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HomeMy WebLinkAbout10-19-06 October 19, 2006 Page 1 of 5 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Thursday, October 19, 2006 at 7:00 PM in the St. Joseph City Hall. Members Present: Mayor Richard Carlbom, Councilors AI Rassier, Dale Wick, Ross Rieke, Renee Symanietz, City Administrator Judy Weyrens City Representatives Present: City Engineer Tracy Ekola Others Present: Kevin Cox, Dennis Dahlman Approve Aaenda: Rassier made a motion to approve the agenda with the following changes: Delete 3b Add 9b Add 5e Add 5f Add after 4 Minutes of October 5 and 11, 2006. Fee Schedule for Firearms Permit 2006 8th Avenue Improvements - Change Order #1 Centennial Park Restroom Building - Change Order #2 2006 Street Improvement Project - Sod Issues The motion was seconded by Wick and passed unanimously. Consent Aaenda: Wick made a motion to approve the consent agenda as follows; seconded by Symanietz. a. Bills Payable - Approve check numbers 37898-37976. b. Deleted c. Mayors Appointment, Planning Commission - Accept the recommendation to appoint Mark Anderson to the Planning Commission to fill the term through January 2009. d. Capital Improvement Request - Authorize the expenditure of approximately $1,000 to replace the night light at Millstream Park with the funds expended from the park maintenance budget. Discussion: Symanietz questioned Car/bom as to the process he used when reviewing the Planning Commission applications. Carlbom stated that he talked to each of the applicants and then discussed the applicants with the members of the Planning Commission. The motion passed unanimously. Public Comments to the Aaenda: No one present wished to speak. 2006 Street Improvement Proiect - Sod Issues: Weyrens stated that at the assessment hearing on October 11, 2006 a number of the residents questioned the sod placement stating that the sod is uneven and not acceptable. City Engineer Tracy Ekola advised the Council that she met with the Contractor, Sub-Contractor and SEH Inspector on October 18 to discuss problems with the sod. In order to gain a better understanding the entire project area was walked with the contractor and problem areas were identified. She stated that the sub-contractor began to lay sod on 3rd Avenue when the topsoil was good and there were favorable weather conditions. By the time they began working on 1st and 2nd Avenues, the rain began, thus making it a bad time to lay sod. The sub-contractor has since been back to re-do some of the sod in these areas. The improvement contract includes a one year warranty on the sod. However, the contractor is not responsible if the property owner fails to take care of the sod after the 30 day maintenance requirement. Kevin Cox approached the Council as owner and president of C & L Excavating. As mentioned earlier, when they began to lay the sod on 3rd Avenue, the weather was beautiful. The sub-contractor, however, made a bad decision to continue to lay the sod in the rain. They did touch up some of the original areas that were unacceptable. Cox stated that there are some areas where the new sod will blend with the old grass once the old grass begins to grow in the spring. He stated that now would be the best time to lay October 19, 2006 Page 2 of 5 sod due to the cool temperatures. Cox identified one area, corner of Birch and 1 st Avenue, where the sod has not been laid as they are waiting for Xcel Energy to relocate a power pole. It is anticipated that the pole will be moved in December. According to Cox, they plan to keep the sod as is for the time being and come back in the summer to fix whatever needs to be replaced at that time. The Council thanked Cox for his commitment to the project and the manner in which he handled the complaints. 8th Avenue NE Improvements: Carlbom complemented Cox on their work thus far on the 8th Avenue Improvements as the project was not supported by the residents. Cox stated that the project has progressed as well as could be expected and they should meet the completion deadline. The project only resulted in the loss of one tree and the excavation did not expose any roots of the evergreens located on the west side of 8th Avenue NE. CITY ENGINEER REPORTS Water Treatment Facilitv - Update on Construction: Ekola reported that 90% of the masonry/concrete work has been completed thus far and most of the site is completed. The site pumping has been completed and now they are working on the pipe work inside the facility. So far, the electrical and plumbing rough-ins are complete as well. According to Ekola, roughly 66% of the project costs have been expended which is relative to the amount of work that has been completed. Ekola advised the Council that there have only been $78,000 in change orders approved to date. Water Treatment Facilitv - Chanae Order Reauests: Ekola advised the Council that they are looking for approval of Change Order #5 and #6. Change Order #5 consists of the following: · Add boost transformer to the package grinder station to increase incoming 3-phase power from 208 volt to 240 volt. · Install concrete stoop at south exit door from generator room. (Required by building code) · Install concrete sidewalk along south edge of generator room and garage between the building and curb and gutter. Sidewalk will be stalled to eliminate grass in this are and provide solid walking surface from south exit door of generator room. · Move electrical transformer from location shown on plant sheet E-1 to a new location east of the SE corner of the generator room. Actual location to be determined in the field. Power utility required the transformer to be moved within 10-feet of a paved surface. Price includes 2 protective bollards. · Additional steel shelf angles and additional steel required for construction. Ekola stated that majority of the costs are associated with the relocation of a power pole by Excel. Rassier questioned why Excel did not notify the City during the design process that electrical modifications would be required. Ekola advised the Council that Excel does not generally review plans or make changes until they come to install the utilities. Ekola also added that Excel is not charging the City to provide service to the plant. They have agreed to waive that fee, as future development will generate enough revenue to pay for those services. Wick made a motion to approve Change Order #5 in the amount of $22,346.00 for the Water Treatment Facility as recommended by the City Engineer. The motion was seconded by Rieke and passed unanimously. Change Order #6 includes the installation of a 30gallon/day tank and transfer pump to the sodium hypochlorite feed system at the existing water treatment plant. Ekola stated that the plans were not designed with this additional holding tank; however the City operators have requested this and the Design Engineer agrees that this would be a good addition. This would allow the operators to more accurately track the daily use of sodium hypochlorite as well as allow them more storage flexibility. October 19,2006 Page 3 of 5 Wick made a motion to approve Change Order #6 in the amount of $10,620.00 for the Water Treatment Facility as recommended by the City Engineer. The motion was seconded by Symanietz and passed unanimously. 2007 Storm Sewer Improvements: Ekola presented the Council with the proposed improvement for the Storm Sewer infrastructure near Hollow Park. The City had previously been informed that the aforementioned section of Storm Sewer was failing and in need of repair. At that time the City Council agreed to wait to complete the repairs until the Storm Water Utility was established and funds would be available for the improvement. At this time the City has the required funds. Ekola stated that at this time she is requesting approval to continue with the Survey and Design portion of the project. Due to the addition of various transmission poles near Cypress Drive, there may be a need to acquire some additional land for easements from the Sisters of St. Benedict. During previous discussions with the Council, there were some questions as to whether or not treatment would be necessary. Ekola stated that due to the fact, that the amount of impervious surface is not being increased there would be no need for treatment. She stated that they would; however, need to secure a permit from the MPCA. Currently, the City does not monitor the quality of water being diverted into the Watab Creek. Rassier made a motion to adopt Resolution 2006-035 Ordering the Improvement and Preparation of Plans for the 2007 Storm Sewer Improvements. The motion was seconded by Rieke. Wick questioned when the report would come back to the Council for review. Ekola stated that they hope to begin by November or December and have the plans ready for the Council in time for February. The motion passed unanimously. Revised 2007 Capital Improvement Plan: Ekola presented the Council with a revised 2007 Capital Improvement Plan showing the proposed cosUfunding source. The Capital Improvement Plan included the following: Northland Park Shelter, Watab Storm Sewer replacement, Design for future water storage facility, Comprehensive Sewer Plan, North Corridor Scoping Document, Southwest Beltway, 12'h Avenue/Jade Road reconstruction, Industrial Park, Cloverdale 4th Addition Overlay, CR 121 Turn Lanes and Generator for CR 121 Lift Station. It was clarified that even though the items are stated on the 2007 Capital Improvement Plan, Council approval is still needed for each project. Centennial Park Restroom Buildinq: Ekola advised the Council that the Construction Documents for the Centennial Park Improvement indicated that the contractor was to inspect the existing building's fascia and sheathing for deterioration. The shingles were removed and during the inspection, it was found that the existing sheathing had deteriorated in several spots and is in need of replacement. The old sheathing is not currently an approved material for roof sheathing. Rieke made a motion to approve Change Order #2 in the amount of $7,958.00 to replace all of the existing sheathing with plywood sheathing prior to installing the new roofing as recommended by the City Engineer. The motion was seconded by Wick and passed unanimously. 2006 8th Avenue NE Improvement: Ekola stated that the recent wet weather has created a problem with the road material for 8th Avenue NE. When the project was completed on two-soil boring were completed and they did not indicate that granular burrow would be needed. The granular material helps provide stability when the soil is wet or unstable. If this project were being completed in the summer months, the contractor would wait for the material to dry out. However, since this project is competing with the weather, there is not time to wait for the material to dry out. Therefore, Ekola requested the Council consider a change order that would allow the install geotextile and granular borrow at a cost of $ 10,315.00. Wick questioned whether the project included a contingency to cover the change order request. Ekola stated that each project contains a contingency fund of approximately 5% of the project costs to cover October 19, 2006 Page 4 of 5 unanticipated costs. The contingency for this project would be sufficient to fund the change order request. Wick made a motion to approve Change Order #1 for the 2006 8th Avenue NE Improvements in the amount of $10,315.00 as recommended by the City Engineer. The motion was seconded by Symanietz and passed unanimously. Kevin Cox, C & L Excavating, stated that all utilities are completed and they plan to begin roadwork on Monday, October 23, 2006. MAYOR REPORTS Park Board: Due to the resignation of one of the Park Board members, Car/bom announced that applications would be available next week. MeetinQs: Carlbom stated that he attended the following meetings: St. Joseph Chamber of Commerce Meeting, EDA Meeting and Joint EDAlPC/CC Meeting to review zoning ordinances MN Dot: Carlbom advised the Council that he and Weyrens attended a meeting in St. Paul last week regarding the historical portion of the Field Street Study. He also stated that he attended the Open House that was held to allow residents to discuss MN Dot's historical findings regarding Field Street. COUNCIL REPORTS SYMANIETZ Chamber Meetinq: Symanietz reported that she attended the St. Joseph Chamber of Commerce meeting at which they elected officers for the upcoming year as well as discussed Habitat for Humanity and the 2007 Fireworks display. CSAH 2/North Corridor Committee Meetinq: Symanietz reported that Stearns County considered the corridor alternatives for the North easUwest Corridor and approved the alternatives as recommended by the Corridor Advisory Committee and approved by the St. Joseph City Council. Stearns County Municipal Leaque: Symanietz attended the Stearns County Municipal League meting at which they presented the results of a survey completed by the Citizens Advisory Board. The survey included 500 residents of Stearns County. The following is a sample of information received from the survey: · 89% felt that Stearns County has and excellenUgood quality of life. · 81 % felt that farming/agriculture is important to Stearns County. · 92% felt that there are state and federal programs to help protect farmland from development. Joint MeetinQ: Symanietz reported that she attended a joint meeting with the City Council, Planning Commission and Economic Development Authority. Open House: Symanietz stated that she attended the MN Dot Open House held at the Fire Hall. WICK Park Board: Wick reported that the Park Board has been working on the Capital Improvement Plan and they hope to have something for the Council in December. He also stated that they have been working with SEH on the Transportation Plan and they will have a new map showing the bike and walking trails. Downtown Committee: Wick stated that the Promotions Group met as well as the Urban Environment Group and the Environmental Group completed a SWAT Analysis. October 19, 2006 Page 5 of 5 RASSI ER November 2 Council Meetinq: Rassier advised the Council that he would not be attending the next City Council meeting, as his daughter will be returning from Iraq. Candidates: Rassier stated that it is great to see the number of people running for the Mayor and Council seats. RIEKE MeetinQs: Rieke reported that he attended the following meetings: S1. Cloud Economic Partnership Meeting, EDA Meeting, and Joint EDAlPC/CC Meeting Business Retention and Expansion: Rieke advised the Council as well as local business owners that the Student Intern has been conducting visits with local businesses to discuss Business Retention and Expansion. So far, she has met with 30 local businesses. ADMINISTRATOR REPORTS SCAWAC (Sewer Expansion): Weyrens stated that the SCAWAC Committee has been working on the required agreements and cost sharing for the treatment expansion of the S1. Cloud Wastewater Facility. S1. Joseph is being asked to adopt a resolution agreeing to the cost sharing terms of the expansion. Weyrens stated that while the resolution in the Council packet she is requesting the Council not adopt the resolution until the Cities of Sauk Rapids, Waite Park, S1. Augusta and S1. Joseph have an opportunity to discuss the cost sharing mechanism. Weyrens stated that S1. Joseph and Sauk Rapids do not agree with the provision that adds a premium to the pool capacity in the event that additional capacity is needed. The concern is whether or not all the Cities used the same methodology for determining capacity and if the premium is a penalty for those Cities who use a moderate growth rate. Rassier clarified that the premium would take effect after the pool capacity is empty. The premium would be paid to the City where the Pool Allocation came from. Rieke stated that, in his opinion, the City cannot not under buy pool capacity. He stated that the City of S1. Joseph should be aggressive in estimating their population projections. Weyrens stated that she would update the Council at the next meeting. Fee Schedule for Firearms Permit: Recently, the Council adopted a Firearms Ordinance and that same Ordinance required a fee. However, the proposal to the Council did not include the adoption of a fee, therefore the Council should consider the fee at this time. Weyrens suggested an annual fee of $25.00. Wick stated that he felt the amount should be lower. Rieke stated that since it is an annual fee and it is good for all types of hunting, $25.00 does not seem unreasonable. Rassier made a motion to set the fee for a Firearms Permit at $5.00 for the remainder of 2006 and $25.00 thereafter. Rieke seconded the motion. Ayes: Carlbom, Rassier, Rieke, Symanietz Nays: Wick Motion Carried 4:1:0 Fees: Rassier questioned how often fees such as dog licenses, etc are evaluated. Weyrens stated that the Department Heads were asked to evaluate the various fees associated with their department for review at the next Department Head meeting. Adiourn: Wick made a motion to adjourn at 8:15 PM; seconded by Symanietz and passed unanimously. / r-".,./, . ( i 1 ....J/.Z{// /! j J ' 1// .//; ~~/~'~. :// tU-~0-<-/i.~/ Ju~y Weyrens AdmiJri'strator ./