120387 CC SP Min
CITY OF SHOREWOOD
SPECIAL COUNCIL MEETING
THURSDAY, DECEMBER 3, 1987
COUNCIL CHAMBERS
5755 COUNTRY CLUB ROAD
7:30 P.M.
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M I NUT E S
CALL TO ORDER
The Special Council Meeting of the Shorewood City Council was called
to order at 7:30 p.m., Thursday, December 3, 1987 in the Council
Chambers by Mayor Rascop.
ROLL CALL
Present: Mayor Rascop, Councilmembers Haugen, Stover, Gagne and
Brancel.
Staff Planner Nielsen and Administrator Vogt.
CITY HALL EXPANSION PROJECT
- CONSIDERATION OF BIDS AND CONTRACT AWARD
RESOLUTION NO.158-87
Administrator Vogt explained that bids for the City Hall Expansion
Project were opened at 2:00 p.m. today (December 3). Bids were
received from seven bidders. Project Architect Nick Ruehl of EOS
Corporation reviewed the bids which ranged from a low base bid of
$128,500.00 to a high of $163,874.00. A series of five alternatives
to the base bid were discussed in detail by the Council and
Architect.
.
The alternatives were discussed as follows:
Alternative No. 2 includes the sheetrocking of the entire basement.
It was felt by the Council that it may be more cost effective to do
the actual sheetrocking at a later date when a floor plan for
utilizing the basement is completed. Council requested the floor
plan to be done in 1988 so that the sheetrocking could take place in
1989. If the sheetrock is installed now, a great deal of it may need
to be torn out later to accomodate the final floor plan.
Haugen moved, seconded by Gagne, to eliminate Alternative No. 2 from
the bid, sheetrocking the basement ceiling, until a plan for the
basement is completed. The bid amount for this alternative is
$4,930.00 which will not need to be spent at this time. Motion
carried - 5 ayes.
Alternative No. 4 includes a reduction in the base bid of $2,000.00
to do the work in the spring rather than now.
Haugen
bid.
now.
moved, seconded by Gagne, to remove Alternative No. 4 from the
Council wishes to have work on the expansion project begin
Motion carried - 5 ayes.
.
Alternative No. 5 includes a reduction in the base bid of $3,000.00
if the City's Public Works Department hauls away the excess fill from
the excavation.
Haugen moved, seconded by Gagne, to accept Alternative No. 5 thereby
reducing the base bid by $3,000.00. Motion carried - 5 ayes.
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SPECIAL MINUTES
THURSDAY, DECEMBER 3, 1987
PAGE TWO
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CITY HALL EXPANSION PROJECT - CONTINUED
Alternative No. 3 includes work elimination in rooms 103, 106 and 202
being the coat room, kitchen and vault repectively.
After short discussion, Haugen moved, seconded by Brancel, to
eliminate work in rooms 103, 106 and 202 creating a project cost
savings of $3,870.00. Motion carried - 5 ayes.
Council discussed the code interpretation for the building's
restrooms. The additional cost to the project for the additional
restroom facilities is $5,075.00 and is included in Alternative No.
1.
Stover moved, seconded by Brancel, to accept Alternative No.1 which
adds $5,075.00 to the base bid. Motion carried - 5 ayes.
.
Jack Zastrow of the firm which presented the low bid, Zastrow-Nassett
Construction, Inc., was present to answer any questions the Council
may have. It was found that the firm is based in Shorewood and has
been together for approximately 8 years. Mr. Zastrow stated that the
firm has done several jobs in the area including The Bank Excelsior,
Mount Calvary Lutheran Church in Excelsior, and The B. Dalton
Bookstore in Minnetonka. Haugen questioned if this is the original
company or another company which has been re-formed. Mr. Zastrow
stated that this is the original company.
Motion by Haugen, seconded by Stover, to award the contract by
Resolution for the City Hall Expansion Project to Zastrow-Nassett
Construction, Inc., in the amount of $126,705.00 and authorize the
Mayor and City Clerk to sign the construction contract. The amount
of the contract is derived by taking the base bid as well as the
alternate additions and deletions to total the contract price.
Motion carried by Roll Call Vote - 5 ayes.
1988 STAFF SALARIES
Administrator Vogt reviewed the amount of funds needed over the
existing funds allotted for 1988 Union and non-Union staff salaries
excluding the Administrator. Haugen stressed the need to take the
current economy and market conditions into account when calculating
wages. Stover stated that she and Vogt have reviewed each position
and proposed salary and recommends approval. $30,000.00 is budgeted
for salary increases and benefits for 1988.
Motion by Stover, seconded by Gagne, to approve the 1988 staff salary
increases over 1987 amounts for all Union and non-Union employees
excluding the City Administrator by a total amount of increase not to
exceed $18,750.00 including the city share of PERA at 4.25% and FICA
at 7.51%. Motion carried - 5 ayes.
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SPECIAL MINUTES
THURSDAY, DECEMBER 3, 1987
PAGE THREE
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PERSONNEL MATTERS
A member of the office staff wishes to listen to the tapes of an
Executive Session held last June relating to a personnel matter.
Council discussed that the statement was made that the tapes would be
available. Haugen questioned what purpose that listening to the
tapes would do. Further information was requested.
A letter from the Administrator placed in a member of the office
staff1s personnel was requested to be removed. A similar situation
took place whereby letters were not placed in other staff files. A
determination was not made.
ADMINISTRATIVE REPORTS
MASON RESPONSE
A response from Bob Mason relative to the letter forwarded to him
from the City1s financial consultant, Springsted, regarding bond
issue interest was received. Mr. Mason indicated that he was not
fully aware that he had already been credited for additional interest
earnings than that which was estimated on the 1984 bond issue.
PUBLIC WORKS EMPLOYEE
.
It was indicated that a new Public Works employee would be hired on
December 4 to start work as soon as possible.
UNION CONTRACT
It was reported that the two-year Union Agreement being negotiated
for over a year has been approved. Formal Council action on the
187/188 Agreement is set for December 14.
WATER CONNECTION REQUEST - GLENCOE ROAD
A request has been received from Ridgewood Development of Minneapolis
for a water connection to the Shorewood watermains with water
provided by the City of Excelsior for Lot 5, Block 1, Ball1s Addition
to Excelsior along Glencoe Road in Shorewood.
Motion by Gagne, seconded by Brancel, to approve the water connection
provided that an agreement is signed whereby the resident will accept
any future assessments levied by the City of Shorewood for future
water improvements. Motion carried - 5 ayes.
COUNCIL REPORTS
.
Member Stover initiated discussion on the sewer rate increase which
was approved at the November 23, 1987 Council meeting. Stover
indicated that the true cost of cleaning and televising sewer lines
will not be known until a contract is awarded. The estimate in the
1988 budget may be high. This is why the Financial Advisory Board
recommended a rate increase to $49.75 per quarter now and wait to see
if another rate hike is needed in 1989.
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SPECIAL MINUTES
THURSDAY, DECEMBER 3, 1987
PAGE FOUR
COUNCIL REPORTS - CONTINUED
The Financial Board also wants to know how long the sewer connection
fee has been $100.00. Staff indicated since 1981 at which time it
was raised from $50.00. It was indicated that this fee should equal
the cost of obtaining the permit and inspecting the connection. It
was felt by staff that the current fee is adequate. Further, the
Financial Board wants the City to go to the MWCC and try to get a
rate reduction by reducing the flow which is calculated as coming
from Shorewood. It is felt that a good deal of flow charged to
Shorewood does not originate in Shorewoodls lines.
A majority of the members present continue to support the $56.75 rate
as established at the last meeting. Haugen stated that is the rate
proves to be too high, she would like this Council to be the first to
lower the rate. It was also stated that attempts have been made
previously to get a rate reduction from the MWCC to no avail.
Finally, Stover mentioned that Commercial rates were not addressed at
the last meeting. She questioned vJhether this rate should be increased also
Council directed this item to appear on the December 14 meeting
agenda.
ADJOURNMENT
Haugen
Meeting
5 ayes.
moved, seconded by Rascop, to adjourn the Special Council
of Thursday, December 3, 1987, at 9:15 p.m. Motion carried _
RESPECTFULLY SUBMITTED,
Robert Rascop
Mayor
Daniel J. Vogt
City Administrator
DJV/slq
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