1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Mayor Grimm on Tuesday, October 11, 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: Gary Buysse, Liquor Operations Manager; Stacy Doboszenski, Assistant City Administrator; Steve Grittman, City Planner; John Seifert, Public Works Supt.; Steve Stahmer, City Administrator; and Lisa Wieland, Finance Director.
2. Open Forum.
3.01 RYHA Donation to the Ice Arena
Bob Anderson, President of the Rogers Youth Hockey Association, addressed the Council stating over 330 skaters - 190 families, are donating to support the operating costs of the RAC in the amount of $65,000. A number of tournaments have been held over the last several years with over 145 teams that have visited the facility and area businesses.
Mr. Anderson thanked John Seifert, Mike Bauer, Mayor and Council for the support of the organization.
Council thanked Mr. Anderson.
4. Approve agenda.
The following item was added under Other Business by Bunting:
8.01 Memorandum on John Deere Lane extension issues
5. Consent Agenda.
5.01 Approval of Minutes from September 27, 2011 City Council Meeting
5.02 Approval of Bills and Claims
5.03 Authorize Execution of Contract for Sidewalk Improvement with ASI
5.04 Accept Improvements and Approve Final Payment for the South Diamond Lake Road/133rd Avenue at Brockton Lane (CSAH 13) Improvement Project
5.05 Authorization to Enter into a Law Enforcement Services Agreement with Elk River Area School District No. 728
5.06 Hassan Town Board Joint Meeting – Wednesday, October 19, 2011 7:00 p.m. in the Public Works Break Room
5.07 Joint Meeting with City of Dayton, October 25th at 5:30 p.m.
Bunting moved, Ihli seconded a motion to approve the consent agenda. Motion carried 5-0.
6. Public Hearings
7. General Business
7.01 Credit Card Processing
Finance Director Wieland addressed the Council stating Greninger, Buysse, Bauer and herself have been working on the project for about three years. Wieland stated they began the process of trying to write our own RFP; a 30 to 40 page document. Meanwhile, the MMBA was doing the same process and secured US Bank, Elavon. US Bank, Elavon is offering the same pricing for municipal liquor, city hall, and the ice arena. Wieland stated it is a savings of approximately $4000 per year plus staff time to reconcile the multiple credit card reports.
Louann Schroder, the City's US Bank Government Banking Relationship Manager, was introduced to Council. Ms. Schroeder stated Elavon is a division of US Bank. Schroeder stated US Bank looked at the MMBA as a group and stated pricing is transaction and volume based. Schroeder stated US Bank is happy to extend the pricing quoted for the liquor stores to the RAC and City Hall. Schroeder stated US Bank owns its own network and they don't outsource any functions.
Grimm asked if we are going to extend credit card use to the concessions at the RAC. Wieland stated we are. Wieland stated we are looking at a PC Based swiping process. There was a discussion on fees; $.05 per transaction with Elavon plus the fees charged by the individual credit card processing companies.
Grimm asked who the transactions would be running through. Ms. Schroeder stated Elavon will be handling all transactions.
Bell asked if this is something that would allow residents to pay for items with credit cards. Staff stated yes, and in the future online payment systems.
Buysse stated the City of Edina, the second largest liquor in state, has been with US Bank Elavon for over a year and spoke highly of the service and issue resolution.
Ihli asked the percentage of transactions of credit cards versus cash at the municipal liquor. Buysse stated it is approximately 65% credit cards.
Bell wants to commend staff to take initiative to leverage other entities' work. The recommendation obviously came from reliable sources.
Bunting agrees and thinks it will make a big difference with the RAC.
Bunting moved, Bell seconded a motion to authorize City staff to enter into necessary agreements with US Bank-Elavon for credit card processing (not including the optional merchant connect premium reporting service or online case management tool defined on pricing page #11) and the purchase of hardware for the RAC and City Hall not to exceed $2,000 plus sales tax. Motion carried 5-0.
7.02 Introduction of City Planner, Steve Grittman, NAC, Inc.
Mr. Grittman introduced himself to the Council and provided background information on his professional career.
Bunting stated he is happy to have Mr. Grittman aboard and his expertise will be appreciated.
Council thanked Mr. Grittman and welcomed him.
8. Other Business
8.01 Memorandum on John Deere Lane extension issues
Council was given a memorandum from WSB regarding contaminated soils found while doing the John Deere Lane extension project.
Public Works Supt. Seifert addressed the Council regarding the discovery of contaminated soils in the area of Main Street and John Deere Lane. Seifert stated they will apply for reimbursement through the MPCA's Petrofund reimbursement program which may cover 90% of the cost.
Meanwhile, staff has stockpiled the soils on the City's parking lot and is working to remove the contaminated soil. Seifert thanked the City of Corcoran for allowing Rogers to use two of their vehicles through the two cities' shared equipment agreement.
Staff and Council discussed the completion date of the project. Seifert stated this problem and a storm sewer problem have added a couple weeks. However, we are still on schedule to have it paved this year and opened to traffic. Seifert stated he will keep Council up to date if it is not going to be completed within the schedule.
It was clarified the additional costs are not an official change order to the project, but costs incurred by the City for removing the contaminated soils by using two vendors; Waste Management for disposal and AET for testing. Payment will be made directly to those vendors.
Grimm stated he will save his questions for when Engineer Weiss is present at a meeting.
9. Correspondence and Reports
9.01 September Police Report
9.02 Transportation Task Force Meeting Update
No formal action was taken.
Bunting moved, Bell seconded a motion to adjourn at 7:23 p.m.
Assistant City Administrator/Clerk