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HomeMy WebLinkAbout2011-11-09 CC Packet CITY OF CENTERVILLE COUNCIL MEETING AGENDA tervilTlTe Wednesday, November 9, 2011 E,a6rWre 1857 6:30 p.m. or shortly thereafter OPEN FORUM 6:30 p.m.: An opportunity for members of the public to address the City Council on items not on the current agenda. Items requiring Council action may be deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. You will be limited to two (2) minutes and we ask that you conduct yourself in a professional, courteous manner, and refrain from the use of profanity. Failure to abide by this policy may result in the loss of your privilege to speak. Persons wishing to speak will be required to complete a sign -up sheet and give it to the Mayor or a Staff person by 6:15 p.m. COUNCIL MEETING I. CALL TO ORDER 1. Roll Call II. PUBLIC BEARING(S) III. APPROVAL OF AGENDA IV. APPROVAL OF MINUTES 1. October 26, 2011 City Council Meeting Minutes (Pages 1 -7) V. CONSENT AGENDA 1. City of Centerville October 27, 2011 through November 9, 2011 Claims (Check #26821- 26835) (Page 8) 2. Centennial Lakes Police Department Claims through October 27, 2011 (Check #8652 -8666) (Page 9) 3. Centennial Fire District Claims through October 21, 2011 (Check #5037 - 5057) (Page 10) 4. Parks & Recreation Committee Request for Funding for Securing Bunker Park Stable for Skate Night January 14, 2012 - $650 (Page 11) VI. AWARDS /PRESENTATIONS /APPEARANCES VII. OLD BUSINESS 1. Res. #11 -0XX — Authorizing Feasibility Report, Plans & Specifications for 2012 Street Improvement Project (Pages 12 -16) VIII. NEW BUSINESS 1. Res. #11 -0XX — Authorization of Use of Funds & Recommitting the Remainder to Signage Procurement — Cornerstone Flag Pole Illumination Not to Exceed $300 (Pages 17 -20) IX. ANNOUNCEMENTS/UPDATES 1. City Administrator X. ADJOURNMENT * *REMINDERS ** Flag Raising & Veteran's Memorial Dedication Ceremony — November 10, 2011, 4:00 p.m. Cornerstone Park City Council Meeting — November 23, 2011, 6:30 p.m. Council Chambers (Public Hearing — Delinquent Utilities) Planning & Zoning Commission Meeting — December 6, 2011, 6:30 p.m. Council Chambers Parks & Recreation Committee Meeting — December 7, 2011, 6:30 p.m. Council Chambers City Council Meeting — December 14, 2011, 6:30 p.m. Council Chambers CITY OF CENTERVILLE CITY COUNCIL MEETING October 26, 2011 6:30 p.m. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled meeting of October 26, 2011, at City Hall, 1880 Main Street. PRESENT: Mayor Tom Wilharber Council Member Ben Fehrenbacher Council Member Steve King p 0< Council Member D. Love ®� Council Member Jeff Pear o 1:\ ABSENT: None STAFF: City Attorney Kurt Glaser City Engineer Mark Statz Finance Director Mike Jeziorski I. CALL TO ORDER Mayor Wilharber called the meeting to order at 6:30 p.m. II. PUBLIC HEARING(S) None. III. APPROVAL OF AGENDA The Mayor reviewed the Set Agenda with Council. (Check #26807 -26820 - Page 9a -9b) The Mayor requested that Consideration of Rescheduling the November 23, 2011 Council Meeting be added under New Business as Item #8 and that he would also be giving an update regarding the ticket program previously approved by Council. Council Member Love requested that Trail Project be added under Old Business. Motion by Council Member Paar, seconded by Council Member Love, to approve the Agenda with the above stated additions. All in favor. Motion carried unanimously. IV. APPROVAL OF MINUTES 1. October 12, 2011 City Council Meeting Minutes 1 City of Centerville Council Meeting October 26, 2011 The Mayor questioned whether any members had requests for modifications. Hearing none. Motion by Council Member Love, seconded by Council Member Paar, to approve the October 12, 2011 City Council Meeting Minutes as presented. All in favor. Motion carried unanimously. 2. October 12, 2011 City Council Work Session Meeting Minutes The Mayor questioned whether any members had requests for modifications. Hearing none. Council Member Love stated that he was unable to attend the meeting and to please make the correction. Motion by Council Member Fehrenbacher, seconded by Council Member King, to approve the October 12, 2011 City Council Work Session Meeting Minutes as amended. All in favor. Council Member Love Abstained. Motion carried. V. CONSENT AGENDA 1. City of Centerville October 13, 2011 through October 26, 2011 Claims (Check #26778 -26806 & (Check #26807- 26820) 2. Centennial Lakes Police Department Claims through October 12, 2011 (Check #8629 -8651) 3. Centennial Fire District Claims through October 7, 2011 (Check #5002 -5024) Motion by Council Member Fehrenbacher, seconded by Council Member King, to approve the Consent Agenda as presented. All in favor. Motion carried unanimously. VI. AWARDS /PRESENTATIONS /APPEARANCES 1. Mr. Ryan Kelzerberg, Anoka County Emergency Management — Hazard Mitigation Plan Mr. Kelzerberg stated that the County desired to have the City of Centerville again participate in the Multi - Jurisdictional Hazard Mitigation Program. Mr. Kelzerberg reported that the plan needed to be updated every five (5) years and explained that it would be brought to them for final consideration when completed. Mayor asked if any Council Members had questions. Council Member King questioned if this plan would be put into place if the Governor asked for disaster relief funding. Mr. Kelzerberg concurred and stated that this agreement allows cities and the County to apply Page 2 of 7 2 City of Centerville Council Meeting October 26, 2011 for Mitigation Grant funding. Mr. Kelzerberg stated that Council Members or Staff could contact his office if they had additional questions. 2. Chief Jim Coan, Centennial Lakes Police Department Chief Coan introduced himself to the full Council and stated that he is honored to be Centennial's chief and very proud of the Staff that he is a member of. The Mayor applauded the Department for their newsletter. Chief Coan thanked the Mayor. Council Member Paar expressed his appreciation for the officers that assisted in his recent accident and felt that the Police Department is a huge asset. VII. OLD BUSINESS 1. Adopt Summary of Ord. #50, Second Series — Amending City Code Authorizing Permits for Use of Special Vehicles on City Streets — Ordinance Previously Adopt at Last Meeting Motion by Council Member Love, seconded by Council Member Fehrenbacher, to adopt the presented summary for publication of the approve Ord. #50, Second Series as presented. All in favor. King opposed. Motion passed. 2. Trail Project Council Member Love stated disappointment with the project, sighting the completion length, lack of planning, additional expenditures due to lack of planning, use of inaccurate information, etc. Engineer Statz stated that with the State shutdown and collaborating with multiple entities, that delays did occur; however, other areas of the project went much smoother than near Council Member Love's home. Engineer Statz sympathized with Council Member Love. Council Member King stated that skaters and bikers have been an ongoing issue near his home with retaining wall blocks becoming loose. There was concern regarding continued costs to maintain these retaining walls. Mayor Wilharber questioned the traffic control signs near the Church entrance and Engineer Statz stated that the issue would be taken care of. VIII. NEW BUSINESS 1. Res. #11 -024 — Authorizing the City to Participate in the Multi - Jurisdictional Anoka County Hazard Mitigation Plan Motion by Council Member Fehrebacher, seconded by Council Member Paar, to Adopt Res. #11 -024 - Authorizing the City to Participate in the Multi- Jurisdictional Anoka County Hazard Mitigation Plan as in previous years. All hi favor. Motion passed unanimously. 2. Res. 1411-025 — Approval of Agreement With Mastercard Purchase Card Program Page 3 of 7 3 City of Centerville Council Meeting October 26, 2011 Mayor Wilharber stated that this was discussed at a work session. Finance Director Jeziorski stated that the programs would replace the City's existing credit card and allow for routine purchases with only individual staff member having the ability to purchase pre - approved items with a set purchasing limit. He also stated that the account would be closely monitored to ensure compliance. Council had concern for cash back incentives or rewards. Finance Director Jeziorski stated that any incentives or rewards associated with the card would be the City's and not the individual employees. Motion by Council Member Paar, seconded by Council Member Fehrenbacher, to Approve the Agreement with Mastercard Purchase Card Program as presented. All in favor. Motion passed unanimously. 3. Res. #11 -0XX — Authorizing Feasibility Report, Plans & Specifications for 2012 Street Improvement Project The Mayor read the streets that were to be milled and overlayed with the project: Houle Circle from the west line of Peterson Trail westerly to its terminus, Fox Run from the west line of Peterson Trail westerly to its terminus, Hayfield Road from Petereson Trail to Mill Road and Peterson Trail from Main Street to Fox Run. Council Member Paar questioned why 73 Street was not included. Engineer Statz stated that only those streets that were included in the Street Improvement Project for 2012 were included and 73'd Street was included in the 2013 project. Lengthy discussion was had regarding costs, collaboration with Staff, opinions of the Engineer versus staff regarding the necessity of total reconstruction for certain roads, assessment process and liability issues for substandard workmanship, etc. Council felt that key information was missing from the presented project along with large budget implications. Engineer Statz apologized that the information was not discussed prior to this evening. Council felt that Mr, Palzer should have been present at the meeting and additional discussion was needed. Motion by Council Member King, seconded by Council Member Fehrenbacher. to table Res. #11 -0XX — Authorizing Feasibility Report, Plans & Specifications for the 2012 Street Improvement Project for further discussion. All in favor. Motion passesd unanimously. 4. Approval of Application for Community Development Block Grant Funds to Acquire Properties in Block 8 — Downtown Finance Director Jeziorski briefly explained that this Federally Funded grant application and filing for remaining funding would allow the City to purchase property(ies) in the Block 8 area of the Downtown that are considered by the County to be blighted. Director Jeziorski stated that approximately $187,000 would be needed to acquire the two properties (1687 Sorel and 7089 Centerville Road). Director Jeziorski stated that this funding would not require matching funding from the City but would need to meet Federal guidelines. Council Member Fehrenbacher pointed out that Council is only considering submission of the application and no funding in necessary at this time. Page 4 of 7 4 City of Centerville Council Meeting October 26, 2011 Attorney Glaser stated that if a developer were to develop the area, the developer would be responsible for reimbursing the Federal Government. Discussion ensued regarding the possibility of renting one of the properties, guidelines that may be placed in the properties and governmental control Motion by Council Member Fehrenbacher, seconded by Council Member Love, to approve the Application for Community Development Block Grant Funds to Acquire Properties in Block 8 of the Downtown area (1687 Sorel and 7089 Centerville Road) as presented. All in favor. Council Member King opposed. Motion passed. 5. Approval of Grant Agreement for Source Water Protection Plan Implementation Grant— Sealing of Wells Director Jeziorski stated that the City submitted a grant application in September and was awarded a $10,000 grant. This is just to formalize the grant with an agreement and will allow implementation of the program. Director Jeziorski stated that the City solicited individuals in the area that would be eligible for the funding and have received 5 requests. Discussion ensued regarding well usage for irrigation purposes, unknown wells in the same area, administrative expenditures relating to the program, potential for unused funding and usage of the funding prior to June, 2013 deadline. Motion was made by Council Member Love, seconded by Council Member Paar, to approve the Grant Agreement for Source Water Protection Plan Implementation Grant — Sealing of Wells as presented All in favor. Motion passed unanimously. 6. Pay Estimate — Close Out Final Payment, Bergerson - Caswell, Inc. — $3,042.76 (Storm Water Reclamation Project Phase I — Contract B) (Vertical Steel Casing for Wet Well) Engineer Statz stated that the work is complete and that he felt the funds could be released. Motion was made by Council Member Fehrenbacher, seconded by Council Member King, to approve the Final Pay Estimate in the amount of $3,042.76 to Bergerson- Caswell, Inc. For the Storm Water Reclamation Project Phase I — Contract B) (Vertical Steel Casing for Wet Well) as presented All in favor. Motion passed unanimously. 7. Ord. #51, Second Series Amending City Code Chapter 51 — Modifying Rules & Regulations Relating to Water Service Council Member Love stated that again this item had been discussed at a previous work session and feels that undertaking responsibility could potentially be a financial burden on the City. Lengthy discussion was had regarding financial responsibility of the City Page 5 of 7 5 City of Centerville Council Meeting October 26, 2011 versus homeowner, location of the curb stop, necessity of providing clarification and limiting liability for repairs. Motion was made by Council Member Fehrenbacher, seconded by Council Member Paar, to adopt Ord. #51. Second Series Amending City Code Chapter 51 — Modifying Rules & Regulations Relating to Water Service and its Summary as presented. All in favor. Council Member Love abstained Motion passed. 8. Potential for Scheduling Conflicts With the Regularly Scheduled Council Meeting of Wednesday, November 23, 2011 — Reschedule? Consensus of the Council was not to reschedule. IX. ANNOUNCEMENTS/UPDATES Attomey Glaser reported that he attended a quarterly meeting with the Centennial Lakes Police Department and explained the web based ticket educational program. He felt that the officers were receptive to the program. Attorney Glaser stated that a full report of the programs usage would be available subsequent to the trial period in approximately a month and a half. Attorney Glaser also reported that appraisals associated with the Pheasant Marsh Ditch Project would be received the next day and bring more tools for Staff to discuss Mayor Wilharber stated that he and both Council Members Paar and Fehrenbacher attended the Shovel Ready program last week and found it to be very informative. All members present felt at that meet felt that Staff should compile a profile to entice/attract desired businesses to the area. Mayor Wilharber reviewed with Council and the audience upcoming meeting dates and stated that the Lions Haunted House was taking place again this year. He also stated that last year the Lions received 750 pounds of food in donations. He also stated that this is one of the Lions large events for raising money. The Lions are committed to returning all food donations and event earnings back to the community that they serve. Pheasant Marsh Drainage Issue Attorney Glaser reported that appraisals for the affected properties would be received the following day, that the property owners have been supplied with ditch laws and that Staff and property owners would be have a meeting following the receipt of the appraisals. Council Member Love and Mayor Wilharber requested copies of a recent mailing to nearby property owners regarding the work that the City had untaken and ramifications to water levels in the neighboring pond. Director Jeziorski stated that the mailing was forwarded on Monday, October 24, 2011 and he would provide it to Council Members. Page 6 of 7 6 City of Centerville Council Meeting October 26, 2011 Mayor Wilharber state even though some areas of the ditch were not affected, the water is flowing very well. X. ADJOURNMENT Motion made by Council Member Fehrenbacher, seconded by Council Member Paar to adjourn the regularly scheduled meeting at 7:31 p.m. All in favor. Motion passed unanimously. Transcribed by: Teresa Bender, City Clerk Page 7 of 7 7 CITY OF CENTERVILLE 11/03/11 8:21 AM Pagel Check Detail - November 9, 2011 Check Check Date # Vender Name Comments Amount g 1 1 .. . �: _ . •- 11/9/2011 028877 CENTENNIAL I AKFS POI ICF DEPT POI ICF SERVICES - NOVEMBER 7011 554,801 84 11/9/2011 026823 CENTERPOINT ENERGY 6970 LAMOTTE DR- SERV THRU 10 -24-11 $14.83 11/9/2011 026823 CENTERPOINT ENERGY 2085 W CEDAR ST - SERV THRU 10 -24-11 $63.17 11/9/2011 026823 CENTERPOINT ENERGY 7087 - 2011H AVE 5 - SERV THRU 10 -24 -11 $12.85 11/9/2011 026823 CENTERPOINT ENERGY 1880 MAIN ST - SERV THRU 10 -24 -11 $96.08 11/9/2011 026823 CENTERPOINT ENERGY 1785 PELTIER LAKE DR - SERV THRU 10 -24 -11 51483 Check Nhr 026823 Cr fl RPOINT FI4FRGY 5201.76 11/9/2011 026824 CITY OF CIRCLE PINES POLICE BUILDING PYMT 2011 54,083.33 11/9/2011 026824 CITY OF CIRCLE PINES POLICE BUILDING PYMT 2011 52.075.57 Check Nhr 026824 CITY OF CIRCLE PINES $6.158.90 11/9/2011 026825 FERGUSON WATERWORKS S 1PPLIE $ 0 11/9/2011 026826 GOETZ LANDSCAPE & IRRIG. LAWN MOWING - CITY HALL 532.92 11/9/2011 026826 GOETZ LANDSCAPE & IRRIG. LAWN MOWING - 1559 PELTIER LAKE DR $41.42 11/9/2011 026826 GOETZ LANDSCAPE & IRRIG. LAWN MOWING - 7373 PELTIER CIRCLE $41.42 11/9/2011 026826 GOETZ LANDSCAPE & IRRIG. LAWN MOWING - PARKS $528.51 Check Nbr 076826 GOETZ LANDSCAPE & IRRIG. 5644 11/9/2011 026827 GOPHER STATE ONE CALL INC SERV THRU OCTOBER 2011 $29.73 11/9/2011 026827 GOPHER STATE ONE CALL INC SERV THRU OCTOBER 2011 $29.72 Check Nbr 026827 GOPHER STATE ONE CALL INC $59 4� 11/9/7011 076828 HD SUPPI LWAIFRWORKS I TO 6 3/4" WATFR METERS 5794 9Q 11/9/2011 076879 INTFRNATIONAI l INION OF OPFRATI IINION DUES - C; Rl1RMFISTFR R CHASE & T PETERSON 596 OQ 11/9/7011 076830 KFY Al ITOMOTIVF SERVICE CENTER SI IPPI IFS $458 11/9/2011 026831 MENARDS - FOREST LAKE SUPPLIES $23.86 11/9/2011 026831 MENARDS - FOREST LAKE SUPPLIES $4.81 h- s. r uu N' -F•. 52167 11/9/2011 026837 NATIONAI FI 000 INSI IRANCF PROGR FFDFRAI EMERGENCY MANAOFMFNT 580000 • 1 I I. • •L • •1. Ohl -. u• I . .. 11/9/2011 026834 PROI IFIC PROP 11 C RFFI IND OVER PYMT ON FINAI I ITII ITY RII 1 - 7135 SHAG AVF 515 13 • 1 1 .. . • •• •. 1. •• - •: ::. TOTAL CHECKS $64,081.39 w 8 CENTENNIAL LAKES POLICE DEPT Check Register - Police GL without invoice numbers Page: 1 Check Issue Dates: 10/13/2011 - 10/27/2011 Oct 27, 2011 12:38PM Report Criteria: Report type: Summary GL Check Ck No Description Check Period Issue Date Payee Amount 10/11 10/18/2011 8652 JAMES COAN MOVING ALLOWANCE 5,000.00 10/11 10/27/2011 8653 ANOKA COUNTY 3RD QTR MDT 540.00 10/11 10/27/2011 8654 ANOKA COUNTY ATTORNEY FORFEITURE DISTRIBUTION 02 GRAN 193.12 10/11 10/27/2011 8655 ASPEN MILLS UN FORMS 868.25 10/11 10/27/2011 8656 BRENT RICHTER CONSULTING LLC MEDICAL CONSULTING 100.00 10(11 1012712011 8657 CENTENNIAL UTILITIES SEPT UTILITIES 456.72 10/11 10/27/2011 8658 CONNEXUS ENERGY ELECTRIC 1,598.21 10/11 10/27/2011 8659 JEFF'S BOBBY & STEVES KEY 02 GRAND PRIX FORFEITURE 685.54 10/11 10/27/2011 8660 CITY OF LEXINGTON F150 FORFEITURE PROCEEDS 525.32 10/11 10/27/2011 8661 NEXTEL COMMUNICATIONS CELL PHONE SERVICE 469.60 10/11 10/27/2011 8662 NAC BLDG HEATER MTC 2,020.28 10/11 10/27/2011 8663 PURCHASE POWER INK CARTRIDGE 50.07 10/11 10/27/2011 8664 SHRED -N -GO, INC SHREDDING SERVICE 33.00 10/11 10/27/2011 8665 STATE OF MINNESOTA FORFEITURE PROCEEDS GRAND PRI 96.56 10/11 10/27/2011 8666 TELECIDE PRODUCTIONS, INC COMPUTER MTC /SUPPORT 184.70 Grand Totals: 12,821.37 M = Manual Check, V = Void Check 9 CENTENNIAL FIRE DISTRICT Check Register - FIRE GL Page: 1 Check Issue Dates: 10/8/2011 - 10/21/2011 Oct 21, 2011 01:18PM Report Criteria: Report type: Summary GL Check Check Vendor Description Check Period Issue Date Number Number Payee Amount 10/11 10/21/2011 5037 10293 ALL SAFE INC FIRE EXT MTC 298.09 10/11 10/21/2011 5038 20353 BLAINE BROTHERS, INC R21 MTC & REPAIR 2,952.05 10/11 10/21/2011 5039 30480 CENTENNIAL UTILITIES STATION 1 UTILITIES 134.94 10/11 10/21/2011 5040 30500 CENTURY LINK CENTERVILLE STATION PH 55.89 10/11 10/21/2011 5041 30575 CITY OF CIRCLE PINES 3RD QTR ACCOUNTING SERVI 1,575.00 10/11 10/21/2011 5042 31008 COMCAST INTERNET STATION 1 94.00 10/11 10/21/2011 5043 31137 CONNEXUS ENERGY ELECTRIC STATION 1 319.03 10/11 10/21/2011 5044 40040 DEEP ROCK WATER COMPANY BOTTLED WATER 57.81 10/11 10/21/2011 5045 70578 GRAINGER EQUIP MTC FILTERS 132.28 10/11 10/21/2011 5046 90175 INNOVATIVE GRAPHICS, INC SAFETY CAMP TSHIRTS 1,580.00 10/11 10/21/2011 5047 120450 CITY OF LINO LAKES SEPT REIMBURSEMENTS 30,017.06 10/11 10/21/2011 5048 120460 LINO LAKES POLICE DEPT REIMB FOR CITIZEN ACADEMY 187.50 10/11 10/21/2011 5049 130330 MICHAEL ALAN MATTSON INSTRUCTER EMS CLASS 9/12 226.00 10/11 10/21/2011 5050 130840 MFSCB RECERTIFICATONS 620.00 10/11 10/21/2011 5051 150150 GLEN A OLSON POWER POINT CLICKER 9.63 10/11 10/21/2011 5052 160150 PEARSON EDUCATION, INC EMR COMPLETE WORK TEXT 1,904.73 10/11 10/21/2011 5053 180600 CITY OF ROSEVILLE JT POWERS MIS 655.58 10/11 10/21/2011 5054 200130 TASK FORCE 1, INC TRAINING 190.00 10111 10/21/2011 5055 210232 UNI- SELECT CLEANER 6.20 10/11 10/21/2011 5056 220200 VERIZON WIRELESS CELL PHONES 235.81 10/11 10/21/2011 5057 240100 XCEL ENERGY ELECTRIC STATION 2 487.66 Grand Totals: 41,739.26 Check #5025 -5036 Payroll M = Manual Check, V = Void Check 10 M P : TO: Honorable Mayor & Council Members FROM: Parks & Recreation Committee SUBJECT: Skate Night, Hayride, Popcorn & Hot Chocolate — Hiring Bunker Park Stable to Provide Hayrides DATE: November 3, 2011 At last evening's meeting, the Committee motioned to recommend to Council the hiring of Bunker Park Stable to provide hayrides for the first skate night, January 14, 2012. The Committee is recommending that $100 be forwarded to them for a deposit/downpayment with the remainder of $550 due the evening of the event. Funds would be disbursed from the Park Program Line Item from the 2012 budget. 11 RES. #11 -0 RESOLUTION ORDERING PREPARATION OF REPORT AND PLANS AND SPECIFICATIONS FOR IMPROVEMENT WHEREAS, it has been proposed to improve the following streets by construction of a mill and overlay project: Houle Circle from the west line of Peterson Trail westerly to its terminus Fox Run from the west line of Peterson Trail westerly to its terminus Hayfield Road from Peterson Trail to Mill Road Peterson Trail from Main Street to Fox Run BE IT RESOLVED BY THE CITY COUNCIL OF CENTERVILLE, Minnesota: 1. The proposed Improvement is hereby referred to Mark Statz of Stantec, Inc. and that person is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost- effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended. 2. Stantec, Inc., is hereby authorized to prepare plans and specifications for making of the proposed improvement. Adopted by the council this 9th day of November, 2011 Tom Wilharber, Mayor Attest: Teresa Bender, Clerk 12 Stantec Consulting Services Inc. 2335 Highway 36 West St. Paul MN 55113 Tel: (651) 636 -4600 Fax: (651) 636 -1311 Stantec # Bonestroo October 13, 2011 Temp. File: 000616- 11000 -0 1880 Main Street Centerville, MN 55038 -9794 Attention: Dallas Larson, Administrator Dear: Dallas Reference: 2012 Street Improvements At your request, we have prepared a scope of services and fee proposal for the following: • Feasibility Report for the 2012 Street Improvements • Plans and Specs for the 2012 Street Improvements • Bidding Services for the 2012 Street Improvements Scope Feasibility Report We will prepare a feasibility report meeting the requirements of MN Chapter 429 law for the proposed 2012 street improvements as detailed in the attached CIP prepared by the City's Public Works Director, Paul Palzer. The streets identified in the 2012 CIP were all included in a previous Feasibility Study completed for the 2009 Street Improvements Project but did not end up as part of the construction project. Therefore, this report will simply update the findings of the 2009 report with regard to the treatment of the remaining streets. We assume that the City will handle all matters relating to calculation of the proposed assessments, evaluating their viability, and preparation of the assessment roll. We will provide an estimate of the construction and other project costs for the proposed improvements. The report figures and cost estimate will only consider the cost of an appropriate pavement rehabilitation and will not account for maintenance work which will be completed by City staff (or contracted out by the City) prior to the project including: • Water Main Bolt Replacements • Sanitary Sewer Repairs • Storm Sewer Repairs • Curb Repairs • Bituminous Patching • Draintile Improvements Preliminary Survey Based on our discussions of the proposed scope of construction, we do not anticipate the need for any preliminary topographic survey. If the need for such services arises, we will provide a separate proposal for that work. 1 3 Stanbec 10/13/11 Attn: Dallas Larson Page 2of3 Reference: 2012 Street Improvements Plans and Specifications We will prepare a set of plans and specifications for the purposes of putting the project out for competitive public bidding and as a guide for construction of the improvements. The plans and specifications will constitute the construction contract using the EJCDC format. The plans will encompass only the 2012 improvements and shall include: • Plan view-only schematics of the areas to be improved. • Typical Sections • Construction Details The plans will not include: • Roadway or Utility Profiles. • Cross Sections • Private Utilities (law 216D does not apply since there is no excavation planned) Permitting We do not anticipate the need for any permits. Bidding The following services will be provided to assist the City in obtaining competitive bids for the 2012 Street Improvements: • Prepare an Ad for Bid; send to appropriate publications (City to pay publication fee) • Answer bidder questions during bidding process • Prepare and distribute addenda as needed. Addenda which are needed due to additions to the scope of work will be outside of this scope. • Attend the Bid Opening • Tabulate and provide a summary of the bids received. • Send Notice of Award Our scope of services will end with the Notice of Award. If the City wishes to utilize our services beyond this point we would be glad to provide them at our normal hourly rates or we could provide an additional scope of services for whatever work was desired. Public Hearings As part of the Chapter 429 process, both a formal Improvement Hearing and Assessment Hearing will need to be held, respectively. It is our understating that City staff will prepare documents, presentations and other materials for these meetings as well as coordinate and attend them. Our only involvement will be to supply City staff with any materials from the feasibility report in electronic format for their use in the meetings. Fees For preparation of the Feasibility Report Covering the 2012 project area, we propose a not -to- exceed fee, including reimbursable expenses of $3,000. 14 Stantec 10/13/11 Attn: Dallas Larson Page 3 of 3 Reference: 2012 Street Improvements For the preparation of the Plans and Specifications and assistance with bidding, we propose a not -to- exceed fee, including reimbursable expenses of $9,500. If, at this time, the City Council wishes to move forward with the project, it would be appropriate to have them authorize the production a feasibility report and plans and specifications. Schedule Assuming we are authorized to begin work at the next City Council meeting (10/26), we could have feasibility report complete and a draft of the plans and specs ready for review at the November 23, 2011 City Council meeting. Bidding would then take place in December and early January. Formal Improvement and Assessment Hearings could be held in January and February with award of the construction contract soon afterward. Respectfully, STANTEC CONSULTING SERVICES INC. % t - St-- Mark R. Statz, PE City Engineer 651 -604 -4709 Attachment: Roadway CIP c. Paul Palzer— Public Works Director Greg Burmeister — Project Inspector Lee Mann — Stantec 15 City of Cen$rWlle Street Maintenance Plan Age M year of Coat per Veer Sirwts overlay Footage Foot Sub Total mitre coat Total Cost 2012 Houle Circle 23 600 20°0 Fox Run 23 600 Hayfield 23 700 Peterson Trail 23 1300 Total - two inch compacted 3200 40 128,000 25,600 153,600 2013 Steven Lane 24 475 Quebec 19 1050 Old Mill Road 17 1300 Revolr 17 1200 73rd 19 1300 Total 5325 26 138,450 27,890 168,140 Dupre in eagle Pass 17 2600 Eagle Trail 17 2$50 Pioneer Lane 17 400 Total 5050 26 152,100 30,420 182,520 2015 Lakeland Circle 18 2700 Eagle Trail in Centervifa 18 1050 Brian Court 1H 500 MIII Road 30 2600 Total 6850 28 178,100 35,620 213,720 2015 Meadow Lane 17 1250 Meadow Circle 17 900 Meadow Coun 17 550 Cottonwood Court 19 1000 Gateway Circle 15 500 Progress IS Westview 18 850 Centerville Rd n of Main 18 300 Total 5350 26 139,100 27,820 166,920 2017 Mound Trail 27 3350 Brian Dr, S of Main St. 15 1030 Total 4380 26 113,880 22,776 136,658 Reconstruct Center Street and Roayt Meadows and Dowrdown work. 2020 Hunters Trail 19 1150 Doer Court 19 503 Deer Pass Drive 18 1000 Mound Court 17 425 Portage Way 18 450 Total 9525 26 91,650 16,330 109,980 2022 Peltier Circle 16 1053 Brian S. of Main St, 16 650 16 Res. #11 -0 DISBURSEMENT OF A PORTION OF COMMITTED FUND BALANCE WHEREAS, the Parks & Recreation Committee requested that the City Council of the City of Centerville consider the use of an amount not to exceed $300 to partially fund illumination of the United States of America flag flown at Cornerstone Park. The Committee desired the funds to come from the Signage Procurement Committed Fund, and WHEREAS, the City Council previously adopted Res. #11 -023 committing these funds, they must remove the amount requested from the specified usage of the Signage Procurement Fund and reduce the amount accordingly following the expenditure of the funding needed. NOW, THEREFORE, BE IT HEREBY RESOLVED that the City Council directs the Finance Director or his/her designee to reduce the Signage Procurement Fund by an amount not to exceed $300 and recommit the remaining funds to the same designation. Adopted by the City Council of the Centerville, Minnesota this 9 day of November, 2011. Toni Wilharber Attest: Teresa Bender, Clerk 17 Res. #11-0 23 A RESOLUTION COMMITTING FUND BALANCES FOR SPECIFIC PURPOSES WHEREAS, the City Council of the City of Centerville, Minnesota, does hereby find as follows: WHEREAS, the Governmental Accounting Standards Board's Statement No. 54 defines committed fund balance as amounts that can only be used for specific purposes pursuant to constraints imposed by formal action of the Council, WHEREAS, Council action is required before year end to formalize the commitment of fund balance to specified purposes, WHEREAS, those committed amounts cannot be used for any other purpose unless the City removes or changes the specified use by taking the same type of action it employed to previously commit those amounts. NOW, THEREFORE, BE IT HEREBY PROCLAIMED by the City, that the specific portions of fund balance in the identified funds are committed as follows: Committed General Pads and Recreation Volleyball Court $2,500.00 General Park and Recreation Concession Operation $714.00 General Park and Recreation 8K Run Proceeds $1,949.01 General Park and Recreation Signage Procurement $1,500.00 Trail Trail Loan Repayment $127,720.92 Adopted by the City Council of Centerville, Minnesota this 12th day of October, 2011. Tom Wilharber, Mayor eat: �....�c Teresa Bender, Clerk 18 Page 1 of 1 Teresa Bender From: Paul Palzer Sent: Thursday, November 03, 2011 11:01 AM To: Dallas Larson Cc: Teresa Bender Subject: Lighting for flag pole Hello Dallas — The Park and Recreation Committee recommended at their meeting for Council to approve the quote by Killmer Electric to install a flag light on the street light pole per their quote not to exceed $800.00 Rob Faust has a little over $500.00 that he has raised to go towards this expense and the Committee would like to make up the difference from their reserve amounts that was requested of Council at the last meeting. I will provide a copy of the quote to Teresa. Paul 11/3/2011 19 PROPOSAL KILLMER ELECTRIC CO. INC. 5141 Lakeland Avenue North Crystal, Minnesota 55429 Telephone: (763) 425 -2525 Fax: (763) 424 -1258 PROPOSAL SUBMITTED TO PHONE DATE City of Centerville 651 503 -1834 10/11/2011 STREET JOB NAME 1880 Main Street Flamm pole lights CITY, STATE & ZIP CODE JOB LOCATION Centerville, MN 55038 ATTN: • FAX EMAIL ADDRESS • Greg Burmeister We hereby submit specifications and estimates for. Killmer Electric Co., Inc proposes to furnish and install: Fixture and wiring for Flag Pole lights Not to Exceed $ 800.00 • • We Propose hereby to furnish material and labor - complete in accordance with shove specifications, for the sum of: Eight Hundred Dollars and --- - ------- __- _- ---- --------- _ ( $ 800.00 ) Payment to be made as follows: All material is guaranteed to be as specified. All work to be Authorized 1 vu completed in aorkmardike manneracconl 'mg to standard Signature /AS-, ✓) ;�, � � 'v — practices. Any alteration or deviation from above specifications Brian Zi;ka involving extra costs will be executed only upon written orders, . and viii become an extra charge over and above the estimate. Note: This proposal may be withdrawn by us if not accepted with days. MI agreements contingent upon strikes, accidents or delays Acceptance beyond our control. Owner to carry fire, tornado and other Signature necessary insuram..e. Our workers are fully covered by Date • Workmans Compensation Insurance. 20