City Council Minutes of June 12, 2017

Date: 
June 12, 2017

MINUTES OF THE CITY COUNCIL MEETING

JUNE 12, 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 June 12, 2017.

A quorum present, Mayor Zieman called the meeting to order at 7:02 p.m.  The following members were present:  Councilmembers Brand, Carlin, Pfeifer, Kvamme, Grams, and Mayor Zieman.  Absent was Councilmember Parras.  The following officials were present: City Administrator Prafke, City Attorney Brandt and City Engineer Domras.

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

Councilmember Parras arrived at 7:03 p.m.

Approval of Minutes – A motion was made by Pfeifer, seconded by Carlin, to approve the minutes of the May 22, 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 May 22, 2017 regular City Council meeting is contained in the City Administrator’s book entitled Council Proceedings 19.

Consent Agenda – In motion by Grams, seconded by Brand, Resolution No. 2017-83 entitled “Resolution Approving Consent Agenda“ was introduced.  Councilmember Kvamme questioned the $10,000 RF frequency license for the AMI meters and how long the license period was.  City Administrator Prafke indicated he did not have the answer, but would find out and let the Council know.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-83 is contained in the City Administrator’s book entitled Council Resolutions 21.

TH 99 Reconstruction Project Bid Award – City Administrator Prafke recommended award of the bid for the T.H. 99 Reconstruction Project to Ram Excavating in the amount of $1,347,852.66.  Prafke noted the bid was 42% above the Engineer’s Estimate for the project, but with extra funding available from the Minnesota Department of Transportation (MNDOT) and MnDOT’s recommendation to award the bid, staff recommended award.  Prafke reminded the Council that moving forward with the project would ensure the work could be done in conjunction with MnDOT’s work on the Highway 99 bridge which would mean the roadway would only be closed once.  Councilmembers questioned how the estimate could be so far from the actual bids and City Engineer Domras explained that there are not many contractors who work with concrete roads and that the line items of each bid were 5-10% higher than the estimates which might have been due to the concrete rather than asphalt, rock excavation, and the hand work necessary for both signal replacement and the median work.  Prafke expressed his belief that rebidding the project would not result in any lower bid prices.  In motion by Kvamme, seconded by Parras, Resolution No. 2017-84 entitled “Resolution Awarding Bid For T.H. 99 Reconstruction Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-84 is contained in the City Administrator’s book entitled Council Resolutions 21.

TH Reconstruction Project Construction Services Funding – City Administrator Prafke recommended authorization be provided for an additional $46,000 in construction engineering fees to Bolton and Menk, Inc. for the T.H. 99 Reconstruction Project to be funded by the City’s Municipal State Aid funds.  Prafke indicated the project was very complex, had required many design changes to meet MnDOT requirements, and with the Federal and State funding sources financing the project, additional reporting would be required as the project progressed.  In motion by Kvamme, seconded by Pfeifer, Resolution No. 2017-85 entitled “Resolution Authorizing Additional Funding For Design Services For T.H. 99 Reconstruction Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-85 is contained in the City Administrator’s book entitled Council Resolutions 21.

Advanced Metering Infrastructure (AMI) System Authorization – City Administrator Prafke recommended the AMI program move from the pilot stage to a formal program that would provide for replacement of the current water and electric meters with the advanced meters that provide information over RF radio frequency under budget restraints.  Prafke indicated the oldest/dying meters would be replaced first and pointed out that should the project proceed too slowly, the City would run the risk of the new technology being outdated by the time all the meters were replaced.  In motion by Kvamme, seconded by Pfeifer, Resolution No. 2017-86 entitled “Resolution Authorizing Advanced Metering Infrastructure (AMI) System Improvements“ was introduced with additional language identifying the funding sources to include “….and be part of the budget approval process each year”.  Upon roll call, with all in favor, the Resolution was declared passed and adopted as modified.  A complete copy of Resolution No. 2017-86 is contained in the City Administrator’s book entitled Council Resolutions 21.

Jefferson/Gardner Road Construction Services – City Administrator Prafke recommended Bolton and Menk, Inc. be retained to provide engineering construction services for the Jefferson Avenue/Gardner Road project at a not to exceed price of $28,800.  Prafke indicated the work would most likely begin in the next two weeks.  In motion by Brand, seconded by Grams, Resolution No. 2017-87 entitled “Resolution Authorizing Bolton And Menk To Provide Construction Services For Jefferson Avenue/Gardner Road Improvements “ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-87 is contained in the City Administrator’s book entitled Council Resolutions 21.

St. Peter Baseball Association Donation Acceptance – City Administrator Prafke recommended acceptance of a donation from the St. Peter Baseball Association for construction of a press box on top of the first base dugout at Veteran’s Field #1 at an expected cost of $39,106.  Prafke noted the press box was an improvement recommended in the Parks Master Plan and that once it was finished the structure would become the City’s responsibility.  Councilmember Kvamme questioned whether the press box would be accessible and Prafke informed him it would not.  In motion by Pfeifer, seconded by Brand, Resolution No. 2017-88 entitled “Resolution Accepting Donation From The St. Peter Baseball Association (SPBA)“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-88 is contained in the City Administrator’s book entitled Council Resolutions 21.

Harmonics Correction Unit Project Bid Award – City Administrator Prafke recommended award of the bid for replacement of the Harmonics correction unit at the water treatment plant to low bidder Master Electric in the amount of $56,200.  Prafke noted the equipment had failed and was used to reduce distortion within the harmonics of the equipment at the plant which saved electric costs.  In motion by Grams, seconded by Parras, Resolution No. 2017-89 entitled “Resolution Awarding Bid For Harmonics Correction Unit“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-89 is contained in the City Administrator’s book entitled Council Resolutions 21.

Chatham/Fourth Street Storm Sewer Improvements Bid Award – City Administrator Prafke recommended award of the bid for the Chatham and Fourth Street Storm Sewer Improvements Project to low bidder W.W. Blacktopping in the amount of $60,962.75.  Prafke indicated the intersection work would include drainage problem corrections; repair of curb and gutter and repair of the outdoor pool parking lot entrance.  Councilmember Carlin questioned the timeline for the project because of the amount of children in the area while the pool is open.  Prafke noted the project would be done before the end of summer and the contractor would be required to make the area as safe as possible.  In motion by Parras, seconded by Carlin, Resolution No. 2017-90 entitled “Resolution Awarding Bid To W.W. Blacktopping For 2017 Chatham & North Fourth Street Storm Sewer Improvements Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-90 is contained in the City Administrator’s book entitled Council Resolutions 21.

Solace Project Tax Increment Financing Hearing – City Administrator Prafke recommended a public hearing be called for July 24, 2017 to consider an expected request for tax increment financing for the Solace Project.  Councilmember Grams questioned whether the project, as a non-profit entity, would be required to pay property taxes.  Prafke noted that based on the use of the property taxes would be collected.  In motion by Brand, seconded by Grams, Resolution No. 2017-91 entitled “Resolution Calling Public Hearing On The Creation Of Tax Increment Financing District No. 1-21 Within Municipal Development District No. 1 And The Adoption Of A Tax Increment Financing Plan Relating Thereto “ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-91 is contained in the City Administrator’s book entitled Council Resolutions 21.

Fire Department Policies Update – City Administrator Prafke recommended approval of the changes to the Fire Department policies as recommended by the members of the Fire Department.  Prafke indicated the changes included moving the Officer job descriptions to the Department’s operating guidelines and more clearly articulating the regulations concerning reporting for duty if the Firefighter is impaired.  In motion by Carlin, seconded by Brand, Resolution No. 2017-92 entitled “Resolution Approving Modification To Fire Department Policies“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-92 is contained in the City Administrator’s book entitled Council Resolutions 21.

Fire Relief Association Bylaws – City Administrator Prafke recommended approval of the Fire Relief Association bylaws modifications.  Prafke noted that Council approval, while not required by Statute, had been sought for over 25 years because of the impact the document has on the Firefighter’s pension and the City’s fiscal and fiduciary responsibility related to those pensions.  Prafke stated the Association was not seeking a change in the annual benefit amount, but one of the changes was a $200-$300 annual salary for Officers of the association.  In motion by Kvamme, seconded by Carlin, Resolution No. 2017-93 entitled “Resolution Approving Modified Fire Relief Association Bylaws“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-93 is contained in the City Administrator’s book entitled Council Resolutions 21.

Veterans Memorial Public Art Selection – City Administrator Prafke recommended the Council select the James Shoop sculpture entitled “United, Out of Many One, For Freedom and Peace” as the public art piece for the Veterans Memorial.  Prafke reminded Councilmembers that as per the terms of the development agreement for the memorial, the City Council must approve the art piece and the recommended piece has been discussed by the Council at two previous workshops.  Councilmember Kvamme asked what further steps related to the memorial would come before the Council such as approval of the quotations to be included in the Memorial and the location of the quotes on the structure.  Prafke responded that the Council has previously reviewed the quotes and the placement on the memorial as part of the plans.

David Johnson, 1419 Winona Street, Saint Peter and Ron Haugen, 47240 State Highway 22 Kasota addressed the Council on behalf of the Vietnam Era Last Man’s Club, William R. Witty American Legion Post #37, and the Disabled American Veterans Chapter 10 to express the support of their members for the James Shoop sculpture.

Councilmember Kvamme reiterated his support for the Memorial, but expressed reservations that the agreement between the Council and the Committee had been that the Memorial would be more than “for veterans by veterans” and instead be a place for the community to be educated about what veterans fought for, to reflect upon the reasons they fought and to honor those who sacrificed.  Kvamme further commented that he felt the Memorial was “less than that and has become more of a memorial for veterans about veterans” and stated he was “disappointed in that.”

In motion by Parras, seconded by Brand, Resolution No. 2017-94 entitled “Resolution Approving Public Art Piece For Veteran’s Memorial In Minnesota Square Park“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-94 is contained in the City Administrator’s book entitled Council Resolutions 21.

City Assistance Request:  Relay for Life – City Administrator Prafke recommended approval be provided as requested by the organizers of the Relay for Life event to be held in Gorman Park in June 23, 2017.  Prafke noted that in the event of inclement weather the event would move indoors to the Community Center and the organizers would pay the cost of staffing the Community Center.  Councilmember Brand asked if the City was discouraging the “paint the town” purple signs that had been placed on City owned property and fixtures in the downtown area last year.  Prafke noted the organizers were going to scale back that activity this year but some downtown business owners might put signs inside their business windows.  In motion by Pfeifer, seconded by Parras, Resolution No. 2017-95 entitled “Resolution Authorizing City Assistance For Relay For Life Event“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-95 is contained in the City Administrator’s book entitled Council Resolutions 21.

City Assistance Request:  Fourth of July – City Administrator Prafke recommended approval for City assistance as requested by the Chamber of Commerce for the Fourth of July activities.  Councilmember Brand requested additional Council discussion at a workshop or goal session on the issue of vehicles being driven in the parks.  Councilmember Carlin asked for clarification on the rules about putting out chairs and blankets to save viewing spots for the parade.  City Administrator Prafke reviewed the policies which include no one reserving their spot along the parade route more than one day in advance; not using tarps or plastic sheeting that can kill the grass; and putting nothing in the intersections.  Councilmember Kvamme also cautioned against putting stakes in the right-of-way because of the fiber optic cables that are buried in the right-of-way’s.  In motion by Carlin, seconded by Brand, Resolution No. 2017-96 entitled “Resolution Authorizing City Assistance For Fourth Of July Event“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-96 is contained in the City Administrator’s book entitled Council Resolutions 21.

Personnel Policy Modification – City Administrator Prafke presented the draft resolution as directed by the City Council that would modify the City’s personnel policy to allow certain employees to be appointed to City Council advisory boards and commissions.  In motion by Carlin, seconded by Brand, Resolution No. 2017-97 entitled “Resolution Modifying The City’s Personnel Policy To Allow For Certain Employees To Serve On City Council Advisory Boards, Commissions And Committees“ was introduced with the stipulation being that employees who work thirty (30) hours or less each week be allowed to be appointed.  A motion was made by Kvamme, seconded by Parras to modify that amount to sixteen (16) hours.  On the motion to modify to sixteen hours, with Councilmembers Kvamme, Parras, Pfeifer, and Grams voting aye, Councilmembers Brand and Carlin and Mayor Zieman voting nay, the motion carried.    Upon roll call, Councilmembers Pfeifer, Grams, Parras, Carlin, Kvamme and Mayor Zieman voting aye, Councilmember Brand voting nay, the Resolution was declared passed and adopted with sixteen hours as the threshold.  A complete copy of Resolution No. 2017-97 is contained in the City Administrator’s book entitled Council Resolutions 21.

Mason Street Vacation Petition – City Administrator Prafke recommended the City petition itself for the vacation of a portion of Mason Street which would provide the Solace Project with  a large enough lot on which to construct the facility.   City Attorney Brandt indicated that when a plat is approved the lots fit together and streets are overlaid on the lots and vacation of the street would result in the vacated roadway property being assigned to lots on either side in whatever manner is identified in the Registered Land Survey.  In motion by Pfeifer, seconded by Grams, Resolution No. 2017-98 entitled “Resolution Authorizing Execution Of Petition For The Partial Vacation Of Mason Street Lying East Of The Sunrise Drive Right-Of-Way“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-98 is contained in the City Administrator’s book entitled Council Resolutions 21.

Hospital Expansion Construction Manager Appointment – River’s Edge Hospital and Clinic CEO Rohrich presented the Hospital Commission recommendation for the appointment of McGough as the Construction Manager for the Hospital expansion project at a price of $1,601,200.  Rohrich reviewed the request for proposals process for the position in which seven proposals were received.  City Administrator Prafke noted that McGough served in the same position for the original hospital construction project.  In motion by Pfeifer, seconded by Brand, Resolution No. 2017-99 entitled “Resolution Appointing Construction Management Firm For 2018 River's Edge Hospital And Clinic Expansion Project“ was introduced.  Upon roll call, with all in favor, the Resolution was declared passed and adopted.  A complete copy of Resolution No. 2017-99 is contained in the City Administrator’s book entitled Council Resolutions 21.

Reports

Mayor’s Report – Mayor Zieman reported on the recent Memorial Day and Bluesfest events.

River's Edge Hospital and Clinic Audit – River's Edge Hospital and Clinic CFO Lori Zook and CEO Rohrich provided a report on the recently completed Hospital audit that showed the Hospital was in good financial standing with an improving bottom line.

Board of Appeals and Adjustment Meeting Schedule – City Administrator Prafke reported the Board of Appeals and Adjustments would be meeting on June 15th to hold two public hearings regarding conditional use permits for a transitional housing facility and a public assembly facility.

City Administrator Prafke also reported the transit bus being donated to Sister City Petatlan, Mexico had been delivered to Pharr, Texas and was waiting for Petatlan officials to pick it up.

There being no further business, a motion was made by Pfeifer, seconded by Brand, to adjourn.  With all in favor, the motion carried and the meeting adjourned at 9:05 p.m.