1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Mayor Bunting on Tuesday, September 25, 2012 at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Rob Bell, Jay Bunting, Don Hall, Rick Ihli, and Maureen Stanley.
Staff present: Gary Buysse, Liquor Operations Manager; Jeff Beahen, Police Chief; Stacy Doboszenski, Assistant City Administrator; John Seifert, Public Works Supt.; Steve Stahmer, City Administrator; Lisa Wieland, Finance Director; and Bret Weiss, City Engineer.
2. Open Forum
3.01 Girls Scouts Presentation
• Proclamation by City Council
Multiple Girl Scouts were present to address the Council on their "Take Action" project. The main goal of the event is to improve water quality, to celebrate the Girl Scouts long standing tradition of service, and to stop 20,000 pounds of phosphorus from entering local waterways.
Lori Ebert, Cadet Girl Scout from Rogers announced the day and time of the local Take Action event; meeting at Triangle Park at 9:00 a.m. on October 13th. Ebert thanked the City of Rogers and Public Works Department for helping with their project.
Mayor Bunting read from the Proclamation for the Girl Scout 2012 Take Action Centennial Day of Service.
Council thanked the Scouts for their service.
4. Approve agenda
The agenda was set as submitted.
5. Consent Agenda
Bob Ivey questioned 5.05 Water Reservoir Control Project; if it had been reviewed and approved by the Elm Creek Watershed Management Commission.
Seifert stated they are two separate items, this item relates to the drinking water system, not the storm water run-off that the Watershed is involved with. However, the watershed did approve the construction plans for the reservoir, at the time it was before the board.
5.01 Approval of Minutes from September 11, 2012 Workshop Minutes and September 11, 2012 City Council Meeting Minutes
5.02 Approval of Bills and Claims
5.03 Approval of Resolution No. 2012-52, A Resolution Granting Approval of a PUD Amendment for HOM Furniture
5.04 Approval of Resolution No. 2012-53, A Resolution Providing Municipal Approval to the Issuance of a Minnesota Lawful Gambling License to the Rogers Lions Club to Conduct Raffles at Broadway Pizza, Located at 21431 141st Ave. N.
5.05 Water Reservoir Control Project
5.06 Approval of Resolution No. 2012-54, A Resolution Regarding the Administration of the Wetland Conservation Act
5.07 Approval of Scope of Services for Memorial Gardens at Lion's Park
5.08 Limited Site Investigation Scope of Service for 13001 Main Street
5.09 SCADA Design Services
5.10 14207 Raspberry Drive License Agreement
5.11 Request to Post and Seek Applicants for Police Clerical Position
5.12 Approval of a Special Event Permit for Broadway Pizza
Stanley pulled 5.08 from Consent Agenda.
Bell moved, Ihli seconded a motion to approve the consent agenda less 5.08. Motion carried 5-0.
Stanley stated in one part of the agreement it states we needed a second bid in order to qualify for the EPA reimbursement, Stanley questioned if we had a second bid.
Seifert stated the low bid is included in the packet and that three bids were obtained. Seifert stated the low bidder is an approved vendor for reimbursement.
Stanley moved, Hall seconded a motion to approve 5.08. Motion carried 5-0.
6. Public Hearings
7. General Business
7.01 Downtown Municipal Parking Lot Paving
Public Works Supt. Seifert addressed the Council stating this item is to discuss the replacement of the parking lot currently north of Memorial Drive to a location south of Memorial Drive (former feed mill site). The purpose of the parking lot is to facilitate the development/re-development of the downtown area and the need to have the parking lot replaced somewhere in the downtown area. The parking lot design is being set back far enough to be able to address future realignment of 129th Avenue and Main Street. Seifert stated the property would need to be turned into turf if not parking lot for erosion control purposes. Seifert reviewed the expenses; curb, gutter, and bituminous with gravel underlay.
Bunting asked if staff is sure the lot is set far enough back for the realignment of 129th/Main Street/Memorial Drive. Seifert stated he believes it is set back enough.
Bunting asked if sidewalk will be added to this project as there is not currently a sidewalk in this location. Seifert stated for now a bituminous surface would be easier to deliver than concrete sidewalk.
Bunting questioned use of this area by the railroad. Seifert stated that jersey barriers are currently in place to separate this lot from the railroad.
Council consensus is to move forward with Public Works day labor for the construction of the project.
Jim Sarkilahti, 22655 Breezewood Lane, Rogers
Jim is questioning why we need the parking lot there. Bunting stated as part of the downtown redevelopment in the area, the current parking lot will be going away. It will support other activities in the area as well.
Jim stated the way he sees it now, is the parking lot is never full and it seems the parking lot will not be used, except for Rockin' Rogers Days. To him it seems to be a waste of his taxpayer dollars. Ihli stated Triangle Park will be redeveloped in the future which may cause parking needs.
Stahmer stated the primary use would not be for the park, but the primary use is to open the northeast corner of Memorial Drive and Main Street as a potential redevelopment site.
7.02 Printer Maintenance Agreement Renewal
IS Director Greninger addressed the Council regarding the printer maintenance renewal.
Bell questioned, with this contract he assumes it would allow for adding new devices to the contract. Ryan Zimmer, with Marco (the recommended vendor), explained how devices could be added and deleted from the contract.
Hall stated the reason he pulled this item last meeting was to discuss the 60 month lease not being the low bid, if staff is to take the low bid and stay with Marco, then go with the 36 month lease.
Greninger stated the other vendor who provided the low 60 month bid has equipment that staff is not familiar with and would take training time. Staff is comfortable with Marco.
There was discussion between staff and Council about staff's hesitation about going with a different vendor.
Hall stated in the interest of staff using the company they are comfortable with, he would suggest using Marco with the 36 month proposal, there is nothing in the contract that says they can't extend it at the same rate. With 36 month with Marco, you get the best of both worlds.
Bell stated the difference in price of $4400 per year is significant, even though he is not a fan of locking in for five years. Bell commented on DTS coming in with the lowest bid. In terms of being responsible with our budget, he would prefer seeing DTS for 60 months.
Hall asked if the cost savings shown on the worksheet takes into account DTS. Stahmer stated it does not. Hall stated possibly the cost might come down after three years.
Bunting discussed the length of the contract and the possibility of more advanced equipment after three years. Bunting stated he understands why staff is recommending staying with Marco and equipment they are used to. If we are doing a 36 month lease; then stay with Marco. If we are looking at a five year contract, then the cost savings is significant enough to look at DTS. Bunting stated his preference is the 36 month contract.
There was continued discussion regarding low bid received for a 60 month contract from DTS and a 36 month contract from Marco.
Mr. Zimmer stated he has 11 years of experience in these contracts and the Council has made very valid points; the three year agreement gives you a lot of flexibility in the short term. Zimmer offered extending the contract a fourth year at a much lower rate as the equipment is depreciated at that time. Bunting asked about the cost reduction; Zimmer stated on the hardware cost you would see a significant reduction in cost of the equipment lease; 70 – 80%. Greninger stated the usage cost wouldn't be reduced, just hardware.
Bell discussed the option of adding the additional years to the contract at a lower rate for the equipment.
Hall stated nothing precludes you from doing something in future years. Zimmer discussed taking the reduction in price for the reduced value of the equipment.
Bell stated given that information, he is more comfortable with a 36 month with Marco.
Hall moved, Stanley seconded a motion to approve the 36 month contract with Marco. Motion carried 5-0.
7.03 Solar Panel Presentation
Public Works Supt. Seifert addressed the Council regarding the proposed solar panel project. Seifert discussed the use of the MPCA Energy intern and the opportunity brought to you in July was greeted with skepticism. Tonight's message is from a different project team. Seifert stated this is a new opportunity for a grant program that will support a larger project. Seifert introduced representatives from a project team from TenKSolar, Ameresco, and Adolsphson & Peterson. Seifert stated these firms have a better track record with municipalities including Maplewood and Oakdale.
Bob Long then introduced himself and provided background on himself and the companies involved in the project. Long discussed the next round of grants the City can go after; the potential of a $2M grant.
The TenKSolar representative then addressed the Council. He discussed the detail of the wiring of the solar panels; harvesting 100% of the cells.
Bell asked the lifespan of the equipment. 25 years with guaranteed output 90% at 10 years and 80% at 25 years. Hall asked about hail damage. He stated the panels will take a 1" hail at 50 mph. Hall asked about the maintenance within 25 years. It's recommended that once a year there is an inspection and washdown.
The Adolphson & Peterson representative provided a presentation on the public/private partnerships. A&P will invest 40% into the project; looking for the other 60% from grants. In return, a monthly lease payment to lease the energy for a selected term of seven years.
The representative from Adolphson & Peterson stated the next step is to draft a preliminary agreement and select buildings.
Jim Kelly would like to know what the storage medium is for this. A&P Rep stated the storage medium is an electric grid. There was a discussion between Mr. Kelly and the representatives regarding the specifics of the solar panels and storage mediums.
The Ameresco representative then provided a presentation on their company and what their part is in the process.
Staff recommended approval of Ameresco's non-binding letter of intent for development of solar panel system and make grant application – timing is of the essence on the grant.
Ihli asked the time of timeframe the project takes. The preliminary assessment is returned in 30 to 45 days with results discussed at a Council meeting, then look at a project development agreement that would fully develop the project.
Staff discussed the letter of intents being proposed. Attorney Carson stated the letter of authorization Ameresco is seeking approval of is not obligating the City at this point. Attorney Carson stated the same is for TenKSolar, we are not committing at this point.
Bunting discussed waiting until the next Council meeting to review the information received and have this at the next meeting; we are talking about a long-term contract.
Seifert addressed Bunting's concerns and discussed the grant portion of the project. Seifert also discussed the benefit the project would provide to the RAC. Seifert stated, to start the process, if you are comfortable, is to share information with Ameresco that might put us on a path to deliver a grant application in October.
Stahmer discussed the proposal stating it has a little more proven track record with existing projects, guaranteed savings element, and dealing with more realistic savings projections.
Seifert continued to discuss the benefits of this project and what makes it a unique grant application. Seifert stated he feels comfortable with letting the City work with Ameresco to share building information and look at opportunities to put together a grant application.
Hall thinks this is a great idea. A lot of stuff brought to our attention today. Would like to be up to speed with everything that was discussed.
Stanley asked if anyone else has been talked to. Seifert stated he talked with the City of Oakdale, and they are comfortable with the process.
Bob Long discussed the municipalities listed on the presentation and pointed out Brainerd, Oakdale, Maplewood, Falcon Heights, and Woodbury.
Bunting moved, Ihli seconded a motion to authorize staff to move forward with authorization for information sharing with Ameresco; to approve the letter with Ameresco. Motion carried 5-0.
8. Other Business
9. Correspondence and Reports
9.01 Rogers Park Board Minutes – August 16, 2012
9.02 Elm Creek Watershed Management Commission Meetings – August 8, 2012
9.03 August, 2012 Financial Reports
10. ADJOURN TO CLOSED SESSION TO DISCUSS PROPERTY ACQUISITION
Mayor Bunting adjourned to closed session at 8:34 p.m.
Council reconvened from closed session at 8:53 p.m.
Bell moved, Ihli seconded a motion to authorize City staff and attorney to negotiate a letter of intent for the expansion of Lynch Park. Motion carried 5-0.
Ihli moved, Stanley seconded a motion to adjourn at 8:55 p.m. Motion carried 5-0.
Assistant City Administrator/Clerk