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HomeMy WebLinkAboutCC 05-21-1990 'II MINUI'ES OF THE ARDEN HILlS OJUNCIL w::JRKSESSION MONDAY, MAY 21, 1990, 4:30 P.M. - CITY HALL CALL ill ORDER Pursuant to due call and notice thereof, Mayor Sather called the meeting to order at 4:30 p.m. . ROLL CALL The roll being called the fOllowing members were present: Mayor Thomas Sather, eouncilrnembers Nancy Hansen, Paul Malone and JaIInn Growe. Absent: eouncillrember Thomas Mahowald. Also present: Park Director John Buckley, Public Works SUpervisor Dan Winkel, Clerk Administrator Gary Berger and Deputy Clerk Catherine rago. KEM MIILING; WELL ABlINDONMENI' Mayor Sather referred Council to the well abandonment discussion continued from the 5-14-90 Council meeting. Clerk Administrator Berger explained Paul Goudreault and DaJ:rel Ohman, Delta Environmental Consultants, and John Gilbertson, Bergerson-Caswell, were present to discuss the chan;Je order suhnitted for well abandornnent at the Kern Milling site. Paul Goudreault reviewed well abandornnent operations to date, and current conditions of wells #3 and #4. He noted there was little information available on wells #3 and #4 when the bid specifications were corrq::>iled. Goudreault explained the contractor not only found the wells to I:e deeper than initially estlinated, but also found sand in the l:ottom of the wells which will have to be cleaned-out before proper abandornnent can occur. Mayor Sather questioned the exact cost for abandornnent of wells #3 and #4. . Goudreault estlinated the cost for abandornnent of the four wells at $6,000.00 each; total of approximately $24,000.00. John GiJ..ber+c.Son, representing Bergerson-Caswell, stated he has prepared a cost estimate for the additional work on wells #3 and #4 to accomplish proper abandornnent. There was discussion relative to the differential in the bids received and why two of the bidders quoted higher costs for the abandornnent of the four wells. councilrnernber Hansen commented that most residential wells in this area are deeper than the estimated depth listed in the bid specifications. councilrnernber Malone noted that Delta was hired to prepare specification and receive bids and the chan;Je order represents an allnost 100% in=ease over the original bid quote. He also noted that Delta is ncM requesting additional fees for services which it appears were outlined in their original contract. Goudreault sta.ted that the scope of services have chan;Jed from the original contract entered into with the City; additional services include attendance at meetings, contacting Public Health Services to determine if steps could be eliminated in the state requirements for abandornnent which would save the City money. . Mayor Sather suggested the contractor, Delta Envirornnental and the City share the cost overage in the chan;Je order and additional fees charged by Delta for expanded services. Gilbertson explained it is difficult for a =ntractor to suhnit a bid quote which includes all conditions which could exist; noted he did not expect to find sand in wells #3 and #4 and the depth of the wells is still undetennined until the sand is removed. He suggested charging the City on a "time and lMterials" basis, not to exceed the chan;Je order amount. .. Minutes of the Arden Hills Council Worksession, 5-21-90 Page 2 KEM MILLING (Cont'd) Goudreault advised the scope of work outlined by Delta in their bid quote for services has expanded beyond the items listed. . Clerk Administrator Berger reported that Delta representatives appear to be acting on behalf of the contractor, rather than the city. He noted that Delta representatives should be aggressively acting on behalf of the city to keep change orders to a minimum. Mayor Sather suggested the representatives from Delta and Bergerson-caswell take a brief intermission to discuss the proposed cost-sharing or other alternatives for later discussion. Council was referred to a memorandum from the Clerk Administrator dated 5-17-90, relative to reference checks on firnls proposing to, conduct the citizen survey., Council generally con=e:1 that Decision Resources has had experience workin3' with municipal government surveys, the costs are reasonable and references are excellent. HIRE FIRM; cmZEN SURVEY Councillnember Hansen commented the survey is costs are too high and the funds are not budgeted for this purpose; reporte:1 the Public Safety/Works Committee generally agreed with her comments after reviewing the inforrration suhnitted. . Council con=e:1 to retain Decision Resources to conduct a telephone survey and to place this matter on the Council Agenda for the May 29 meeting. It was further detennine:1 that council1nernbers and staff be prepared to suhnit recommendations for persons to work with the finn to coopile the survey questionnaire at the 5-29~90 meeting, and that staff research funding for the project on an e::{Ual sharing basis between the following areas of the OOdget: Administration, Public Works, Parks, Council and utilities funds. TCAAP LEITER; PLAN cx::MMISSION Slll3CXMMITI'EE Council was referred to a letter drafted by Planning Commission member Ray Mo3raw, regarding the Arsenal study Planning SUbconnnittee recormnendations. McGraw was present and briefly discussed the subcommittee activities and co=espondence from legislators relating to the TCl\AP site. McGraw advised that state Statute 477A. relates to financial funding for use of land as parks; questioned if funding would apply to government facilities of this nature. McGraw advised the Planning Comrnission strongly encouraged the Council to take necessary action to insure that Arden Hills has the right of first refusal to land now occupied by TCl\AP, in the event the land is released by the Federal goverrnnent. . After discussion, Council con=e:1 to direct the city Attorney to research state statute 477A and determine if a request for funding will apply to a facility of this nature and, if the statute applies, determine a methcd for obtaining the funding. Council requested staff to report to Planning Commission and Council on this matter. It was further agreed by Council that a dialcgue should be established with Legislators, particularly Bruce Vento, regarding this matter. Council thanked MO:;raw and the members of the subcommittee for their efforts. . . . ~ Minutes of the Arden Hills Council Worksession, 5-21-90 Page 3 KEM MIlUNG; O1ANGE ORDER Council reconvened for discussion on the Kern Milling site change order request from Bergerson-caswell for well abaOOonment. Paul Gouderault and John Gilbertson proposed additional funding be authorized by Council in an amount not to exceed $8,000.00 and the entire well abaOOornnent project would be billed on a t:ilne and materials basis. It was also suggested that Delta Envirornnental will provide oversight for the well abaOOonment at no additional =nsulting cost to the city, other than the costs originally outlined in the scope of work for the project. Council concurred with the recommenclation and requested Delta subnit a letter, outlining the above terms, and staff was directed to place this matter on the Consent Agenda for the Regular Council meeting held 5-29-90. Council requested Delta representatives review the t:ilne and material invoices sul:rnitted from Bergerson-caswell for all work at the site and provide the Council with a summary . NEIGHBORHOOD MI'G; STOWE AVE/KATIE IANE, EASEMENTS Clerk Administrator Berger subnitted a "draft" agenda for the Neighl:orhood Meeting scheduled on May 31, to discuss the easement en=oachments on Katie lane and stowe Avenue, for Council review and comment. Public Works Supervisor Winkel advised he will give a visual presentation of the easement en=oachments and discuss rnethcds of elbninating the problems. Council suggested Winkel also explain the necessity for "preventive maintenance" to residents. It was also suggested that Attorney Filla be present at the meeting. Council concurred to invite Attorney Filla to attend the NeighJ:x:>rhood Meeting, to direct staff to detennine a plan for elbnination of en=oachments after the meeting, and to schedule a follow-up meeting with residents within 60 days to discuss those en=oachments which need to be removed irmnediately and provide a timetable for removal of renaining encroachments. Council further directed Public Works Supervisor Winkel to have employees mark the easement along the rear property lines in this area a few days prior to the meeting in order for residents to view the en=oachments. aJUNCIL CU1MENTS BUSSARD COURI'; EASEMENT PROBJ;..EM Councilrnember Growe questioned the status of the Bussard Court easement en=oachrnent. Clerk Administrator Berger advised Engineer Maurer is reviewing the situation. UPDATE; CITY HALL <XM1ITI'EE MEETING Councilrnember Malone reported on the City Hall Cormnittee and reviewed the agendas for upcoming meetings. REPORr; FLOWER POWER CAMPAIGN BREi\KFASI' Mayor Sather reported on the "Flower Power" campaign breakfast and explained there was a good turnout for the breakfast, however, the plantings were not completed due to weather conditions. . . . Minutes of the Arden Hills Council Worksession, 5-21-90 Page 4 EMPIDYEE/OJUNCIL Mayor Sather recommended staff, COlU1Cil and their PICNIC families consider scheduling a picnic on the evening of the regular worksessioni suggested this would be a nice break from the heavy worksession schedule maintained throughout the year. Park Director Buckley volilllteered to work on scheduling the picnic. Council1nember Hansen recalled the Finance Committee was to report to Council on the proposed assessment policy at the Jillle worksession :meeting. NOl'ICEi TRAIL IMPROVEMENTS Park Director Buckley distributed the letter which will be sent to residents regarding the Trail IIrprovements scheduled for this sununer. Clerk Administrator Berger reported on the :meeting between City staff, Commander Bergeron, Fire Chief Winkel, Attorney Filla and Anny representatives regarding proposed police/fire services at the training facility =ently under =nstruction at Lexington Avenue and Highway 96. ARMY RESERVE OITRi POLICE/FIRE SERVICES ADJOURN Growe moved, seconded by Malone, that the :meeting be adjourned at 6:45 p.m. Motion carried unan:i.rrDusly. (4-0) Gary ~!erg~ Clerk Administrator 'U1arnasR.Sather Mayor