2007 04-24 CCP - Laserfiche WebLink

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SEH will break down the price for web portal service and also the charge for meeting and training sessions, using an ala carte system: 1) looking at documentation and what it is; 2) training on software and loading of information; and 3) public hearing. Between now and the next Council Meeting, the documentation will be reviewed. Mayor Emeott will talk to Bill Short to see how the Town does their SWSPP. NEW BUSINESS RESOLVED: Acceptance of Bids for City Hall Building: Craig Rafferty will do the negotiation with the low bidder for reduced engineering for cost savings. Schilling noted that the following: dual heating systems; radiant heating; and waterless urinals should be reviewed and to see what the code requires. It was noted that regarding fire protection, there is a vast difference between a wet or dry system. Mayor Emeott noted that dormers would be removed as Alternate #3 and that he thought that the dormers should remain. He noted that the dormers add character to the new building. It was the consensus that the dormers should remain. The City Attorney stated that a decision is needed on the bid and not on the alternates. The alternates would not change the specs of the bid. It was noted that the alternates can be done by change order. Craig Rafferty noted that construction can begin 10 days after the bid is awarded. A completion date of October 4-20, 2007 was anticipated, but that the construction can be extended if needed. Craig Rafferty will negotiate with the low bidder for value engineering for cost savings. Motion by Rasmussen, Second by Artig-Swomley to accept the bids for City Hall Building from Lund Martin, accepting Alternate 1 and 2, and not Alternate 3 approved by an aye vote by Rasmussen, Artig-Swomley, Mayor Emeott and Schilling. Abstain: Watson. PENDING: Acceptance of 2006 City Auditor's Financial Report. Tom Kelly reported that Smith Shafer did a cash audit for 2006 which is comparable& to what was done in 2005. The financial information shows a big cash balance at the end of the year. Kelly reviewed the audit and noted that the numbers track with the previous years with expenditures by category and noted that most were classified properly. He noted that it was a good report. In response if there were any "red flags", Kelly stated that there were none. Kelly cautioned to put in place something that would allow disbursements to be tested randomly to be sure that the proper back up is there. He stated that the City may want to consider setting up a Board of Audit for the first week of January of every year. The City Attorney stated that they will come up with something for January/ February 2008. RESOLVED: Acceptance of JPA for Watermain Extension from White Bear Township: Mayor Emeott stated that Bill Short does not have an update on the numbers for increasing the size of the water main as yet, but that the Town needs something from Gem Lake to start, suggesting a figure between $8,000 - $10,000. This is for the watermain along Otter Lake Road to the City. An 8"main would normally be provided to serve the fire hydrant to City Hall, but if the City would want to supply water to any portion of the City at a later date, a 16 inch watermain is recommended. Schilling moved, Second by Artig- Swomley to approve up to $12,000 for a 16 inch watermain extension from White Bear Township was unanimously approved. RESOLVED: Approval of Payment Claims for March — April: Schilling moved, Second by Watson to approve the payment of claims for March and April was unanimously approved. RESOLVED: Data Practices Act Appointments — Resolution 2007-10: Mayor Emeott noted that this is a State requirement and with the replacement of our former City Clerk we do not have anyone in this position.. Watson moved, Second by Schilling to approve the Data Practices Act Appointment — Resolution 2007-10 and to appoint Mayor Emeott was unanimously approved. 3