1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Acting Mayor Bunting on Tuesday, February 14, 2012 at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Rob Bell, Jay Bunting, Rick Ihli, and Maureen Stanley.
Member excused: Jason Grimm.
Staff present: Stacy Doboszenski, Assistant City Administrator; Brad Feist, Fire Chief; John Seifert, Public Works Supt.; Robert Shellum, Police Chief; Steve Stahmer, City Administrator; and Bret Weiss, City Engineer.
2. Open Forum
3.01 Three Rivers Park District – Kelly Grissman
Ms. Grissman addressed the Council asking for the City's support in acquiring the Angrimson property into the Three Rivers Park District; approximately 38 acres. Ms. Grissman provided background information on the property.
Ms. Grissman stated the Park District prefers owning property all the way up to a roadway so to avoid private property abutting park property.
Ms. Grissman stated an open house was conducted several years ago without comment opposing the acquisition of the additional park property.
Bell asked how much is collected in property tax off this site. Stahmer provided the tax information to Council from the Hennepin County website.
Seifert stated the Park Board supports the acquisition of the property and supported the same in 2009.
Action will be taken under consent agenda 5.10.
Council thanked Ms. Grissman for her presentation.
Bunting stated this is a new era of cooperation for the Three Rivers Park District.
4. Approve agenda
The agenda was set as submitted.
5. Consent Agenda
5.01 Approval of Minutes from January 24, 2012 City Council Meeting and Approval of Minutes from the February 1, 2012 City Council Special Meeting
5.02 Approval of Bills and Claims
5.03 Approval of Resolution No. 2012-07, A Resolution Providing Municipal Approval to the Issuance of a Minnesota Lawful Gambling Off-Site License to the Rogers Lions Club to Conduct a Raffle at the Rogers Community Room, located at 21201 Memorial Drive, on Thursday, March 29, 2012
5.04 Approval of Resolution No. 2012-08, A Resolution Providing Municipal Approval to the Issuance of a Minnesota Lawful Gambling License to the Rogers Youth Hockey Association to Conduct Pull-Tab Sales at Guadalajara Mexican Restaurant
5.05 Approval of Minnesota Lawful Gambling Exempt Permit to Conduct a Raffle for the Full Choke, Ducks Unlimited on April 26, 2012 at The Wellstead (The Crown Room) located at 20500 S. Diamond Lake Rd.
5.06 Approval of the Planning Commission Term Rotations
5.07 Approval of Minnesota Lawful Gambling Exempt Permit to Conduct a Raffle for the Sherburne County Area United Way on April 13, 2012 at The Wellstead (The Crown Room) located at 20500 S. Diamond Lake Rd.
5.08 Approval of Name Change for Cottage Grill to Minne's Diner 3.2/Wine
5.09 Approval and Authorize Execution of Amended BCA Contracts and approval of Resolution No. 2012-11
5.10 Approval of Resolution No. 2012-09, Resolution of Support for Amending the Master Plan Boundary of Crow-Hassan Park Reserve and the Related Acquisition Opportunity
5.11 Designate Elm Creek Watershed as LGU for Outstanding Hassan Township Projects
5.12 Sale of Excess Public Property
5.13 Classification of Storm Water Accounts in 101 Corridor
5.14 Approval of Sewer Pipe Lining Quotes
5.15 Authorize Extension Agreement for Yard waste contract with Lynde & McLeod Development Co.
5.16 Approval of Position Description for Public Works II
5.17 Approval of Public Works position Grade Change from PW I to PW II
5.18 Approval of Resolution No. 2012-10, A Resolution Approving MnDOT's Delegated Contracting Process Agreement No. 99996
Bell pulled 5.15 for discussion.
Bell moved, Ihli seconded a motion to approve the consent agenda less 5.15. Motion carried 4-0.
Bell wanted to provide some history on the yard waste contract stating approximately two years ago this item was removed as a service to residents during a challenging budget time. Bell stated he does not believe this is a core service of government and is not in favor of reinstating the contract. Bell stated he believes residents of Rogers can take care of dealing with their own yard waste instead of spreading the cost against the rest of the community.
Ihli stated he heard from citizens that it is a perk that they want back in a large way.
Bell stated as a matter of principal he doesn't think this is something city government should do.
Ihli stated he perceives it as a value for a lot of citizens.
Stanley asked if we can do this with a permit. Staff stated a fee has been added to the fee schedule for permitting residents.
Seifert provided background information on the yard waste contract, the suspension of the contract, and how the yard waste is billed. Seifert also provided history on how the process may have been abused in the past when there was no permit process in place. Seifert discussed the proposed permitting process.
Bell asked what quantity of residents or how many trips were made in the past years. Seifert stated he does not have the data with him, but it is something that Lynde does track and offered to bring the information back at a future meeting.
Stahmer stated in terms of the number of trips and the permit in place, that is one issue that if/when we move forward to publicize the fact there is a permit and fee so we can track the number of users.
Ihli questioned the budgeted amount. Seifert stated in years past approximately $22,000.
Bunting stated this is one of those things that he wants to put in place. Feels this is a valuable service.
Stanley moved, Ihli seconded a motion to approve 5.15. Motion carried 3-1 with Bell opposed.
6. Public Hearings
7. General Business
7.01 Authorize Solicitation of Quotes and Approve Engineering Fees for Arthur Street Drainage System Repair
Engineer Weiss provided a presentation on the quotes and engineering fees for Arthur Street drainage system repair project, highlighting the following from his prepared memo:
• The Southwest outlet was planned to be constructed in 2006 along the rear property line of property located west of the Rogers Sunset Acres development (properties located along Arthur Street). Several events prevented the outlet from being constructed including the downturn in the economy and the elimination of several development projects and the lack of construction easements along the proposed alignment.
• It is important to note that most of the development area that was intended to be served by this outlet was never constructed and in fact, only one development is currently using the existing 18" draintile that is located through the Sunset Acres development.
• In 2010, the watershed district decided that the pipe needed to flow freely and the city could no longer meter the flow and that change has resulted in more occasions where water sits for extended time in the Stumpf drainage easement area. Last year, due in part to the heavy snowmelt and spring rains, the pond was full for an extended period which resulted in the vegetation in the easement dying. The dead vegetation gives off an odor and can be unsightly which has prompted concern from the Stumpf family. In addition, the water was outside of the city's easement and was close to the Stumpf's drain field system. Investigation by city staff found that a dense cluster of roots had penetrated the joints of a segment of the pipe that provides drainage to this area and was obstructing the flow of water through the upstream drainage system. After removing this blockage, water was able to flow freely through the system and the flood waters receded rapidly.
• Since that time roots have continued to grow in the pipe and continue to present the risk of flooding occurring once again in the spring.
• Based on the televising video taken this past fall, this pipe also has a failing (crushed) joint where a drain tile connects into it. In addition this pipe appears to have a sag in the middle where water is pooling. All of these things reduce the flow capacity in the pipe and exacerbate flooding issues upstream.
• This pipe was not replaced during the 2000 Southwest Storm Sewer Improvements, which replaced the old clay drain tile line that served as the primary drainage outlet for the areas south of 129th Avenue.
• The remainder of the draintile system is concrete pipe with water tight joints that do not allow for root growth.
• Because of the pipe failure and the repeated root issues, staff is recommending that we replace this segment of the 18" piping system. We are confident that by replacing the pipe we will greatly improve the drainage of the entire system.
• It is likely that there will continue to be water that temporarily ponds in the Stumpf easement, but the drawdown will be much quicker and more consistent.
In analyzing the options for this issue, city staff considered the long term solutions for addressing flooding issues along 129th Avenue and how the options for replacing the failing pipe may tie into those solutions. Weiss stated since we are asking to repair the existing 18", staff decided to evaluate whether it would be feasible to replace the pipe with a size that will accommodate the future outlet needs. As a result, the long term solutions evaluated included:
• Replace the existing 18" drain pipe with a single 36" pipe
• Construct a parallel 30" pipe within the Arthur Street Right-of-Way
• Construct a 30" pipe parallel to the existing 18" pipe connecting to a 36" pipe crossing Fox Creek
Weiss discussed the project costs stating the entire estimated project cost for the Southwest outlet is $459,500. This cost includes the proposed $68,700 for this project and is less expensive than the original design, and would not involve any land acquisition. Additionally, if the city were to just replace the 18" pipe in kind, we would end up spending an additional $45,700 since the city would still need to construct the Southwest outlet. Therefore, while we are spending an additional $23,000 to upsize the pipe at this time, it will save the city more than double that cost with the future construction project.
Weiss recommended the following:
• Authorize solicitation of quotes for drainage system repair at Arthur Street
• Approve WSB fees not to exceed $11,661 for engineering services
Bunting asked if the pipes within the Stanley property are within the easement.
Weiss explained if we can obtain more easement from the Stanley's, we can eliminate a manhole and straighten the pipe.
Ihli asked if this will fully solve the issue. Weiss stated it isn't known if this will fully solve all the issues, but thinks it will solve the immediate problem. This will need to be done regardless of a larger project.
Stahmer asked the difference of volume in a 36" pipe versus an 18" pipe. Weiss stated it's much more than double the amount of water that can move through the pipe.
Bell moved, Ihli seconded a motion to authorize city staff to obtain contractor quotes to replace the 18" HDPE pipe with 36" concrete pipe on a new alignment that would allow for the Southwest outlet to be constructed with this system. Motion carried 3-1; Stanley abstaining.
Bell moved, Ihli seconded a motion to approve WSB fees not to exceed $11,661 for design and construction engineering services. The payment for the work is proposed to be paid from the storm water utility fund. Motion carried 3-1; Stanley abstaining.
7.02 Authorize Solicitation of Quotes and Approve Engineering Fees for the 2012 Stormwater Maintenance Project
Engineer Weiss provided a presentation on the two ponds in Fox Creek West 3rd Addition and along the drainage ditch east of Brockton Lane and south of South Diamond Lake Road.
Weiss stated the cost of this project is estimated to be $45,000 with the payment for the work to be paid from the storm water utility fund.
Coordination with property owners will be conducted prior to the quote process to solidify access locations and to provide notification of the project's scope.
Bell moved, Stanley seconded a motion to authorize staff to obtain contractor quotes to perform stormwater drainage system maintenance as outlined in the 2012 Stormwater Maintenance Project plan set. Motion carried 4-0.
Bell moved, Ihli seconded a motion to Approve WSB fees not to exceed $10,601 for survey and engineering services. Motion carried 4-0.
7.03 Authorize the Preparation of a Sanitary Sewer System Capital Improvements Plan (CIP) Update and Approve Engineering and Flow Monitoring Services
Engineer Weiss provided background information on the Comprehensive Sewer System Plan (CSSP) completed in 2009. The 2009 CSSP recommended development of a sanitary sewer system model, projected future wastewater flows, and identified several critical flow areas that require additional evaluation. The 2009 plan did not include a computer model and proposed that one be completed upon full annexation of Hassan Township. Weiss stated the computer model will be a useful tool to efficiently analyze development scenarios and to determine the most efficient and effective way to extend sanitary services to undeveloped areas.
Weiss recommended completing the sanitary sewer system model and update the system plan to identify how wastewater generated by existing and future development would be collected and treated. Using the proposed sanitary sewer system model, an estimated cost for construction of the future sanitary sewer system and Capital Improvements Plan (CIP) would be completed. The sanitary sewer system capital improvements plan update will provide current information for evaluating the city's sewer use fees; sewer access charges (SAC) and trunk fees that are completed each year.
Weiss stated area to be studied will not include portions of the southern Hassan, outside the 2030 development area noted in the comprehensive plan. This area was not anticipated to be served by the existing WWTP and as such, the connecting pipes are not sized to accommodate that area. If this area is proposed to be more densely developed in the future, alternative methods to serve the area can be addressed.
Ihli moved, Bell seconded a motion to approve the proposal from WSB & Associates, Inc. in the amount of $29,939 for providing professional engineering services as they relate to the sanitary sewer system CIP update. Motion carried 4-0.
Ihli moved, Stanley seconded a motion to approve flow monitoring to be completed associated with the sanitary sewer system CIP update in an amount not to exceed $12,600 as described in the proposal from WSB & Associates, Inc. Motion carried 4-0.
8. Other Business
9. Correspondence and Reports
9.01 January Police Report
9.02 Park Board Minutes – January 12, 2012
9.03 Elm Creek Watershed Minutes – December, 2011
Bell moved, Stanley seconded a motion to adjourn at 7:48 p.m. Motion carried 4-0.
Assistant City Administrator/Clerk