HomeMy WebLinkAbout2005 [11] Nov 03
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November 3, 2005
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Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session
on Thursday, November 3, 2005 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 Engineers Tracy Ekola, Joe Bettendorf, Tom Wesolowski
Others Present: Chad Boeckers, Dave Plantenberg, Jamie Phenow, Brian Shorten, Dave Montebello
Approve Aqenda: Rassier made a motion to approve the agenda with the following changes:
Delete
Add 11a.
Add 11b.
Switch 6 & 7
Minutes October 6 and October 20, 2005
December 1st Council Meeting
Training for Board of Review
Discuss North EastlWest Corridor Study prior to Ehlert Variance Request
The motion was seconded by Wick and passed unanimously.
Consent Aqenda: Symanietz made a motion to approve the Consent Agenda as follows; seconded
by Rassier and passed unanimously.
a. Minutes - Approve the minutes of October 3, 2005
b. Bills Payable - Approve check numbers 036392-036448
c. Application for Payment - Authorize the Mayor to execute Pay Application #2 for the
2005 Northland Heights Project and authorize payment to Erin Contracting in the amount
of $306,906.71.
d. Application for Payment - Authorize the Mayor to execute Pay Application #6 for the
2005 Hill Street & 3rd Avenue SW Improvements and authorize payment to RL Larson
Excavating, Inc in the amount of $13,179.40.
e. Financial Advisory Agreement - Authorize the Mayor and Administrator to execute an
agreement between the City of St. Joseph and Northland Securities for the sale of
$4,595,000 Water Revenue Bonds.
f. Ordinance Amendment - Authorize the Mayor and Administrator to execute Ordinance
No. 2005-29 annexing the City owned property for the water filtration plant.
Public Comments to the Aqenda: No one present wished to speak.
Refuse Bids. BFI/Allied Waste: Weyrens reported that the current refuse contract expires at the end of
this year. As a result, the City has advertised for proposals for the refuse service. The City Ordinance
requires that all residents and rental units with three or less kitchens participate in the City sponsored
refuse collection. This requirement has been in place for many years and was included to assure that all
residents disposed of their refuse properly.
The City accepted bids from four different refuse haulers. The annual cost summary based on the current
number of customers is as follows:
BFII Waste Bueckers Onyx
Allied Waste Manaaement Sanitation Waste
One Year 167,240.16 196,225.20 196,105.56 230,649.36
Two Year 175,781.28 202,191.00 196,105.56 237,665.28
Three Year 184,779.96 208,291.80 196,105.56 244,833.72
After reviewing the annual cost summary, it was determined that BFI is the lowest responsible bidder.
November 3, 2005
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The current refuse system offers residents the choice of a 60-gallon refuse container or pre-purchased
bags that are equivalent to 30 gallons. All of the refuse companies that provided bids used 30-gallon
containers rather than bags as they could then provide automated refuse removal.
Chad Boeckers, Boeckers Sanitation, approached the Council asking them to reconsider his bid before
making a decision. Boeckers Sanitation came in 2nd in the bidding process. He stated that they are a local
company, which sets them apart from some of the other refuse haulers. In other cities in which they
provide refuse service, they also offer a leaf/branch pickup in addition to the normal refuse collection.
They are a full service company offering garbage and recycling as well as demolition services. Rather
than offering an appliance pickup twice a year, Boeckers Sanitation also allows for appliance pickup year
round on a call-in basis. Boeckers also stated that their rates would remain constant for the three-year
contract period rather than increasing each year.
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Dave Plantenberg, Resident, St. Wendel Township, addressed the Council in support of Boeckers
Sanitation. He stated that he previously used Waste Management and was unhappy with the service due
to the fact that they were not local and it was difficult to get answers. After switching to Boeckers
Sanitation, Plantenberg stated that there are no surprises and if he has questions, he is able to get them
resolved quickly.
Jamie Phenow, Manager of Local Operations, was present to represent BFI/Allied Waste, which is the
lowest responsible bidder. When questioned about the possibility of a fuel surcharge, Phenow stated that
that type of charge is already added into the bid price. According to Weyrens, BFI/Allied Waste has done
very well in the past at providing refuse service to the City of St. Joseph. Carlbom stated that he can
understand the desire to have a local company providing service to the City, however, when there is a
sealed bid process, they must go with the lowest responsible bidder.
Wick made a motion to accept the bid of BFI/Allied Waste for a period of three years establishing
the following rates for 2006:
90 Gallon Container
60 Gallon Container
30 Gallon Container
Senior Rate
$20.00/month
$15.00/month
$13.00/month
$ 6.50/month (based on a 30 gallon container)
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The motion was seconded by Rassier and passed unanimously.
Phenow stated that they now offer a 30-gallon container rather than the bag system as they are in the
process of converting to an automated system. Wick questioned whether anyone can get the 30-gallon
container or if it was just for seniors. Weyrens advised the Council that residents would have the option of
a 30,60 or 90 gallon container. Due to a possible change in water/sewer rates, Weyrens stated that a
letter would be sent to the residents explaining the various changes in their utility rates/services.
SRF - North EastlWest Corridor: Previously, the Council authorized execution of the contract between
the City of St. Joseph and SRF. The contract provided for the establishment of the North EastlWest
Corridor Study. After Council approval, it was sent to MnDot for approval and that is now complete and
the process can begin.
Dave Montebello, President SRF, approached the Councilors to introduce Brian Shorten who will be
working with the City on the CR2 North Corridor Study. He stated that Shorten, with over 30 years
experience in this field, would be the Project Manager for the Study.
Shorten began by stating that he appreciates the opportunity to work with the City on the Study. He stated I
that there are 3 main goals of the Study.
1. Complete an alternate alignment study for the North Corridor and CSAH 2 Realignment
resulting in the selection of a preferred alignment.
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November 3, 2005
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2. Prepare required NEPA environmental documents for the preferred alignment and
preliminary design as recommended by the corridor study.
3. Survey and file an official map of the preferred alignment to preserve it from encroaching
development.
After discussing the goals of the project, he presented the following project schedule:
TASK NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN
Project Management
Data Collection &
Needs Assessment
Alignment Alternatives
Develooment
Alignment Evaluation &
Selection
Corridor Report
Environmental Assessment
Official Mapping
Meeting Schedule
0 Project Management * * * * * * * *
Team (PMTl
0 Corridor Advisory * * * * * * *
Committee (CACl
0 Focus Groups * *
0 Key Agency * *
Coordination/Contacts
0 Major Stakeholder * *
Coordination/Contacts
0 Open House Public * *
MeetinQs
0 Public Hearings * *
0 City Council * * * * *
Presentations
0 Project Website * * * * * *
Uodates
Notes:
#1 ENEAW Preparations
#2 Comment Period
#3 FONSI
#4 Declaration
Shorten also stated that they plan to have a lot of Public Involvement throughout the Study as well as
keep the Council informed throughout the process. To accomplish this, there will be 4 main groups of
people providing input and 4 opportunities for the public to gather information and give feedback as well.
The breakdown of each group as well as their purpose is outlined below.
WHO PURPOSE ROLES
SI. Joseph City All Council Members and 0 Provide policy direction At critical project milestones:
Council and Stearns Commissioners 0 Adopt study provisions 0 Consider CAC input and
County Board 0 Approve environmental recommendations
assessment (EA) 0 Provide comments
0 Complete implementation 0 Offer policy input
activities 0 Approve study products
0 Implement recommendations with
5 meetinos other QoverninQ bodies
Project Management County and City Senior Staff: 0 Provide contract administrative 0 Coordinate overall administrative
Team (PMT) 0 SI. Joseph Administrator review process
0 SI. Joseph City Engineer 0 Review monthly billings/reports
Bi-month/y, 8 0 Stearns County Engineer 0 Monitor schedule
meetinos 0 Consider amendments
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Corridor Advisory Elected and Senior Technical Staff 0 Guide overall study process 0 Review data
Committee (CAC) of Decision-Making Bodies: 0 Digest input, participate in 0 Participate in technical analysis
0 SI. Joseph Council Member technical analysis 0 Solicit and consider public input
0 St. Joseph Township 0 Make study recommendations to 0 Participate in alignment development
Representative City Council and County Board and evaluation
0 Stearns County 0 Recommend preferred alignment and
Commissioner network back to local partner groups
0 APO Representative
0 Stearns County Engineer
0 SI. Joseph Administrator
0 SI. Joseph City Engineer
7 meetinas 0 SI. Cloud Planner
Focus Groups Important Public/Private 0 Provide direct stakeholder input 0 Provide input on needs, issues,
Stakeholders from Study Area with on study issues and constraints, opportunities early in
Direct Interest in Corridor Planning opportunities study process, and again on alignment
Results: 0 Provide feedback on alignment alternatives during the evaluation
0 SI. Joseph Planning evaluation process process
Commissioner 0 Group meetings will offer a
0 SI. Joseph EDA Staff communication opportunity where
0 SI. Joseph Chamber specific concepts can be thoroughly
Representative discussed among stakeholders with
0 Stearns County diverse interests
Environmental Services 0 Focus group feedback will be
0 SI. Benedict Monastery recorded and provided to CAC for
0 Development Interests their consideration during study
0 Key Property Owners process
2 meetinas 0 Interest Grouos
Open House 0 General Public 0 Encourage public participation 0 Provide an opportunity for the general
Meetings public to participate in the corridor
planning process, and for specifiC
interest groups and review agencies to
further their involvement
0 Open house input at critical study
milestones will be recorded and
2 meetinas orovided to the CAC
Agency & Major Federal and State Permitting 0 Establish project understanding 0 Solicit review agency and major local
Stockholder Contacts Agencies and Major Local and support among review stakeholder comments for social,
Stakeholders agencies and major stockholders economic, and environmental (SEE)
0 DNR and transportation performance
0 COE impacts during the corridor analysis
0 Mn/DOT and evaluation process (and if
0 SHPO necessary, follow-up meetings will be
0 Stearns County Soil and held on specific issues)
Water 0 This input will be presented to the
0 Sauk River Watershed CAC for use in their deliberations
District
0 Pertinent Focus Group
4 meetinas Members
Project Website 1. Persons/Parties Interested in 2. Provide an ongoing 3. Provide study updates, CAC minutes,
the Study Results communication medium meeting dates, technical data, and
maps to assure that study information
6 uodates is readilv available
After receiving a considerable amount of information from Shorten, there were some questions raised by
the Council. Carlbom questioned why the St. Cloud Planner would be a member of the Corridor Advisory
Committee (CAC). Shorten stated that the eastern edge of the proposed corridor abuts the City of St.
Cloud and they have found that it works well to keep communication going in these types of situations.
Wick questioned the number of project updates on the website as only six were mentioned. According to
Shorten, there may not be any new information for a while 50 there may not be a need for more updates.
Wick stated that there are going to be seven meetings of the CAC and there are generally notes taken at
each meeting. Wick stated that people will be looking on the website for information and as a result, the
more updates, the better.
Variance Request. Cory Ehlert: Previously, the Planning Commission held a public hearing to consider a
variance request on the maximum accessory space in an R1, Single Family Zoning District. The property
owner is requesting a five hundred and forty foot variance to allow a tuck under garage under the existing
garage.
Weyrens stated that if the variance is not granted, the home will still be constructed as indicated, only the
proposed garage space would be habitable space. The Planning Commissioners agreed that this
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November 3, 2005
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application for variance is unique in nature as the topography of the lot allows for the house design that
has been presented. The property owner is looking to maximize the building space on his lot as well.
Rassier stated that the building is 932 square foot and that because this garage space would be beneath
the house itself, it would not exceed the standards for the lot coverage. Ehlert provided facts of findings
as to why the request should be granted and Rassier stated that the Planning Commissioners agreed
with those facts of findings and recommended the Council grant the variance.
Symanietz made a motion to accept the facts of finding and approve the five hundred forty foot
variance on the maximum accessory space in a R1 Single Family zoning district for 427 _ 12th
Avenue SE. The motion was seconded by Wick and passed unanimously.
CITY ENGINEER REPORTS
New Municipal Wells Bid Award: Ekola reported that recently the Council ordered the advertisement for
bids and approval of the plans and specifications for the construction of a new well field. While four
bidders requested the bid documents, only one bid was received. The bid that was received came from
Traut Wells with a bid of $92,856.00. According to Ekola, Traut Wells is a very reputable company and
she would recommend that the Council award the bid for the New Municipal Wells to Traut Wells in
conjunction with awarding the bid for the Water Treatment Plant.
Water Treatment Plant Update: Tom Wesolowski approached the Council representing SEH as the
Project Engineer for the Water Treatment Plant. Wesolowski stated that on Tuesday, November 1, 2005,
bids were received and opened for the construction of the Water Treatment Plant. He stated that while 10
contractors requested bid documents only six bids were received. Only five of the bids were opened at
the announced time as the sixth bid from Knutson Construction was presented to the City after the
announcement that no further bids would be accepted. After consulting with the City Attorney, it was
determined that because no other bids were opened before the bid was presented, it would be legal for
the City to accept and open the bid. The courts have seen this situation as a minor technicality and case
law allows the bid to be opened. Therefore, Knutson's bid was opened later in the day at City Hall with a
witness present.
The following is a summary of the bids:
John T. Jones Construction
Knutson Construction
W. Gohman Construction
Madsen-Johnson
Robert L. Carr
Rice Lake Construction
$
5,733,932.90
5,602,000.00
5,991,655.56
6,171,000.00
6,250,000.00
6,300,000.00
John T. Jones Construction Company, Fargo, ND, submitted the low bid. According to Wesolowski, they
specialize in large projects in the multi-million dollar range. He stated that they normally work in the
Southern States; however, recently they have done more local projects such as the WWTP for Cannon
Falls, which was a $12 million project as well as the Grand Forks WWTP.
The Engineer's final estimate was $5,243,700.00, which does not include the 10% contingency to allow
for change orders and bid room. With the addition of the 10% contingency, the estimate comes to
$5,783,700. The low bid would fall under that amount and as a result, Wesolowski stated that he would
recommend that the Council award the bid for the Water Treatment Plant to John T. Jones Construction
Company. According to Wesolowski, other engineers have worked with this company and jobs went
smoothly.
Wesolowski also stated that during the bidding process, Hurricane Katrina hit which affected several of
the construction costs. Since Katrina, there have been increases in the costs for steel, concrete and fuel,
which would explain why the bids came in higher than the engineer's estimate.
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The bids were split between Schedule A, which was a lump sum portion to include the building,
equipment, pumps for the wells and the electrical work and Schedule B for the site work. There were also I
four alternates that were included with the bids.
1. Alternate A-1: To delete the use of copper siding as originally indicated and substitute with a
concealed fastener siding. This would result in a deduct price of $2,000 from the John T. Jones
Bid.
2. Alternate P-1: To add a bulk water dispensing system, which was not included in the original
scope of the project, which would allow for bulk water sales. This would be a place where
contractors who have permission to go and buy bulk water using a payment method such as
prepaid cards or a token machine resulting in an add price of $24,000.
3. Alternate C-1: To upgrade the vinyl chain link fence to an ornamental fence and gate, which
would result in an add price of $14,900.00.
4. Alternate C-2: To add an automated gate opener resulting in an add price of $7,000.
Wesolowski stated that they have discussed these alternates with Dick Taufen, Public Works Director and
he would support Alternates P-1 and C-2, which if added would increase the John T. Jones bid to
$5,764,932.90.
Due to the increased costs associated with the project, Carlbom stated that it is unsettling to know that
the engineer's estimate was so much lower than the updated project costs. Bettendorf stated that the
increase in costs is due to the complexity of the project. Wick questioned why there was such a change in
the costs, which Wesolowski explained is due to economic factors and the electrical bid was twice as
much as anticipated. Carlbom questioned whether or not they could begin work this winter. Bettendorf
stated that yes they could begin construction this winter. Wesolowski stated that John T. Jones
Construction Company is not planning on beginning the project this winter, however they do plan to
purchase the supplies throughout the winter. He explained that the supplies could be purchased and
stored at the supplier's warehouse until they are needed in the spring.
Wesolowski stated that there was one irregularity with all of the bids that were received. All of them
named a vendor that is not approved based on the specifications. He stated that he is currently working
with John T. Jones Construction Company with regards to the supplier that has been requested.
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Rassier made a motion to award the bid to John T. Jones for the Water Treatment Facility in the
amount of $ 5,764,932.90. Approval is contingent upon Jones using the supplier that has been
requested. This motion also awards the bid to Traut Wells for the New Municipal Wells Project in
the amount of $ 92,856.00. The motion was seconded by Symanietz and passed unanimously.
MAYOR REPORTS
Meetinq with Colleqe of St. Benedict: Mayor Carlbom reported that he recently met with the President of
the College of St. Benedict and the Vice-President of Marketing for the College. They discussed issues
such as the proposed Field Street, Downtown Development and student concerns such as nuisance and
vandalism.
Mavor's Lunch: Carlbom stated that he attended the Mayor's lunch with the Dean of Students from both
College of St. Benedict and St. John's University, the City Administrator, Judy Weyrens and Police Chief,
Pete Jansky. They discussed recent incidences in town as well as issues that arise in other college
communities.
COUNCIL REPORTS
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SYMAN I ETZ
Downtown Committee Meetinq: Symanientz reported that the Council attended a Downtown Committee
Meeting to discuss the beautification of the downtown.
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APO: Symanientz also attended the APO meeting at which they discussed the 20/30 Roadway Plan as
well as the 2006/07 Planning Work Program.
Joint Citv/Township Meetinq: Symanientz reported that the City Council and St. Joseph Township held a
Public Hearing on November 2, 2005 regarding the Orderly Annexation Agreement.
WICK - No Report
RASSIER - No Report
RIEKE - No Report
ADMINISTRATOR REPORTS
December 1st Council Meeting: Weyrens stated that the next City Council meeting is scheduled for
December 1, 2005; however due to the League of Minnesota Cities Annual Conference, there will not be
a quorum present at the meeting. She suggested that it be held earlier that week or pushed back one
week. The Council agreed to meet on November 29,2005 following the Truth and Taxation Hearing
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Board of Review Traininq: Effective 2006 one member of the Council is required to attend training for the
Board of Review process. The City has previously agreed to relinquish the duties and responsibilities of
the Board of Review to Stearns County. However, the County Assessor has indicated that since they do
not act as the City Assessor until after the 2006 assessment is complete the City may need to send one
member to training. Weyrens stated the County is checking with the MN Department of Revenue to
determine if the City needs to send one representative to training. If training is required, one member of
the Council must attend the training session offered on November 22 at 6:00 PM at the Stearns County
Administration Center. Carlbom agreed to attend training if the City is required to attend.
Monitors: The Cable Commission is requesting to purchase three seventeen-inch monitors for the Council
dais. The monitors will allow the Council to view the screen on a monitor. Currently some members of
the Council cannot see the entire screen as the dais blocks the bottom portion of the screen. The monitor
will also allow the Council to view what is being projected on TV. The estimated cost of the monitors and
installation is $ 3,800 and the funds would be expended from the PEG Access.
Rassier made a motion authoring the purchase of three monitors for the Council dais not to
exceed $4,000. The motion was seconded by Wick and passed unanimously.
Adiourn: Symanietz made a motion to adjourn; seconded by Wick and passed unanimously.
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