimated that approximately 750 residents with Alzheimer's and dementia were living in homes in Roseville with another approximate 2,250 residents providing informal care to someone with the disease or some form of dementia.

 

Ms. Gogins advised that the Team had been awarded a grant of $8,000 in April of 2014 from the Metropolitan Agency on Aging, with administration by Lyngblomsten, to help make Roseville a more welcoming community for people with dementia, as detailed in the News Release provided in tonight's meeting packet materials.  Ms. Gogins also referenced the first ACT-hosted volunteer training dates and times on June 10, 2014 at either 3:30-5:00 p.m. or 6:30 to 8:00 p.m.  Additional information available at: Cindy Albing at 651/414-5292 or calbing@lyngblomsten.org; with flyers also available online at the City's website or at City Hall.

 

Councilmember McGehee provided an anecdotal experience she had observed in a retail establishment helping a dementia client.

 

Councilmember Etten thanked Ms. Gogins and City staff for pursuing this opportunity.

 

Councilmember Willmus suggested also using "Nextdoor" to get the information out to the public.

 

b.            Auditor's Report and Accept Audit

Two bench handouts were provided, and entitled, "Reports on Compliance with Government Auditing Standards and Legal Compliance for the year ended December 31, 2013;" "Communications Letter for the year ended December 31, 2013;" with the Comprehensive Financial Report previously provided as part of the meeting packet.  Finance Director Chris Miller introduced Matt Mayer from the firm of KDV who presented audit findings, the audit process and any required disclosures, advising that it had been a very solid audit and offered his kudos to staff for their excellent preparation for this year's audit. 

 

Mr. Mayer reviewed the General Fund and each specific Enterprise Fund; noting that the General Fund Reserve balance was at 39.8%, which fell within the Policy Goal of 35% to 45% in reserves and well within the parameters established for the City.

 

Mr. Mayer noted that the recent significant rate changes put in place for the Water Fund and Sewer Fund were immediately investing funds to address long-deferred capital needs, and were pay-as-you-go, keeping those funds debt-free.  Mr. Mayer suggested keeping a close eye on the net position to ensure enough liquidity to cover operating needs and costs.

 

Mr. Mayor advised that the only fund that appeared to be struggling over the last few years was the Golf Course Fund, even though management had done well in keeping costs level and it remained self-supporting, using profits from previous years to weather this economic storm.  However, Mr. Mayor also suggested keeping an eye on that fund, as it could not remain sustainable over the long-term and may need subsidies in the future.  Mr. Mayer also suggested consideration may be given by the City Council to including this Fund in the broader Recreation Fund in the future if it no longer qualified as an Enterprise Fund.

 

Mr. Mayer noted that the Solid Waste Fund was performing as expected; and that the Storm Drainage Fund had allowed building a significant net position with the significant increase in the rate structure.  However, Mr. Mayor noted that the fund included many major deferred items that were coming up in the near future.

 

Overall, Mr. Mayer concluded that it was a good report with the exception of the Golf Fund, with all others moving in a positive direction.

 

At the request of Councilmember McGehee (Comprehensive Report - Chart on top of page 20), Mr. Mayer clarified that the chart included all funds combined, including the Recreation Fund which was a higher number as that fund was mostly fee-based.

 

On Page 24 of the same report (General Indebtedness), Councilmember McGehee questioned the liability for the Fire Relief Fund.

 

Finance Director Miller clarified that this listed outstanding debt issues, not total liability, just debt liabilities, with the Relief Association holding approximately $9 million in assets, which changed annually, with an estimated $200,000 unfunded for the long-term.

 

Mr. Mayer referred to page 71 of that same report where a history of the fund was provided, based on actuarial data through 2012, with holdings of 8.2 million, and liability of $9 million, showing an approximate shortfall at this time of $493,000.  Mr. Mayer opined that this fund remained in good shape, and accounting information for that was done somewhat differently, as actuarial studies were spread out over thirty years and as an asset to the City was best to overfund it over a thirty year period.

 

At the request of Councilmember McGehee, Mr. Miller advised that the breakdown between commercial and residential property tax funding for the City fluctuated annually, with the current breakdown at 55% for residential and 45% for commercial properties, but subject to change over the long-term.

 

Etten moved, McGehee seconded, acceptance of the 20143 Annual Financial Report from the independent auditing firm of Kern, DeWenter, Viere (KDV) as presented by their representative, Matt Mayer.

 

Councilmember Laliberte thanked Mr. Mayer and staff for the presentation and asked that Finance Director Miller share this information with the Finance Committee as part of their due diligence function under ordinance.

 

                                                Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

c.            Recognize Bond Rating Upgrade

Finance Director Miller recognized the significant bond rating upgrade received from Standard & Poor's (S & P), one of the two municipal credit rating agencies commonly used throughout the State of Minnesota.  Mr. Miller noted that this was a milestone event accomplished by the City Council's actions and direction to staff and overall financial performance of the City, as detailed in  the Request for Council Action (RCA) dated May 12, 2014, and Attachment A.

 

Ms. Terri Heaton from Springsted, the City's Financial consultant, was present to congratulate the City and its staff, and noted why this was a landmark moment for the City of Roseville, as she displayed the rating scale for investment grade bonds, allowing lower interest rates on future bond issues, translating into savings when the City chose to issue debt.  Ms. Heaton reviewed the areas considered by the rating agencies and including the economy, economic development, budget performance, flexibility in reserves, and liquidity if strong, overall management of the community, and long-term or strategic planning, which she opined was very, very important, as the City developed its short and most important long-term strategic planning.  Ms. Heaton noted that the bond agencies would continue to monitor the City and any outstanding bonds over the course of time to ensure it remained thinking long-term for the stability of the City and any bond issues going forward. 

 

While the City Council and Finance Director Miller may make this look easy, Ms. Heaton noted that it took years and years to get through the ranks to bring the City to this top ranking; and in Springsted's efforts to recognize that significant achievement of its clients, she presented a plaque to Mayor Roe and the City Council, recognizing that the City of Roseville now held a Triple A rating with Standard and Poors, as well as the previous upgrade from Moody's two years ago.

 

Finance Director Miller emphasized the work performed by the City Council over the last few years to address long-term planning and needs for the sustainability of the City and its financial health.

 

Councilmember McGehee thanked Finance Director Miller for constantly keeping the sustainability issues before the City Council and reminding them of their responsibilities in that regarding.  Councilmember McGehee attributed Mr. Miller with staying on the right track, echoed by Mayor Roe and Councilmembers Laliberte, Etten and Willmus.

 

11.      Public Hearings

 

12.      Budget Items

 

d.            Receive Preliminary Report on the 2015 Budget & Tax Levy Impact Items

City Manager Trudgeon introduced this item, noting that it was intended as the first general overview to initiate discussions and define City Council and resident information needs before the May 22, 2014 special meeting to discuss the 2015 budget; and at which time individual department specific budgets and impacts would be presented as part of the entire process.

 

Finance Director Miller briefly summarized information provided in detail in the RCA, and specifically referenced the Table on page 1 of the RCA entitled, "2015 Budget Impacts: Property Tax-Supported Programs."  Mr. Miller clarified that this information didn't include any specific operational costs, which would be presented and reviewed on May 22; but did indicate at this time a preliminary total minimum impact estimated at $623,000, as further detailed in the remainder of the RCA.  Mr. Miller advised that, with increases in the market value of median valued homes estimated in 2014 at 11%, this minimum impact would impact the average single-family home by an increase of $6.40 per month.

 

Regarding information on Non-Tax-Supported Programs (Section 2, page 4 of the RCA, lines 113-118), Mr. Miller advised that at this time information could not be compiled to provide an accurate and meaningful picture until later in the budget process.

 

Attachments A and B to the RCA provided a "Summary of City Cash Reserves," with Attachment C providing "Fund Balance Levels for Key Capital Replacement Funds."

 

At the request of Mayor Roe, Mr. Miller highlighted other legislative highlights that may impact the 2015 Budget (Page 3 of the RCA), most significantly the potential loss by Roseville of its entire annual Local Government Aid (LGA) appropriation of $225,000, based on the current formula.  Mr. Miller noted that the City was ironically a victim of its own success under that formula, with recent population gains from recent developments and expansion and rebounding of its tax base, and the State's perception that the City has the means available to financially support itself without state assistance through LGA funding formulas.  Mr. Miller noted that would impact the sustainability of the City's CIP long-term, and would need further discussion during the budget process.

 

Councilmember Willmus thanked Mr. Miller for his presentation; and recognizing that members of the Finance Commission were present in tonight's audience, asked that they look at the City's reserve position from year to year, and their recommendations for a sufficient carryover from one budget cycle to the next as part of the overall budget process, particularly unrestricted, but also restricted reserve funds, and whether the City should or could use some of those funds more aggressively than in the past.  Councilmember Willmus used the License Center as an example, and whether a mechanism needed to be put in place to determine how those reserves are funded and how dollars utilized historically and in the future.

 

Councilmember McGehee noted that the Reserve Fund discussion continued to come up; but opined that the License Center Fund in particular had been intended to address future construction of or remodel of an existing facility in the City for use as a City-owned License Center versus the current lease arrangement.  Councilmember McGehee noted the possibility of retrofitting the Fairview Fire Station for that purpose. 

 

Councilmember McGehee further noted her concern with the ongoing funding of the CIP, and the apparent pattern in reducing that funding that would create the same issue that had to be addressed in the Water and Sewer Funds with their significant rate increases. 

 

Councilmember McGehee asked that the Finance Commission research other communities that bonded for similar funds and the benefits or negatives in both options.  Councilmember McGehee stated that she continued to hear from residents about their significant changes in utility bills, and coupled with increases from Xcel Energy, the City of Roseville's utility fees were now significantly higher when compared to other communities.

 

Councilmember Etten reiterated Councilmember McGehee's comments regarding taking money from funds designated for the CIP; noting the presentation of the AAA rating received earlier tonight, as a result of the City performing long-term strategic planning for CIP needs.  If LGA funding is lost, Councilmember Etten questioned if and how the Pavement Management Program (PMP) would be funded long-term, not short-term throughout this process.

 

Mayor Roe noted highlighted several items and his comments related to staff's projected impacts:

1)    Immediate issue in the PMP Fund and the need for caution as street bonds were paid off, with the CIP recommendations that those levy revenues be applied to improve PMP funding, with that fund balance projected over the next six years to decrease from $12 million to $5 million.

2)    If the $225,000 LGA was lost, which had been intended to be an annual contribution toward future CIP needs, and the actual CIP recommendation actually $75,000 to meet projected needs, which were held off last year and intended to be added with another $55,000 for 2014, it could increase the projected impact from $623,000 to over $1 million, increasing impacts to the average taxpayer from less than 6% to 13%.  Based on that potential impact, and with the possibility of decertifying some TIF Districts depending on the recommendations of the State Auditor as to whether to decertify or reactivate them, Mayor Roe advised that he had asked staff to look at whether it may be prudent to consider having the $400,000 balance of one of those Districts come back to the City, and to review with Ramsey County the timing of that decertification that made the most sense.  While this would not provide an ongoing method to solve the sustainability problem, Mayor Roe advised that it could reduce the average impact on residential taxpayers, since the commercial tax base would not change much at all form 2013 to 2014 for 2015 taxes.  Mayor Roe cautioned that since all of the property tax transfer burden would be borne by residential properties, not commercial property owners, the City needed to be mindful of that in the overall budget context.

3)    Mayor Roe stated that he was personally interested in a policy going forward for how the City used its reserves, noting that at one time at one time there was a separate Property Tax Relief Fund, which had since been rolled into the General Fund; with a determination made as to how they relate to desired levels or if any funds were over the desired levels, and then apply those reserves to property tax relieve if and when it was appropriate to do so.

4)    Regarding the License Center, Mayor Roe suggested that since it generates revenue for the General Fund, serious consideration and discussion was needed as to the best route going forward to fund the Center's replacement,
whether through issuing a Revenue Bond or to review and possibly adjust those reserve
funds, while determining the impact on the General Fund.

5)    Regarding Councilmember McGehee's suggestion to look in to bonding for utility funds, Mayor Roe noted that the other communities she referenced had been following an annual bonding process for a long time, and such an option had been reviewed by the CIP Task Force.  Mayor Roe advised that their analysis had indicated that if you started funding the CIP with debt bonding, the net increase for property owners would be worse, and therefore, not recommended by the Task Force, as it would require a  considerable time of transition to reach a viable point.

 

Councilmember McGehee spoke to the PMP, opining that this was a contract made with residents many years ago to provide free mill and overlay at no assessment to individual property owners, with full reconstruction paid by individual property owners proportionately.  Councilmember McGehee cautioned Councilmembers to remain mindful of that promise.  While recognizing Mayor Roe's comments related to
bonding for infrastructure improvements, and the need to address those deferred
improvements through an increased fee structure, Councilmember McGehee asked
that the Finance Commission still be tasked with reviewing the issue.

 

Mayor Roe noted that the original plan would have been to finance infrastructure and utility improvements annually, but continued to be deferred in the past.

 

At the request of Councilmember Willmus, City Manager Trudgeon advised that each department's report would include department-specific items that would
eventually be vetted through development of the City Manager-recommended
budget.

 

Councilmember Willmus suggested consideration should be given for a possible wage/hiring freeze similar to that of 2008 for the 2009 budget year.

 

Mr. Trudgeon advised that, as the information became available from each department, and for the overall operation, a determination would be made at that point as to what made the most sense.

 

Mayor Roe noted several members of the Finance Commission in tonight's audience
taking copious notes for their first Commission meeting tomorrow night.

 

Councilmember Willmus stated that his concern was that, being in some very challenging times, how the existing reserve funds were utilized as fools, based on recommendation of the Finance Commission, could help offset some other identified areas; and an analysis of how that might work in actual practice would be helpful.

 

Using the License Center Reserve Fund and revenue as an example, Mayor Roe suggested a recommendation from the Finance Commission on how much of an annual transfer was used to offset the General Fund, may be appropriate.

 

Mayor Roe thanked Mr. Miller and Mr. Trudgeon for their presentation and useful information.

 

13.         Business Items (Action Items)

 

a.            Appoint Commissioner to Human Rights Commission

Etten moved, Laliberte seconded, appointment of Lisa Carey to the Human Rights Commission to fill a partial term ending March 31, 2015.

 

Mayor Roe and Councilmembers Willmus, Etten, Laliberte and McGehee commented on the great candidates for this vacancy.

 

                        Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

b.            Consider Request for Approval of a Rezoning at 297-311 County Road B from LDR-1 to LDR-2 and a Preliminary Plat Creating Residential Lots

Mayor Roe noted that this request had been tabled from the April 24, 2014 meeting; and Senior Planner Bryan Lloyd briefly reviewed the request as detailed in the RCA dated May 12, 2014, and staff's analysis of comments made following that previous discussion.  Mr. Lloyd specifically addressed the LDR-2 Purpose Statement in Section 4.2 of the RCA, and the City's Subdivision Code (Lot Standards, Chapter 1103.06) and Tables 1004-5 and 1005-5 (dimensional standards); and  advised that staff continued to recommend approval of the rezoning to LDR-02 and approval of the Preliminary Plat as presented.

 

At the request of Councilmember McGehee, Mr. Lloyd confirmed that the lot sizes for Pulte Homes met the dimensional standards provided in the tables; and that the Dale Street Project significantly differed.

 

Councilmember Willmus stated that core question for him was: "Do I support a higher intensity use of LDR-2 in this area absent the particular plat currently in front of the City Council"  Councilmember Willmus advised that his response was that he could not support a higher intensity use.  While the City Council often has similar requests come before it for rezoning in accordance with a particular plan, Councilmember Willmus opined that it skewed the discussion and consideration of what was potentially the greatest impact that could occur from that rezoning, and whether to support or not support it.

 

Public Comment

Sam Fudenberg, 2710 N Dale Street, #212

As a Roseville resident for twenty-eight years, a realtor for forty-one years, and area historian, having published an early history of Rose Township, and also having had a friendship with the former owner Bernie Beck, who purchased this land and the house in 1948, at the same time Roseville became a city; Mr. Fudenberg expressed his wish that the house be saved and end up with the Roseville Historical Society.  Mr. Fudenberg noted that, in 1996, he published an atlas of early Rose Township and met Mr. Beck at that time, and a friendship ensued, with Mr. Fudenberg at one time considering purchasing the home to restore it.  Mr. Fudenberg advised that at one point, Mr. Beck had considered listing the land with him, but had ultimately changed his mind, and later become ill, along with other things happening.  Mr. Fudenberg noted that he had just heard about this issue, and had been unaware of discussions at City Council meetings before tonight when he had seen the agenda and recognized the address.  Mr. Fudenberg questioned if others were aware of this discussion.  Mr. Fudenberg stated that this home is the oldest house in Roseville, built in approximately 1860, and would be a great loss to the city if it was demolished.  While he had not been in the house for some time, Mr. Fudenberg asked that Mr. Beck's wishes be met and that the house was saved, whether it stayed on one of the new lots or was moved.

 

Noting that she was unfamiliar with the house, but having consulted with some people on the Historical Society, Councilmember McGehee asked Mr. Fudenberg, in his role as a realtor, if the house could be moved, as well as the windmill also part of the property.

 

Mr. Fudenberg responded that time had taken a toll on the home, and that it was a brick structure, but could be saved and possibly restored, whether it could be moved or not.  In addition to the windmill, Mr. Fudenberg advised that there were a number of outbuildings on the property that were also of historic value.

 

The applicant was present, but had no comments.

 

At the request of Mayor Roe, City Attorney Gaughan reviewed the process for this action or denial, advising that if the City Council chose to deny the application, it would need to be supported by specific findings at this time, and provided in writing to the applicant at the City's earliest convenience.  At the further request of Mayor Roe, City Attorney Gaughan advised that the question was on the zoning change and plat applications and that any requested action on the easement vacation became moot if the City chose to deny the request.

 

McGehee moved, Willmus seconded, adoption of Resolution No. 11150 (Attachment I) entitled, "A Resolution DENYING the Proposed Rezoning and Preliminary Plat of Moore's Farrington Estates (PF14-002);" based on the following findings:

1)    LDR-2 was inconsistent with the specified lot size and current zoning code; and there was no assurance that the properties would remain single-family uses under that zoning district now or in the future; and

2)    There was no provision that the City could ensure the consistency of this proposed plat with the surrounding neighborhood once it was changed to LDR-2, thereby making it inconsistent with the surrounding neighborhood.

 

Discussion ensued regarding the Resolution language as written and action intended to address both the rezoning and preliminary plat as a single motion.  The makers of the motion accepted, and with consensus of the body, the language as recommended by staff in the draft ordinance was approved as amended, as follows.

 

At the discretion of the makers of the motion, Mayor Roe offered a summary of findings, incorporating them with the original findings, provided as a bench handout,; and as follows:

Zoning Request Findings for DENIAL:

1)   Per Chapter 1004.09/A of City Code, the LDR-2 Zoning District is intended for "one family dwellings on small lots," or two-family or townhouse dwellings.  The proposed single family lots, while narrow, are in all other respects not found to be small lots, and therefore not consistent with the intent of the LDR-2 Zoning District.

2) While not proposed in this development, the potential allowance of two-family or townhome dwellings in the LDR-2 District is not consistent with the surrounding neighborhood of large and more average single-family lots, the Southwind Townhome Development approximately 900 feet to the east notwithstanding;

3)   In addition, the minimum single home lots sizes and density allowed in the LDR-2 District are not consistent with the surrounding neighborhood of large and average size single-family lots.

 

City Attorney Gaughan suggested another finding could be included that recognized that this particular area had been zoned LDR-1 upon City staff and City Council vetting and deliberation within the last five years.

 

By consensus, the City Council accepted this as "Finding #4" as part of the findings for denial.

 

Specific to staff's comments in the RCA regarding Subdivision Design Standards for LDR-2
and/or MDR, Mayor Roe opined that he did not see that as an issue as there was
typically more than one type of use in those MDR districts.

 

Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

                                               

Willmus moved, McGehee seconded, DENIAL of the proposed EASEMENT VACATION for the property at 297-311 County Road.

 

Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

Mr. Lloyd displayed a Preliminary Plat prepared and submitted by the applicant for compliance with LDR-1.

 

Mayor Roe sought clarification on whether or not the applicant was required to submit an entirely new application and pursue the approval process.

 

Mr. Lloyd advised that staff took the directive for LDR-1 zoning consideration and code provisions to interpret this as a minor change to the plans in the platting process and plans already approved in their final staff.  Mr. Lloyd further advised that staff understood that increase of the lots from 70' as proposed under LDR-2 zoning to  85' lots under the existing LDR-1 to be among those minor changes provided in either of those places; and therefore not requiring a new Public Hearing as the new application was determined to be consistent with the application already reviewed by the Planning Commission.

 

City Attorney Gaughan, referencing the staff report, opined that, lacking engineering details regarding the revisions or whether those are required under City Code for a Preliminary Plat application, he would deem the application incomplete at this time.

 

City Manager Trudgeon concurred that only minor revisions to lot lines were indicated, but since revised engineering and/or grading plans had not been submitted, while probably straightforward, he recommended that those documents be submitted in full as part of the due diligence as set out in City Ordinance.

 

At the request of Mayor Roe as to whether this item needed to return to the Planning Commission, City Manager Trudgeon advised that, if the City Council agreed with staff that they were minor changes, the Preliminary and Final Plat could be presented directly to the City Council for approval without returning for a Public Hearing at the Planning Commission level, especially since both had been addressed in-depth to-date.

 

Councilmember McGehee asked that good drainage and grading plans be submitted, and encouraged the developers to consider working with residents on the historical elements and attempt to incorporate them into this development.

 

Mayor Roe addressed the south lot line of Lot 3 (Attachment H) that gave his pause as the Subdivision Code called for it to be perpendicular with the road to ensure compliance, which staff duly noted.

Recess

Mayor Roe recessed the meeting at approximately 8:00 p.m. and reconvened at approximately 8:10 p.m.

c.            Authorize Project Packages for the Parks and Recreation Renewal Program

Present were: Parks & Recreation Director Lonnie Brokke; Assistant Parks & Recreation Director Jill Anfang; Parks Superintendent Jeff Evenson; and LHB Design Consultant Michael Schroeder.

 

Mr. Brokke noted that this had been and extensive and exhaustive community process; and thanked the City Council, participating staff, consultants, and residents of the community for their participation.  Mr. Brokke summarized each package, selected under the Beset Value Process and its six selection criteria as detailed in the RCA dated May 12, 2014.

 

Package A - Buildings, Shelters and Site Work

After Mr. Brokke's summary, Councilmember McGehee sought clarification on the process,
and expressed her frustration with not having any drawings to outline this
significant change in price and whether or not the suggestions originally made
by the City Council had been incorporated into these plans.  Councilmember
McGehee noted that those suggestions included changes to improve maintenance,
longevity and lower costs; and noted that the City Council had received no feedback
as to whether any of them were taken into consideration or involved in the
proposals.

 

Mr. Schroeder advised that several things had been identified and incorporated into the proposal packages.

·         In floor hearing: Mr. Schroeder advised that it was bid as an alternate, but found to be considerably more expensive and served to create a redundant package.

·         Building Technology: Mr. Schroeder advised that infrastructure would be provided in the buildings as amenities installed as funds become available; with raceways and conduits initially provided for future Wi-Fi service.  Schroeder advised that the City would pursue remote monitoring of the main doors at each of the six buildings.

·         More durable exterior materials: Mr. Schroeder advised that after review of other exterior materials, and with the durability provided by fiber cement board as indicated by the industry trade, and much less expensive than brick or stone, it was determined to seek that material.

·         Metal Roofs versus Laminated Shingles: Mr. Schroeder advised that after review of life-cycle costs, it was determined that metal roofs didn't
make sense and laminated asphalt shingles were therefore specified for the
proposal.

·         Clerestory Windows: After review, Mr. Schroeder advised that it was determined that they didn't add more usable light for the structure and made changes to roof structures more complicated; and since the primary goal was to get more significant natural light into public gathering spaces and maintain views out into the parks, the proposals were addressed accordingly.

·         Exploration of Sustainable Systems:  While their review didn't go into systems like geothermal, Mr. Schroeder advised that research was done on more standard systems, and given the typical occupancy and use of these buildings, it was determined that concentration would be given to less costly sustainability measures (e.g. low VOC, low flow fixtures, etc.) from a more common sense and realistic approach in how the buildings would actually operate versus the more expensive HVAC systems and energy efficiencies in how the buildings were used versus the physical plants being installed.  Mr. Schroeder advised that as many of those realistic approaches as possible were incorporated into the plans as applicable, with alternate proposals for many of the others.

 

At the request of Councilmember McGehee, Mr. Schroeder advised that the designs still provided for large vaulted ceilings in the main gathering spaces, with fans installed to circulate air.  As plans were reviewed, Mr. Schroeder advised that the primary goal of the Parks & Recreation Commission continued to be the creation of a signature gathering space and how those spaces could be created and become a higher volume space to let light in and views out, as well as the use of the buildings; and while a different kind of heating and cooling system, it was the best option available to re-circulate air.  At the request of Councilmember McGehee, Mr. Schreoder advised that some of the windows would be functional in some areas of the buildings, but not the higher windows; and when asked if there would be screens on the windows, Mr. Schroeder advised that he would need to verify that.

 

Mr. Brokke assured Councilmembers that staff continued to work with the City's Information
Technology (IT) Department for building security and access systems, and would
put together a program in the near future.  At the request of Mayor Roe, Mr.
Brokke confirmed that at a minimum the main doors would be accessed remotely as
part of the initial package.

 

At the request of Councilmember McGehee, Mr. Brokke confirmed that the total expenditure to-date and at this time if approved was $12,608,539; with additional packages yet to be bid as part of the $19 million bond issue including the skating center, additional sidewalks and trails, land acquisition, and SW Roseville park issues still on that list.

 

Councilmember McGehee expressed another serious concern she had in not immediately making the buildings functional by being able to remotely operate doors or make bathrooms available without opening the entire space, or installing Wi-Fi service in some of the gathering places.  Councilmember McGehee opined that these amenities were too important to put off and then have to go back to residents seeking more money.

 

Package B - Skating Center Repairs

Mr. Brokke advised that no proposals had been received for this package.

 

Package C - Harriet Alexander Nature Center Improvements

No comments/questions.

 

Package D - Bridges and Boardwalk

Councilmember McGehee questioned the intended material for the boardwalk and why wood was being proposed rather than a synthetic material using recycled materials.

 

Mr. Schroeder advised that a galvanized steel structure was proposed with a walking surface made of wood; based on graded surfacing materials and comments from Nature Center staff for easy walkability for bare feet or sitting on the surface; and ultimately based on the cost savings.  Mr. Schroeder clarified that the value added portion of the proposal included the option for a screw jack structure to avoid the wood twisting and requiring more frequent replacement, thereby prolonging the life of the decking materials in an open environment.  Mr. Schroeder advised that the pressure-treated system was anticipated to last twenty years or more, with only the replacement of single boards required as indicated. 

 

Mayor Roe noted that replacement of the boardwalk was programmed into the CIP going forward.

 

Package E - Lighting System Installation, including  Courts, Rinks and Lake Bennett Trail Lighting

At the request of Mayor Roe, Mr. Schroeder confirmed that lighting types would depend on their application, with Bennett Trail scheduled for LED, but sports lighting based on controlling existing lighting systems or needs at those facilities.

 

Package F - Tennis Court Reconstruction and/or Resurfacing

At the request of Councilmember Laliberte, Mr. Brokke and Mr. Evenson addressed the value add option included an increase in the brand of court equipment and reductions in the scope for mill and overlay, providing a net increase of $15,000 as detailed in the RCA.

 

Package G - Field Improvements

At the request of Councilmember McGehee, Mr. Brokke confirmed that the roofs had been removed from the dugouts for all fields, due to their excessive cost, with different options under consideration.

 

At the request of Councilmember McGehee, Mayor Roe addressed the changes to the fence posts, using a different gauge of pipe thickness.; with Mr. Brokke noting that "schedule 30" had been specified, but "schedule 40" was typical field suitable. 

 

At the request of Councilmember McGehee, Mr. Brokke confirmed that one field in Villa Park had been eliminated at this point, as it was one of the better existing fields.  Also, Mr. Brokke noted that the City was currently working with the watershed district on a project for underground water storage there, anticipating that project may happen in 2015; with discussions currently underway with the City's Engineering staff and the watershed district to develop that program.

 

Package H - Irrigation Replacement and Upgrades

At the request of Councilmember McGehee, Mr. Brokke confirmed that, with the exception of Autumn Grove Park, irrigation was proposed for all parks listed, or refurbishing current systems for computer control.

 

Package I - Natural Resources

Mr. Brokke addressed concerns recently raised by two other proposers than the awarded contract, and addressed their questions and/or concerns. 

 

Regarding the time for interviews and the perception that not enough time was given to certain people, Mr. Brokke responded that the same questions were asked of each interviewee, with forty-five minutes allowed for each proposer; and depending on their responses, determined the length of the interviews.  Mr. Brokke advised that the time allotment was designed to allow the experts - the proposers - describe their plan and approach to the six-member evaluation team. 

 

Regarding access to information, Mr. Brokke advised that due to the nature of the best value procurement method and blind process used, only the names of the providers, but not detailed scoring or information could be provided until the award was being considered.  Mr. Brokke noted that the entire best value procurement process had been outlined and communicated at the beginning and throughout the process, with the same information made available and any significant questions on bids answered and posted on line for all to see as dictated by that process.  Mr. Brokke reiterated that the same information went out to all vendors as quickly as possible during that process.

 

Related to the distribution of points on the criteria, Mr. Brokke advised that this was the best value process in terms of percentages on criteria and their weighting; and was also outlined in the pre-proposal meetings; with each of the six criteria and overall methodology defined, as shown on page 1 of the RCA.

 

Specific to concerns in allowing Stantec to submit a proposal, as they had served previously as a consulting contractor for the City, which was perceived to create an advantage for them due to their familiarity with the sites, Mr. Brokke opined that this project didn't require past knowledge of the sites; and since it was a blind process, did not feel required to preclude any bidders.  While there was significant snow cover during the proposal time given this past winter's snowfall, Mr. Brokke opined that the best value process allowed proposers to specifically address risks or address wanting more time or other things of that nature, and were factored into the evaluation.  In many cases, Mr. Brokke opined that such information during their presentation would be advantageous to a bidder and create a potential for them to receive more points since it indicated they were giving considerable thought and understanding to the project and therefore increase their score.

 

Related to the grant side of this, Councilmember Willmus advised that he'd first heard
something about that at the most recent Parks & Recreation Commission
meeting.

 

Mr. Brokke confirmed that that component was a significant piece as a value added item in pursuing grants for additional projects.  In the proposal, Mr. Brokke noted that there was a core list of projects given, and other desired types of projects not included, allowing for unit prices from bidders in case bids came in lower than anticipated, they may be an additional resource for projects.  Mr. Brokke noted that took the initiative to provide that information on their own; offering to pursue the grants themselves and write the proposals.  Given that added value included in the Stantec proposal, Mr. Brokke opined that it was highly likely that the City could benefit by roughly $2 million worth or more for $1.5 million in projects.  At the request of Councilmember Willmus, Mr. Brokke confirmed that grant writing would be done by Stantec staff on their time.

 

At the request of Councilmember Laliberte, Mr. Brokke expanded on Stantec's proposal to help
the City solicit volunteers and orchestrate volunteer efforts under the City's
Volunteer Coordinator staff for coordination and awareness, and using Stantec
staff to supervise and provide expertise to current and new community
volunteers for various natural resource projects. 

 

At the request of Councilmember Willmus, Mr. Brokke advised that neither of the other two proposers looked at the grant aspect.

 

Councilmember McGehee offered a different take on some of this, namely that it seemed to her that one organization was completely different than the other two proposers: one interested in contract aspects, with the other two actually more interested in the actual work to be performed.  Councilmember McGehee took issue with the decision to recommend Stantec just because they did certain things since other firms also had a long history in serving the City as well.  In this context, Councilmember McGehee noted that Stantec had actually been on these properties to provide direction to staff, as the City's staff was not very strong on
natural resource management, even though it had an excellent parks &
recreation staff.   Therefore, Councilmember McGehee questioned the decision to
have Stantec bid and/or whether or not they were the appropriate kind of
organization to address these natural resources, noting her past concerns about
that management and tree preservation issues.

 

Mr. Brokke clarified that Stantec would be on the ground, with volunteers available to get more done.

 

At the request of Councilmember Laliberte, Mr. Brokke confirmed that the $368,000 only came into play as a matching grant if awarded, up to that amount.

 

Package J - Disc Golf Course Improvements

At the request of Councilmember Laliberte, Mr. Evenson advised that the $7,200 allotment for additional trash cans was based on a considerable number of them, and the bad shape of those currently on the course.

 

Package K1 - Sidewalks - County Road B-2 and Victoria Sidewalk

At the request of Councilmember Willmus, Mr. Brokke provided a breakdown of the portion allocated from the Storm Water Fund ($300,000) based on his discussion with the Public Works Department. 

 

At the request of Councilmember McGehee, Mr. Brokke clarified that the Public Works and Parks & Recreation Departments had been jointly working on this project throughout the process, with the Parks Renewal Program identified as the best value procurement route to take, with the Public Works Department providing the plans and specifications.  At the request of Councilmember McGehee, Mr. Brokke further clarified that both the Parks & Recreation and Public Works Department staff have been meeting jointly with affected residents; and had been working in concert in hosting several neighborhood meetings.  Mr. Brokke advised that the Public Works Department was being relied upon for the engineering aspects, and the Parks & Recreation Department relied upon for the landscaping portions of the project.

 

At the request of Councilmember Etten, Mr. Brokke advised that there may be potential funding available through Ramsey County or other sources, still pending at this point, with the Public Works Department working with Ramsey County and currently in discussions with them, but no particular conclusion had been given for those negotiations at this time.

 

Package K3 - Sidewalk/Pathways at Various Park Locations

No comment/questions.

Public Comment

When Mayor Roe sought public comment, no one appeared from the audience to speak for or against.

 

Etten moved, Willmus seconded, approval of Packages A and C through K-3 as detailed, presented and recommended in the RCA, pages 3 through 6.

 

Councilmember McGehee stated that she would not support this motion, as she found several packages needing additional information; therefore her only choice would be to vote against the motion.

 

City Attorney Gaughan noted that the recommended motion was to approve entering into a contract with the various vendors as noted; and authorizing the Mayor and City Manager to execute the documents contingent upon final review and approval by the City Attorney.

 

McGehee moved, Willmus seconded, to divide the question, removing Packages, A, D and I.

 

                                                Roll Call (Motion to Divide the Question)

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

Mayor Roe clarified that the original motion now stood amended to exclude Packages A, D and I.

 

                                                Roll Call (Amended Original Motion)

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

Package A - Knutson Construction (Building Shelters/Related Site Work)

Etten moved, Willmus seconded, approval of entering into a contract with Knutson Construction for Proposal Package A (building shelters and related site work),  in an amount not to exceed $6,542,934.00, as detailed in the RCA dated May 12, 2014; authorizing the Mayor and City Manager to execute the documents contingent upon final review and approval by the City Attorney.

 

Councilmember McGehee stated that she was not willing to support the motion as it currently stood; opining that she expected having  things in place to make this a truly functional project for the City and not need to await further funding and/or proposals to install the proper materials for security, remote door openings, and make sure windows were actually functional.  If electronics and Wi-Fi were not available, Councilmember McGehee opined that they would not be the kind of facilities deserved or expected by residents. Councilmember McGehee opined that she had yet to receive anything from staff on how these facilities will be staffed, since there was apparently going to be no remote opening or security in place; and further opined that utilizing bathrooms under that scenario would prove to be a serious liability for the City if staff wasn't there to monitor
them, requiring others to be on site or security cameras in place. 
Councilmember McGehee opined that this part of the project should not be
delayed, and if only $12 million of the $19 million bonded for this renewal
program was being used, serious consideration was needed to make buildings the
way they were intended during the planning process.

 

While not sharing all the concerns expressed by Councilmember McGehee, Councilmember Laliberte shared the concern that if this type of building was being made available, people should be able to access the facility.  Councilmember Laliberte opined that in this day and age, access to Wi-Fi and being able to access and use a building was expected.

 

Mr. Brokke clarified that the front door for each facility would have access immediately upon construction and when the building was opened; with remote access, and restrooms available and open during daylight hours.  Regarding the Wi-Fi portion, Mr. Brokke advised that some funds were allotted in the CIP, and staff was still working with the City's IT Department to address the other buildings,
with that information available in the near future for Council consideration.

 

At the request of Councilmember Willmus on the cost to provide Wi-Fi in today's dollars, Mr. Brokke advised that all electronic access and security was estimated to be between $60,000 and $70,000 for all buildings, including the Nature Center and Arboretum, and would be similar to the amenities provided at the new fire station, with security cameras as well, and important component from his perspective.

 

Councilmember Laliberte asked if there was a way to get an estimate for having Wi-Fi installed in all buildings on day one.

 

Mr. Evenson noted that Mr. Brokke had mentioned the current review of options, including retrofitting buildings.  Mr. Evenson advised that there would be an operable door handle for picnic shelter restrooms that could be programmed, whether immediately by computer or not; with current cost estimates involving much iteration and options, but no exact items listed at this point.  Mr. Evenson advised that Wi-Fi for the public was a simple piece, with two levels: a base proposal, and then another proposal that would include that and two doors per building, or another proposal involving everything.  At this point, Mr. Evenson advised that the middle ground was under consideration, but a conscious effort had been made to make sure restrooms were available to the public.

 

Mayor Roe sought to clarify the actual dollar amount specific to public Wi-Fi, and that for the bigger scope.

 

Mr. Brokke advised that he would seek that specific information and bring it back to the City Council in the near future.

 

Mayor Roe questioned if all the funds allotted for the Rosebrook Park had been used, and whether that could be a funding source for some of these other things.

 

Mr. Brokke responded that it could be a source, but was preferred to remain available for other items.

 

Councilmember McGehee reiterated her concerns for security and liability with front doors open and no staff on site in the park, leaving bathrooms without a secure monitoring aspect.

 

Mr. Brokke concurred with Councilmember McGehee completely; stating that it was staff's full intent to bring something back in the near future that would provide a safe environment, access, and security to the facilities.

 

Councilmember McGehee stated that she didn't like having those funds allotted from the CIP,
and if money was available it should be built initially as funds were
available.  As a Councilmember, she stated that she was not willing to support the
buildings without those amenities being included now.

 

Councilmember Willmus asked Councilmember McGehee if she would be supportive of moving forward authorizing this Package, with the understanding that staff was directed to come back with numbers for those additions.

 

Councilmember McGehee responded that if a number was approved tonight, whatever those numbers were, they were essentially authorizing funds from the Park Renewal Program, and questioned if staff was in agreement with that expenditure at this time.

 

Councilmember Etten clarified that the Park & Recreation portion of the CIP had allotments identified for upgrades to facilities providing an upgrade to the quality and safe environment of those facilities.  Since this had been identified before, and money targeted there, Councilmember Etten opined that the City anticipated being in the position to put those amenities in new and existing buildings.

 

McGehee offered an amendment to the motion to include Wi-Fi access and remote door access; with no seconder to the motion, as Mayor Roe clarified that nothing could be added to the scope of the initial bid.  However, Mayor Roe advised that staff could be directed to pursue those options outside of this bid package, with City Attorney Gaughan concurring with that interpretation.

 

Councilmember McGehee deferred to someone else to make a motion to guarantee those things would be done, if her support was sought.

 

At the request of Councilmember Laliberte, Mr. Brokke advised that staff would continue to work with the IT Department and Electro Watchman for consultation, to make those numbers available and provide other information as requested by the June 9, 2014 meeting; and staff was so directed by Mayor Roe.

 

Councilmember Willmus suggested moving forward with this motion, and approaching the concerns of Councilmember McGehee as a stand-alone item at the June 9, 2014 meeting; with a funding proposal as suggested by Councilmember Laliberte.

 

 With all members having spoken, Mayor Roe called the question at this time, amended to read as follows:

"Etten moved, Willmus seconded, WITH THE EXCEPTION OF PACKAGES A, D AND I, approval of entering into various contracts for Packages C through K-3 as detailed, presented and recommended  in the RCA, pages 3 through 6, dated May 12, 2014; and authorizing the Mayor and City Manager to execute the documents contingent upon final review and approval by the City Attorney."

 

                                                Roll Call

Ayes: Willmus; Laliberte; Etten; and Roe.

Nays: None.

Abstentions: McGehee

Motion carried

 

Willmus moved, Laliberte seconded, directing staff to return at the next meeting with a proposal and specific costs for the Wi-Fi, Security and other items enumerated in tonight's previous discussion.

 

                                                Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.

 

Package D - Janke General Contractors, Inc. (Bridges and Boardwalk)

Etten moved, Willmus seconded, approval of entering into a contract with Janke General Contractors, Inc. for Package D (bridges and boardwalk), in an amount not to exceed $513,467.50, as detailed in the RCA dated May 12, 2014; authorizing the Mayor and City Manager to execute the documents contingent upon final review and approval by the City Attorney.

 

Councilmember McGehee opined that she had spent considerable time to-date reviewing options for this boardwalk: consulting with construction companies on materials, looking at other communities building boardwalks who were for the most part using synthetic materials since they don't splinter, have longer life spans, and don't rot, and their components were as easily replaced as pressure treated
lumber.  As stated with the buildings, Councilmember McGehee opined that an
inferior product was proposed to save money, and treated lumber would still
have splinters, still deteriorate, and while we think it's safe, opined that putting
it in a bog area was not environmentally a good idea.  Councilmember McGehee
opined that she found this rather appalling, and if value added was given for
stainless steel screws, submitted that the RFP was not complete in the first
place.

 

Councilmember Etten noted that Ramsey County was currently installing a natural board boardwalk along and under Highway 36 for Keller Lake Park.  Councilmember Etten clarified that the galvanized screws were not for the wood portion, but for the super structure, and the screw jacks would allow changes to the boardwalk being installed in the underlying natural environment.  Councilmember Etten noted that the screws were for the whole structure, not just for the screws alone.

 

For clarification purposes, Mayor Roe noted that the super structure and screws were proposed as galvanized, not stainless.

 

                                                Roll Call

Ayes: Willmus; Laliberte; Etten; and Roe.

Nays: McGehee.

Motion Carried.

 

Package I - Stantec Consulting Services (Natural Resources)

Etten moved, Willmus seconded, approval of entering into a contract with Stantec Consulting Services, Inc. for Package I (natural resources as outlined), in an amount not to exceed $1,500,000, as detailed in the RCA dated May 12, 2014; authorizing the Mayor and City Manager to execute the documents contingent upon final review and approval by the City Attorney.

 

Councilmember McGehee stated that she would not support his motion; opining that is should be rebid as it was not proper or ethical to have Stantec in the position they had in 2013 and yet bid on this project.  From what she knew, Councilmember McGehee opined that Stantec was not the best selection based on the community's natural resource needs or their firm's resources to perform the job.  Councilmember McGehee opined that she knew the other two firms also had access to grant, and were not consultants, but actually performed the work and had a long history of performing the natural resources work being asked for, opining that Stantec did not.  Councilmember McGehee opined that the City was at fault and could be potentially legally at fault, and could not hide behind the alleged provisions of the best value procurement process.  Councilmember McGehee opined that it was unfair from the outset based on the City's relationship with Stantec; and stated that she felt very strongly about the City's natural resources, and questioned how the City actually valued those areas, even though that was the second most requested area in the survey, and City staff did not have adequate expertise in natural resources.  Therefore, Councilmember McGehee reiterated her statement that the package should be rebid, as it would not delay construction in any way.

 

Councilmember Willmus asked Councilmember McGehee, if the package was rebid, would she allow Stantec to put forward a proposal.

 

Councilmember McGehee responded if it were rebid at this point, she would question how to get around their firm as a consultant and 25% of the best value procurement process weighted for the interview, effectively removing the blind.  Councilmember McGehee stated that she had no problem with Stantec rebidding, but with the City's relationship with them as a long-standing vendor, how to get around that
part of the process.

 

Councilmember Willmus stated that he understood the concerns expressed by Councilmember McGehee.  However, in looking at this proposal and the other two proposals, Councilmember Willmus noted that neither of those had put forward any information on available grants, which he found a significant issue, whether or not they have access, but neither offering an option, for something he found quite attractive.

 

Councilmember Etten opined that, from his perspective, staff had sufficiently addressed how they reviewed the proposals, including that of Stantec, along with consulting with the City Attorney.  Councilmember Etten noted that Mr. Schroeder had been involved as a consultant during the Master Plan process, but had been determined to be the superior proposer when considered for the design portion, along with others who may or may not have been qualified to get the contract.  Specific to the interview, Councilmember Etten opined that if the interview portion was removed from the criteria system, Stantec remained the dominant performer in three of the remaining five areas; and would still carry the day. Depending on how the weighting system was looked at, Councilmember Etten opined that Stantec would still win the proposal.

 

Councilmember McGehee agreed with Councilmember Etten in terms of weighting in this particular proposal, but when she looked at it carefully, it seemed the value added piece was the determining factor.  While not having talked directly to the other two applicants, Councilmember McGehee stated that, through a third party, she was aware that they have grants available and are actively involved in those grants, and had significant project capability in that portion.  Councilmember  McGehee opined that the other criteria was skewed  in addition to the interview process; and submitted that, now that the weather was better and materials available, she would yield to Councilmember Willmus if the package was rebid and Stantec not shut out of that process.  Councilmember McGehee opined that it was just an unfortunate circumstance with the additional snow cover compounded by Stantec having previous knowledge of all the sites.

 

At the request of Mayor Roe, Mr. Brokke confirmed that Stantec had helped volunteers removing Buckthorn at Reservoir Woods, verifying that they had the expertise required in this package.

 

Mayor Roe stated that he found no issues from his perspective with the bidding process, which had been vetted through the City Attorney, opining that weather was not a factor; and everyone had the opportunity to provide value added components even more stellar than obtaining grants.  In the overall process, Mayor Roe opined that Stantec came out the clear leader, and reiterated that he saw no issues with the process.

 

At the request of Councilmember Laliberte, City Attorney Gaughan reviewed his non-decision-making role in reviewing this process. Mr. Gaughan advised that he provided an opinion to staff in general perspective as to whether a consultant could bid on actual work, with his general advice most centrally focused on low bid environments.  While this was a best value procurement process providing significant line evaluation components mitigating potential exposure, Mr. Gaughan opined that all exposure would never be eliminated on that point.  With the best value procurement not widely used yet in the State of MN by municipalities, Mr. Gaughan noted that this provided little in the way of definitive advice on potential exposure for the City.

 

Councilmember Laliberte questioned, if the process was rebid with the same players, whether the City's liability exposure would be the same as it is today.

 

City Attorney Gaughan opined that, whether it was the same or not, from what he heard, the potential appearance of vice is that one proposer had more exposure to properties without snow cover, when serving as a resource person for the City.  If that was the concern for any potential bias, Mr. Gaughan opined that it made sense that there would be less exposure if the package was rebid.

 

Councilmember Etten noted that whether or not a park was snow covered, or if you had exposure at that park during removal of Buckthorn in a section of the park, it remained for consideration that much of these areas are available via aerial photos taken during the summer allowing access into spaces and other areas when they were not snow covered.  Using Evergreen Park as an example, Councilmember Etten noted that it was a grass field, and you didn't need to see the actual field to determine the requirements; and further opined that it served to limit the negative influence on the bidding process during the winter months.

 

Councilmember Willmus opined that, if you pulled out the interview rating as identified by Councilmember Etten in his previous comments, this vendor still prevailed.  Councilmember Willmus questioned if the package was rebid, if anything would be gained in getting the parties back to the table.

 

Mayor Roe stated that he saw no  cause for rebidding the package at this point.

 

Councilmember McGehee opined that, even though she thought the package was well-thought out than that, if all that was being done is pulling Buckthorn, having access to ground without snow cover became very significant.

 

Mayor Roe noted that, if this was a low bid issue, Stantec remained the low bid; with the only other issue that brought up by City Attorney Gaughan.

 

                                                Roll Call

Ayes: Willmus; Etten; and Roe.

Nays: McGehee

Abstentions: Laliberte

Motion carried.

 

Mayor Roe thanked everyone for their discussion and consideration.

 

14.         Business Items - Presentations/Discussions

 

15.         City Manager Future Agenda Review

City Manager Trudgeon reviewed upcoming agenda items.

 

At the request of Councilmember Willmus, Mr. Trudgeon relocated the PUD Ordinance discussion as a more free-flowing discussion rather than an action item.

 

At the request of Councilmember McGehee, Mr. Trudgeon advised that the Budget discussion on May 22 would include information on the proposed full-time Fire Department personnel issue.  Mr. Trudgeon further noted that this would provide and identify each department's individual needs and discussion.  Mr. Trudgeon
advised that this was not definitive of what may or may not be included in the
City Manager-recommended budget to be presented in July, but provide each
department to outline their strategies and challenges.

 

Councilmember Laliberte noted the scheduled presentation at the May 27, 2014 PWETC meeting of solar issues; and asked if the presentation could be moved to a City Council meeting. 

 

Mr. Trudgeon suggested that his initial thought was to have it done at the June 19, 2014, at the joint meeting of the City Council and PWETC, so the presentation was only done once.

 

Councilmember Willmus opined that it would provide an opportunity to extend an invitation to elected School Board members as well to participate in that presentation.

 

Councilmember Laliberte suggested the Metropolitan Council's representative also be
encouraged to attend, with Mr. Trudgeon advising he would do so, and had
received a voice mail message from the representative advising she would not be
available to attend a City Council meeting until July at the earliest.

 

16.         Councilmember-Initiated Items for Future Meetings

Councilmember Etten noted the Public Safety Presentation on June 9, 2014.

 

At the request of Councilmember Laliberte, Mr. Trudgeon advised that Ramsey County was performing follow-up with the Library at this time, and an update of those discussions would be provided later as it became available.

 

17.         Adjourn

Etten moved, Laliberte seconded adjournment of the meeting at approximately 9:52 p.m.

 

                                    Roll Call

Ayes: McGehee; Willmus; Laliberte; Etten; and Roe.

Nays: None.