1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Mayor Grimm on Tuesday, March 8, 2011 at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Rob Bell, Jay Bunting, Jason Grimm, Rick Ihli, and Maureen Stanley.
Staff present: Stacy Doboszenski, Assistant City Administrator; Brad Feist, Fire Chief; Rose Lorsung, City Planner; John Seifert, Public Works Supt.; Steve Stahmer, City Administrator; John Thames, City attorney; Bret Weiss, City Engineer; and Lisa Wieland, Finance Director.
2. Open Forum.
Mary Beth Schlegel, 12604 Main Street, Rogers
Ms. Schlegel read from a prepared statement (statement not provided to the City). Schlegel stated on February 22nd, Mayor Grimm read a statement which said that Luther and Pitts were put on leave not by the City Council, but by City Administration. Schlegel stated the information is private cannot be talked about or shared with the public. No one outside of staff or council knows the information and because of the information in the news media, the public is lead to believe rumors. If we can’t know the complaint, how is it that some have information about these issues.
Schlegel commented on meetings that have occurred at Perkins in Maple Grove, the process in which Gary Eitel was reviewed and resigned, and the process in which Oldfather left under the same circumstances.
Schlegel stated the Rogers Police Department is a good Department; it may not be perfect, but it is good. We should be proud of our officers. Schlegel stated when any of us outside of law enforcement try to tell those in law enforcement how to do their jobs, that’s when we get into trouble.
Schlegel then commented on Capt. Miller and stated he has loved this City and serves it well. Schlegel then provided comment on injustices that have happened to Miller. Schlegel stated we do not know what the complaint is against Chief Luther and Sgt. Pitts – we have no facts in this matter.
Paul Hellickson, 22698 Marie Ave,
Mr. Hellickson, along with the Youth Hockey Association Board, invited City Officials to the sponsorship appreciation next Saturday evening during the hockey tournament scheduled at the RAC as a thank you to the City and sponsors. The event is scheduled for next Saturday evening from 5:30 to 7:30 p.m.
4. Approve agenda.
No items were added to the agenda. Agenda was set as submitted.
5. Consent Agenda.
5.01 Approval of Minutes from February 22, 2011 City Council Meeting
5.02 Approval of Bills and Claims
5.03 2011 Clean Up Day
5.04 Rockin’ Rogers Parade Permit Application
5.05 Quotes for Monitoring Wells
5.06 Authorization to Receive Quotes to Line Sanitary Sewer on Ahlstrom Road
5.07 Approval of Minnesota Lawful Gambling Exempt Permit for Mary Queen of Peace to Conduct Bingo, Raffles and Pull-Tabs on September 25, 2011 for their Annual Festival, located at 21304 Church Ave.
Stanley removed 5.05 for discussion.
Bunting moved, Bell seconded a motion to approve the consent agenda less 5.05. Motion carried 5-0.
5.05 Quotes for Monitoring Wells
Council was seeking clarification on the financial impact; memo states $32,390 which was the engineer’s estimate, however the actual is $17,827. Seifert stated the Engineer’s estimate was inadvertently typed as the impact. Traut Wells is the low bidder at $17,827.00.
Bell moved, Bunting seconded a motion to approve 5.05. Motion carried 5-0.
6. Public Hearings
7. General Business
7.01 Authorize the Preparation of a Feasibility Report and Approve a Proposal from WSB and Associates for the Rogers Drive Sidewalk and Lighting Project
Engineer Weiss addressed the Council on the proposed feasibility study. The proposal is to have lighting from S. Diamond Lake Road to 141st Avenue and a pathway from approximately the Fantastic Sam’s location to 141st. The feasibility study would identify the funds available, the project, and potential assessments on the project.
Weiss commented on an alternative to the project to include a path over to the middle school/high school entrance drive. Weiss noted a concern regarding any impact the Hwy 101/County Road 144 potential construction may have associated with this path.
Grimm stated he would prefer to go with the additional path along County Road 144 – a lot of kids walk up and down the street. If we are going to do Rogers Drive, this would be an opportune time to do that. Grimm stated it is for the safety of the children.
Bunting agrees with the Mayor; not only the kids walking to school, but walking to the restaurants as well.
Bunting moved, Ihli seconded a motion to authorize preparation of a feasibility report for the extension of trail and lighting improvements along Rogers Drive from 136th Avenue North to 141st Avenue North and along 141st Avenue to the Rogers Middle School to be prepared by WSB & Associates, Inc. for a cost of $16,000. Motion carried 5-0.
7.02 Authorize the Completion of a Preliminary Layout, Highway Interchange Request and Initial Environmental Documents for the TH 101/CSAH 144 Interchange Project
Weiss reported on the competitive process of obtaining $7 million in funding and asked Council to consider moving ahead with a preliminary layout and cost estimate. Weiss stated if the City does get the funding, will have to achieve a January 1, 2014 date for bid award. Weiss stated it is somewhat of a risk moving forward; not knowing if the City will receive the additional $7 million in federal funding, however the City already has the support of Hennepin County and the support of MnDOT.
Weiss stated the net additional funding requested would be $78,000 with $50,000 coming from a previously approved project; the 3rd lane concept of Hwy 101.
Bunting talked about worst possible case scenarios, if we don’t get the funding, how much of what would be done by WSB can be used down the road?
Weiss stated the work done initially, a majority could be used. If we don’t get the funding, he hopes MnDOT works with us to find a way to get additional funding. Weiss commented the City and County have offered up $3 million toward the project– hopefully a 50/50 split.
Grimm stated he thinks this is something we need to do.
Bell stated staff has done a great job so far with the SaM funding.
Bell moved, Bunting seconded a motion to approve the proposal from WSB & Associates, Inc. in the amount of $128,000 for providing professional engineering services as they relate to the preliminary layout and cost estimate, Highway Interchange Request, and initial environment documentation for the TH 101 and CSAH 144 Interchange Project. Motion carried 5 – 0.
7.03 2011 Capital Equipment Purchase Request, Equipment Certificate Debt Issuance
Stahmer briefly overviewed the request which will be turned over to Wieland for financing information. Staff stated this is a two pronged approach; in order to identify and purchase items through two different mechanisms. Allow staff to identify and purchase items under $100,000 and not subject to competitive bidding. Those items would be brought back to council through correspondence. Also, authorizing staff to research and identify the project and the project costs.
Any items under $100,000 that don’t occur in 2011, if those items are to be purchased in 2012, then staff would need to come back to council for purchase.
Wieland stated included in the agenda is a spreadsheet outlining the requested equipment purchases for 2011.
One correction was noted by staff; the phone system was originally broken out to enterprise funds, however the full $41,000 would be included in the equipment certificate.
If the Council were to approve all items, the City would be purchasing $444,800 in equipment along with the expense of the fire truck for $552,250 for a total equipment certificate issuance of $990,080.
Wieland spoke on the pull-tab operation – hopefully prepay off the existing bond early, however this truck does not have pull-tab revenue to sustain the purchase. Wieland commented on the increase to the FMP with this equipment certificate; approximately $190,000 annually.
Wieland stated in regard to the phone system, there are some operational savings.
Chief Feist addressed the Council regarding the requested ¾ ton pickup truck to be used in Station One for the hauling of the life safety trailer in addition to serving as the rescue response vehicle. Feist also commented on the 800 mhz radios being leased instead of purchased which creates a zero budget increase for the leasing of the radios.
Feist commented on the ¾ ton truck’s ability to pull the trailer gross weighted at over 7,000 pounds. The current ½ ton truck is not healthy to pull these trailers. The existing ½ ton will be rotated to the future station three; Hassan Township Public Works building.
Stanley asked if there is any possibility for grant funding for the truck. Feist stated vehicles are hard to get grants for. Feist commented on grants through FEMA for personal protection equipment, but there are no grants available for vehicles.
Jason Greninger addressed the council on the phone system replacement proposal stating the new system will address a lot of the current issues and will bring down the telecom costs. Greninger stated it is not uncommon to what other cities our size do or what school districts do by utilizing the fiber network. Greninger stated he has received a wide range of quotes and is confident we will be able to make this work with $41,000. Greninger commented on the monthly cost savings of approximately $725; paying for the phone system in 3 to 4 years. Greninger commented on the increased flexibility with the new system.
Grimm stated he thinks it’s great that we have a proposal that will pay for itself for 3 to 4 years.
Public Works Supt. Seifert addressed the Council on a number of items up for replacement.
Seifert reviewed the following pieces of equipment being requested for purchase: 2002 1500 truck for parks replacement, 1996 plow truck replacement, compressor on trailer, 1992 cushman replacement and a utility vehicle – 2002 JD pro Gator replacement. Seifert stated the plow truck would be proposed to come back to Council for authorization. Grimm asked the life span of the plow truck. Seifert stated 10 to 15 years, depending on the route.
Seifert stated staff is working with IT on the building security being requested; security items for the public works building and the RAC are also included on the list.
Bunting moved, Stanley seconded a motion to authorize the individual Department Supervisor, City Administrator and Finance Director to research best values, obtain competitive quotes (minimum of 2) or use the State of Minnesota Cooperative Purchasing Venture Program (CPV Program) and purchase the 2011 Capital Equipment identified by City Council, under a $100,000 value during 2011. Any equipment not purchased under this equipment certificate request during 2011, will be brought back to City Council for future review. Motion carried 5-0.
Bunting moved, Stanley seconded a motion to authorize the individual Department Supervisor, City Administrator and Finance Director to enter into the Statutory competitive bidding process or CPV Program for the purchase of all 2011 Capital equipment identified by City Council, over a $100,000 value. Each item will be brought back to the City Council for final approval prior to purchase. Motion carried 5-0.
7.04 Annexation Subdivision Ordinance Merger Scope of Services
Rose Lorsung addressed the Council regarding her memo outlining task number 1 of 3; planning and zoning portion of the City and Township ordinances. Lorsung stated the work has been done piecemeal over the last several years. The timelines, work, and scope have been reviewed by both the Planning Commission and the Joint Planning Board. Lorsung explained the approval process. Lorsung stated task one is being proposed tonight; updating the subdivision ordinance.
Bunting stated he thinks it is important to get through these items.
Bunting moved, Bell seconded a motion to approve the scope of services outlined in 7.04 not to exceed $6680. Motion carried 5-0.
7.05 Council Work Session Update
Grimm stated there is nothing to be acted on from the work session. Staff’s recommendation is to continue to take action on the MOU until the joint meeting with the Council and Board. If other issues don’t enter into the equation, the intent of the Council is to enter into the MOU.
Bell stated he is in agreement with moving forward with a joint meeting in early April and moving forward with the MOU. No action was taken.
8. Other Business
9. Correspondence and Reports
• February Police Report
No action taken.
Bunting moved, Bell seconded a motion to adjourn at 7:53 p.m.
Assistant City Administrator/Clerk