HomeMy WebLinkAbout2013-12-11 Set Agenda & Handouts CITY OF CENTERVILLE COUNCIL MEETING AGENDA
6 T T- vi f�e Wednesday, December 11, 2013
6:30 p.m. or shortly thereafter — SET AGENDA Items = BOLD ITALICS
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 prior to 6:15 p.m.
COUNCIL MEETING
I. CALL TO ORDER
1. Roll Call
II. PUBLIC INPUT on 2014 Budget & Tax Levies
III. APPROVAL OF AGENDA
IV. APPROVAL OF MINUTES
1. November 13, 2013 City Council Meeting Minutes (Pages 1 -7)
2. November 13, 2013 City Council Work Session Meeting Minutes (Page 8)
II. CONSENT AGENDA
1. City of Centerville November 14, 2013 through December 11, 2013 Claims (Check #28370-
28424) w/Voided Check #28425 (Pages 9 -12) & (Check #28426- 28432) (Page 12a)
2. Centennial Police Department Claims through November 26, 2013 (Check #9622 -9700)
w/Voided Check #9622 (Pages 13 -14)
3. Centennial Fire District Claims through November 19, 2013 (Check #6099 -6134) w /Check
#6119 -6126 Voided (Pages 15 -16)
4. Successful Performance Review - Completion of Year 14 — Mr. Tedd Peterson, Public
Works Maintenance Technician
III. AWARDS /PRESENTATIONS /APPEARANCES
IV. OLD BUSINESS
1. P & R Recommendation to Approve Special Event Permit Application for "Shake Your
Shamrock" 5K/8K Runs — Tabled from Previous Meeting (Pages 17 -19)
2. Anoka County Response to Centerville's Request Regarding Turn Lanes & the
CSAH21 /Centerville Road Reconstruction Project (M. Statz Update) (Pages 20 -21)
V. NEW BUSINESS
1. Res. #13 -OXX — Adopting Budget & Tax Levies for 2014 (Pages 22 -27)
2. Res. #13 -OXX — Approving of Anoka County's Classification & Sale of Forfeited Lands —
PIN #R23- 31 -22 -34 -0026 Per Anoka County Res. #2013 -130 (Pages 28 -39)
3. Res. #13 -OXX — 2014 Mill & Overlay Projects (Pages 40 -43) & (Page 40a)
4. Res. #13 -OXX — Assigning Duties as They Relate to Handling Banking Transactions for the
City (Page 44)
5. Consider Recycling Incentive- Authorize Rebate to Residents, Subject to Anoka County
Approval (Page 45)
6. Consider Location for Future Street Connection to 20 Avenue /CSAH54 (Page 46)
7. Consider Amendment to Centennial Fire District Joint Powers Agreement- Section 2.6
Voting (Page 47)
8. Parks & Rec. Committee Recommendation to Reserve Unspent Budget Items in 2013 for
use in 2014 (Pages 48 -51)
9. Consider Purchasing a Replacement Phone System & Agreement with Roseville I -Net
(Pages 333-3) * *REPLACEMENT PAGES 52 -63 **
10. Consider Cancellation/Re- Scheduling of December 25, 2013 City Council Meeting
IX. ANNOUNCEMENTS/UPDATES
1. Administrator Larson
X. ADJOURNMENT
*REMINDERS **
Parks & Recreation Committee Meeting— January 1, 2014, 6:30 p.m. Council Chambers
Planning & Zoning Commission Meeting — January 7, 2014, 6:30 p.m. Council Chambers
Consideration of Cancellation of December 25, 2013 Meeting (Christmas)
City Hall Closed — December 25, 2013 In Observance of Christmas
City Council Meeting — January 8, 2014, 6:30 p.m. Council Chambers
City Council Meeting — January 22, 2014, 6:30 p.m. Council Chambers
CITY OF CENTERVILLE 12/11/13 2:48 PM
Check Detail - December 11, 2013 - Update Page 1
Check
Date Check # Vender Name Comments
Amount
12/11/2013 028426 AMUNDSEN, KEVIN REIMBURSE FOR BANNER DISPLAY FOR MOVIE AT THE
Check Nbr 028426 AMUNDSEN KEVIN
53.46
12/11/2013 028427 ANOKA COUNTY PROPERTY RECORDS 520466.008 - CENTRAL BANK $46.00
12/11/2013 028427 ANOKA COUNTY PROPERTY RECORDS 2073556.010 - 7070 EAGLE TRAIL $46.0 0
Check Nbr 028427 ANOKA COUNTY PROPERTY RECORDS $92.00
12/11/2013 028428 ANOKA COUNTY TREASURY DEPT. JAN. 2014 BROADBAND $37.50
12/11/2013 028428 ANOKA COUNTY TREASURY DEPT. JAN. 2014 BROADBAND $37.50
12/11/2013 028428 ANOKA COUNTY TREASURY DEPT. JAN. 2014 BROADBAND 37.50
Check Nbr 028428 ANOKA COUNTY TREASURY DEPT.
$ 112.50
12/11/2013 028429 GRAINGER QUARTZ METAL HALIDE LAMP
Check Nbr 028429 GRAINGER
12/11/2013 028430 METRO TESTING MECHANICAL LLC TEST WATTS 009 M2 1 1/2" TRUCK FILL 46.37
Check Nbr 028430 METRO TESTING MECHANICAL LLC 0 00
12/11/2013 028431 SCHMITZ, DAN REIMBURSE FOR CLOTHING ALLOTMENT
Check Nbr 028431 SCHMITZ DAN
213.95
12/11/2013 028432 XCEL ENERGY 6970 LAMOTTE DR - SERV THRU 12 -4 -13 $236.33
12/11/2013 028432 XCEL ENERGY 1682 MAIN ST - SERV THRU 12 -4 -13 $165.56
12/11/2013 028432 XCEL ENERGY 1745 MAIN ST - SERV THRU 12 -4 -13 $10.62
12/11/2013 028432 XCEL ENERGY 7098 CENTERVILLE RD - SERV THRU 12 -4 -13 $10.62
12/11/2013 028432 XCEL ENERGY 1601 LAMOTTE DR - SERV THRU 12 -04 -13 $29.52
Check Nbr 028432 XCEL ENERGY
$452.65
Total Checks $1,060.93
RES. #13 -0
Resolution Ordering Preparation of Plans and Specifications and Ordering Advertisement for Bids on
Improvement
WHEREAS, it has been proposed to improve the following streets by construction of a mill and pavement
overlay project:
1. 73 Street from Mill Road easterly to a point approximately 150 feet east of Quebec Street.
2. Quebec Street from 73 to Old Mill Road
3. Old Mill Road from 73 Street to a point approximately 250 feet north of Revoir Street
4. All of Revoir Street
5. Deer Pass Drive from 20 Avenue west and then north to its terminus in the cul -de -sac
6. Lakeland Circle east from Centerville Road to Main Street
7. Meadow Lane from Centerville Road to Dupre Road
8. Dupre Road from a point approximately 150 feet easterly of Meadow Lane easterly then southerly to
a point approximately 150 feet north of Center Street
9. Pioneer Lane from Dupre Road to Eagle Trail
10. Brian Court from Brian Drive easterly to its terminus in the cul -de -sac.
11. All of Steven Lane
12. Lakeland Circle West from Centerville Road to Main Street
13. Centerville Road from Lakeland Circle north a distance of approximately 150 feet.
BE IT RESOLVED BY THE CITY COUNCIL OF CENTERVILLE, Minnesota:
1. Stantec, Inc. is hereby authorized to prepare plans and specifications for making of the proposed
improvement.
2. Upon completion of plans, the City Clerk is authorized to advertise for bids for the making of the
improvement. The advertisements for bids shall be published as required by law, and shall specify the
materials to be purchased and separate labor and equipment to be contracted, and the notice shall state
that bids will be opened at 10:00 a.m. on January 14, 2014, for materials and February 11, 2014, for
labor and equipment and shall state that bids will be considered by the City Council within 90 days of
the date of bid opening.
Adopted by the council this day of December, 2013.
Tom Wilharber, Mayor
Attest:
Teresa Bender, Clerk
LLi
PHONE AND INTERNET PROPOSED CHANGES
Current Plan Roseville I -net
Telephone (now Century Link) $ 387.00 $ 127.25
Internet (now Comcast) $ 104.00 $ 77.00
Anoka County Fiber *1 $ 112.50
Total Cost Per Month $ 491.00 $ 316.76
'1 Transition to Anoka County Fiber is complete already. Public works computers are now
part of City Hall network. Elliminated the need for a separate server.
I recommend these changes. There will be a cost savings and we will be upgrading
phone equipment that is nearly ten years old.
DaQas Larson, Administrator
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT
This INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT (this
"Agreement ") entered into by and between the City of Roseville, a Minnesota municipal
corporation ( "Roseville'), and the City of Centerville, a Minnesota municipal
corporation ("Centerville'), is effective upon the execution of this Agreement by the
named officers of both organizations. Roseville and Centerville are referred to individually
as "Party" and collectively as the "Parties" or the "Cities ".
WHEREAS: The City of Roseville and the City of Centerville agree to work collaboratively
in the areas of Information Technology and related service areas, collectively referred to as
"IT ", and,
WHEREAS: The purpose of this Agreement is to define the terms and conditions under
which services will be defined and provided by Roseville, by and through Roseville's
Information Technology Division ( "Roseville IT ") to Centerville.
NOW, THEREFORE, in consideration of the mutual covenants herein and for good and
valuable consideration, receipt of which is hereby acknowledged, the Parties agree as
follows;
SECTION 1- DEFINITIONS. As used in this Agreement, certain terms shall
have the following meanings:
1.1 "Agreement" shall mean the combined terms and conditions of this
Agreement and of specific Task Order depending on context.
1.2 "Provider" shall mean the party to this Agreement defined within a Task
Order specified as providing the service to the other party.
1.3 "Recipient" shall mean the party to this Agreement defined within a Task
Order specified as receiving services from or through the other party.
1.4 "Services" shall generally represent the "Scope of Services" as defined
within a Task Order and may represent any combination of labor, whether provided
by the Provider's employees or a third party designated by the Provider, use of
facilities, equipment, software, or material goods utilized or consumed in providing
the Services.
1.5 "Task Order" shall represent the terms and conditions of this Agreement that
specify services, products, and other costs incurred by one party that are to be
compensated by the other party. Task Order refers to the written specifications for
either annually renewable Services or project -based Services that are completed
under accomplishment of specified deliverables or other project event. Task Orders
are more fully defined in Section 10.
1.6 "Holidays" includes New Year's Day, Martin Luther King, Jr. Day,
President's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day,
Thanksgiving, Christmas Eve, Christmas Day, and other holidays customarily
recognized by either party.
1.7 "Service Hours" means, unless otherwise noted, the hours of 8 a.m. to 5
p.m. local time, Monday through Friday, excluding Holidays.
",-P
1.8 "Entity " means any corporation (including any non - profit corporation),
general partnership, limited partnership, limited liability partnership, joint
venture, estate, trust, cooperative, foundation, society, political party, union,
company (including any limited liability company or joint stock company), firm
or other enterprise, association, organization or entity.
1.9 "Governmental Body" means any (a) nation, principality, state,
commonwealth, province, territory, county, municipality, district or other
jurisdiction; (b) federal, state, local, municipal or foreign government (including
any agency, department, bureau, division, court, or other administrative or judicial
body thereof); or (c) governmental or quasi - governmental authority of any nature.
1.10 "Software" means software programs, including supporting
documentation and online help facilities. Software includes applications software
programs and operating systems software programs.
1.11 'Business Continuity" means the ability to maintain operations /services in the
face of a disruptive event.
SECTION 2 - EFFECTIVE DATE
The effective date of this Agreement is January 2, 2014 or the last date of signature
by all parties, whichever is later and remains in effect until termination, as set forth
in Section 3 of this Agreement.
SECTION 3 - TERMINATION
3.1 Termination for Convenience. Either party may terminate this Agreement
or a specific Task Order for convenience, after first providing written notice of
the intent to terminate to the other party, one year in advance.
3.2 Termination of Task Order. Each Task Order shall specify the timeline for
notice to terminate that Task Order.
3.3 Termination by Mutual Agreement. The parties may terminate this
agreement in whole or in part, at any time by mutual agreement.
3.4 Termination of the Agreement shall also terminate any active Task Orders
under this Agreement.
3.5 Termination of a Task Order will terminate all Services as defined by
the Task Order but does not alter any terms or conditions of any other active
Task Order or this Agreement.
3.6 In the event written notice of termination is given by either party, both
parties shall work to accomplish a complete transition of services being
terminated without interruption of, or adverse impact on, the services enjoyed by
either party under this Agreement. The disentanglement process shall begin as
soon as possible, but not later than the date of termination. Disentanglements will
be defined as a Task Order and both parties, shall in good faith, seek to maintain
existing service levels and minimize the disruption of services until the
disentanglement is completed. Each party shall bear its cost of disentanglement,
V
unless separately defined within a Task Order, or as may otherwise be agreed by
both parties.
3.7 Third -Party Authorizations. Provider shall execute any third -party
authorizations necessary to grant the Recipient the use and benefit of any third -party
contracts, to the limits allowed by the contracts.
3.8 Licenses to Proprietary Software. Provider shall negotiate to allow the
Recipient (after receiving written approval from the Provider) to use, copy, and
modify, applications and programs developed by the Provider that would be needed
in order to allow the Recipient to continue to perform for itself, unless otherwise
prohibited by the software's licensing agreement.
3.9 Delivery of Documentation. Provider shall make reasonable efforts to deliver
to the Recipient or its designee, at the Recipient's request, all available
documentation and data related to the Recipient, including the Recipient Data held
by Provider. Costs incurred will be borne by Recipient.
SECTION 4 - COORDINATION AND COMMUNICATION
4.1 The Management Committee, composed of a designated representative for
Centerville and Roseville shall provide oversight and administer this agreement.
Designated representatives are considered authorized representatives of their
respective management and shall be empowered with authorities granted to the
Management Committee under this Agreement.
4.2 The Management Committee shall meet quarterly (or as otherwise mutually
agreed) to review the performance with regard to material aspects, risk management,
as well as the effectiveness and value of the Services and Task Order provided
between the Provider and the Recipient.
4.3 Agreement Review. The Management Committee will meet annually, to
formally review and, to the extent mutually agreed upon by the Parties, update the
terms, pricing, conditions and other details of this Agreement and any Task Order so
that the on -going business requirements of both Parties are met.
SECTION 5 - DISPUTE RESOLUTION
5.1 In the event of a dispute between Centerville and Roseville regarding the
delivery of Services under this Agreement or any related Task Order, the
Management Committee shall review disputes and recommend options for
resolution to the involved personnel.
5.2 Any dispute not resolved by the Management Committee shall be referred to
the Centerville City Manager and the Roseville City Manager (collectively "City
Managers "), or their designated representatives, who shall review the dispute and
options for resolution. The resolution of the City Managers regarding the dispute shall
be final as between the parties and shall be reduced to writing as an addendum to this
Agreement.
5.3 Any dispute under Section 5.1 of this
Agreement that cannot be resolved by the City
Managers may be submitted to mediation
through the State of Minnesota Bureau of
Mediation Services, the cost of which shall be
borne equally between the parties.
5.4 In the event either party determines that
there has been a breach of the provisions of this
Agreement or a related Task Order which cannot
be resolved by the City Managers, the
Agreement or related Task Order may be
terminated as described in Section 3.
SECTION 6 - INDEPENDENT CONTRACTOR
A Provider is, and shall at all times be, deemed to be an
independent contractor in the provision of the Services set forth in
this Agreement. Nothing in this Agreement shall be deemed or
construed as creating ajoint venture or partnership between the
Parties. Neither Party is by virtue of this Agreement authorized as
an agent, employee, or legal representative of the other Party, and
the relationship of the Parties is, and at all rimes will continue to
be, that of independent contractors. A Provider shall retain all
authority and responsibility for the provision of Services,
standards of performance, discipline and control of personnel, and
other matters incident to the performance of services by a Provider
pursuant to this Agreement. A Provider shall comply with all
relevant Federal, State, and municipal laws, rules, and regulations.
Nothing in this Agreement shall make any employee of the
Recipient jurisdiction, an employee
TASK ORDER 14 -01CV
Exhibit A: Cost of Services
City of Centerville
Estimate of Monthly Telephony Service Charges
January, 2014
Monthly
Service Type Charge Service Code
Telephone w/VM $ 13.75 1
Telephone Only $ 11.50 2
Extension w/VM (No Phone) $ 10.25 3
Extension Mobility (Add -On) $ 0.50 4
Extension Mobilty (No Phone) $ 13.75 5
FAX /Analog $ 11.50 6
Extension Extension
;Teleph w/VM (No Mobility
Facility Phone) (Add -On) FAX/Analog
City Hall 1 66.50
Public Works - -
1 S 59.75
' Total unit types s s 2
\ ` S 68.75 $ - $ 1.0015 - $ - 127.25
v Total Number of Devices 12
' 127.25
eleplione or a an
CP- 7965G- CP- 7945G- CP- 7942G- CP- 6921 -C -1(9= ATA187.11 -A= CP -7916= (Single) CP -7916- (Dual) Equipment Equipment Equipment
5 0 0 0 0 0 0 $ _ 1,275.00
3 1 0 0 S 1, "3.00 SV 2,610.00
Upfront Softwa ses $1,691.00
"Pricing does not include tax or shipping
Information Technology
Shared Service Agreement
Task Order
This Task Order is a specification of Services to be provided between the City of Centerville
( "CENTERVILLE ") and the City of Roseville ( "ROSEVILLE "); it is an addendum to the current
Information Technology Shared Service Agreement ( "Agreement ") and is subject to the terms and
conditions of the Agreement.
Talc Order ` 14 -01 CV Tide ; IP Telephony Services
Servioe Start Date " 02/01 /2014 Endli W OPEN
ROSEVILLE Terrence Heiser — Information Technology Manager
CENTERVILLF. POC Dallas Larson — City Administrator
$127.25 (2014)
Skill Set i Network Systems Engineer Setup Cost MC) $4,600.00 "
Monthly
Task Order Attachments: Exhibit A: Cost of Services
This section and attachments (listed above) define the scope of Services as well as service levels and
performance criteria and measurement expectations.
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 14 -OICV Page 1 of3
rp
1. Billing Type - Monthly
2. Delivery Price Notes/Remedy
a. The Recipient will compensate the Provider for services rendered in the monthly amount
listed in the attached Exhibit A: Cost of Services.
b. The financial terms of this order will be reviewed annually and appropriate cost adjustments
made to reflect increases in labor, licensing or equipment necessary to carry out the service terms of
the task order.
c. Changes to the service units will incur an immediate adjustment to the delivery price.
d. Equipment required for the sole use of the Recipient will be assessed as a nonrecurring
charge ( "NRC ") due within 30 days of the receipt of the equipment. The NRC listed in this task order
is an estimate based on current equipment and licensing costs and is subject to change.
3. Task Details /Scope of Work
The Provider shall assign qualified employees to perform telephony related technical services
required by the Recipient. These services include the following:
a. Support of the Cisco )P telephony equipment owned by the Recipient.
b. Access to the Providers Cisco IP telephony control equipment.
c. Access to the Public Switched Telephone Network (PSTN) through shared voice gateway
servers.
4. Assumptions and Constraints
Delivery of services requires the Recipient to maintain the necessary IP transport connection between
the Provider's telephony equipment and the Recipient's IP network. This includes, but is not limited
to, subscribing to IP transport services through the Anoka/Zayo Fiber Network or an alternative IP
network recommended and approved by the Provider.
5. Task Communications /Management/Reporting
6. Quality/Measures/Remedy
Support of systems is generally within normal working hours of 8:00 a.m. until 5:00 p.m. Monday
through Friday. However considerations will be made for emergency situations and system upgrades
which would require off hours support.
The Recipient waives and releases the Provider from any liability for personal injury or property
damage as a result of any failure of the Provider's Telephony equipment, for whatever reason,
including, but not limited to, software, hardware, telephone, frame relay services, or other related
equipment.
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 14 -OIL Page 2 of 3
7. Duration
Perpetual monthly agreement until terminated by either party.
8. Termination Provision
Assigned telephone numbers will be transferred to the Recipient subject to the terms and conditions
of the local exchange carrier providing PSTN services.
IN WITNESS WHEROF, Centerville and Roseville have caused this Task Order to be executed in their
respective names by their duly authorized officers and have caused this Task Order to be dated as of the
day of , 20_.
CITY OF CENTERVILLE CITY OF ROSEVILLE
Dallas Larson Date Terrence Heiser Date
City Administrator Information Technology Manager
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 14 -OICV Page 3 of 3
&�
Information Technology
Shared Service Agreement
Task Order
This Task Order is a specification of Services to be provided between the City of Centerville
( "CENTERVILLE ") and the City of Roseville ( "ROSEVILLE "), it is an addendum to the current
Information Technology Shared Service Agreement ("Agreement') and is subject to the terms and
conditions of the Agreement
U0k0r&r# 14 -02CV Ti& Shared Internet Access
SeiCblly 18tt 1 , 02!01 /2014$ OPEN
: ROSEVILLE Y' Terrence Heiser — Information Technology Manager
CENTERVILLE Dallas Larson — City Administrator
$77.00 (2014)
N we �ork Systems Engineer Setup Cost (NRC) $0.00
Monthly
Task Order Attachments:
I
This section and attachments (listed above) define the scope of Services as well as service levels and
performance criteria and measurement expectations.
3
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT TASK ORDER 14 -02CV Pagel U3
l . Billing Type - Monthly
2. Delivery Price Notes/Remedy and appropriate cost adjustments made to
The financial terms of this order will be reviewed annually out the service terms of the task
reflect increases in labor, licensing or equipment necessary to carry
order.
3. Task Details /Scope of Work speeds into the Recipients IP
The Service provides a Shared Internet Connection at designated
Network.
4. Assumptions and Constraints
D eliver y of Shared Internet to the Recipients IP Network is c
County IP Network. lability of Other
D ry
the Zayo /An k
provider networks including, but not limited to,
The role of the Provider is to extend Internet access between hde Recipi gna � Inter network. The Proveder
currently XO Communications and Hurricane Electric, and
( Roseville) in the context of this work order, is not to be considered an Internet Service Provider.
5. Task Communications /Management/Reporting
6. Quality/Measures/Remedy rovided by the
Service availability is subject to the terms of the service level agreement (SLA) p
Internet service providers.
7. Duration
Perpetual monthly agreement until terminated by either party.
g. Termination Provision s for Internet of
Assigned IP addresses are provisioned to the City termination of this task ordeana any assigned IP
Numbers (ARID and are not transferable. Upon
addresses will no longer be available to the Recipient.
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT "'
ORDER 140 2CV_ Page 2 of 3
Z/1—
IN WITNESS WHEROF, Centervil officers l and have caused this Order
order to to dated as of the
respective names by their duly authorized
day of , 20_
CITY OF CENTERVILLE CITY OF ROSEVILLE
Dallas Larson Date
Terrence Heiser Date
City Administrator Information Technology Manager
INFORMATION TECHNOLOGY SHARED SERVICE AGREEMENT JA
SK 0 UIER t 4 -o2CV Page 3 of 3