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HomeMy WebLinkAbout2011-09-21 MINUTES COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Regular Meeting September 21, 2011 OPEN FORUM Mayor Myron Bailey convened the Open Forum portion of the meeting at 7:15 p.m., and stated that during Open Forum a person may address the City Council on a subject not a part of the regular meeting agenda, but must limit their remarks to two (2) minutes per person. The purpose of Open Forum is to give the public an opportunity to provide information or to request action of the City Council. It may not be used to make personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Open Forum will adjourn to the regular meeting promptly at 7:30 p.m. to the regular meeting. The following were present: Mayor Myron Bailey, Council Member Derrick Lehrke, Council Member Justin Olsen, Council Member Jen Peterson, and Council Member Dave Thiede. The following were absent: None. Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk; Robin Roland, Finance Director; Corrine Heine, City Attorney-Kennedy & Graven; Craig Woolery, Public Safety Director; Jennifer Levitt, City Engineer; and Les Burshten, Public Works Director. Mayor Bailey opened Open Forum at 7:15 p.m., and asked if anyone in the audience wished to address the City Council on any topic not on the agenda. Beverly Moreland, 8679 Greystone Avenue South, Cottage Grove, addressed the City Council regarding three (3) separate issues. First, on the iPad2’s that the City was purchasing, she asked th if they were being financed over a two-year period. Second, the vacant lot on the corner of 80 Street/Hadley Avenue has not been mowed and the weeds are as high as a fire hydrant. Third, she heard that the City was hiring a Canadian contractor to build the new Public Safety/City Hall facility. Mayor Bailey stated that the City would not be financing the iPad2’s over a two-year period, that th Staff would notify the appropriate people about mowing the corner of 80/Hadley, and that the Public Safety/City Hall facility will be discussed later in the meeting. Mayor Bailey closed Open Forum to the Regular Meeting. CALL TO ORDER – Regular Meeting The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular th meeting on September 21, 2011 at the Cottage Grove City Hall, 7516 80 Street South. Mayor Bailey called the meeting to order at 7:30 p.m. PLEDGE OF ALLEGIANCE Cottage Grove City Council 2 September 21, 2011 Regular Meeting The audience, staff and the Mayor and City Council Members pledged allegiance to the flag of the United States of America. ROLL CALL The following were present: Mayor Myron Bailey, Council Member Derrick Lehrke, Council Member Justin Olsen, Council Member Jen Peterson, and Council Member Dave Thiede. The following were absent: None. Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk; Robin Roland, Finance Director; Corrine Heine, City Attorney-Kennedy & Graven; Craig Woolery, Public Safety Director; Jennifer Levitt, City Engineer; and Les Burshten, Public Works Director. Mayor Bailey presided over the meeting. 1. ADOPTION OF AGENDA MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED. 5-0. 2. PRESENTATIONS – None. 3. APPROVAL OF MINUTES A. June 15, 2011 Special Meeting There being no amendments to the minutes, Mayor Bailey stated the minutes of the June 15, 2011 Special Meeting stand approved as presented. B. June 15, 2011 Regular Meeting There being no amendments to the minutes, Mayor Bailey stated the minutes of the June 15, 2011 Regular Meeting stand approved as presented, 4. CONSENT CALENDAR The City Council pulled and briefly discussed item C and removed item D from for a separate vote. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO: A.ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: i.PUBLIC WORKS COMMISSION MEETING OF AUGUST 8, 2011; ii.ENVIRONMENTAL COMMISSION MEETINGS OF JULY 13, 2011 AND AUGUST 15, 2011; iii.ADVISORY COMMITTEE ON HISTORIC PRESERVATION MEETING OF MAY 10, 2011; AND iv.PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MEETING OF AUGUST 8, 2011. Cottage Grove City Council 3 September 21, 2011 Regular Meeting B.AUTHORIZE STAFF TO SUBMIT GRANT APPLICATIONS FOR THE MN DNR’S (MINNESOTA DEPARTMENT OF NATURAL RESOURCES) LOCAL TRAIL CONNECTIONS AND/OR PARK, TRAILS AND LEGACY PROGRAM FOR FUTURE RECREATIONAL TRAIL WAY PROJECTS AT PINE TREE POND PARK AND/OR WEST CENTRAL RAVINE OPEN SPACE CORRIDOR IN AN AMOUNT NOT TO EXCEED $125,000. C.APPROVE THE RECOMMENDATION THAT THE AIR MONITORING PROGRAM STOP SAMPLING UNTIL THE 3M PERMIT TO ACCEPT AND BURN OUTSIDE WASTE IS APPROVED AND ACTUAL BURNING OF OUTSIDE WASTE BEGINS. MOTION CARRIED. 5-0. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY PETERSON, TO ADOPT RESOLUTION NO. 2011-128, A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ESTABLISHING AN OCTOBER 27, 2011 BID DATE FOR THE HIGHLANDS PARK SPLASH PAD PROJECT. Mayor Bailey asked the City Clerk to conduct a roll call vote on the motion. COUNCIL MEMBER LEHRKE VOTED NAY; COUNCIL MEMBER OLSEN VOTED AYE; COUNCIL MEMBER PETERSON VOTED AYE; COUNCIL MEMBER THIEDE VOTED AYE; AND MAYOR BAILEY VOTED AYE. MOTION CARRIED. 4 AYES-1 NAY. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES – None. 6. PUBLIC HEARINGS – None. 7. BID AWARDS A. Consider Awarding the Contract for the Pond C-P6 Improvement Project MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER THIEDE, TO ADOPT RESOLUTION NO. 2011-129, A RESOLUTION AWARDING BID FOR THE POND C-P6 IMPROVEMENT PROJECT TO EUREKA CONSTRUCTION INC., TOTALING $195,758.20. MOTION CARRIED. 5-0. B. Consider the Results of the Best Value Contracting Process to Award the Construction Contract for the New Public Safety/City Hall Building. In the City Administrator Schroeder’s report included in the Agenda packet, it stated that the City began the final phase of the Public Safety/City Hall design/bid process with the creation of the Best Value Team on May 23, 2011. The group created the decision tree and matrix for evaluation of project proposals from the construction industry. The result of their work was that the City received seven (7) proposals and each of the seven (7) proposals were evaluated and ranked against the decision matrix through a blind process (meaning none of the evaluators knew the identity of the proposers or the bid amount proposed on the project). The Cottage Grove City Council 4 September 21, 2011 Regular Meeting evaluators provided their independent judgments regarding the project plan and schedule, project challenges and solutions, value added options, general contractor experience, construction team experience, and the interviews. Points for bid cost was input by Wold Architect separately, again through a preselected scoring matrix, to get to a final score and ranking. From the seven (7) proposals, the team interviewed the highest scoring three (3) and Graham Construction received the highest scores. Staff recommends that the City Council adopt a resolution awarding the contract for the new Public Safety/City Hall construction project to Graham Construction Services in the amount of $13,021,000. Mayor Bailey stated he would like to ask for a motion and a second to approve and then open it up for the City Council to speak if they would like to ask questions and then to give the audience an opportunity to ask any questions or offer any comments they would like and then take a vote. MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY PETERSON, TO ADOPT RESOLUTION NO. 2011-130, A RESOLUTION AWARDING CONTRACT FOR THE NEW PUBLIC SAFETY/CITY HALL CONSTRUCTION PROJECT TO GRAHAM CONSTRUCTION SERVICES TOTALING $13,021,000. Council Member Olsen commented on the Best Value process and thanked Mayor Bailey and Council Member Lehrke for a great job representing the entire City Council to bring this project forward, under budget, and with what appears to be an excellent contracting team and very strong union labor. Council Member Thiede commented that he was not familiar with Graham Construction but understands they have their corporate offices in Canada but also has an office in Eagan and that they use local contractor/subcontractors. Mayor Bailey asked anyone interested in speaking, to please step up to the podium and state you name and address for the record. th Tom McCarthy, 9051 78 Street South, thanked the leadership of the City Council for moving forward with this project in these economic times. There are a lot of building trades peoples that live in this area and he believes the City selected an excellent general contractor with Graham Contraction. Mayor Bailey stated that a representative of Graham Construction was in the audience and asked him to introduce himself to the City Council. Dave Lense of Graham Construction stated their headquarters are in Calgary, Canada, but they also have an office in Eagan. Graham Construction is an employee-owned company, and their team is in Minneapolis-St. Paul noting that everybody is from this area and they have a strong list of subcontractors on this project, virtually all of them are union members. Mayor closed the meeting from the audience and read aloud the following statement: Cottage Grove City Council 5 September 21, 2011 Regular Meeting “Mayor Bailey stated that this project has been a long time incoming, has been discussed for many years, and has been in our capital improvements plan for at least 11 years. Over that period of time, there have been six (6) different City Councils that have planned for and provided funding for this project. Mayor Bailey thanked all of the City Councils for the part they played in getting us to this point. He thanked those who served on the East Ravine Task Force in 2003-2005 and all of the City volunteer commissioners from that time until today who have provided review and input regarding this project. He also thanked Washington County, our past Commissioner Myra Peterson, and our present Commissioner Autumn Lehrke for the role they played in initiating the government campus and creating the opportunity to develop our campus site. He thanked the dozens of City staff that have provided input into the long-term needs for the facility and for the project team to ensure the project stays within budget and the best value team members who worked hard to ensure that we have a quality bid review process. Finally, he thanked the existing City Council which has taken difficult votes on the project that even in the best of times would be controversial. He stated that he strongly believes that over the long-term those individuals would prove to be the right ones. As we have already adopted our preliminary 2012 Budget and levy, we also know that we can build this project without a tax increase and we know that this project will be putting people to work at a time when there is certainly a need.” Mayor Bailey asked the City Clerk to conduct a roll call vote on the motion. COUNCIL MEMBER LEHRKE VOTED NAY; COUNCIL MEMBER OLSEN VOTED AYE; COUNCIL MEMBER PETERSON VOTED AYE; COUNCIL MEMBER THIEDE VOTE AYE; AND MAYOR BAILEY VOTED AYE. MOTION CARRIED. 4 AYES-1 NAY. Mayor Bailey noted that there will be a groundbreaking ceremony on Thursday, September 29 at 8:30 am, at the construction site. 8. UNFINISHED AND NEW BUSINESS – None. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS – None. 10. COUNCIL COMMENTS AND REQUESTS Council Member Olsen thanked the Public Safety Team and Staff for the 911 Remembrance Event held at Fire Station No. 2. Council Member Peterson provided an update on various upcoming Strawberry Festival events: Ambassador’s Fall Extravaganza, Monster Bash, and Parade. The next Beyond the Yellow Ribbon meeting would be October 18. Mayor Bailey stated that the Holiday Train event would be December 11, a Pancake Breakfast Fundraiser on November 20; Park High School Homecoming Parade and Football game is September 23 and the Public Works Open House held on September 15. Cottage Grove City Council 6 September 21, 2011 Regular Meeting 11. PAY BILLS MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE PAYMENT OF CHECK NUMBERS 173553 THROUGH 173768 TOTALING $745,943.45. CHECK NUMBERS 172553 THROUGH 173592 TOTALING $149,571.27 WERE ISSUED PRIOR TO CITY COUNCIL APPROVAL. MOTION CARRIED. 5-0. 12. WORKSHOP SESSION – OPEN TO PUBLIC – None. 13. WORKSHOP SESSION – CLOSED TO PUBLIC – None. ADJOURNMENT MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER PETERSON, TO ADJOURN THE REGULAR MEETING AT 8:03 P.M. MOTION CARRIED. 5-0. Prepared by, Caron M. Stransky City Clerk