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HomeMy WebLinkAbout20160801 CCM SWSROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS AUGUST 1, 2016 CALL TO ORDER Pursuant to due call and notice thereof a special work session of the Rosemount City Council was held on Monday, August 1, 2016 beginning at 7:13 p.m. in the Council Chambers at City Hall, 2875 145th Street West, Rosemount. Mayor Droste called the meeting to order with Council Members DeBettignies, Nelson, Demuth and Weisensel. Staff present included City Administrator Johnson, City Clerk Hadler, Parks and Recreation Director Schultz, Interim City Engineer / Public Works Director Morast, and Chief of Police Scott. City Administrator Johnson suggested rearranging to agenda to make the HR issues at the end. DISCUSSION 2.a. Steeple Center Lighting Project Parks and Recreation Director Schultz gave an overview of the activities leading up the bid opening of the Steeple Center Lighting Project. The City received two bids, from City Wide for $139,900, and Lake Town Electric for $143,700. Jeff Bartlett, the designer, had estimated the project at $110,000 plus programming and design fees. The cost for the whole project was originally estimated at $133,000, then lowered to $124,000. Staff is looking for direction of whether to pursue the bids. Mr. Schultz stated this might not be the best time to bid projects, as contractors are busy and charging more. Winter-time might bring a better bidding climate. Council member Nelson inquired about the amount of revenue that the Steeple Center brings in. Mr. Schultz stated the revenues are expected to be approximately $18,000 for the year, due to the air conditioning project going on. Mr. Nelson inquired about the cost of exterior renovation costs. Mr. Schultz estimated it at $200,000, which would include brick work, tuckpointing, glazing windows, and replacing the plexiglass with glass, and other maintenance. Mayor Droste inquired about the status of the air conditioning of the building. Mr. Schultz replied the project is about 80% complete and is partially functioning. Council member Demuth inquired about the sound system. Mr. Schultz stated he would look into it. Council member Demuth suggested the city could allow for building renters to request a specific color. Council member Weisensel inquired about lighting at water feature and why the color changes haven’t happened. Mr. Schultz stated he would look into it. Mayor Droste asked for Council feedback regarding moving forward. Council member Weisensel stated he would push it out. Council member DeBettignies suggested looking at Unique Lighting and installing it in-house. Council member Nelson stated there were better ways to spend $140,000. 6.a. ROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS AUGUST 1, 2016 Mayor Droste suggested it would assist in drawing facility rentals. Council member Demuth was in favor of rebidding the project. Staff suggested mid-January to rebid. Council member Nelson inquired about a temporary lighting setup to see what it might look like. City Administrator Johnson stated there would be a consent agenda item to reject the bids at the next regular meeting. UPDATES 3.a. Smartboard in the Conference Room City Administrator Johnson gave an overview of the possibility of a Smartboard in the Conference Room. There is some money left in the Council Chamber improvement budget. Mayor Droste stated the conference room was not big enough, and suggested that work sessions be located at the new Steeple Center facility instead. Council member Weisensel asked about if the Smartboard would be helpful for staff. Mr. Johnson stated there would be some usage for staff. Council members discussed how the technology might be utilized at City Hall and/or the Steeple Center meeting facilities. Council members suggested potentially purchasing one for each location, one initially for City Hall, and look at getting one for the Steeple Center if the prices are favorable. 3.b. Canvass Meeting Time City Administrator Johnson addressed the need to schedule the Primary Canvass meeting on August 12th. Council members Nelson and DeBettignies will be out of town. Mayor Droste and Council members Demuth and Weisensel are available on the 12th at 8 a.m. 3.c. Troje’s Trash Hauler License Parks and Recreation Director Schultz explained to the Council that staff has received numerous complaints regarding Troje’s. In 2015, staff received 17 complaints, and so far in 2016, staff has received 18 complaints. In comparison, there has been only one complaint for all of the other six haulers. Complaints included the company not picking up the trash, not returning phone calls, poor truck conditions, wrong pickup days, commingling trash and recycling, and late night pickups. Mr. Schultz explained the need for a hearing to revoke their license. If simply not renewing their license for 2017, there would be no need for a hearing. The company currently has approximately 800 customers in Rosemount. Mr. Schultz stated the City ordinance does not allow for any new hauler licenses. Council members and staff discussed communications with Troje’s, multi-year contracts, and difficulties for residents in changing haulers. ROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS AUGUST 1, 2016 City Administrator Johnson stated the City Attorney suggested a due process to notify Troje’s and allow them to speak to Council. Other Staff and Council Updates Chief Scott stated Council should meet at 6 pm tomorrow night for Night to Unite. Safety in the Park will be August 16th at 5 pm. Council member Nelson stated that he had met with SKB regarding the project they are applying for. He would like to do the due diligence to visit the Edmonton facility. Mayor Droste stated that there are a number of policy issues around that project, the infrastructure and water usage issues, and impact on the roads. Council members and staff discussed policy issues and pros and cons of the facility. Council member Nelson asked Mr. Johnson to gather input from the state or from the City of Edmonton. Council member Demuth stated she believes this is a County issue and that the City should talk to the County to take over 100% maintenance of County Road 42 and Highway 55. Mayor Droste suggested other sites that might make more sense. Council members and staff discussed timing issues with the land use application. Mr. Johnson stated that staff is waiting for data from MPCA to determine if the water use would affect the future development of UMore Park. Council member Weisensel inquired about weed control. Interim City Engineer / Public Works Director Morast stated he would look into it. Mayor Droste discussed some of the ribbon cuttings Council has attended. Mayor Droste inquired about the irrigation system. Council member Demuth stated she had an inquiry to join the Environmental & Sustainability Task Force and inquired about the process to appoint the individual. Demuth added she had attended a Met Council meeting and discussed a potential study regarding home irrigation usage. Council member DeBettignies stated the Facilities Task Force will be meeting this week for the first time. City Administrator Annual Review Process City Administrator Johnson informed the Council of his intention to retire from his position effective no later than December 31, 2016 or when a successor is in place, whichever occurs first. He suggested that the Council turn its attention to recruiting a new Administrator rather than conduct the normal annual review. Assistant City Administrator Foster discussed possible recruiting firms that could help the Council and was directed to get proposals from firms doing business in Minnesota. Council members Weisensel and DeBettignies along with Mayor Droste agreed to help develop the Request for Proposals (RFP) and screen the responses prior to the August 16th Council meeting. ROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS AUGUST 1, 2016 ADJOURNMENT There being no further business to come before the City Council and upon a motion by Droste, the meeting was unanimously adjourned at approximately 10:20 p.m. Respectfully Submitted, Clarissa Hadler, City Clerk