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HomeMy WebLinkAbout2007 04-24 CC MINUTESMinutes of the Gem Lake Council Meeting 24 April, 2007 The April 2007 regular meeting :of the City Council of the City of Gem Lake was called to order by Mayor Emeott on Tuesday, April 24, 2007, at 7:06 p.m. in the first floor meeting room of Tousley Ford. Mayor Emeott, Councilors Rasmussen, Watson,. Schilling, and Artig-Swomley were present. Also present were City Attorney, Trevor Oliver. Other members of the public were alsoin. attendance per the sign -in sheet sent around the room. APPROVAL OF AGENDA AND MEETING MEETINGS Mayor Emeott called for additions, deletions and corrections: to the Agenda. No changes to the agenda were noted. The following actions were taken 1) Motion by Schilling, Second by Watson to accept the: agenda was unanimously approve; 2) Motion by Schilling, Second by Watson to approve the Minutes of the March 20, 2007 City Council Meeting was unanimously approved. PUBLIC NOTICES Barbara Kearn, Principalof the Willow Lane. School, reported thatthey are . continuing their Reading Program againthis year. She noted. that the City of Gem Lake has supported this project for the past several yearsand thanked the Council for their previous support. She noted that a large number of children in the City of Gem Lake attend Willow. Lane School. Any financial support that they receive will be used for purchasing dictionaries and books for thee- library. They are working with the PTA to put funds together and they are alsocollecting cans as a fundraiser. They are concentrating on purchasing non-fiction booksthis year, They have been working diligently to achieve 70% or better on grade level for reading. Willow Lane Schoolhas 325 students, 65of whom are English language Iearners, They are a small school and need a big push to get their library collection where it should be. COMMITTEE REPORTS RESOLVED: Jim Linder, PIanning Commission Chair, reported that they are moving ahead on the. Comprehensive Plan and will be discussing Iand use during the next few meetings. They are keeping the plan on target for completion. Motion. by Artig-Swomley, Second by Schilling, to accept the Planning. Commission report was unanimously approved. BULDING COMMITTEE (City Hall) Report: Craig Rafferty reported that wehave received bids for the City Hall Project. He noted that there was energetic bidding with fourteen bidders out of 20 presenting bids. Mr: Rafferty reported that the lowest base bid was $836,300. The three lowest bidders were within $80,000 of the low bid. Lund Martin Construction was a the low bidder without the alternates, They remain the lowest bidder even after alternates would be taken. The alternate bids do not reduce the size of the building. Other itemsincluding high efficiency bulbs; waterless urinals; radiant floor heating; exhaust fans might be used to reduce the cost. The City Hall will utilize the Town's current audio/visual and camera equipment. Regardingthe LEED program, a grant wasnotapplied for, but the procedure will be used anyway, The soil corrections will be the responsibility of the Township. Regarding the alternates for the project, Trevor Oliver stated that the Council could authorizethe low bid, but that the alternates would need to be determined first. Fle noted that all bids are qualifying bids. Craig Rafferty stated that Alternate #1 is for landscaping. He noted that White Bear Township will implement the landscaping. Alternate ##2.is.blown-in fiberglass insulation, Alternate #3 is for roof dormers. in response to a question regarding.. how to prioritize building increases for alternates #I, #2 and. #3, the City Attorney stated that the bids would haveto be taken asrequested, accordingto the bidding. rules. 1 If the low bidder is selected and the Council is not satisfied, the next low bidder could be considered. The law prefers that the bids be taken and thecontract awarded. To honorthe public process, the city council needs to make substantive decisions tonight under preferencebased reasons: After the bid is approved, the Council can negotiate value engineering with the goal for an 8-10%reduction. Mayor Emeottstated that a $725,000 - $750,000 range was the estimated cost of construction. He noted that he would like to see $50,000 reduction. Craig Rafferty will contact Lund Martin Construction regarding value engineering. City Treasurer's Report — Tom Kelly. Tom Kelly reviewed the Treasurer's Report. He reported that the 1st quarter of 2007 sewer billing has been completed and that very few calls were received: The follow-up septic inspection billing has also been sent and no calls have been received to date. Kelly reported that all but two checking accounts have been closed: He reported that first quarter was typical for most cities. Expendituresare a bit high but are within budget. He stated that the City does have an adequate money reserve. Kelly reported that Allen Zepper (the building inspector) is owed $7,400 and it is not known if this is the final bill. There are one or two permits outstanding for building and plumbing. Mayor Emeottwill contact Mr. Zepper to see what is expected. Kelly noted that if in the future, the Council would want more details on bills or deposits, to let him know. He reported that he loaded all of last year's financial information into the City of Gem Lake financial system and that the checks are now printed off the computer. In response to a question regarding financial services, and it appears that nothing has been budgeted, Kelly reported that in together the budget, the expenditure was placed in the City Clerk's expense area. OLD BUSINESS RESOLVED: Distribution of Charitable Gambling Proceeds for 2006 - $1,832.00. Schilling moved, Second by Artig-Swomley to distribute $1,832.00 from Charitable Gamblingproceeds for 2006 as follows: $500.00 to Lakes Area Bus, and $1,332.00 to the. Willow Lane School for their. Reading Program was unanimously approved. PENDING: Details on quote from SEH work on Gem Lake Stormwater. Sewer Prevention Program - $8,000: Watson noted that: a detailed Iist of exactly what the $8,000 is for is needed. He also noted that three public meetings were identified as are needed. Jeremy Walgrave, of SEH Engineeers, noted that only one publicmeeting is required. The other meetings areis-the scopeof work and is to meet with staf. He noted thatthis reporting falls under the Clean Water Act. He noted that the purpose is to make sure that the. City is doing what it can to be sure there is erosion control. He noted that the State has required this for many years and is pushing to make the cities be responsible.. so that the PCA does not have to do it. He reported that in 2000 the MPCA came outwith water erosion/control permits. If one acre. of land is disturbed, a soil permit is. needed: Mayor Emeott noted thatthe only money to offset this $8,000 charge is City of Gem Lake NPDBS' permit fees. In response to a question ifthere is anything that the City can do to. reduce this cost, Jeremy Walgrave stated that there are:. standard things that the City can do. He stated that although the report is long, it is straightforward. The second point of the program is what the City plans to do to meet the requirement. Mayor Erireott stated that the City needs to check outfalls in the City to be sure that they are cleared. Jeremy Welgrave stated that SEH has a web portal service withpermit tracking software andthatthe cost would be $50.00 per month thatcan be purchased to make this process easier. Jeremy. Walgrave noted that the actual physical. sewer inspection is not included in the $8,000 fee. Watson stated that the Council has seen the forms and that it needs tobe determined what the City has to do. He will investigate the forms. Jeremy Welgrave stated that it would be alright for the City to take the web portal service to start with. Mayor Emeott, Watson and Lindner will meet regarding the. SWSPP. Mayor Emeott stated that. the City of Gem. Lake will do thedata collection and applyforweb portal service and put the information into the system. Jeremy Walgrave recommended that there by some training. 2 SEH will break down the price for web portal service and also the charge far 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 forreduced engineeringfor cost savings. Schilling notedthat the following: dual heating systems; radiant heating; and waterless urinals should be reviewed and to :seewhat 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 hethought 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 thespecs 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 bidis awarded. A. completion date of October J20, 2007 was anticipated,but that the construction can be extended if needed. Craig Rafferty will negotiate with thelow bidder for value engineering for cost savings. Motion by Rasmussen, Second by Arttg-Swornley 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 comparables to what wasdone in 2005. The financial information shows a big cash balance at the end of the year. Kelly reviewed the audit andnoted that the numbers track with the previous years with expenditures by category and noted :thatmostwere classified properly. He noted thatit was a good report. Inresponse 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 upis there. Hestated 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 .IPA . 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 approveup 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 approvethe 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 Staterequirement 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 RESOLVED: Proposals request for City Engineer todo feasibility studies —Mayor Emeott reported that it is suggested by our City Clerk that these a quote for feasibility studies from the City Engineer be requested for water, sewer and road work in the undeveloped parcels along County Rd E and at Hoffman's Corner andare needed for guiding the proposed developments and for the Comprehensive Plan, These feasibilitystudies are to include the two un-developed parcels along County Rd .E and the proposed re -develop of the Hoffman's Corner Shopping Center, The availability of water andsewer and where to connect androute the roads in these parcels is required. Rasmussen moved, Second by Artig-Swomley to approve the proposal request for a quote for the City Engineer to do feasibility studies was unanimously approved. Mayor Emeott will write upa request for the City for a feasibility study. Mayor .Emeott also reported the City also needs to hire a Master Planner for thesesame areas. Mayor Emeott reported that Don Wiski, the Vadnais Heights planner, is not available.. to assist in the master planning so we probably need to find a planner ourselves. Gretchen and Tom volunteered to see if they could find someone qualified to do this. PENDING: Should Gerii Lake join the RamseyfWashington Cable Commission. Matter. tabled.. The Commission will be asked to Make a pre.sentatiou. PRESENTATIONS: A Gem Lake property owner asked what they should do if there is a dead deer in their yard. It was explained that the county will pick up dead deer on county roads or highways, but that the property owner is responsible for disposing of the animal on private property. Animal Control Services hasno contract to pickup dead animals: and the City of Gem Lake does not pay to have dead deer picked up from private properties. Watson noted that there should be information on the City's web site advising the property owners what they should do, Schilling recommended that a policy be put together for the, next. Council meeting. Another property owiier asked a question regarding the Council workshops. He asked if the meetings are published and reported that he checked with the Attorney General's office -which stated that publishing the ineeting.onthe City's web site is not. sufficient but that it needs to be posted:in the paper. Mayor .Emeott explained that the workshops are not Council :meetings but are workshops. where .no decisions are made: Trevor Oliver stated that posting a notice next to the door is. sufficient since this is different from' a Council meeting. Another property owner asked if the .financial report is available to the .public. The.report is available to anyone who wishes to review it. FUTURE CITY COUNCIL MEETINGS: Next. City Council workshop May 7, 2.007, 7:00 p.m.: Comprehensive: Plan revisions (discussion only) and Special Council Meeting' regarding. Bonding: Next Council meeting: May 22, 2007 at 7:00 p.m. Adjourn: Motion by Watson, Second by Artig-Swomley to adjourn the meeting at 9:25 p.m. AUTHORIZE©: April 25, 2007 APPROVED: May 22, 2007 ATTEST: Joan J. Clemens Recording Secretary fineott Mayor Certified Copy 5 Attendees at April 24, 2007 Gem Lake City Council Meeting Jeremy Walgrave. 3535 Vadnais Center Drive Vadnais Heights; MN 551.10 651-490-2037 Justin Gese S.E.H. 612-758-6757 Barbara Kearn Willow Lane School 3375 Willow Avenue White Bear lake, MN 55110 651-773-6172 Bob Uzpen. 3646 Big Fox Road Gem Lake, MN 55110 651-426-83.1.0. Jim Lindner 4155 Otter Lake Road Craig. Rafferty 3750 Big Fox Road Gem Lake, MN 55110. Trevor Oliver 444 Cedar Street - #2350 St. Paul, MN 55110 Judy Moe White Bear Township