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HomeMy WebLinkAbout6.b. Minutes of the June 3, 2008 City Council Special Work Session Proceedings CITY OF ROSEMOUNT SPECIAL WORK SESSION PROCEEDINGS JUNE 3, 2008 Mike Noonan with Rottlund clarified that the bank currently owns the property. He added that Rottlund would not be interested in purchasing the property if the townhome portion could not move forward. After discussion about the proposed changes to the development, a majority of the City Council recommended approval of the build out as presented by Rottlund. Council Member Baxter exited the meeting at 11:30 p.m. 2.C. Energy Efficient Facilities Program Director of Parks and Recreation Schultz provided a summary of the staff report. Discussion was held regarding the benefits of the program. The City Council authorized staff to move forward with Step 1 of the program. 2.D. Purchasing Policy Finance Director May provided a summary of the staff report. The City Council and staff discussed amending the policy to include preference to local businesses and building a check and balance system into the purchasing policy as part of internal controls. The item will be on the June 17 City Council Agenda. UPDATE Special Election Interim City Administrator Lindquist spoke of the data received from the Secretary of State's office related to the April 22, 2008 special election. She requested what type of information the City Council was looking for and explained the data includes private information about the voters. The City Council indicated they were content with the information previously received. M isc. Mayor Droste provided a response to a citizen inquiry related to the replacement of flags in Rosemount. He also provided an update on MTVA happenings. ADJOURNMENT There being no further business to come before the City Council, Mayor Droste made a motion to adjourn the meeting, second by Sterner. The motion was adjourned at 12:16 a.m. Respectfully Submitted, Amy Domeier, City Clerk l� Z7 CITY OF ROSEMOUNT SPECIAL WORK SESSION PROCEEDINGS JUNE 3, 2008 CALL TO ORDER Pursuant to due call and notice thereof, a special work session of the Rosemount City Council was duly held on Tuesday, May 20, 2008, at 9:40 p.m. in the Conference Room at City Hall, 2875 145 Street West, Rosemount. Mayor Droste called the meeting to order with Council Members Baxter, DeBettignies, Shoe Corrigan and Sterner attending. Staff members present included Interim City Administrator /Community Development Director Lindquist, City Engineer Brotzler, Project Engineer Aderhold, Finance Director May, Senior Planner Zweber, Director of Parks and Recreation Schultz, Investigator Cho and City Clerk Domeier. DISCUSSION 2.A. 2008 Street Improvement Project Bid Discussion, City Project #418 City Engineer Brotzler summarized the information provided in the staff report. He also provided a copy of the bid tabulation showing the bid pricing submitted by the three lowest bidders for the project. He considered the lowest bid an unbalanced bid. Mr. Brotzler shared his initial concerns of the unit prices and how the contractor would approach the City's contract specifications. City Attorney LeFevere addressed the concerns from the legal aspect in awarding the bid for the contract. He stated the primary issue was the unit pricing that was included in the bid. He noted the bids are estimates and if the City guesses wrong on the cubic yards and it is less than the estimate, then the City doesn't get much of a break by having the cubic yard number reduced. Discussion continued regarding the material quantities. Mr. Brotzler explained how the project engineers make their material quantity assessments. He added that the contractor has agreed to put an addendum on the contract to stay with the bid and eliminate any gray area relating to specing out the materials. Mr. Brotzler also explained the common excavation factors of the project. The City Council discussed rejecting all bids and requiring the contractors to build in the costs correctly instead of loading one item. A representative from McNamara explained the reasoning for how they billed items in their bid. The City Council requested that the language in the contract be modified and clarify the decision making authority. The item will be before the City Council on June 17 with a request to accept the bid with the contract modifications. 2.E. National Law Enforcement Officers Memorial Submission Police Investigator Cho provided Council Members with the history Officer McDermott and information on the National Memorial Submission. 2.B. Proposed Changes to the Harmony Development by Rottlund Homes Interim City Administrator Lindquist provided a brief update on the staff report. Senior Planner Zweber provided additional information submitted by Ehlers Associates. Discussion ensued regarding the Rottlund proposal from the original approved preliminary plat in relation to transportation, housing market, tax impacts and the current economy.