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11/07/2011 - 6543FRIDLEY CITY COUNCIL MEETING OF NOVEMBER 7, 2011 � `r�i.��ir The City of Fridley will not discriminate against or harass anyone in the admission or access to, or treatment, or employment in its services, programs, or activiUes because of race, coior, creed, religion, national origin, sex, disability, age, marital status, sexual orientation or status with regard to public assistance. Upon request, accommodation will be provided to allow individuals with disabilities to participate in any of Fridiey's services, programs, and activities. Hearing impaired persons who need an interpreter or other persons with disabilities who require auxiliary aids should contact Roberta Collins at 572-3500. (TTD/572-3534) PLEDGE OF ALLEGIANCE. �'j ' �j O �P� A�s�v��' PROCLAMATION: Homelessness Awareness Month — November, 2011 LEGISLA E UPDATE BY CONGRESSMAN KEITH EL ON. � hIP�iPs� � � APPROVAL OF PROPOSED CONSENT AGENDA: APPROVAL OF Mit3UTES: City Council Meeting of October 24, 2011 �-cz v� ��� e � � S NEW BUSINESS: 1. Resolution Authorizing Changes in Appropriations for the 2011 Budget for January through October, 2011 ................................. 1 - 4 2. Resolution to Approve an Agreement with the Minnesota Department of Transportation to Provide for a Delegated Contract Process .......................... 5 - 16 3. Approve Change Order No. 1 for Sanitary Sewer Lining Project No. 400 ............ 17 - 19 APPROVAL OF PROPOSED CONSENT AGENDA: NEW BUSlNESS (CONTINUED►: 4. Claims (152848 — 152987) ................ 20 - 31 5. Licenses .................................. 32 - 35 6. Estimates .............................. 36 OPEN FORUM. VfSITORS: Consideration of items not on Agenda —15 minutes. 7. Informal Status Reports ..................... 37 ADJOURN. � �.� O �g � � � � �-s r-� ' QTY OF FRIDLEY FRIDLEY CITY COUNCIL MEETING OF NOVEMBER 7, 2011 7:30 p.m. - City Council Chambers Attendance Sheet Please print name address and item number �ou are interested in � �r�ut Name (Clearly) Address Item No. � iS i CITY COUNCIL MEETING OF NOVEMBER 7, 2011 �� FRIQLEY 7he City of Fridley will not discriminate against or harass anyone in the admission or access to, or treatment, or employment in its servi�es, programs, or activities because of race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation or status with regard to public assistance. Upon request, accommodation will be provided to allow individuals with disabilities to participate in any of Fridley's services, programs, and activities. Hearing impaired persons who need an interpreter or other persons with disabilities who require auxiliary aids should contact Roberta Collins at 572-3500. (TTD/572-3534) PLEDGE OF ALLEGIANCE. PROCLAMAT{ON: Homelessness Awareness Month — November, 2011 LEGISLATIVE UPDATE BY CONGRESSMAN KEITH ELL{SON. APPROVAL OF PROPOSED CONSENT AGENDA: APPROVAL OF MINUTES: City Council Meeting of October 24, 2011 NEW BUSINESS: Resolution Authorizing Changes in Appropriations for the 2011 Budget for January through October, 2011 ..................................................................................................... 1 - 4 FRIDLEY CITY COUNCIL MEETING OF NOVEMBER 7. 2071 PAGE 2 APPROVAL OF PROPOSED CONSENT AGENDA: NEW BUSINESS (CONTINUED3: 2. Resolution to Approve a� Agreement with the Minnesota Department of Transportation to Provide for a Delegated Contract Process .......................................................... 5- 16 3. Approve Change Order No. 1 for Sanitary Sewer Lining Project No. 400 ............................................................................ 17 - 19 4. Claims (152848 — 152987) ................................................................................. 20 - 31 5. Licenses ....................................................................................................... 32 - 35 6. Estimates ....................................................................................................... 36 OPEN FORUM. VISiTORS: Consideration of items not on Agenda —15 minutes. 7. lnformal Status Reports ..................................................................................... 37 ADJOURN. � t ! � i � H O MEL E S SNE S S A WA R E NE S S M O 1 NT H 1Vovea�ber, Zosi WHEREAS, the Anoka County Communiry Contrnuum of Care, along with the Heading Home Anoka Education Committee, is sponsoring a countywide education and awareness campaign to hetp end homelessness in our communities; and WHEREAS, the Art Expo, "Hometessness... the Jaurney, " provides a unique opportunity for local, creative individuals to join forces with communities across Anoka County in an effort to promote awareness of homelessness and to help end homelessness; and, WHEREAS, the Anoka County Communizy Continuum of Care and the Heading Home Anoka committees play a vital role in bringing together our communities and establishing needed partnerships to educate residents and support efforts to end homelessness; and WHEREAS, it is essentia! that all citizens of the City of Frrdley be aware of the importance of preventing and ending homelessness in our community, and the impact their participation can have on ensuring that all individuals and families have access Io a warm, safe, stable, and adequate piace to call home; and NOW THEREFORE, BE !T RESOLVED, that I. Scott J. Lund, Mayor of the Ciry of Fridley, hereby proclaim November, 2QII, as HOMELESSNESS AWA1tENESS MOAITH in the Ciry of Fridley, Minnesota, and encourage all citdaens to join the Anoka Counry Community Continuum of Care and the Neading Home Anoka Education Committee to help end homelessness in our com»aunity. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Fridley to be affrxed this 7'�' day of November, 2011. Scott J. Ltmd Mayor CITY COUNCIL MEETING CITY OF FRIDLEY OCTOBER 24, 2011 The City Council meeting for the City of Fridley was called to order by Mayor Lund at 7:32 p.m. ROLL CALL: MEMBERS PRESENT: Mayor Lund Councilmember-at-Large Barnette Councilmember Bolkcom Councilmember Varichak Councilmember Saefke OTHERS PRESENT: William Burns, City Manager Darcy Erickson, City Attomey Jim Kosluchaz, Public Works Director 3cott Hickok, Community Development Director Darin Nelson, Finance Director Dan Burton, B&D Property Holdings LLC Kevin Kaelbie, 257 57`h Avenue My Thao, 5841 Main Street Dr. Wayne Dahl, 177 Hartman Circle Cazey Lyons, Architect PROCLAMATION: Homelessness Awareness Mont6 — November, ZOl l Pancreatic Cancer Awareness Month — November, 20ll APPROVAL OF PROPOSED CONSENT AGENDA: APPROVAL OF MINUTES: City Council Meeting of October 1Q 2011: Councilmember Balkcom asked for the following conections to be made to ihe minutes: Pase 4; Councilmember Bolkcom stated under the proposed City policy for tree management on public lands, she believes most people do not know the word, "promulgate" means "publicly declare." She said there was also a!ot of repetition in the paragraphs that needed to be looked at. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 2 Pa e 5: Councilmember Bolkcom stated in (C)(1), the review by Pazks and Recreation Commission, she thought about the dog park as an example. It actually app[ies to any park, because it is Fridley's pazk but Anoka County basically maintains it. APPROVED AS AMENDED. NEW BUSINESS: 1. Approve Letter of Support for the 5tatewide Health Improvement Program (SHIP) Round 2.0 Grant. William Burns, City Manager, said the State of Minnesota began funding the SHIP grant program in 2009 by allocating $47 miilion for projects within its counties. Fridley received $70,000 of this Round 1 funding. We used the funding for grant writing associated with bikewaylwatkway grants, development of a bike route arid safety map, the City's contribution towazd the East River Road Corridor Study, and other activities. Dr. Bums said we were notified of Round 2 funding opporiunities on October 19 and asked to provide a letter of support for this funding by October 26. At this point, we have yet to identify project components of the application. We do know that generally, any funding received will continue to be used to promote biking, walking, and use of mass transportation in Fridley. In all likelihood, we will continue to use the fitnding to write grant applications for fuhue bikeway/walkway improvements in Fridley. Staff recommends CounciP s approval. APPROVED. l. Claims (152636 —152845), APPROVED. 3. Licenses. APPROVED LICENSES AS SUBMITTED AND AS ON FILE. 4. Estimates. APPROVED THE FQLLOWING ESTIMATES: Ron Kassa Construction 6005 East 250m Street B1ko,NIN 55020-9447 2011 Miscellaneous Concrete Repair Project No. 401 Bstimate No. 5 ...................................................................................... $ 10,280.42 FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 2011 PAGE 3 Northwest Asphalt, Inc. 1451 Stagecoach Road Shakopee, MN 55379 ST2011 Street Improvement Project No. ST2011-01 FINAL ESTIMATE .......... ................................................................ $ 81,582.71 Northwest Asphalt, Inc. 1451 Stagecoach Road Shakopee, MN 55319 615tAvenue/Moore Lake Street Rehabilitation Project No. ST2009-02 FINAL ESTIMATE .......................................................... APPROVAL OF CONSENT AGENDA: ,.. $ 50,666.17 Councilmember Bolkcom asked why ST2009-02 was being brought forth in 2011 when the project was in 2009. Jim Kosluchar, Public Works Director, said the entire process takes about a year to finalize. Councilmember Bolkcom asked if this would be the final estimate. Mr. Kosluchar answered yes. MOTION by Councilmember Barnette to approve the Consent Agenda as presented. Seconded by Councilmember Varichak. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMQUSLY. ADOPTION OF THE AGENDA: MOTION by Councilmember Bolkcom to adopt the Agenda as presented. Seconded by Councilmember Saeflce. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. OPEN FORUM VISITORS: No one from the audience spoke. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 4 PUBLIC HEARINGS: 5. Assessroent for the 2011 5treet Improvement ProjeM No. 2011-01. MOTION by Councilmember Bamette to waive the reading of the public heazing notice and open the public hearing. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED AND TAE PUBLIC HEARING OPENED AT 7:46 P.M. Darin Nelson, Finance Director, said this project assessment pertains to the mill and overlay of City streets as part of the City's Street Resurfacing Plan. The 2011 Street Improvement Project includes parts of the Hyde Pazk Neighborhood. The total number of properties subject to this assessment is 1 bb, with a total assessed cost of $373,520.05. Mr. Nelson said each single family residential property is proposed to have an assessment of $1,592.65. The assessment payback period is 10 yeazs and the payments are subject to a 5.25 percent interest rate, which is a reduction of 1,25 percent over prior years' street assessments. Proper[y owners have until the close of business on November 23 to pay all or a portion of the assessment, interest free. Mr. Nelson said staff did receive one letter contesting the assessment, which is i�ciuded in the Council agenda. Staff is also aware of one commercial property that may be co�testing the assessment. However, no written objection had been received prior to this meeting. Mr. Nelson said a deferral option for retired or disabled property owners is available for homestead properties. Staff is recommending that the public heazing be opened for public comment, The resolution adopting the special assessment roll is under new business as Item 7. Councilmember Bolkcom asked how the deferment process is done. She asked if they had to fill out an application. Mr. Nelson answered yes. They have to come in to fill out an application. One can also be sent by mail. Councilmember Bolkcom asked if the person who sent the letter had been contacted. Mr. Nelson answered no. Dau Burton, B&D Property Holdings, 251 57'� Avenue, said his property faces 57`" Avenue and the back of his property faces 57'� Place. He asked why he was being assessed because he does not use that street to access his property. Jim Kosluchar, Public Works Director, said that the cunent policy assesses the property on either side; reaz and frant regazdless if the driveway only comes out to the front of the lot. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 2011 PAGE 5 Mayor Lund said that commercial properties are assessed on both sides where residential is only assessed in the front. Mr. Kosluchar said that currently there is no access from the back of the building but there could be access in the future. Mr. Burton said that he is not benefiting from ihis project and being assessed for a street that is behind his building where he has no access does not make it right. Mayor Lund said that Fridley's policy probably is not much different from other cities. Mr, Burton said maybe the current policy is not a very good one. He knows for a fact that Fridley's sign policy fee is much higher than other cities so Fridley is different from other cities. Mayor Lund said Mr. Burton may want to look into getting accessibility from the back. Mr. Burton said that right now there is a fence and trees every 20 feet that were required by the City. He asked how he would put a driveway in back there. Mayor Luud answered that he would have to check with City staff. MOTION by Councilmember Saefke to receive into record a letter from Dan Burton dated October 24, 201 I. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTiNG AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY Councilmem6e� Bolkcom asked who decides if it is a benefit or not to the property owner. Darcy Erickson, City Attorney, said that the burden is on a property owner to estab(ish there is no special benefit to their property. Mayor Lund said his azgument is not because it is not a benefit, but because the property owner cannot access his property from that road. The property owner may want to discuss the ability to put in a driveway from the back. Mr. Burton said that he asked about a driveway and no one gave him an answer. Scott Hickok, Community Development Director, said there is no ordinance in place that would grohibit the propefty owner to take access off that roadway. The screening and fence is still a requirement but nothing prohibits the owner to put in an access driveway in the back. Mayor Lund asked if the property owner would have to instal] a privacy gate or something for screening requirements. TRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 2011 PAGE 6 Mr. Hickok said they would have to screen to the best of their ability. Trees could be removed to create an aesthetic opening to allow access to the site while not causing visibility issues. Mayor Luad said that they would still have to meet screening requirements. Councilmember Bolkcom said regardless of whether an access point is added to the reaz of the building, the property owner would still benefit from the road behind them, as customers use that road. Mayor Lund asked how long the policy has been in place to assess both sides of the road; front and back. Mr. Kosluchar saud that it was created before he started, maybe 2005 or 2006. Councilmember Bolkcom added that was when we were done with the major reconstruction projects of our streets. Kevin Kaelbie, 257 57�' Avenue, had the same question as Mr. Burton. He does not have access to that road and does not use it. He also brought to attention that the letter about this meeting was dated October 4, 2011 and he just received it from his landlord today. He went to Fridley's website and found that the resolution notification must be mailed to the individual pazcel no less than two weeks prior to the hearing. The post mazk date on the letter was October 20. Mayor Lund said that the property owner may need to protest, not the lease person. Mr. Kosluchar said that the notice could have been mailed out on October 4 and then retumed because of the wrong address. Staff uses the Anoka County official list of property owners. If the letter is returned, we will reprocess the paperwork and send it out again. Mr. Kaelbie said that there was no indication on the postage that ever happened. Councilmember Bolkcom asked for clarification that whatever address is on the ta�c statement is where the original letter is sent. Mr. Kosluchar said that is correct; staff downloads data from the County. MOTION by Councilmember Saefke to receive into record a letter sent to Robert Bigelow dated October 4, 2011 and postmark dated October 20, 2011. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY Mr. Kaelbie said that he disagreed with his assessment for same reason as Mr. Burton. MOTION by Councilmember Bolkcom to close the public hearing. Seconded by Councilmember Saefke. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 2011 PAGE 7 UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOT10N CARRIED AND THE PUBLIC HEARING CLOSED AT 8:10 P.M. 6. Consider t6e Proposed Assessment for the 2011 Nuisance Abatement. MOTION by Councilmember Bolkcom to waive the reading of the public hearing notice and open the public hearing. Seconded by Councilmember Saefke. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED AND THE PUBLIC HEARING OPENED AT 8:11 P.M. Darin Nelson, Finance Director, said this is the annual assessment for those properties in which continuing code violations existed and the City expended resources to bring the properties into compliance. There aze 38 properties involved in this assessment; three less than what the Council packet includes, due to payments receieed within the last couple days. The total amount of the assessment will be $36,701.Sb. The assessment will be for 1 yeaz at 6 1/2% interest. Mr. Nelson said staff did receive two letters contesting the proposed assessment. One letter was included in the Council packet. The other letter was received late ]ast week and did not get included wi[h the Council packet, but was distributed to Council at ihe pre-meeting. Mr. Nelson said a deferra] option for retired or disabled property owners is available for homestead properties. Mr. Nelson said staff recommends that the public hearing be opened for public comment. The resolution adopting the assessment fallows under New Business as Item 8. MOTION by Councilmember Bolkcom to move into record a letter dated October 17, 2011, from Frank Daigle. Seconded by Councilmember Saefke. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY Councilmember Bolkcom asked how this year's numbers compazed to last yeaz as far as number of total assessments. Mr. Nelson responded that last year the total was $20,222 compared to $25,0�0 in 2011. Staff time was equal at $I 1,000. Councilmember Boikcom asked if a staff person would contact the people who wrote letters and had questions. Mr. Nelson said someone will contact them to make sure they are aware of the options that are available. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 2011 PAGE 8 My T6ao, 5841 Main Street NE, asked for clarification that they could pay over 10 years or pay it off in five years. Mayor Lund said his question per[ained to Item 5, the street assessment that was just discussed. He said the assessment either needs to be paid in full or over 10 years with interest added up yearly on the properry tas statement. If the assessment is paid off in five yeazs, the interest would be cut in half, saving money. Mr, Thao asked if a bill would be sent to his home. Councilmember Bolkcom responded that if the bill is not paid by November 23, it would go on the ta�c statement. Mr. Nelson added that a letter of explanation will be sent out to each property owner once the resolution is passed. MOTION by Councilmember Bamette to close the public hearing. Seconded by Couocilmember Vazichak. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED AND THE PUBLIC HEARING CLOSED AT 8:20 P.M. NEW BUSINESS: 7. Resolution Adopting Assessment for the 2011 Street Improvement Project No. 2011-01 Mayor Lund said that the commercial property owners had validity in their argument. He questioned what was fair. Councilmember Bolkcom recailed that some properties, not too long ago, had the same situation and they were assessed more thar� once. She did not think it would be right [o change the policy now because two people do not agree. They have to prove it does not benefit them. Mayor Lund agreed that the burden of proof is on the property owner. They did not prove the burden but their argument was that they did not benefit as they do not access that road. Couucilmember Bolkcom said that it does not mean their customers do not drive down that road. Councilmember Saefke understood their point but noted that the policy has been established. Right now they do not have an access point but could have one in the future. There will be some restrictions for screening and fencing from the residential azea but they could have an entrance or exit through the rear of the property. This is a unique situation. Layne Otteson, Assistant Public Works Director, said that this aftemoon he did a drive through of the project and observed a semi parked on 57`h Place who was having lunch at Zantigo's. He FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 9 said 57`h Place was the only place for him to pazk to eat at Zantigds. There is benefit of additional parking on 57`h Place for business owners. Councilmember Bolkcom said people cut through 57`� Place to go to eat. Delivery issues have been reported in that azea. Mayor Lund said that they should not promote businesses to use the driveway as an entrance on the residentia] side. They do not want more traffic on that street. A back driveway could be used for limited access but not primary access. MOTION by Councilmember Bolkcom to adopt Resolution No. 2011-51. Seconded by Councilmember Saefke. UPON A VOICE VOTE, COUNCILMEMBER BARNETTE, COUNCILMEMBER SAEFKE, COUNCILMEMBER VARICHAK AND COUNCILMEMBER BOLKCOM, VOTING AYE AND MAYOR LUND VOTING NAY, MAYOR LUND DECLARED THE MOTION CARRIED ON A 4 TO 1 VOTE. 8. Resolution Adopting Assessment for the 2011 Nuisance Abatemenk Darin Nelson, Finance Director, asked Council to change the following abatements: 12-3Q-24-13-0086 Wells Fargo Bank—�127.04. 15-30-24-11-0018 US Bank—Balance Zero. 23-30-24-34-0019 R. Badae — Balance Zero. 2330-24-43-0083 J. Robideau — $548.21. 24-30-24-12-0025 J. Waletski & R. Elattaoui —&alance Zero The new total is now $36,701.56. MOTION by Councilmember Saefke to amend the assessment with the corrections listed above. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTINE AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. MOTION by Councilmember Saeflce to adopt Resolution No. 2011-52 as amended. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTINE AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2D11 PAGE 10 9. Resolution Adopting Assessment for the ZOl l Tree Abatement Darin Nelson, Finance Director, said this year's assessment includes one property at a cost of $2,586.38. The assessment will be for 5 yeazs at 6.5% interest. The owner has signed an assessment agreement waiving her right to a public hearing and agreeing to the terms and conditions. Staff recommends approving the resolution adopting the assessment for the 20ll Tree Abatement. MOTION by Councilmember Saefke to adopt Resolution No. 2011-53. Seconded by Councilmember Bolkcom. Councilmember Bolkcom asked if the homeowner could still pay this by November 23. Mr. Nelson answered yes. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. 10. Resolution Adopting Assessment for the 2011 Utility Lateral Repair Project. Darin Nelson, Finance Director, said this yeaz's assessment includes five propeRies at a cost of $14,880.53. The assessments will be for S years at 6.5% interest. All property owners have signed an assessment agreement waiving [heir right to a public hearing and agreeing to the terms and conditions. Mr. Nelson stated the financing of these utility lateral repair assessments is in direct response to the 2011 Council/Commission survey from this past spring. The survey indicated overwhelming support for the City undertaking the added financial responsibility of assessing water and sewer lateral repairs over a]onger period tha� the previously allowed one-yeaz assessments. Mr. Nelson said staff does encourage homeowners to apply for loans through the HRA's Housing Rehabilitation Loan Program. However, credit or other financial issues do not make this a viable option for some homeowners. It is also pertinent that these repairs be made timely to maintain the integrity and safety or our utility system. Mr. Nelson said Fridley City Code, Section 402.06, requires owners to be liable for all repairs required to any water and/or sewer lines necessary for connection of the premises from the main to the premises. If the property owner requests maintenance services or repairs performed by the City, the property owner shall be chazged for the costs of repairs including any necessary street repairs. Mr. Nelson said the change we are implementing this year is to lengthen the assessment timeframe from one year to five years. It allows residents to make the necessary repairs and to spread the over a five-year period. The financing of these repairs will become a Revolving Loan FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 20ll PAGE 11 Fund that has been in place for a number of years. The fund has approximately $95,000 available for this type of activity. Interest and principal payments on these assessments will be rolled back into this fund to help support future repairs. Staff s recommends Council's approval. Councilmerober Bolkcom thought this was a great project and a wonderful way to for someone to have the repairs done. MOTION by Councilmember Barnette to adopt Resolution No. 2Q11-54. Seconded by Councilmember Varichak. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. 11. Resolution Certifying Certain Aelinquent Utility Services to the County for Collection with the 2012 Property Taxes. Councilmember Saetke asked if staff had ever done a comparison from yeaz to yeaz to see if some of the delinquent taxes are from the same people. Darin Nelson, Finance Director, said a formal analysis had not been done, but some are repeated year-to-year. Councilmember Saetke asked if there was anything staff can do to get people to pay their utility bills. Mr. Nelsou responded that staff has the ability to certify these outstanding bills to the home- owner's property taxes. Councilmember 5aefke wondered how many people use this as a tax deduction on their income ta�c and roll the amount in with rest of the property taxes. Mr. Nelson did not know but he understood that special assessments aze not supposed to be tas deductible. Councilmember Bolkcom noted that there is a difference in the colu[nns of final bill compazed to other assessments. She asked why there was a difference. Mr. Nelson said those are final bills of people who have moved. He is not sure why the delinquent amount does not go to the next property owner. He will follow up and respond later. The new property owner should pay that amount and it shouid be taken caze of at closing. Councilmember Bolkcom thought it was interesting that having a delinquent utility bill does not prevent people from getting a rental license. MOTION by Councilmember Varichak to adopt Resolution No. 2011-55. Seconded by Councilmember Saeflce. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 20ll PAGE 12 UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLAREA THE MOTION CARRIED UNANIMOUSI.Y. 12. Resolution Ordering Preparation of a Preliminary Report and Preliminary Plans and Specifications for Street Rehabilitation Project No. ST, 2012-Q1. Jim Kosluchar, Public Works Director, said this resolution directs staff to prepaze a feasibility report and initiate the design and plan preparation for the proposed 2012 Rehabilitation Project No. ST. 2012 — O1. The feasibility report will address the scope of the work in the Rice Creek Terrace East and West neighborhoods and several other streets in their genera] vicinity. The total length of the project is 4.1 miles. Mr. Kosluchar said that the Rice Creek Tenace neighborhoods are bound by Trunk Highway 47 and Trunk Highway 65 from Mississippi Street to Rice Creek. The length of pavement resurfacing need is estimated at 3.8 miles. All streets have concrete curbing in place and the work will likely be a combination of asphalt reclaiming and utility spot repairs. Specific streets aze being targeted within the neighborhood based on condition and maintenance requirements. Ma Kosluchar said several other streets have been identified as rehabilitation candidates due to the condition of the pavement and comments received from the Public Works maintenance staff. The first street to be considered for rehabilitation is Fourmies Avenue located just south of t6e Municipal Center. The length is estimated to be 0.15 miles. The second street under consideration is the Trunk Highway 65 Service Drive from 73rd Avenue southerly to the highway access at the railroad crossing. The length is estimated to be 0.19 miles. Both streets have concrete curbing in piace and the work will likely be a combination of asphalt reclaiming and utility spot repairs. These streets are included for consideration based on condition and proximity to the proposed neighborhood streets. Mr. Kosluchar said the segments were selected based upon projected pavement maintenance needs, as well as the Pavement Condition Rating which indicates pavement structural and ride quality on a scale of 5(worst) to 35 (best). Rehabilitating the pavement under a planned program with proper timing allows us to minimize costs of maintenance throughout the roadway segmenYs life cycle. Preparation of the feasibility report will allow staff to determine what construction is needed and can take place within the CTP budget. The feasibility report will provide a recommendation to the City Council on what construction should take place in 2012. Mr. Kosluc6ar said that as in 2011, we intend to prepare the draft feasibility report, and then move ahead with project open houses. With this sequence, we can obtai❑ feedback from residents on candidate project segments and incorporate any concems into the feasibility report before it is presented to the City Council. The public workshop for this project is tentatively scheduled for November 16. The timing of this workshop serves to provide additional notice to affected residents and businesses of the project and projected assessments. In addition, it allows staff more time for project development and design, allowing incorporation of scope changes, local concems, and adjustments relaUng to budget. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24, 2011 PAGE 13 Mr. Kosluchar said this resolution orders the preparation of a feasibility report and preliminary plans for ffie project. The scope of the proposed report will address pavement, street improvements, water main, sanitary sewer, and storm sewer replacement. Staff recommends Council's approval. Councilmember Saeflce asked if Jackson Street between 73rd and 75'" could be added. Jackson Street is worse than the service road. Mr. Kosluchar said that Council can add that street to the resolution. Councilmember Bolkcom asked if any dates were set for this project. Mr. Kosluchar said that everyone who is subject to an assessment and involved along the canstruction roads wi11 get a notice ]0 days prior to the open house. Right now the 16`� of November is correct date. Mayor Lund asked if Jackson Street was on a construction plan in the next 3-5 years. Ma Kosluchar said he thought it was in another part of a plan but that street could be added and if staff thinks there are better constructed streets they can be taken off the list and other segments can be added. It doesn't hurt to add Jackson Street to this resolution. Councilmembe� Saefke asked when Melody Manner was up for reconstruction. Mr. Kosluchar thought maybe in 2013. MOTION by Councilmember Saefke to adopt Resolution 2011-56. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY 13. Variance Reqaest, VAR #11-02, by Wayne Dahl, DC, Generally Located at 177 Hartman Circle {Ward 3). Five Variaaces are Required in Order to Allow the Construction of a New Attached Garage 1. Variance Reducing t6e Setback from the Ordinary High water Level from 100 Feet to 78 Feet; 2. Variance Reducing the Bluff Setback from 40 Feet to 11 Feet; 3. Variance Increasing tde Size of a First Accessory Structure from 1,000 Square Feet to 1,900 Square Feet; 4. Variance Increasing the Size of all Accessory Structures on the Property from 1,4Q0 Square Feet to 1,900 Square Feet; and, 5. Variance Increasing the setback of an Attached Accessory Structure Located in Front of a Home from 5 Feet to 64 Feet. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 14 Scott Hickok, Community Development Director, said Cazey Lyons, Architect for Wayne Dahl, has asked for additional time to consider alternatives for this plan. The PeUtioner may need to withdraw and reapply if an extension is not granted as they are up against a 60-day window that is due to expire. Mayor Lund asked how that would affect the application fee. Mr. Hickok said if they start over, the work on the first application has already been done. They would need to reapply. Mayor Lund asked if they could ask for an extension and �ot reapply. Mr. Hickok answered yes; that has happened in the past. Councilmember Bolkcom asked why staff would not just give that option rather than reapply and pay the additional fee. Mr. Hickok answered that from staff s perspective it would be cleanest to have a new petition. Councilmember Barneri asked how much the application fee was. Mr. Hickok answered $500. Carey Lyons, Architect, said Dr. Dahl would like to request an extension. Mayor Lund asked what time frame they were looking at. Mr. Lyoos said they would present a plan to Council next month. CounciLnember Bolkcom asked if something was needed from the petitioner to take caze of this tonight. It is unusual not to have the petitioner present. Darcy Erickson, City Attomey, said Mr. Lyons should have something in writing from Dr. Dahl saying he has the authority to speak on his behalf. She was not sure how much the application was going to change and if it was significant, it would have to be brought back to the Appeals Commission. Mr. Hickok said this is extraordinazy. He was not certain what the time extensio� is for a redesign or how much time was needed to contemplate comments from the Appeals Commission. He was certain that if there were significant changes, the plan would need to be brought back to the Appeals Commissio� and time included for staff to review the plan. Whether or not a fee is chazged, the process will be starting over. Councilmember Bolkcom said action would need to be taken tonight as the end of the 60 days is October 31. Something is needed in rvriting for Mr. Lyons to tepresent Dr. Dahl. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 15 Attorney Erickson agreed that action needed to be taken tonight. Mr. Hickok thought that Dr. Dahl filled out the original application so he would have to ask for an extension or give authority to Mr. Lyons to speak on his behalf. Councilmember Saefke said if Dr. Dahl does not come in and action is not taken tonight, the application will have to be withdrawn and they will have to reapply. Mayor Lund asked what changes Dr. Dah] was going to make. Mr. Lyons said he was not anticipating any legal concems tonight. Dr. DahPs attomey created a memo of power of attorney to Mr. Lyons, but he did not have the memo with him. Attorney Erickson said Council has the ability to extend the terms and this item cannot be tabled without taking action. Council can make a motion to extend the terms 60 days ar�d send a notice in writing within the first 60 days before October 31. She did not know how substantial the modification would be, but the Appeals Commission may need to reevaluate the new plan. Mr. Lyons said Dr. Dahl was requesting to table the item and discuss the options that are available. Councilmember Bolkcom was concemed with Mr. Lyons speaking on Dr. DahPs behalf as there was nothing saying he had the authority to do so. Councilmember Saetke said he watched the Appeals Commission meeting and Mr. Christenson was a business partner of Dr. Dahl. He agreed that there was no solid documentation saying Mr. Lyons could speak for Dr. Dah1. Mayor Lund asked what action could be taken tonight. Mr, Hickok said the petitioner cou]d withdrawal or Council could act on the variances that aze presented here tonight. Mr. Lyons asked if he could take time to try to reach Dr. Dah1. Mayor Lund said Council would take a 10 minute recess to see if Dr. Dahl could be reached to give authority to Mr. Lyons to speak on his behalf. A BRIEF RECESS WAS TAKEN. Dr. Wayne Dahl, 177 Hartman Circle, appeazed and said both Mr. Christenson and Mr. Lyons had full authority to act on his behal£ He thanked Council for their ful] consideration. Mayor Luad asked if Dr. Dahl was asking for an extension. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 16 Dr. Dahl said Mr. Hickok made a suggestion at the Appeals Commission that would not require as many variances and they are looking at that plan. Mr. Lyons is trying to get a presentation together of another potential location. There will be two options, one that requires a variance and one that does not. Councilmember Bolkcom asked if he was asking for an extension tonight to gather more information or to change the entire plan. If the original plan is changed drastically it will need to be sent to the Appeals Commission for review. Dr. Dahl said that Plan A was already submitted and needs several variances. Pian B would meet all the requirements and would not have to go through the Appeals Commission. Plan B would have to go back through the building process to see if it is conforming. Plan B may require one variance but Plan A is the best plan despite the variances that are needed. Mayor Lund said that if a new plan is submitted, it will have to run through the Appeals Commission. Dr. Dahl said that would be okay, timing is not an issue because he would not be building anything until spring. Attorney Erickson was concerned as Council had to make a final decision on Plan A. If a new plan is submitted it will have to go through the formal process. The City needs a cleari record and a final decision within statutory time and City review processes. Mr. Hickok agreed. He said an analysis has been done on Plan A and he was noi certain he was hearing anything new and differentthat warrants an extension for Plan A. A decisio� on Plan A needs to be made tonight. Couucilmember Bolkcom said in the past, Council has had individuals request variances and waited a longer time, and the plan was changed so it did not need all the vaziances that were originally requested. Mr. Hickok said correct. There have been situations where there were three variances reduced to one, but the revised plan was consistent and better than the plan that was presented to the Appeals Commission. He was not cleaz in this case if significant changes were being made that should go back to the Appeals Commission. If that is the case, the Appeals Commission will have to review it and bring it back to Council. Currently there aze no petitions for November for the Appeals Meeting. He was concerned about bringing something back to Council that needed an Appeals recommendation. Councilmember Bolkcom said they could come back November 14 with a totally different plan and Council could act on the original vaziance at that time. The new Plan B will have to go back to the Appeals Commission. Mr. Hickok suggested the petitioner come back with a new application after Council acts on the original petition. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24, 2011 PAGE 17 Councilmember Bolkcom asked if Council could act on the variance that is before them tonight in two weeks. Attorney Erickson said Council could authorize an extension within the first 60 days. Any Plan B submitted would have to go though the appropriate staff to make sure it is complete. Dr. Dah1 said the new Plan B basically takes Plan A and moves the structure to meet all setbacks and nanow down the variance. This plan is more compliant and only needs one or two variances. This is due to a suggestion by Mr. Hickok. Mayor Lund said tonight Council is to work on the variance request on the agenda. It will either need to be removed or started over again with a new application. If the petitioner wants Plan A, it either needs to be withdrawn or Council votes on the variances. Dr. Da61 said he is not formally prepared to give any new information for Plan A. Mr. Lyons does not have any new drawings. Mayor Lund said the information presented at the public hearing is what is used for Council to make their decisian. If there is any new information it can be presented now, but Council has reviewed the Appeals Commission meeting minutes or viewed the DVD and is prepared to vote based on that information. Dr. Dah{ said he would rather Council vote on the information that was presented and not withdrawal. Councilmember Bolkcom clarified that the options are to withdraw, vote on the vaziances or extend the petition to November 14 for Plan A and the petitioner could bring back additional information for Plan A at that time. William Burns, City Manager, said this is different from the normal process. They aze appealing the Appeals Commission decision. Councilmember Barnette asked what the pwpose was of waiting 60 days if the petitioner cannot change Plan A. Councilmember Bolkcom said Dr. Dahl is asking to extend Plan A to bring forth additional information. Councilmember Barnette said he cannot change Plan A. It wil] need to be thrown out if he changes it and he will have to start all over. Mr. Hickok said that historically there have been things done to other requests that have improved and brought the variance request down, but what he is hearing Dr. Dahl say is that they aze bringing in a new plan, a second option to compare to Plan A. This is not a good use of an extensioa If the extension would lead them to withdraw it would be okay, but if they come back and compaze two options; then it is not good. FRIDLEY CITY COUNCIL MEETING OF OCTOBER 24 2011 PAGE 18 Dr. Dahl asked why he does noi have the right to ask for all the options that are available; withdrawal, ask for a vaziance or have Council vote on the variances. Mayor Lund said Dr. Dahl has the right to ask for one of the options but Council has the right to grant it. The Appeals Commission heard the case and took the testimony, now Council is supposed to affirm what the Appeals Commission voted on or not. This is not a whole new process. Dr. Dahl said he would like to present to the City Council rather than just three people on the Appeals Commission. Dr. Buras was not sure if this item oould be scheduled for the November 14 meeting. Attomey Erickson said Council has the option to extend an additional 60 days and Council will need to limit the extension to case number ] 1-02. Mr. Hickok said if a new plan is submitted, it would need to go to the Appeals Commission within the 60-day window. The Appeals Commission meets on December 7, and if a new plan is submitted, staff would need to know in advance to have time to prepare for that meeting. A new plan would need to be submitted by November 23 to wanant enough time for staff review the plan before going to the Appeals Commission. Mayor Lund asked if Dr. Dahl understood that timing and request from staff. Dr. Dahl answered yes. Councilmember Bolkcom thought the deadline should be moved to November 21 because of the holidays. Mr. Hickok agreed to change the date to November 21 to determine if it has to go back to the Appeals Commission on December � and then it would be on the Counci] agenda on December 12. This is a tight hirnaround time for a staff report but it can be done. Councilmember Bolkcom said the Appeals Commission is cancelled for November so that does noY give many ahernatives for dates. MOTION by Councilmember Bolkcom to extend the 60-day review period of Variance Request, VAR # 11-02 an additional 60 days as permitted by Statute 15.99 and the applicant, Dr. Dahl, is to submit materials on the variance to Ciry staff no later than November 21, 2011. Second by Councilmember Varichak. UPON A VOICE VOTE, MAYOR LUND, COUNCILMEMBER BARNETTE, COUNCILMEMBER VARICHAK AND COUNCILMEMBER BOLKCOM VOTING AYE, AND COUNCILMEMBER SAEFKE VOTING NAY, MAYOR LUND DECLARED THE MOTION CARRIED ON A 4 TO 1 VOTE. FRIDLEY CITX COUNCIL MEETING OF OCTOBER 24. 2011 PAGE 19 14. Informal Status Reports. Councilmember Saefke said that the MN Depar[ment of Transportation sent a memo to the Director of Public Works that Highway 65 wil] be dosed this weekend as they work on replacement of the railroad crossing near Rice Creek. More detailed infottnation can be found at www.511 mn.ore. Mayor Lund said Pumpkin Night in the Pazk was held on Saturday at Springbrook Nahue Center, and it was well attended. There were over 3,500 participants. ADJOURN: MOTION by Councilmember Barnette to adjoum. Seconded by Councilmember Varichak. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY AND THE MEETING ADJOURNED AT ]0:00 P.M. Respectfully Submitted, Krista Monsrud Scott J. Lund Recording Secretary Mayor (.=� AGENDA ITEM U CITY COUNCIL MEETING OF �y� NOVEMBER 7, 2011 TO: WILLIAM W. BURNS, CITY MANAGER��I� FROM: DARIN R. NELSON, F{NANCE DIRECTOF� CRAIG A. ELLESTAD, ACCOUNTANT SUBJECT: MODIFICATIONS TO THE 2011 BUDGET DATE: October 25, 2011 Attached you will find a resolution amending appropriations to the 2011 budget in accordance with the City Charter. The adjustments listed have arisen as a result various donations, unforeseen expenditures and revenues, and reclassification of account codings. You have informally approved all adjustments through the Budget Reappropriation form. We request that the Council approve the amendment of the attached budgets. DRN/ce Attachment 1 Resolution No. 2011 - A RESOLUTION AUTHORIZING CHANGES IN APPROPRIATIONS FOR THE 2011 BUDGET FOR JANUARY THRU OCTOBER, 2011 WHEREAS, the City of Fridley has i�volved itself in initiatives that provide for future charges and modifications that will allow for a better delivery of service, and WHEREAS, the City of Fridley had not incorporated these and other necessary changes into the adopted budget for 2011. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fridley that the following funds will be amended as follows: GENERAL FUND REVENUE ADJUSTMENTS Pol ice-Rei mbu rsement Police-Donation Police-Reimb u rse men t Pol ice-Rei mbu rsement Pol ice-R ei mbursement Emer Mgm't-Reimbursement Emer Mgm't-Reimbursement Emer Mgm't-Reimbursement Fire-Reimbursement Fire-ponations Fire-Reimbursement APPROPRIATION ADJUSTMENTS Police-Other Services & Charges Police-Supplies Police-Personal Services Police-Personal Services Police-Personal Services Emer Mgm't-0ther Services & Charges Emer Mgm't-Other Services & Charges Emer Mgm't-Supplies Fire-Personal Services Fire-Other Services & Charges Fire-Other Services 8, Charges Fire-Supplies Fire-PersonaV Services Assessing-Personal Services Assessing-Other Services & Charges 1,530 2,500 2,716 7,50D 15, 774 3,520 2,625 225 2,801 2, 500 2,277 :[ci'I�9 Anoka County Walmart Federal Grant Anoka County Federal Grant Federal Grant EMPG Grant EMPG Grant North Metro Fire CenterPoint Energy North Metro CAT 1,530 DetoxTransportation 2,500 Shop With A Cop 2,716 Safe & Sober 7,500 AnokalHenn DTF 15,774 Operation NightCap 3,520 Defense Sirens 2,625 Projector-Emer Ops Room 225 Various Supplies 1,791 Full-Time OT 365 Utilities 645 Law� care 2,500 Boots 8 Helmets 2,277 Full-Time OT -13,942 Full Time Employee 13,942 Village Green Appraisal 0 2 The following 6udget reappropriation for the Police depaRment is due to Union coniracis settled that were not included in the 2011 budget. It also includes the additional expense incurred regarding the July 16th, 2011 BNSF derailment response. REVENUE ADJUSTMENTS Fund Balance APPROPRIATION ADJUSTMENTS Police-Personal Services Police-Personal Services Police-Personal Services Police-Personal Services Police-Personal Services � 31,286 8,280 583 5,698 1 247 47.094 Non Budgeted Expenses Full Time Employee Full Time Overtime Medicare PERA Workers Comp The following budget reappropriation is in regards to the tornado that hit Fridley in May. FEMA will be reimbursing the City for these expenditures. However, we do not know when that will occur. So at this point we are funding these expenditures with fund balance and will replace the fund balance with proceeds from FEMA when received. REVENUE ADJUSTMENTS Fund Balance APPROPRIATION ADJl1STMENTS Emerqencv Services: Fire-Personal Services Police-Personal Services Streets-Personal Services Parks-Personal Services Police-Supplies Fire-Supplies Streets-Supplies Debris Cleanun: Streets-Personal Services Parks-Personai Services Streets-Other Services 8 Charges Parks-Other Services & Charges Streets-Supplies Streets-Supplies Park Reoairs: Parks-Supplies Parks-Other Services & Charges :k�� 2, 743 4,643 2,245 789 1,243 2,781 4,239 2,287 1,631 1,580 6,607 4,000 4, 500 10.074 14.212 63.574 3 Non Budgeted Expenses Paid On-Call Wages Overtime Overtime Seasonal Wages Fuel Repair 8 Maintenance Fuel Overtime Seasonal Wages Services Contracted Services Contracted Fuel Repair & Maintenance Repair & Maintenance Services Contracted GENERAL FUND and FRIDLEY COMMUNITY CENTER FUND This budget reappropriation is needed due to GASB 54 REVENUE ADJUSTMENTS Transfer In From Other Funds 23 467 Transfer from FCC Fund 255 APPROPRIATION ADJUSTMENTS Other Financing Uses 23.467 To General Fund 701 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF FRIDLEY THIS 7th DAY OF NOVEMBER, 2011. ATTEST: DEBRA A. SKOGEN - CITY CLERK C� SCOTTJ.LUND-MAYQR . .- i. 4 AI TO: FROM: DATE: SUBJECT: AGENDAITEM CITY COUNCIL MEETING OF NOVEMBER 7, 2011 William W. Burns, City Manager James P. Kosluchar, Public Works Director November 2, 2011 Resolution to Approve MnDOT Agency Agreement 99892 PW11-070 The City has received the attached draft agreement from MnDOT, along with a letter requesting approval of the attached resolution to allow execution of the agreement. This agreement replaces an existing agreement between the City of Fridley and MnDOT, approved in 2004, that allows the City to perform under a Delegated Contract Process to complete transportation projects receiving federal aid. Under this agreement, MnDOT is identified to act as the City's agent in accepting federal aid. This agreement is intended to cover all future federally funded projects that the City of Fridley is involved in until revisions are needed to the agreement. Essentially, the agreement allows the City to work directly with MnDOT on administrative matters relating to federally funded transportation projects, ratherthan having to work with the FHWA. It ailows more expeditious and responsive contract administration when federal monies are involved in projects. I spoke to MnDOT staff, and they indicate that the main revisions in this agreement from our previous agreement include the addition of Section I.J.1. This language is required by federal FFATA law and must be included in all federally funded project agreements as of October 1, 2010. All 87 state aid cities that use the Delegated Contract Process have received this agreement with the same modifications in language. We ask that the City Council move to approve the attached resoluUon directing the City Manager and the Director of Public Works to execute MnDOT Agency Agreement 99892 to provide for a Delegated Contract Process. JP�k Attachments 5 RESOLUTION NO. 2011- RESOLUTION TO APPROVE AN AGREEMENT WITH THE MINNESOTA DEPARTMENT OF TRANSPORTATION TO PROVIDE FOR A DELEGATED CONTRACT PROCESS WHEREAS, the City of Fridley and the Minnesota Departrnent of Transportation (MnDOT) entered into an agency agreement in 2004 to establish a delegated contract process to administer transportation projects that included federal funds, and WHEREAS, MnDOT from time to time updates language in this otherwise ongoing delegated contract process agreement, and WHEREAS, MnDOT has proposed revisions to the existing delegated contract process agreement (MnDOT Agreement No. 87354) currently in force with the City of Fridley, and WHEREAS, the proposed agreement (MnDOT Agreement No. 99892) allows the City to work directly with MnDOT oa administrative matters relating to federally funded transportation projects and allows more expeditious and responsive contract administration when federal monies are involved in projects, NOW TIIEREFORE BE IT RESOLVED, that pursuant to Minnesota Stat Sec. 16136, the Commissioner of Transportation be appointed as Agent of the City of Fridley to accept as its agent, federal aid funds which may be made available for eligible transportation related projects, and BE IT FURTHER RESOLVED, the City Manager and the Director of Public Works of the City of Fridley, Anoka County, Minnesota, aze hereby authorized and directed for and on behalf of the City to execute and enter into an agreement with the Commissioner of Transportation prescribing the terms and conditions of said federal aid participation as set forth and contained in "Minnesota Department of Transportation Agency Agreement No. 99892", a copy of which said agreement was before the City Council and which is made a part hereof by reference. PASSSED AND ADOPTED BY THE CITY COiJNCIL OF THE CITY OF FRIDLEY THIS 7�` DAY of NOVEMBER, 2011. ATTESTED DEBRA A. SKOGEN - CITY CLERK SCOTT J. LUND - MAYOR RESOLUTION NO. 2011- RESOLUTION TO APPROVE AN AGREEMENT WITH THE ASINNESOTA DEPAR'I'MENT OF TRANSPORTATION TO PROVIDE FOR A DELEGATED CONTRACT PROCESS WHEREAS, the City of Fridley and the Minnesota Departrnent of Transportation (MnDO"I) entered into an agency ageement in 2004 to eshblish a delegated contract process to administer transportation projects that included federal funds, and WHEREAS, MnDOT from time to time updates language in this otherwise ongoing delegated contract process ageement, and WHEREAS, MnDOT has proposed revisions to the eacisting delegated contract process agreement (MnDOT Agreement No. 87354) currently in force with the Ciry of Fridley, and WHEREAS, the proposed agreement (MnDOT Agreement No. 99892) allows the City to work directly with MnDOT on administrative matters relating to federally funded transportation projects and allows more expedirious and responsive contract adminislration when federal monies are involved in projects, NOW Tf�REFORE BE IT RESOLVED, that pursuant to Minnesota Stat Sec. 16136, the Commissioner of Transportation be appointed as Agent of the City of Fridley to accept as its agent, federal aid funds which may be made available for eligible �ansportation related projects, and BE IT FURTf�R RESOLVED, the City Manager and the Director of Public Works of the City of Fridley, Anoka County, Minnesota, are hereby authorized and directed for and on behalf of the City to execute and enter into an agreement with the Commissioner of Transportation prescribing the terms and conditions of said federal aid participation as set forth and contained in "Miunesota DepaRment of Transportation Agency Agreement No. 99892", a copy of which said agreement was before the City Council and which is made a part hereof by reference. PASSSED AND ADOPTED BY Tf� CITY COiJNC1L OF TE� CTTY OF FRIDLEY THIS 7'" DAY of NOVEMBER, 2011. . r/i�.. DEBRA A. SKOGEN - CITY CLERK C SC01T J. LLIND - MAYOR .y'"ea°tr ����� �� Minnesota Deparlment of Transportation State Aid for tocal Transportation 395 John Ireland Boulevard, MS 500 Saint Paul, MN 55155 October 28, 2011 Jim Kosluchar Fridley Ciry Engineer 6431 University Avenue NE Fridley MN 55432 SUBJECl': Agency Delegated ContracUng Process Agreement Agency Agreement No. 99892 Dear Mr. Kosluchar: Attached are three copies of the agency agreement between the City of Fridley and MnDOT, which allows for MnDOT to act as the City's agent in accepting federal aid. This agreement is intended to cover all federally funded projects that the Ciiy of Fridfey is awarded funds for untit revisions are needed to the agreement. It supersedes the agreement executed in or about 2003, which is referenced in this agreement. There are not supsta�tial changes to the agreement, There is a more clear reference to the DCP checklist as well as requirements and references to other State Aid policies and procedures rather than MnDOT's. I also get frequent caNs questioning the CFDA number for ihe projects so I added that information. While I do not anticipate that the requirements in Section I.J.1 will apply to you, the language required by federal law and must be included in all federaily funded project agreements as of October 1, 2010. Please review the agreement and 'rf approved, have all three copies signed. A Councit resolution similar to the attached example must be passed. The certifed resolution should then be piaced as ifie last page in each of ihe three copies of the agreement. Please verify that the pe�sonftitle authorized to sign as stated in the resolution, corresponds to the signature (perso�ttitle) on the signature page. Please return alf three copies of the agreement to me for MnDOT signatures. A fully executed copy wiil be returned to you. If you have any questions or need any revisions, please feel free to contact me at 651.366.3822. Sincerely, ���+ Lynnette Rosheil, PE Project Development Engineer Enclosures cc: Greg Cough{in DSAE File MnDOi Agreement No. 99892 STATE OF MINNESOTA AGENCY AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION AND THE CITY OF FRIDLEY FOR FEDERAL PARTICIPATION IN CONSTRUCTION This agreeme�t is entered into by and between the City of Fridiey and the State of Minnesota acting through its Commissioner of Transportation ("MnDOT"), Pursuant to Minnesota Statutes Section 161.36, the City desires MnDOT to act as the City agent in accepting federal funds on the City behalf for fhe constructio�, improvement, or e�hancement of transportation financed either in whole or in part by federal funds, hereinafter referred to as the "Project(s)"; and This agreement is intended to cover all fedecal aid projects initiated by the City and therefore has not specific State Project number tied to it, and i-he Catalog of Federa2 Domestic Assistance number or CFDA number is 20.205, and This agreement supersedes agreement number 87355 and; MnDOT requires that the terms and conditions of fhis agency be set forth in an agreement. THE PARTIES AGREE AS FOLLOWS: I. DUTIES OF THE CITY Q DESIGNATION. The City desig�ates MnDOT to act as its agent in accepting federal funds in fts behalf made availabie for the Project(s). Details on the required processes and procedures are ava+lable on the State Aid Website B. STAFFING. The City will fumish and assign a publicly employed licensed engineer, ("Project Engineer"), to be in responsible charge of the Project(s) and to supervise and direct the work to be performed under any constuction contract let for the Project(s). In the altemative where the City elects to use a private consultant for construction engineering services, the City will provide a quai�ed, full-time pubiic employee of the City, to be in responsible charge of the Project(s). The services of the City to be performed hereunder may not be assigned, sublet, or transferred unfess the Ciiy is naf�ed in writing by MnDOT that such action is permitted under 23 CFf2 1.33 and 23 CFR 835.i05 and state law. This written consent wili in no way relieve the City (Mn�OT Agreement No- 99892) Page i MnDOT Agreement IVo. 99892 STATE OF MINNESOTA AGENCY AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATtON AND THE CITY OF FRIDLEY FOF2 FEDERAL PARTICIPATION IN CONSTRUCTION This agreement is entered into by and between the City of Fridley and the State of Minnesota acting through its Commissioner of Transporlalion ("MnDOT'), Pursuant to Minnesota Statutes Section 161.36, the City desires MnDOT to act as the City agent in accepting federal funds on ihe City behalf for the construdion, improvement, or enhancement of transportation financed either in whole or in part by federal funds, hereinafter referred to as the "Project(s)°; and This agceement is +ntended to cover alf Sederal aid projects initiated by the City and therefore has not specific State Project number tied to it, and Tfie Catalog of Federal Domestic Assistance number or CFDA number is 20.205, and This agreement supersedes agreement number 87355 and; MnDOT requires that the terms and oondiCwns of this agency be set forth in an agreement. THE PARTIES AGREE AS FOLLOWS: L DIfTfES OF THE C1TY A. DESIGNATION. The City designates MnDOT to act as tts agent in accepting federai funds in its behalf made available for the Project(s). Details on the required processes and procedutes are ava+labie on the State Aid Website B. STAFFING. The City will fumish and assign a pu6lidy employed ticensed engineer, ("Project Engineer'�, to be in responsible charge of the Project(sj and to supervise and direct the work to be performed under any construction co�tract let for the Project{s). in the altemative where the City efects to use a private consuftant for construction engineering services, the City wiil provide a qual�ed, fuil-time public employee of the City, to be in responsible charge of the Pro}ect(s). The services of the City to be performed hereunder may not be assigned, sublet, or transferred uniess the City is notified in wtitiag by MnDOT that such action is permitted under 23 CFR 1.33 and 23 CFR 635.105 and state law. This written consent wiil in no way relieve the City 8 (MnDOi Agrartian No. 99892) �� from its primary responsibility for perFortnance of the work. 2. During the progress of ihe work on the Project(s), the City authorizes its Project Engineer to request in writing specific engineering and/or technical services from MnDOT, pursuant to Minnesota Statutes Section 161.39. Such services may be covered by other technical service agreements. If MnDOT furnishes the services requested, and 'rf MnDOT requests reimbursement, then the City will promptly pay MnDOT to reimburse the state trunk highway fund for the full cost a�d expense of fumishing such services. The costs and expenses will inciude the current MnDOT labor additives and overhead rates, subject to adjustment based on actual direct costs that have been verified by audit. Provision of such services wiil not be deemed to make MnD07 a principal or co-principal with respect to the Project(s). C. LETTING. The City will prepare construction contracts in accordance with Minnesota law and applicable Federal laws and regulations. The City will solicit bids after obtaining written notification from MnDOT that the Federal Highway Administration (°FHWA°) has authorized the Project(s). Any Project(s) advertised prior to authorizatio� wil! not be eligible for federat reimbursement. 2. The City will prepare the Proposal for Highway Construction for the construction contract, which will include ali of the federai-aid provisions supplied by MnDOT. 3. The City will prepare a�d publish the bid solicitation for the Project(s) as requi�ed by state and federal laws. The City will include in the solicitation the required language for federal-aid construction contracts as supplied by MnDOT. The solicitation wiil state where the proposals, plans, and specifications are available for the inspection of prospective bidders, and where the City wi�l recei�e the sealed bids. 4. The City may not include other work in the construction contract for the authorized Project(s) without obtaining prior notification from MnDOT that such work is allowed by FHWA. Failure to obtain such notification may result in the loss of some or all of the federal funds for the Project(s). 5. The City wili prepare and sell the pian a�d proposat packages and prepare and distribute any addendums, if needed. 6. The City will receive and open bids. 7. After the bids are opened, the City Council wi{I consider the bids and will award the bid to the lowest responsible bidder, or reject ail bids. If the construction contract contains a goal for Disadvantaged Business Enterprises, the City will not award the 6id unti4 it has received certification of the Disadvantaged Business Enterprise participafion from the MnDOT Equal Employment Opportunity Offiice. 0_ CONTRACT ADMINISTRATION. 9 (MnDOTAgrmmrntNO- 99892) Page 2 1. The Ci1y will prepare and execute a construction contract with the lowest responsible bidder, hereinafter referred to as the "Contractor," in accordance with the special provisions and fhe latest edition of MnDOT's Standard Specifications for Construction and ail amendments thereto. 2. The Project(sj wiil be constructed in accordance with platts, special pro�isions, and standard specifications of each Project. The standard specifications will be the latest edition of MnDOT Standard Specifications for Highway Construction, and all amendments thereto. The pians, speciai provisions, and standard specifications will be on file at the City Engineer's Office. The plans, special pro�isions, and specifications are incorporated into this agreement by reference as though fully set forth herein. 3. The Cify witl furnish the personnet, services, supplies, and equipment necessary to properly supervise, inspect, and document the work for the Project(s). The senrices of the City to be performed hereunder may not be assigned, sublet, or transferred unless the City is notified in writing by MnDOT that such action is permitted under 23 CFR 1.33 and 23 CFR 635.105 and state law. This written consent wiil in no way relieve the City from its primary responsibility for performance of the work. 4. The City will document quantities in acxordance with the guidelines set iorth in the Construction Section of the Electronic State Aid Manual that were in effect at the time the work was pertormed. 5. The City will test materials in accordance with the Schedule of Materials Control in effect at the time each Project was let. The City wili notify MnDOT when work is in progress on the Project(s) that requires observation by the Indepe�dent Assurance Inspector as required by the independent Assurance Schedule. 6. The City may make changes in the plans or the character of the work, as may be necessary to complete the Project(s), and may enter into suppiemental agreement(s) with the Contractor. The City will not be reimbursed for any costs of a�y work performed under a supplemental agreement unless MnDOT has notified the City that the subject work is eligible for federal funds and sufficient federal funds are available. The City wiil request approval from MnDOT for all costs in excess of the amount of federal funds previously approved for the Project(s) prior to incurcing such costs. Failure to obtain such approval may result i� such costs being disallowed for reimbursement, 8. The City will prepare reports, keep records, and perform work so as to enable MnDOT to collect the federal aid sought by the City. Required reports are tisted in the MnDOT State Aid Manual, Delegated Contract Process Checklist, available from MnD07's authorized representative. The City will retain all records and reports in accordance w'rfh MnDOi's record retention schedule for federal aid projects. 9. Upon compfetion of the Project(s), the Project Engineer will determine whether the work will be accepted. (MnDOT Agrcement No. 99892) Pege 3 1. The City will prepare and execute a construction contract with the lowest responsible bidder, hereinafter referred to as the "Contractor,° in accordance with the speciai provisions and the latest edition of MnDOT's Standard Specifications for Construction and all amendments thereto. 2. The Project(s) will be constructed in accordance with plans, special provisions, and standard specifications of each Project. The standard specifications will be the latest edition of Mn�OT Standard Specifications for Highway Construction, and all amendments thereto. The plans, special provisions, and stasidard specificatians will be on file at the City Engineers Office. The plans, special provisions, and specifications are incorporated into this agreement by reference as though fully set forth herein. 3. The City will fumish the personnei, services, supplies, and equipment necessary to properly superv sise, inspect, and document tfie work for the Project(s). The services of the City to be perFormed hereunder may not be assigned, sublet, or transferred unless the City is notified in writing by MnDOT that such action is pertnitted under 23 CFR 1.33 and 23 CFR 635.105 and state law. This written consent will in no way relieve the City from Rs primary responsibility for perfortnance of the work. 4. The City will document quantities in aa:ordance with the gutdelines set fath in the Construcfion Section of the Eledronic State Aid Manual that were in effect at the time the work was pertormed. 5. The City wili test materials in accordance with the Schedule of Materials Control ia effect at the time eacfi Project was let. The City will notity MnDOT when work is in progress on the Project(s) that requires observation by the Independent Assurance Inspector as required by the Independent Assurance Schedule. 6. The City may make changes in the pia�s or the character of the work, as may be necessary to complete the Project(s), and may enter into suppiemental agreement(s) with the Conhactoc The City wili not be reimbursed for any costs of any work perfoRned under a suppiemental agreement unless MnDOT has notified the City that the subject work is eligible for federal funds and sufficient federal funds are availabie. The City will �equest approval from MnDOT for ati costs in excess of the amount of federal funds prev'ausly approved for the Project(s} prior to incurring such costs. Failure to obtain such approval may result in such costs being disalbwed for reimbursement. 8. The Ciry will prepare reports, keep records, and perfortn work so as to enabfe MnDOT to coilect the federal aid sought by the City. Required reports are listed in the MnDOT State Aid Ma�ual, Delegated Contract Process Checklist, avaiiable from MnDOT's authorized representative. The City will retain ail records and reports in accordance with MnDOTs record retention schedule for federai aid projects. 9. Upon comQletion of the Project(s), the Project Engineer will determine whether the work wili be accepted. (MnDOT Ag`cemen[ No. 99892) Page� E. PAYMENTS. 1. The entire cost of the Project(s) is to be paid from federal funds made available by the FHWA and by other funds provided by the City. The City will pay any part of the cost or expense of the Project(s) that is not paid by federal funds. 2. The City will prepare partial eslimates in accordance with the terms of the consUuction contract for the Project(s). The Project Engineer will certify each partiai estimate. Foliowing certification of the partiai estimate, the City will make partiai payme�ts to the Co�tractor in accordance wfth the terms of the construction contract for the Project(s). 3. Following certifiqtion oi the partial estimate, tfie City may request reimbursement for costs eligible for federal funds. The City's request will be made to MnDOT and wiil include a copy of the certified partial estimate. 4. Upon completion of the Project(s), the City wii! prepare a final estimate in accordance with the terms of the construction contract for the Project(s). The Project Engineer wilf cert'rfy the final estimate. Following certification of the final estimate, the City wilt make the final payment to the ConUactor in accordance with the terms of the construcfion coniract for the Project(s). 5. Following certification of the final estimate, the City may request reimbursement for costs eiigible for federat funds. 7he City's request will be made to MnDOT and wilt include a copy of the certified final estimate along with the required records. LIMITATIONS. The City wili comply with all applipble Federal, State, a�d local laws, ordinanCes, and regulations. 2. Nondisc�mination. It is the poticy of the Federal Highway Administration and the State of Minnesota that no person in the United States will, on the grounds of race, color, or national origin, be exciuded from participation in, be denied the be�efits of, or be subjected to discrimination urtder any program or activ'dy receiving Federai finanaal assistance (42 U.S.C. 2000d). Through expansion of ihe mandate for nondiscrimination in Tdle VI and through parallel legislatio�, the proscrihed bases oi discrimination include race, co{or, sex, national origin, age, and disability. In addition, the Title VI program has been extended to cover all programs, activities and services of an e�tity receiving Federa4 financial assistance, whether such programs and activiiies are Federaliy assisted or not. Even in the absence of prior discriminatory practice or usage, a recipient in administering a program or activity to which this part applies, is expected to take affirtnative action to assure that no person is exGuded from participation in, or is denied the benefits of, the program or activity on the grou�ds of race, color, national origin, sex, age, or disabiiity. It is ihe responsibility of the Ciry to carry out the above requirements. ��41 (MnDOT Agreemenl No. 99892) Workers' Compensation. Any and all employees of the City or other persons wfiile engaged in the performance of any work or services required or permitted by the City under this agreement will not be considered employees of MnDOT, and any and all claims that may arise under the Workers' Compensation Act of Minnesota on behaff of said empioyees, or other persons while so engaged, will in no way be the o6ligation or responsibility of MnDOT. The City will require proof of Workers' Compensation Insuranae from a�y contractor and sub-contractor. 4. Utilities. The City will treat all public, private or cooperatively owned utility facilities which directly or indirectly serve the public and which occupy highway rights of way in conformance with 23 CFR 645 "Utilities" which is incorporated herei� by reference. G. AUDIT. The City will comply with the Single Audit Act of 1984 and Office of Management and 8udget (OMBj circular A-133, which are incorporated herein by reference. 2. As pro�ided under Minnesota Statutes Section i6C.05, subdivision 5, all 600ks, records, documents, and accounting procedures and practices of the City are subject to examination by the United States Government, MnDOT, and either the Legislative Audifor or the State Auditor as apprapriate, for a minimum of seven years. 7he City will be responsibie for any costs associated with the performance of the audit. FI. MAINTEtVANCE. The CiYy assumes full responsibility for the operation and maintenance of any facility constructed or improved under this Agreement. CLAIMS. The City ackhowledges that MnDOT is acting only as the City's agent for acceptance a�d disbursement of federal funds, and not as a principal or co- principal with respect to the Project. The City will pay any and al( fawfu( claims arising out of or incidental to the Project including, withouY limitation, claims related to contractor selection (including the solicitation, evafuation, and acceptance or rejection of bids or proposals), acts or omissions in performing the Project work, and any ultra vires acts. The City will indemnify, defend (to the extent permitted by the Minnesota Attorney Generai), and hold MnD07 harmless from any claims or c;osts arising out of or incidentai to the Project(s), including reasonable attorney fees incurred by MnDOT. The Cify's indemnification obligation extends to any actions related to the certification of DBE participation, even if such actions are recommended by MnDOT. J. Federal Funding Accountability and Transparency Act (FFATA). This Agreement requires the City to provide supplies andlor services that are funded i� whole or in part by federal funds that are subject to FFATA. The Ciry is responsible for ensuring that al! applicable requirements, including but not limited to those set forth herein, of FFATA are met and that the City provides inforrnation to ihe MnDOT as required. 1. Reporting of Total Compensation of fhe City's Executives. (MnDOT Agreement Na. 99842) Page 5 3. Workers' CompensaGon. My and all employees of the City or other Qersons while engage�l in the perfortnance of any work or services required or permitted by the City under this agreement will not be considered employees of MnDOT, and any and afl daims that may arise under the Workers Compensation Act of Minnesota on behalf of said empbyees, or other persons while so engaged, will in no way be the obligation or responsibility of MnDOT. The Ciry witl require proof of Workers' CompensaBon Insurance from any contractor and sub-contrador. 4. Utilities. The City will treaf all public, private or woperatively owned utility facilities which directly or indirectfy serve the public and which occupy highway rights of way in conformance with 23 CFR 645 "Utilities° which is incorporated herein by reference. G. AUDIT. The City will comply with the Single Audit Act of 1984 and Office of Management and Budget (OMB) circular A-133, which are incorporated herein by reference. 2. As provided under Minnesota Statutes Section 16C.05, subdivision 5, all books, records, documenYs, and accounting procedures and practices of the City are subjed to examination by the United States Govemme�t, MnDOT, and either the Legisiative Auditor or the State Auditor as appropriate, for a minimum of seven yeats. The Cily will be responsible for any costs associated wfth the perfottnance of the audft. H. MAINTENANCE. The C+ty assumes full responsibility for the operation and maintenance of any facility constructed or improved under this Agreement. CLAIMS. The City adcnowledges that MnDOT is acting onfy as the City's agent for acceptance and disbursement of federal funds, and not as a principal or co- principal with respect to the Project. The City will pay any and atl lawful claims arising out of or inadental to the Project inciuding, without limitation, claims related to �ntrador setection {including the solicitation, evaluation, and acceptance or rejection of bids or proposals), acis or omissions in perfortning the Project woric, and any uitra vires acts. The City will indemnify, defend (to the extent permitted by the Minnesota Attomey Generai), and hoid MnDOT harmless from any Gaims or costs arising out of or incidentai to ihe Project(sj, including reasonable attomey fees incurred by MnDOT. The City's indemnification ob{'�gation extends to any actions related to the cert�cation of DBE participation, even ff such actions are recomme�ded by MnDOT. J. Federal Funding Accountability and Transparency Act (FFATA). This Agreement requires the City to provide supp{ies andlor services that are funded in whole w in part by federal funds that are subject to FFATA. The City is responsible for ensuring that aii applicable requirements, includi�g but not limited to those set forth herein, of FFATA are met and that the City provides information to the MnDOT as required. 1. Reporting of Total Compe�sation of fhe City's Executives. ��� . (MnDOTAgrcementNo.99892) B¢ a. The City shall report the names and total compensation of each of its five most highly compensated executives for the City's preceding completed fiscal year, if in the City's preceding fiscal year it received: 3A � 80 percent or more of the City's annual gross revenues from Federal procurement contracts and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and $25,0OO,OQO or mo�e in an�ual gross reve�ues from Federal procurement contracts (and subcontracts), and Federai financial assistance subject to the Transparency Act (and subawards); and The public dces not have access to information about the compensation of the executives thcough periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Ad of 1934 (15 U.S.C. 78m(a), 78o(d)) or seckion 6104 of the Internal Revenue Code of 1986. (To determine if the public has access fo the compensation information, see the U.S. Security and Exchange Commission total compensation filings at httn://www.sec.aov/answers/execomo.htm.). Executive means officers, managing partners, or any other employees in management positions. b. Total compensation means the cash and noncash dollar value eamed by the executive during the City's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): i. Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financiai statement reporting purposes with respect to the fiscai year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. iii. Eamings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried empbyees. iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. v. A6ove-market earnings on deferred compensation which is not tax qualfied. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of ihe employee, perquisites or p�operty) for the executive exceeds $10,000. A (MnDOT Agreemrnt No. 99892) Paga 6 The City must report execufive tofaf compensation described above to the MnDOT by the end of the month during which this agreement is awarded. The City wiN obtain a Data Universa! Numbering Sysfem (DUNS) number and maintain its DUNS number for the term of this agreement. This number shail be provided to MnDOT on the plan review checkiist submitted with the plans for each project. More inforrnation about obtaining a DUNS Number can be found at: http:/ffedaov.dnb.com/webform/ 4. The City's failure to comply with the above requirements is a materiai breach of this agreement for which the MnDOT may terminafe this agreement for cause. The MnDOT will not be obligated to pay any outstanding invoice received from the City unless and until the City is in full compliance with the above requirements. II. DUTIES OF MnDOT. A. ACCEPTANCE. MnDOT accepts designation as Agent of the City for the receipt and disbursement of federat funds and will act in accordance herewith. B. PROJECT ACTIVITtES. 1. MnDOT will make the necessary requests to the FHWA for authorization ta use federal funds for the Project(s), and for reimbursement of eligible costs pursuant to the terms of this agreement. 2. MnbOT will provide to the City copies of the required Federal-aid clauses to be included in the bid solicitation and will provide the required Federal-aid provisions to be included in the Proposal for Highway Construction. 3. MnDOT will review and certify the DBE paRicipation and notify the Ciiy when certification is complete. If certfication of DBE participation (or good faith efforts to achieve such participation) cannot be obtained, then City must decide whether to proceed with awarding the contract. Failure to obtain such certification will result in the project becoming ineligibie for federal assistance, and the Ciry must make up any shortfa(I. 4. MnDOT will provide the required labor postings. C. PAYMENTS. 1. MnDQT will receive the federal funds ta be paid by the FHWA for the Project(s), pursuant to Minnesota Statutes § 161.36, Subdivision 2. 2. MnDOT wiil reimburse the City, from said federal funds made available to each Project, for each partial payment request, subject fo fhe avaiiabifity and limits of those funds. 3. Upon completion of the Project(s), MnDoT will perForm a final inspection and verify the federal and state eligibility of ali the payment requests. If the Project is found to have been completed in accordance with the plans and (MnD6T Agrcement No. 99892) Page 7 2. The City must report executive total compensation desaibed above to the MnDOT by the end of the monfh during which this agreement is awarded. 3. The City will obtain a Data Universal Numbering System (DUNS) number and maintain its OUNS number fo� the teRn of this agreement. This number shall be provided to MnDOT on the plan review checklist submitted with the pians for each projec[. More information about obtaining a DUNS Number can he found at: htto•1/fedaov dnb comlwebform! 4. The City's failure to comply with the above requirements is a material breach of this agreement for which the MnDOT may terminate this agreement for cause. The MnDOT wiil not be obiigated to pay any outstanding invoice received from the Cify unless and until the City is in full compliance with the above requirements. II. DUTIES OF MnDOT. A. ACCEPTANCE. MnDOT accepts designation as Agent of the City for the receipt a�d disbursement of federal funds and will act in accordance herewith. B. PROJECT ACTIVITIES. MnDOT wiil make the necessary requests to the FHWA for authorization to use federel furtds for the Project(s), and fos reimbursement of eligible costs pursuant to the terms of this agreement. 2. MnDOT will provide to the City copies oi the required Federal-aid clauses to be inGuded in the bid solicitation and wili provide the required Federal-aid provisions to be included in the Proposal for Highway Construction. 3. MnDOT wili review and cer6fy the DBE participation and notify the City when certification is complete. If certification of DBE paRicipation (or good faith effocts to achieve sucfi participation) cannot be obtained, ihen City musi decide whether to proceed with awarding the contract. Failure to obtain such certification will result in the project beooming ineligible for federat assistance, and the City must make up arry shortfall. 4. MnDOT will provide the required labor postings. C. PAYMENTS. 1. MnDOT wili rece'rve the federat funds to be paid by the FHWA for the Project(s), pursuant to Minnesota Statutes § 161.36, Subdivision 2. 2. MnDOT wiil reimburse the City, from said federal funds made available to each Project, for each partial payment sequest, subject to the availabitity and limits of those funds. 3. Upo� completion of the Project(s), MnDOT wi11 perform a finai inspedion and verify the federal and state eligibility of all the payment requests. If the Project is found to have been completed in accordance with the plans and 14 (MnDOT Agreemart No 99892) Page 7 specifications, MnDOT will promptly release any remaining federa! funds due the City for the Project(s). 4. In the event MnDOT does not obtain funding from the Minnesota Legislature or other funding soumz, or funding cannot be continued at a sufficient level to allow for the processing of the federal aid reimbursement requests, the City may continue the work with local funds oniy, until such time as MnDOT is able to process the federal aid reimbursement requests. D. AUTHORITY. MnDOT may withhold federal funds, where MnDOT or the FHWA determines that the Project(s) was not completed in compliance with federal requirements. E. IfSSPECTION. MnDOT, the FHWA, or duly authorized representatives of the state and federal govemment will have the right to audit, evaluate and monitor the work performed unde� this agreement. The City wifl make available afl books, records, and documents peRaining to the work hereunder, for a minimum of seven years foflowi�g the dosing of the construction contract. III. TORT LIABILITY. Each party is responsible for fts own acts and omissions and the results thereof to the extent authorized by law and will not be responsible for the acts and omissions of any others and the resufts thereof. The Minnesota Tort Claims Act, Minnesota Statutes Section 3.736, governs MnDOT liability. IV. ASSIGNMENT. Neither party will assign or transfer any rights or obligations under this agreement without prior written approval of the other party. V. AMENDMENTS. Any amendments/supplements to this Agreement will be in writing and executed by tfie same parties who executed ihe original agreement, or their successors in office. VI. AGREEMENT EFFECTiVE DATE. This agreement is effective upon execution by the appropriate 3fate officials pursuant to Minnesota Statutes Section 16G.05. VII. CANCELLATION. This agreement may be canceled by the City or MnDOT at any time, with or without cause, upon ninety (90) days written notice to the other party. Such terminaiion will not remove any unfulfilled financial obiigations of the City as set forth in this Agreement. In the event of such a cancellation the City will be entitled to reimbursement for MnDOT-approved federally eligible expenses incurred for work satisfactorily perFormed on the Project to the date of cancellation subject to the terms of this agreement. VIII. DATA PRACTICES ACT. The paRies will comply with the provisions of the Minnesota GovemmeM Data Praetices Rct (Minnesota Statutes chapter i3) as it appiies to ait data gathered, collected, created, or disseminated related to this Agreement. Remainder of this page left intentionalty blank 15 ' (MnDOTAgreemen[No. 99892) Page 8 lN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to be bound thereby. CITY OF FRIDLEY 2. �EPARTMENT OF TRANSPORTATION City certifies that the appropriate person(s) have executed the contract on behalf of the City as required by appiicabie articles, By: bylaws, resolutions or ordinances � Title: Date: Title: Director State Aid for Locai Transportation Date: 3. COMMISSIONER OF ADMINISTRATION � (Mn�OT Agreement No. 99892) Page 9 IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to be bound thereby. CITY OF FRIDLEY City certifies that the appropriate person(s) have executed the conVact on behalf of the City as required by applicable artiGes, bylaws, resolutions or ordinances TiUe: By: Tdle: Date: 2. DEPARTMENT OF TRANSPORTATION � Title: Oirectoc State Aid for Local Transportation 3. COMMISSIONER OF ADMINISTRATION � (MnDOT Agreement No. 99892) �B� '• � QfY OF FRIDLEY AGENDA ITEM CITY COUNCIL MEETING OF NOVEMBER 7, 2011 TO: William W. Bums, City Manager �(�� FROM: James Kosluchar, Public Works Director Layne Otteson, Assistant Public Works Dire r DATE: November 3, 2011 SUBJECT: Sanitary Sewer Lining Project No. 400 - Change Order No. 1(Final} PW11-071 Attached is Change Order No. 1(Final) for the 2011 Sanitary Sewer Lining Project No. 4�0. This change order includes additional work outside of the original contract for additional sewer main lining work with bid items and items that could not be covered under unit price bid items. The amount of the change order is $12,397.61. Item #1 is for the cleaning and televising of the storm sewer pipe crossing West Moore Lake Drive adjacent to the Middfe School. Staff requested the contractor to jet and televise the pipe in preparation for pipe lining. The contractor cieaned and televised the main. Unfortunately, staff determined that a majority of the pipe was not in a condition that would ailow a successful lining and open dig was required to be pertormed at a later date. This cleaning and televisation work was perfortned on a time and material basis for $1,690.37. Item #2 is for additional woric to remove a sewer snake found obstructing a City sewer main. The contractor found a sewer snake studc in a sewer service while performing pre-lining televising. The City directed the contractor to remove it to avoid interference with the sewer main lining work. This work was performed on a time and material basis and the cost of this work was $1,585.00. Item #3 is for additiona1330 feet of 8" sewer lining on 75"' Avenue. After July flooding, staff found this pipe to be failing while performing post-flood inspections. Staff observed that the pipe was found to have open joints allowing significant infiltration of groundwater. This sewer main is located in an area with a high water table and the pipe is approximately 25 feet deep. Staff determined the most feasible option for correction was to have the sewer main spot repaired at failed joints by open cut construction, and to immediately line the main after this spot repair to avoid additional joint failure. A separate contractor provided the open cut main repair. The sewer lining contractor agreed to perfortn the tining of the main at unit bid prices. The cost of this work was $7,956.00 including seven additional senrice lateral reinstatements. 17 Item #4 is for additional cleaning and televising of a sewer main on Channel Road. The City received a call from a resident that sewage was backing up in the basement. Staff immediately investigated and found the City sewer main was blocked due to heavy roots and sewage was backing up into the nearest house. The contractor was performing work in the area and had equipment available immediately to clear the line. City equipment was not immediately available to clear the line. The contractor's immediate response minimized cleanup of the residenYs basement and likely prevented additional homes from having sewage in their basement. This work was performed on a time and materiai basis and the cost of this work was $1,166.24. The additional cost of this work will be paid from the 2011 Sanitary Sewer CIP generated by utility charges, and the additional cost can be accommodated under the 2011 Sanitary Sewer CIP budget. Staff recommends the City Council move to approve Change Order No. 1 to Veit & Company in the amount of $12,397.61. The revised and final contract amount shall be increased to $212,149.61. JPK/Iro Attachment � CITY OF FRIDLEY ENGINEERING DEPARTMEIVT 6431 UNIVERSITY AVENUE N.E. FRIDLEY, MN 55432 Veit & Company 14000 Ve+t Place Rogers, MN 55374 SUBJECT: Change Order No. 1— 2011 Sanitary Sewer Lining Project No. 4Q0 Gentlemen: November 7. 2011 You are hereby ordered, authorized, and instructed to modify your contract for the 2011 Sanitary Sewer Lining Project No. 400 by including the following items: Grand ToWI S 72,397.61 Submitted and approved by James Kosluchar, Director of Pubiic Works, on the 7th day of November, 2011 James P. Kosluchar, Director of Public Works Approved and accepted thislday of , 2011 by Veit 8 Company Veit and Company, Representative Approved and accepted this _day of , 2011 by the CITY OF FRIDLEY Scott Lund, Mayor William W. Bums, City Manager � D'� AGENDA ITEM COUNCIL MEETING OF NOVEMBER 7, 2011 °"' °F CLAIMS FRDLEY CLAIMS 152848-152987 20 � �F� � X���� b V O O m T m O q m N N O O r T� N N R a O� U '' O; 0 m O O V b � N ry N O O � m r b m h Q m Q q 0 N N N N � m b N N� O O N N P a T r N � i� Q m m r� O O ti N ti N N H N V� R i� i .. b N N N q m M W �F� NN Hti W ❑o U a Zi n N Qw N H N N Q i„,i M N N ti N H M N ti �� �\� O O O O O O O O O O O O � K � (V N N N N fV N N ry IV [V (V N � p1 � \ \ \ \ \ \\\\�\ �w� o � o 000000 .� :a .� .� .�+ .�i .� .� .� .� n .� .� i i� 1 � Q � �w� � N � W O � �+ N \ � � a� o� � � o � a � m a N o� W N� \ � N C � � \ O � ti i a °a�� 4 0. � m U 2 2 F > � � u � �m� �O� m ❑ Q �.] $ �QI i WN FIV V1Y W1V CN FN N WflMCI[VN(V CIN. 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N.. o.. .. � paryo 000 o Oo a o 3rv Wo 0ry �i � W�f N 2 N OIIVN(Y SfV hN FN Ft4 `l1V �o �Fim W„� 5��� F� W� W� M� �.� � i� o a� 4� e vo�o o.+ F.a a.+ 4�+ on m am O❑�Q�(tl �](VN WNxIN �j K� Fn �1 ry�\ N\ N 'y ;�,f O U O O O N O �qO �\ \ \ % O W %.+.i �.+0.� tu.v %.i �.i �.i >.r G.� �in y� �O Qm0 0000 'iry 1y0 r10 OO 410 b�4 I�ri ri i'JLOI� �O P�nl pPdP qIV 0�0 q0 PO q0 pY1 qy N i1 � r � � O ;(p� fi O ryrinl ryA11�IM Nry NO ry0 ry0 ry0 N�"1 NO (V i i0 YIPO N?pd NV NO Y10 YIO NO NN YIFl �.a� u . .. . . . . . „ . � . .. . . .. . Ir1 O � h YI VI � YI � I(1 III O O � VI F N O I(1 �] � � 1f1 I�1 er1 H � O d P » P N Q� �%� V P O V P P N N N M�C j O�4�ON NOO�O '10 'i0 HOO r�0 O r10o O IY O '1 �O 10 �D �O N o V i-I o0 '1 '1 O '1 00 �-I o �'F'N �O OoW ObVlb o O� 00 DOO 00 Wp�£Q(4�Uy'F��� fV000 (V ry0 NO N O NO (VO 4 S O [J G� U � T l�l N�4 T e'1 ri "I rl �4 nl N l�l r4 nl N rl'1 I\iy a ei at9Y� �u�o ooc o000 00 00 00 00 on y� o C4'M i � N � �Nri �`IrvIN N'i �ei „N �r� N �� �1r� W W U i i I ,4 N .v �i .y .� AGENDAITEM GITY COUNCIL MEETING OF F �� NOVEMBER 7, 2011 LICENSES TITPE OF LICENSE: APPLICANT: APPROVED BY: Peddler or Solicitor License BOULDER CREEK Public Safety BUILDERS Chazlotte Terhaar Marketing Manager; Leroy Cook, Jr. and Jennifer Williams Lawful Gambling Permit Fridley Alumni Choir Public Safery (Quilt Raffle for Scholarships) c/o Fridiey Foundation Wanda Hart Scholarship Co- Chair Recycling Solid Waste Provider Lightning Disposal Public Safety Robert Nitti Recycling Coordinator Ci Clerk Chrisunas Tree Sales Bac6man's Community Development 8200 University Ave Fire Inspector Richazd Mierva Public Safet Menard's Community Development 5351 Central Fire Inspector Scott McKenzie Public Safe 32 f= AGENDA ITEM CITY COUNCIL MEETING OF NOVEMBER 7, 2011 °r`oF LICENSES FRIDLEY 33 AGENDA ITEM CITY COUNCIL MEETING OF NOVEMBER 7, 2011 QTY OF FRIDLEY To: William W. Bums, City Manager LICENSES From: John Crelly, Fridley Assistant Fire Chief Date: November 4, 2011 Re: Annual renewal of rental licenses Attached is a list of 30 properties that have completed the (icense renewal process. Each property listed has submitted a rental license application, paid all fees, and has completed the rental property inspection process. Staff recomme�ds that City Council approve the rental license renewal for these properties. 34 RENTAL HOUSING ProplD: Property Address Units 2025 1104 1106 2006 1116 1454 1090 1122 1146 1147 1929 1200 1205 1998 1232 1240 1241 1242 2032 1261 2033 1755 1347 1954 2030 1379 1380 1079 2040 1575 4851 2 1/2 St. NE 1 5901 2 1/2 St. NE 4 5924 2 1/2 St. NE 7 60Q4 2 1!2 St. NE 1 5848 2nd St. NE 8 5866 2nd St. NE 4 6008 2nd St. NE 4 6530 2nd St. NE 4 5974 3rd St. NE 4 5980 3rd St. NE 4 537 54th Ave. NE 1 5365-67 5th St. NE 2 6303-05 5th St. NE 2 151 62nd Way NE 1 1640-50 68th Ave. NE 6 1560-70 69th Ave. NE 6 1590-96 69th Ave. NE 4 1600-06 69th Ave. NE 4 6281 6th St. NE 1 1619 73rd Ave. NE 24 5771 Centrai Ave. NE 1 6499 Christenson Ln. 1 7320-22 Evert Ct. NE 2 5530 Fillmore St. NE 1 6533 Lucia Ln. NE 1 5475 Main St. NE 12 5495 Main St. NE 12 1418 Meadowmoor Dr. 1 1601 N lnnsbruck Dr. (162} 1 6480 Riverview Terr. NE 2 Total # of Licenses for approval: 30 35 Owner Jean Jackson Paul Robeck Yee Tee Wang Patricia M. Miller Cedar Management Dan Netko ACCAP Phuntsok D. Tsawog The Schaff The Schaff Kristopher Long FJR Capitai, LLC Fridley Apartments Brian J. Lokkesmoe Rice Creek Townhouses Rice Creek Townhouses Rice Creek Townhouses Rice Creek Townhouses Value Homes, LLC AZAMKO PROPERTIES Karyn Kroening Andrew & Christina McCarthy Gregg & Lois Johnson Christoper Jaede Sandra J. Steinberg Clover Management Clover Management Berisso Bekuto Lukas Adams Edward P. Fragale f = AGENDA ITEM CITY COUNCIL MEETING OF NOVEMBER 7, 2011 °'Y °F ESTIMATE FRIDLEY Shank Constructors, Inc. 3501 — 85�' Avenue North Brooklyn Pazk, MN 55443 WTP 3 Filter and Chemical Feed Project No. 405 Estimate No. 1 ....................................................................................... $ 152,069.35 36 ` AGENDA ITEM CITY COUNCIL MEETING OF NOVEMBER 7, 2011 CRY OF FRIDLEY INFORMAL STAlUS REPORTS 37