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HomeMy WebLinkAbout6.b. Minutes of the November 14, 2012 Work Session Proceedings ROSEMOUNT CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 14, 2012 CALL TO ORDER Pursuant to due call and notice thereof a regular work session of the Rosemount City Council was held on Wednesday, November 14, 2012 at 6:30 p.m. in the conference room at City Hall, 2875 145`" Street West, Rosemount. Mayor Droste called the meeting to order with Council Members DeBettignies, Shoe-Corrigan, Weisensel and Kearney attending. Staff present included City Administrator Johnson, City Clerk Domeier, Community Development Director Lindquist, Director of Public Works/City Engineer Brotzler, Finance Director May, and Director of Parks and Recreation Schultz. DISCUSSION 2.A. Commercial Frontage Road Community Development Director Lindquist provided an update on the Rosewood commercial project. Discussion was held about the construction of a road, traffic counts, access,holding a neighborhood meeting and the proposed approval set for November 20. 2.B. Planning Commission Vacancies City Administrator Johnson requested City Council direction on determining the size of the Planning Commission. The Planning Commission currently is set to have 7 members;however, Commissioner Ege has resigned and Commissioner Demuth will be a Council Member effective January 1, 2013. A majority of the City Council preferred to move forward with a 5 member Planning Commission. 2.C. Capital Improvements Plan City Administrator Johnson summarized the projects highlighted within the staff report. Director of Public Works/City Engineer Brotzler provided information on the proposed upgrades at the County Road 42/Highway 52 intersection. Mr. Brotzler explained the challenges with MnDOT not being at the table with funding. Mr.Johnson also talked about the frontage road discussed earlier,proposed pedestrian improvements at 145th Street, and initial development of green fields at the Flint Hills property. Mr. Brotzler provided history and a summary of the proposed fleet matrix policy. Council Member Weisensel questioned if the evaluation gave any insight into the maintenance operations. Mr. Brotzler provided examples of making better decisions about the replacement of equipment. Mayor Droste questioned the opportunities for leasing equipment instead of purchasing equipment. Mr. Brotzler stated that staff has talked to vendors about leases, as it turns out there are limited types of equipment used by the City that are available as rentals or leased equipment. Mr. Brotzler also provided information on the vendor review. While only one vendor replied to the request, they found the proposed criteria and scoring system to be reasonable. Mr.Johnson talked about the replacement of the aerial fire truck within the next 10 years. Mr. Brotzler also provided a summary of the water and sewer utility rate review and a future water p n' tY treatment facility. It was noted that the inclusion of the water treatment facility in the 2016 CIP is for planning purposes only at this time and further discussion will be necessary at the time the City Council formally decides to proceed with the construction of a water treatment facility. Staff y p provided information on primary and secondary drinking water standards and that a water treatment p p rY rY g facility is not necessary to meet primary drinking water standards. A future water treatment facility�' p rY g tY ROSEMOUNT CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 14, 2012 will help achieve secondary drinking water standards which are not health related but related to aesthetics—taste, color and odor. Mr. Brotzler estimated that design and build would last approximately two years. Finance Director May explained the future funding the water treatment plant,wells and water towers. Mr. Brotzler also provided an update on the sewer rate increase. Mr.Johnson stated that the CIP will be presented to the City Council for consideration in December. 2.D. 2013 Budget City Administrator Johnson requested feedback on the proposed budget. The City Council did not suggest any changes. Mr.Johnson stated that the budget will be presented to the City Council for consideration on December 4, 2012. 2.E. WSB Contract Bret Weiss,President of WSB &Associates,was in attendance for the discussion. City Administrator Johnson explained the changes to the contract to include language relating to liability and the option for second opinions. The second opinions would be for larger scale projects such as the water treatment plant or the storm water outfall pipe. Mayor Droste was concerned about paying for projects twice with the second opinion. Mr. Weiss stated that WSB intends to do what is best for the city. He added that they would manage the contracts. Mayor Droste stated it would be good public policy to go out for bids. Council Member Weisensel questioned how the Council could show they are getting the best value on a project. He was also concerned about the studies being billed against city funds. Council Member Shoe-Corrigan stated that there are good policies in place. She suggested that at the annual goal session each year the Council should pick a project where they want a cost comparison. Mr.Johnson suggested that the comparisons be done periodically but not every year. Mr. Weiss suggested moving away from the bidding side to instead focus on the value the city is receiving. He stated that WSB is providing a quality product. He was not convinced that going out for bid or checking with other firms would give the city the same value. Mayor Droste stated that the City Council has a fiduciary responsibility to its residents. Mr. Weiss stated the value in Mr. Brotzler including the institutional knowledge. He stated that it was not a traditional service to bid out so the city will not know the value. Mr. Weiss added that while another firm may bid at a lower price they have to remember that they will get what they pay for that service. Council Member Shoe-Corrigan stated that every three years the city reviews the WSB contract and determines it's the best choice for the city. She expressed concerns about going out for bid and taking the lowest bid. Mr. Weiss provided more information about the WSB contract and how the Rosemount model is being used by other cities. Mr.Johnson stated that Mr. Brotzler has been the top engineer he was worked with over the years. He talked about the many intangibles and how the current contract meets the current needs of the city. Further discussion was held about the outfall project. Council Member Weisensel requested that they look for an innovative solution for the project. Mr. Weiss stated that Pete Willenbring is one of the most innovative engineers in that area. ROSEMOUNT CITY COUNCIL WORK SESSION PROCEEDINGS NOVEMBER 14, 2012 Council Member Shoe-Corrigan stated that during discussions last month the Council had concerns. She added that Mr.Johnson and Mr. Weiss have answered those concerns. She stated that the partnership should always be a win/win for both parties. Mr.Johnson stated the proposed 3-year contract would be considered by the City Council on December 4. UPDATES City Administrator Johnson stated that with the Public Work's Secretary Retirement, staff plans to replace the position with two part-time secretaries. The City Council supported the recruitment for the two part-time positions. Director of Parks and Recreation Schultz provided an update on the bids received for the banquet room updates. The City Council discussed including features in the lobby and patio. Council Member Weisensel requested an update on the senior housing project. Mr.Johnson explained that the developer requested to purchase the property for$1.00. He also explained the implications of moving forward with that process. Council Members Kearney and Weisensel expressed frustration at the delay in the project. Council Member Weisensel provided updates on the Youth Commission activities and the monthly stats for the DCC. Mayor Droste provided an update on the YMCA survey. CITY ADMINISTRATOR EVALUATION The City Council conducted the annual performance evaluation of City Administrator Johnson. ADJOURNMENT There being no further business to come before the City Council and upon a motion by Droste, second by DeBettignies, the meeting was adjourned at 11:47 p.m. Respectfully Submitted, Amy Domeier, City Clerk