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09-09-13 CC Reg Mtg MinCITY OF SHOREWOOD CITY COUNCIL REGULAR MEETING MONDAY, SEPTEMBER 9, 2013 MINUTES 1. CONVENE CITY COUNCIL REGULAR MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. Mayor Zerby called the meeting to order at 7:00 P.M. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siakel, and Woodruff; Attorney Keane; City Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and City Engineer Hornby Absent: Councilmember Sundberg B. Review Agenda Woodruff moved, Hotvet seconded, approving the agenda as presented. Motion passed 4/0. 2. APPROVAL OF MINUTES A. City Council Work Session Minutes, August 26, 2013 Woodruff moved, Siakel seconded, Approving the City Council Work Session Minutes of August 26, 2013, as presented. Motion passed 4/0. B. City Council Regular Meeting Minutes, August 26, 2013 Woodruff moved, Siaket seconded, Approving the City Council Regular Meeting Minutes of August 26, 2013, as presented. Motion passed 4/0. 3. CONSENT AGENDA Mayor Zerby reviewed the items on the Consent Agenda. Siakel moved, Hotvet seconded, Approving the Motions Contained on the Consent Agenda. A. Approval of the Verified Claims List B. Accepting a Donation from the American Legion Post #259 for the Oktoberfest Event Motion passed 4/0. 4. MATTERS FROM THE FLOOR There were no matters from the floor presented this evening. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 9, 2013 Page 2 of 6 5. PUBLIC HEARING A. Preliminary Authorization for the Issuance of a Revenue Note to Finance a Multi- family Housing Development to be Located in the City of Chaska Administrator Joynes noted that earlier in the day the City was informed that the bids for the proposed multifamily housing development in the City of Chaska came in much higher than expected. Therefore, the developer is unable to move forward with the project at this time. The request for the City to participate in conduit bond financing has been withdrawn. Mayor Zerby opened the public hearing at 7:03 P.M. Mayor Zerby noted that the request for the City to participate in conduit bond financing for the proposed The Legends of Hazeltine, LLC multifamily development project in the City of Chaska has been withdrawn. Mayor Zerby closed the public hearing at 7:04 P.M. Councilmember Woodruff stated should this item come back before Council at a future date he suggested the reference to city manager in the resolution be changed to city administrator. 6. REPORTS AND PRESENTATIONS 7. PARKS 8. PLANNING 9. ENGINEERING/PUBLIC WORKS A. Accepting Bids and Award of Contract for the 2013 Pavement Marking Project, City Project. 13 -09 Engineer Hornby stated the City received two bids for its 2013 Pavement Marking Project Mill and Overlay Project on Friday, September 6, 2013. The bids were very competitive. Earlier in the day Council was provided with an electronic copy of the bid tabulation and a hardeopy of the tabulation was found at the dais this evening. He stated AAA Striping Service Company was the low bidder with a bid amount of $14,884. Woodruff moved, Hotvet seconded, Adopting RESOLUTION NO. 13 -056, "A Resolution Accepting Quote and Awarding Contract for the 2013 Pavement Marking Project, City Project 13 -09, to AAA Striping Service Company in the amount of $14,884." Motion passed 4/0. B. Accepting Bids and Award of Contract for the 2013 Mill and Overlay Project, City Project 13 -05 Engineer Hornby stated the City received four bids for its 2013 Mill and Overlay Project on Thursday, September 5, 2013. Earlier in the day Council was provided with an electronic copy of the bid tabulation and a hardeopy of the tabulation was found at the dais this evening. GMH Asphalt Corporation was the low bidder with a bid amount of $185,222.95. This item includes some projects included in the Capital Improvement Program (CIP) for items found in the 20 -Year Pavement Improvement Plan. It also includes an access road to Lift Station 6 that was disturbed during the rehabilitation of the Lift Station. The bid is higher than the amount budgeted for in the CIP and one of the reasons is the access road. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 9, 2013 Page 3 of 6 Councilmember Woodruff asked if the City has used GMH Asphalt before and if the City has references for it. Director Brown stated the City has used the company before. Woodruff suggested charging the Lift Station 6 access drive rehabilitation portion of the project to the Sewer Fund. Woodruff moved, Hotvet seconded, Adopting RESOLUTION NO. 13 -057, "A Resolution Accepting Bid and Awarding Contract for the 2013 Mill and Overlay Project, City Project 13 -05, to GMH Asphalt Corporation in the amount of $185,222.95." Motion passed 4/0. C. Accepting Bids and Award of Contract for the 2013 Street Improvement Project Valleywood Lane and Valleywood Circle, City Project 13 -01 Engineer Homby stated the City received four bids for its 2013 Street, Drainage and Utility hnprovements for Valleywood Circle and Valleywood Lane on Thursday, September 5, 2013. Earlier in the day Council was provided with an electronic copy of the bid tabulation and a hardcopy of the tabulation was found at the dais this evening. GMH Asphalt Corporation was the low base bidder with a base bid amount of $534,228.35. Minger Construction, Inc., was the low alternate bidder with an alternate base bid amount of $533,504.60, For the alternate bid major construction work would be performed in 2014. He noted there are some easement needs for a turnaround on the west end of the project area. Also, he and Director Brown have some minor changes they would like to make to the project plans. Going with the alternate bid would allow for those items to be resolved. Councilmember Woodruff stated he prefers doing the project in 2014. In response to a question from Councilmember Woodruff, Engineer Hornby explained when WSB & Associates tabulates bids it enters the information into its tabulation system. If it finds a discrepancy from what the contractor submitted it corrects the discrepancy. Minger Construction will stand behind the corrected bid. Woodruff moved, Siakel seconded, Adopting RESOLUTION NO. 13 -058, "A Resolution Accepting the Bid and Awarding Contract for the 2013 Street, Drainage and Utility Improvements — Valleywood Lane and Valleywood Circle — City Project 13 -01, to be done in 2014, to Minger Construction, Inc. in the amount of $533,504.60 " Motion passed 4/0. 10. GENERAL/NEW BUSINESS 11. OLD BUSINESS 12. STAFF AND COUNCIL REPORTS A. Administrator and Staff 1. Southshore Center Advisory Committee Update Administrator Joynes stated there is another meeting of the Southshore Center Advisory Committee (SCAC) scheduled for September 17 at 4:00 P.M. The plan is for the representatives for the member cities who co -own the Southshore Community Center (SSCC) to report on what their respective Council's position is regarding the SSCC. Staff is going to provide the SCAC members with a summary of the discussions to date and the various proposals that have been made. He noted that he, Mayor Zerby and CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 9, 2013 Page 4 of 6 Greenwood Mayor Kind (a member of the SCAC) are going to meet with Minnetonka Community Education Executive Director Litfin to talk about possibilities prior to the September 17 meeting. He then noted that Zerby has pushed toward a final resolution that the five member city councils could consider this fall. The SCAC is on track to accomplish that. 2. Update on 5795 Country Club Road Attorney Keane stated the City -owned property located at 5795 Country Club Road is under contract again. The previous offer was cancelled by mutual consent. The new potential buyer has offered the full purchase price. There has been a high level of interest in the property. 3. Update on Trail Projects Director Nielsen stated he anticipates the City will receive the feasibility reports for the Galpin Lake Road and Mill Street trail segments this week. The Planning Commission will do its trail walk just prior to its September 17 meeting and discuss the reports during the meeting. The Commission's recommendation for Council will come before Council during its September 23 meeting. Engineer Hornby explained there were some minor work items performed on the Smithtown Road (west) sidewalk project last week and the same will be done this week. The contractor's crew will be back in full force next week to work on grading. The portion of the sidewalk that will be in front of elementary school will be completed by the end of September with the remainder completed by the end of October. Councilmember Hotvet stated there is a lot of large pipe lying alongside of Smithtown Road in the project area. She asked if the larger part of the project has been a stormwater management project. Engineer Hornby noted this project has been quite difficult. He explained that each time Smithtown Road is dug into there is an unexpected surprise. He stated staff will bring a change order forward that has some stormwater related items in it, some minor grading items, some addition to a boulder wall and a time extension. The time extension is primarily due to some redesign of the storm sewer system. He noted the contractor is still planning on the substantial completion date being October 30. Councilmember Hotvet asked if some of the project will be funded out of the Stormwater Management Fund being the storm sewer related tasks are much more substantial than anticipated. Director Brown stated the focus of the project from Council's perspective has been a trail project. He noted that there are portions of Smithtown Road that carry more than one -third of the City's drainage through the drainage path. He explained Council basically approved filling in all of the ditches along Smithtown Road on the south side portion of the roadway in the project area and rerouting the drainage. From an engineering point of view this project is a stormwater project and a sidewalk is the final touch. When all the ditches are filled in the stormwater that has to be managed actually increases because of the increase in impervious surface. Councilmember Woodruff stated all of the stormwater related work would not have been done if the sidewalk project was not done. There may have been benefit to doing the stormwater work before for other reasons. But, from his perspective the Trail Fund has to bear the burden of this project. He commented that the Stormwater Management Fund is not flush either. Councilmember Hotvet asked if there is going to be discussion about partially funding the project out of the Stormwater Management Fund. CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 9, 2013 Page 5 of 6 Administrator Joynes stated Council has the prerogative of allotting the project costs where it would like them to go. He then stated both the Trail Fund and the Stormwater Management Fund have funding issues. He went on to state it does make some sense to allocate some of the costs to stormwater because the bulk of the work is storm sewer work. Councilmember Hotvet stated she thought it prudent to pay the cost for various parts of a trail project out of the appropriate fund. Director Brown stated the stormwater work would not have been done if it were not for the sidewalk project. He noted Council has the latitude to fund the project however it wants to. He stated from an engineering standpoint much more time has been spent trying to figure out the resulting stormwater issues due to the sidewalk. Councilmember Hotvet stated when planning for future trails she would like to see costs allocated to the right fund according to the tasks that have to be done. Councilmember Woodruff stated he would like to have a high level understanding of the types of work that have to be done provided in the financial summary for a trail /sidewalk project. Councilmember Siakel asked if that stormwater work would have had to have been done in the future. If so, it was the right thing to do. Councilmember Woodruff asked if the Minnehaha Creek Watershed District (MCWD) would be a funding source for part of this project. Director Brown responded he didn't believe it would. Brown stated the MCWD likes to fund innovative technology projects and projects where there are significant amounts of regional pending or wetland restoration projects. Mayor Zerby stated there is a lot of material from the old storm sewer alongside of the roadway. He asked if the contractor can haul that away. Engineer Hornby stated he will send the contractor correspondence about that, noting it will have to be removed before grading can be done. Hornby noted there is one very large piece of debris that the contractor is trying to decide how to deal with it. Zerby asked if the area alongside of the County Road 19 sidewalk/trail segment has been seeded. Engineer Hornby stated that area will be sodded and the contractor is waiting for cooler weather. Hornby then stated the contractor may approach Xcel Energy about using its irrigation system. He noted the contractor is responsible for maintaining sod for 30 days and replacing any that has died during that timeframe. Councilmember Siakel noted that she sees people on the County Road 19 segment all the time. She thanked staff for pulling that together. She stated that segment is far safer than walking along the shoulder of the roadway. 4. Budget Calendar Update Director DeJong stated the meeting packet contains a copy of the revised budget schedule. He noted there is a work session scheduled for September 23 to talk about the preliminary findings of the stormwater and sewer rate studies. 5. Update on Public Works Light Equipment Operator position Director Brown stated 23 applicants for the light equipment operator (LEO) position took the practical equipment exam. The number of applicants was narrowed down to nine and one of them withdrew. The CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES September 9, 2013 Page 6 of 6 eight performed equipment exercises. They were narrowed down to four very strong finalists. They will be interviewed early next week. Mayor Zerby asked Director Brown to explain what an LEO does. Brown explained that the Shorewood Public Works Department is comprised of himself and eight LEOs. LEOs do everything residents see going on in the neighborhood (e.g., patching potholes, plowing snow, and park maintenance). Some of the LEOs also do utility operator tasks. They help maintain the sanitary sewer, watermain and storm sewer systems. 6. Events: Movie in the Park— September 13 at 8:00 P.M. in Badger Park Oktoberfest on Saturday October 5, 5:00 — 8:00 P.M. at the Southshore Community Center Director Nielsen stated this year's Movie in the Park event is scheduled for Friday, September 13, at 8:00 P.M. in Badger Park. The movie will be The Odd Life of Timothy Green. The event is free. Joey Nova's restaurant will sell pizza and the Southshore Senior Partners will sell popcorn. Mayor Zerby stated the annual Oktoberfest event will be held on Saturday, October 5 from 5:00 P.M. — 8:00 P.M. Councilmember Woodruff stated the event is free and there is free food. Other Director Brown stated the Metropolitan Council Environment Services (MCES) foreemain project is progressing. The tunnel work under Highway 7 will work for this project that will occur in the City in 2014. B. Mayor and City Council 13. ADJOURN start the week of September 16. It is the only major )13. The retaining wall work will likely be done in Hotvet moved, Woodruff seconded, Adjourning the City Council Regular Meeting of September 9, 2013, at 7:34 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: p Scott Zerby ay r J n Panchyshyn, C y Cie k