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CCM 03/28/2016 CITY COUNCIL MEETING CITY OF FRIDLEY MARCH 28, 2016 The City Council meeting for the City of Fridley was called to order by Mayor Lund at 7:04 p.m. ROLL CALL: MEMBERS PRESENT: Mayor Lund Councilmember Barnette Councilmember Saefke Councilmember Varichak Councilmember Bolkcom OTHERS PRESENT: Wally Wysopal, City Manager Darcy Erickson, City Attorney James Kosluchar, Public Works Director Jack Kirk, Parks and Recreation Director Shelly Peterson, Finance Director/Treasurer PRESENTATION: Springbrook Nature Center Update APPROVAL OF PROPOSED CONSENT AGENDA: APPROVAL OF MINUTES: City Council Meeting of March 14, 2016 APPROVED. NEW BUSINESS: 1. Resolution Approving and Authorizing Signing the Police and Fire Fund Eligibility. Wally Wysopal, City Manager, stated this is a resolution approving and authorizing fire captain Matt Allard into the PERA Police and Fire Fund retroactively to November 1, 2015. This recognizes his time spent as an interim Fire Captain. He was promoted to the regular position a couple of weeks ago. ADOPTED RESOLUTION NO. 2016-46. 2. Approve Award for 2016 Cooperative Street Maintenance Contract, Project No. ST2016-10. Mr. Wysopal stated this is approval of the award to the City of Fridley portion for the annual multi-city Cooperative Street Maintenance Contract for sealcoating, crack sealing, striping and FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 2 sweeping the streets in the amount of $273,527. According to the City's estimates, that is about $22,473 below what the City was estimating. APPROVED. 3. Approve 2016 Reappointments to City of Fridley Commissions. Mr. Wysopal stated this is for the commission members whose terms have expired. They were asked if they wanted to be reappointed, and they said, yes. Staff recommends Council’s approval of the reappointments. APPROVED . 4. Claims (1603 - ACH PCard; 171939 - 172066). APPROVED. 5. Licenses. Mr. Wysopa l stated this is for a temporary on-sale intoxicating liquor license for Totino-Grace High School for an event on April 30, 2016. APPROVED. ADOPTION OF PROPOSED CONSENT AGENDA: MOTION by Councilmember Barnette to approve the proposed consent agenda. Seconded by Councilmember Varichak. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. OPEN FORUM, VISITORS: No one from the audience spoke. ADOPTION OF THE AGENDA: MOTION by Councilmember Bolkcom to approve the agenda. Seconded by Councilmember Saefke. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 3 NEW BUSINESS: 6. Resolution Authorizing Final Changes in Appropriations for the General Fund and Special Revenue Funds for the Year Ended 2015; and Approving Transfers from the General Fund to the Police Activity Fund and IT Capital Funds. Shelly Peterson , Finance Director/Treasurer, stated this is a regular entry staff presents to the Council in the early part of the year to finalize last year's budget. It is budget adjustments to the general fund and special revenue funds. Staff is also requesting a transfer to close out a negative fund balance in one of the City's special revenue funds. These are typical entries. Ms. Peterson stated there are two entries related to the Fire Department. One has to do with the unanticipated cost to repair an aerial ladder, and for additional temporary staffing that was needed throughout the year. The City received additional state aid, so the entry for state aid is a wash. It increases the revenue and expense budgets. Ms. Peterson stated within the Police Department, staff is requesting an entry of $100,000 out of the police general fund into the special revenue fund to clear that negative fund balance. There was one entry that was omitted from the original budget which was the balancing entry which was the transfer out entry in the general fund that was to go to the IT capital fund. Ms. Peterson stated with respect to the Nature Center, at the end of the year they had donations that were unbudgeted; therefore, there is a balancing entry between revenues and expenditures. This entry will clear the negative fund balance in the special revenue fund for the police activity and then moving forward there is the City’s new PSDS officer which the City administers for the County. Staff is doing budget adjustments to both revenue and expenses for that position. Ms. Peterson stated there is a $200 washing entry to clear the City's grant fund for the CHORE program which was finalized at the third quarter of 2015. Ms. Peterson stated she is recommending the approval of this budget adjustment resolution and a transfer out to both the police activity fund and the IT capital fund. Councilmember Bolkcom asked why is says “supplies” under the police activity. Ms. Peterson replied, the City administers the PSDS officer which is reimbursed by the County, and there were additional expenses at the end of the year in supplies which staff had under- budgeted. Therefore, this entry is just accounting for those under-budgeted supplies which in turn will be reimbursed by the County. MOTION by Councilmember Saefke to adopt Resolution No. 2016-17. Seconded by Councilmember Bolkcom. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY. FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 4 7. Receive Bids and Award Contract for the 2016 Street Improvement Project No. ST. 2016-01. James Kosluchar , Director of Public Works, stated the City's proposed work is in the Plymouth Neighborhood, Ward 3, which is 2.2 miles of street rehabilitation. The scope of work includes 16-inch reclaim base and asphalt materials, laying that back down, and putting on 3 inches of asphalt surfacing. The City has water main replacement on segments of 45th Avenue, 2nd Street, and 2 1/2 Street; hydrant replacement throughout the project area; and utility manhole and valve adjustments. There are also some select storm sewer catch basins that need to be replaced. The contractor will be removing the gas main that CenterPoint is abandoning after installing new main. The construction completion date is September 30, 2016. Mr. Kosluchar stated the project budget is $1,400,000. The final estimate was $1,556,000. At a bid letting on March 22, the City received five bids. Four of these were below the estimate. The low bid was provided by Northwest Asphalt in the amount of $1,231,663.82. The low bid was used to calculate projected assessments, and the low bid provided would reduce the estimates by roughly $200 or about 9 percent from what staff presented at the preliminary assessment hearing and workshop. Mr. Kosluchar stated as part of the bid documents, an alternate bid was requested which used th pipe-bursting to replace water main, particularly with regard to 45 Avenue, the City has an easement that is north of the road right-of-way and the water main itself travels under driveways, under several trees along this route. Staff thought it would give the City more options and alternatives if it were to bid an alternate to see how the pricing came out. Staff estimated the project cost would be virtually the same. There was about $1,000 difference in the estimate. Staff was happy to see that the alternate bid provided by Northwest Asphalt was $67,000 lower than the base bid. Of the four bidders that provided alternate bids, three were substantially lower and one was a little bit higher than their base bids. Mr. Kosluchar stated after the City bid the project, staff compared it to the budget; and basically all areas were covered within respective budgets. Mr. Kosluchar stated Northwest Asphalt has worked with the City probably more frequently on these projects than any other contractor in recent years, including, 2013, 2011, 2009, 2007 and 2004. Of the rehabilitation projects, 2007 and 2009 were more of a mill and overlay and the other ones were similar to what the City is doing in this neighborhood. Mr. Kosluchar stated there is some work that is not included in the bid documents. Staff took out some minor sewer main and manhole spot repairs just because staff thought they were spread around too much, and the City would get some higher pricing because of it. City forces are going to take care of those. The City also has some storm water quality upgrades the City is working on. There is some funding available from the MWMO, but the City has not fully developed those project components yet. Staff is recommending Council move to receive the bids for the attached tabulation and award the 2016 Street Improvement Project No. ST2016-01 and the alternate bid to Northwest Asphalt of Shakopee, Minnesota. FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 5 Councilmember Saefke stated in the memo, in the final sentence of the second paragraph, it says the City is going to replace 2,700 feet of 16-inch water main. He does not believe the City has 16-inch water main down there. Mr. Kosluchar replied it is a typo and should be identified as a 6-inch water main. Councilmember Bolkcom stated as to the storm water improvements, was that in the original $1.4 million budget? Mr. Kosluchar replied, no, it was not. This is a budgeted item from the Mississippi WMO directly to the City, and it is separate. He does not remember the exact amount, but he does recall about a $450,000 to $500,000 reservation by MWMO. Councilmember Bolkcom stated Mr. Kosluchar mentions the bids are lower, but the City is still on track as far as the special assessment revenue. Mr. Kosluchar replied staff is pretty confident that special assessments will be a bit lower than estimated. The estimate was $2,450 for residential property for the assessment; and he believes that even with the little bit of contingency, they estimate assessments of $2,250 per parcel. There is a contingency in there for the City's typical change order amount. Mayor Lund asked if Northwest Asphalt was the past contractor performing on a project when the City had a considerable amount of unhappy constituents with the asphalt. This contractor was laying asphalt in the evening well after dark. He cannot recall having a street project where he had received that much negative reaction from the constituents. Mr. Kosluchar replied, fortunately, no. That was another contractor. He does remember it well. The City is very happy with Northwest and their performance. They have never had any deficiencies of that kind on their projects with the City. MOTION by Councilmember Bolkcom to receive the bids and award the contract for the 2016 Street Improvement Project No. ST. 2016-01 to Northwest Asphalt of Shakopee, Minnesota, in the amount of $1,231,663.82. Seconded by Councilmember Saefke. Councilmember Bolkcom asked Mr. Kosluchar if he had any idea when this is going to start. Mr. Kosluchar replied, staff heard from CenterPoint, and they want to get in very soon. He has seen some pipe out on the project area. City staff has actually been out there doing some valve repairs ahead of the work. 8. Informal Status Reports . Mr. Wysopal stated City staff has been coordinating its efforts with CenterPoint with regard to this year’s sealcoating project. Last year through the sealcoating process, the City ran into a little FRIDLEY CITY COUNCIL MEETING OF MARCH 28, 2016 PAGE 6 problem with them. CenterPoint has doubled their efforts to work with the City and make sure they do not lay sealcoat before they come through and make improvements to their system. ADJOURN: MOTION by Councilmember Barnette, seconded by Councilmember Varichak, to adjourn. UPON A VOICE VOTE, ALL VOTING AYE, MAYOR LUND DECLARED THE MOTION CARRIED UNANIMOUSLY AND THE MEETING ADJOURNED AT 7:36 P.M . Respectfully submitted by, Denise M. Johnson Scott J. Lund Recording Secretary Mayor