City Council Minutes of August 14, 2017

Date: 
August 14, 2017

MINUTES OF THE CITY COUNCIL MEETING

AUGUST 14, 2017

Pursuant to due call and notice thereof, a regular meeting of the City Council of the City of Saint Peter was conducted in the Governors' Room of the Community Center on August 14, 2017.

A quorum present, Mayor Zieman called the meeting to order at 7:00 p.m.  The following members were present:  Councilmembers Carlin, Pfeifer, Kvamme, Parras, Grams, and Mayor Zieman.  Absent was Councilmember Brand.  The following officials were present: City Administrator Prafke, City Attorney Brandt and City Engineers Domras and Loose.

Approval of Agenda – A motion was made by Pfeifer, seconded by Parras, to approve the agenda.  With all in favor, the motion carried.

Approval of Minutes – A motion was made by Carlin, seconded by Parras, to approve the minutes of the July 24, 2017 regular City Council meeting.  With all in favor, the motion carried and the minutes were approved.  A complete copy of the minutes of the July 24, 2017 regular City Council meeting is contained in the City Administrator’s book entitled Council Proceedings 19.

Public Hearing:  Registered Land Survey #71 – City Administrator Prafke provided information on the public hearing process adopted by the City Council.  Mayor Zieman opened the public hearing on a petition to accept Registered Land Survey #71 at 7:05 p.m.  Community Development Director Wille presented information on the proposed registered land survey which would provide for relocation of the lot line between Lots 2 and 3 in Block 3 of North Industrial Park Subdivision.  Wille provided the dimensions of the Tracts A and B that would be created if the Registered Land Survey was approved which would allow for development of the Solace Project on Tract B.  Wille also noted that the Planning and Zoning Commission had recommended acceptance of the Registered Land Survey.  There being no further speakers, the hearing was declared closed at 7:08 p.m.

Consent Agenda –  In motion by Parras, seconded by Carlin, Resolution No. 2017-127 entitled “Resolution Approving Consent Agenda“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-127 is contained in the City Administrator’s book entitled Council Resolutions 21.

69/13.8kV Front Street Substation Improvements Bid Award – Public Works Director Moulton recommended award of the bid for the 69/13.8kV Front Street Substation Improvements project to low bidder Primoris Aevenia in the amount of $202,340.06.  Moulton indicated the project, which was being bid in three phases, was designed to add reliability and dependability to the City’s electric system and that once installation of the equipment is completed, an independent contractor would be retained to test the equipment.   Councilmembers questioned if staff was comfortable working with a company that the City had never done business with.  Moulton indicated that the City’s electric engineers, DeWild Grant and Reckert, had worked with them previously and recommended the bid award.  In motion by Grams, seconded by Parras, Resolution No. 2017-128 entitled “Resolution Awarding Bid For 69/13.8kV Front Street Substation Improvements Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-128 is contained in the City Administrator’s book entitled Council Resolutions 21.

Registered Land Survey #71 – Community Development Director Wille recommended approval of the waiver of subdivision and approval of Registered Land Survey #71 as petitioned by the City.  In motion by Carlin, seconded by Parras, Resolution No. 2017-129 entitled “Resolution Approving Waiver Of Subdivision For Lots 2 And 3, Block 3, North Industrial Park Subdivision, And Acceptance Of Registered Land Survey No. 71“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-129 is contained in the City Administrator’s book entitled Council Resolutions 21.

Sale of North Industrial Park Subdivision Property (Solace Project) – City Administrator Prafke recommended authorization be provided, as previously committed to by the City Council, for sale of an approximately three (3) acre parcel of City-owned land in North Industrial Park Subdivision in the amount of $137,861 to Solace Apartments Limited Partnership.  Prafke noted the price of the land ($1.05 per square foot), had previously been established the City Council and that the sale is contingent upon verification of project financing for the Solace project and completion of an approved project design including site design and exterior architecture.  Prafke also pointed out that the basketball court and the Norway Pines shown on the design were being bid as alternates and would only be included if there was available funding.  Prafke reminded Councilmembers that the zoning designation for the property only allowed for specific use (guidance services) and the property could not be used for general occupancy.

Southwest Minnesota Housing Partnership architect James Arentson responded to questions from Councilmembers about other alternates to the project including a picnic shelter and community gardens which would be bid alternates or completed in the future depending on funding.

Councilmember Parras addressed concerns from Washington Terrace Subdivision property owners regarding noise that would be generated by use of the basketball court and suggested that a court be developed in neighboring Gault Park which would lessen the concerns of neighbors and help residents of the Solace project better integrate into the neighborhood.

Councilmember Kvamme questioned if the City Council would have any further opportunity for input into the project design.  Prafke noted that the bidding process will be done based on the design that has already been approved by the City Council.

Councilmember Carlin suggested more trees should be planted in the future to shield the building and the basketball court as requested by Washington Terrace Subdivision neighbors.  Arentson indicated that the building would be placed on the site at a distance that, along with the difference in elevations between the Solace Project and the homes in Washington Terrace Subdivision, would minimize the view for the Washington Terrace Subdivision residents.  Arentson also indicated that the existing tree line between the properties would be preserved as much as possible although scrub bushes would be removed.

In motion by Pfeifer, seconded by Kvamme, Resolution No. 2017-130 entitled “Resolution Authorizing Execution Of Purchase Agreement For Sale Of City Owned North Industrial Park Subdivision Property To Solace Apartments Limited Partnership“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-130 is contained in the City Administrator’s book entitled Council Resolutions 21.

Broadway Avenue Project Construction Management – Public Works Director Moulton requested authorization for Bolton and Menk, Inc. to provide construction management services for the project being done on the 100 block of Broadway Avenue for a not to exceed fee of $108,000.  Moulton apologized for not bringing the request to the Council sooner and indicated Bolton and Menk, Inc. had already begun the work.  Moulton noted the funding for the work would be from the Minnesota Department of Transportation ($81,500), the City’s electric and water funds ($6,600) and from the City’s Municipal State Aid funds ($19,900).  Councilmember Grams asked when the project would be completed and Moulton indicated the goal was the first week of October.  In motion by Grams, seconded by Carlin, Resolution No. 2017-131 entitled “Resolution Authorizing Bolton And Menk, Inc. To Provide Construction Services For 2017 Broadway Avenue Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-131 is contained in the City Administrator’s book entitled Council Resolutions 21.

Minnesota Square Park Pavilion Design Services – City Administrator Prafke recommended Oleson + Hobbie Architects be retained to provide design services through the construction stage for the project to replace the Minnesota Square Park pavilion for a fee of $68,000 which was approximately eight percent (8%) of the projected project cost.  Prafke stated the costs would be funded by grant funds from the State, reserves, cash and possibly a debt service issuance for a portion of the costs with a 2018 construction schedule.

Councilmember Kvamme questioned why the design services work was not being bid.  Prafke indicated he felt the Council had been satisfied with the preliminary concept design work done by Oleson + Hobbie Architects with the Project Task Force, which had required multiple revisions and attendance at meetings, and the City Council had seemed inclined to proceed with the firm.

In motion by Parras, seconded by Grams, Resolution No. 2017-132 entitled “Resolution Authorizing Execution of Professional Design Services Agreement With Oleson + Hobbie Architects For Minnesota Square Park Pavilion Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-132 is contained in the City Administrator’s book entitled Council Resolutions 21.

Council Technology Stipend – City Administrator Prafke recommended approval of a policy that would provide up to $200 for each Councilmember beginning in each even numbered year as partial reimbursement for hardware/software necessary to access their City email accounts and the Council meeting packets.  Councilmember Pfeifer objected to creation of stipend and expressed his belief that the Councilmember’s salary should cover the cost. 

Prafke noted that the Councilmembers must provide appropriate documentation for their expenditure and it would be each Councilmember’s responsibility to maintain the electronic  equipment.  In motion by Kvamme, seconded by Parras, Resolution No. 2017-133 entitled “Resolution Adopting City Council Technology Hardware/Software Stipend Policy“ was introduced with the following language change in paragraph three “….installed software will need to meet minimum standards that will complement the use of the internet….”   Upon roll call, Councilmembers Grams, Kvamme, Carlin, Parras and Mayor Zieman voting aye, Councilmember Pfeifer voting nay, the Resolution was declared passed and adopted as modified.  A complete copy of Resolution No. 2017-133 is contained in the City Administrator’s book entitled Council Resolutions 21.

Reports

Mayor’s Report – Mayor Zieman had no reports.

Goal Session of July 31, 2017 – City Administrator Prafke directed Council attention to the goal session discussion report included in the Council meeting packet.

High School Grand Opening Event – City Administrator Prafke reminded Councilmembers of the invitation extended to the Council to participate in the August 26th grand opening of the new high school.

Council Filing Ending – City Administrator Prafke reminded the public that the deadline to file for City Council seats was 5:00 p.m. on Tuesday, August 15th.

Councilmember Parras asked for an update on the City’s solar subscription program.  City Administrator Prafke indicated that the last number he had was contracts had been received for over forty (40) panels which was slightly more than the other participating SMMPA communities.

There being no further business, a motion was made by Pfeifer, seconded by Parras, to adjourn.  With all in favor, the motion carried and the meeting adjourned at 7:56 p.m.