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City Council Minutes 12-08-1986MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, December 8, 1986 - 7:30 p.m. Members Present: Arve A. Grimsmo, Fran Fair, Bill Fair, Jack Maxwell, Dan Blonigen. Members Absent: None. 2. Approval of Minutes. Motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to approve the minutes of the special meeting held November 24, and the regular meeting held November 24, 1986. 4. Consideration of Authorizing Final Closeout and Payment for the Construction of 6th Street. The consulting city engineer had established final pay quantities for the 6th Street improvement project totaling $84,700.00. The original contract for this work was $66,152.00, but the additional cost of $18,548.00 was primarily due to the extensive soil correction work that was required. It was recommended that two deductions be made from the final payment in the amount of $845.69 for sealcoating a portion of Cedar Street because of damage done from heavy equipment during the construction and a deduction of $242.00 for additional density testing required of the bituminous. Final payment was recommended in the amount of $7,948.31. Motion was made by Maxwell, seconded by Bill Fair, and unanimously carried to approve final payment to Veit and Company, Inc., on the 86-6 project in the amount of $7,948.31. 5. Consideration of Continuing with City Computer System Selection. Administrator Eidem informed the Council that the City received ten proposals from vendors interested in supplying the City's computer system. The City's Computer Consultant, Anne Carroll, has analyzed the ten bids received and has reduced the number of serious contenders to two. City staff will be evaluating the recommended two vendors with on-site demonstrations scheduled for Friday, December 12, and December 15. Administrator Eidem noted that the bid proposals received have addressed all of the elements the City staff had requested for computer services no and the anticipated cost is higher than the demonstrations should help the staff cost versus the benefit for the various discussion, it was the Council consensus system selection process. Council Minutes - 12/8/86 originally projected, but decide and evaluate the elements. After further to continue pursuing a computer 6. Consideration of Revised Bid for City Hall Ceiling Sealing. In July of 1986, the Council authorized Lindberg Painting to remove stains and reseal the City Hall interior roof decking and beams for a total of $2,984.60. It was the City staff's understanding that the quote included work on the roof decking and beams, but later it was determined that Mr. Lindberg's quote was for the stain removal and resealing of the beams only. Mr. Lindberg submitted a revised quote totaling $4,897.00, which would cover both the beams and the decking with a sealer or lacquer, depending on the City's preference. In reviewing the revised bid, a motion was made by Bill Fair, seconded by Fran Fair, and unanimously carried to accept the new proposal for sealing of the interior roof decking and beams for an amount not to exceed $4,897.00 provided Mr. Lindberg would provide a sampling of the refinished beams using both a sealer and lacquer. 7. Consideration of Band Shell Designs. Now that the Highway 25 improvement project is nearly completed, the Minnesota Department of Transportation is proceeding with its plans to construct a new bridge across the Mississippi River; and as part of this project, MN/DOT will be removing the existing band shell in East Bridge Park. Since it was previously determined that the band shell cannot be relocated, MN/DOT will be compensating the City for the value of the existing structure. In order to finalize their bridge construction specifications, MN/DOT must soon establish a cost for compensation to the City. Public Works Director, John Simola, noted that without actually going to bids for a new band shell, it's estimated that the value of the existing band shell could be in the neighborhood of $25,000.00 replacement cost. Previously, the City Council discussed rebuilding a new band shell in Ellison Park,possibly a larger facility made of wood construction rather than the concrete presently used. Although a decision would not have to be made immediately on a new design or location, a replacement cost price should be established for MN/DOT to consider. It has been estimated that a new wood structure could cost anywhere from $25,000-$35,000.00 depending on size; and as a result, a motion was made by Fran Fair, seconded by Dan Blonigen, and unanimously carried to request from MN/DOT an amount of $28,000.00 to cover replacement cost for the existing band shell that they will be acquiring. -2- Council Minutes - 12/8/86 8. Consideration of Adopting a Resolution Joining a Joint Purchasing Consortium. The Monticello Fire Department recently received information from an association called the Minnesota Fire Agencies Purchasing Consortium, which the City Fire Department would be able to join. The purpose of the organization is to reduce cost, improve quality, and establish a standard specification for services, supplies, and equipment through a joint purchasing program throughout Minnesota. Currently there are over 87 fire departments that belong to the association, and Monticello could join by paying an annual $25.00 membership fee. In addition to the membership in the Minnesota Fire Agencies Purchasing Consortium, the City of Monticello could also enter into a joint powers agreement for purchasing with the City of St. Paul, which has over 300 current open end contracts available to the City of Monticello. It was noted that the prime reason for the fire department joining the Minnesota Purchasing Consortium at this time would be to acquire new Motorola pagers through the contract available. It has been estimated by fire department representatives that the City could save approximately $900.00 on the purchase of the Motorola equipment by belonging to the purchasing consortium. Motion was made by Bill Fair, seconded by Dan Blonigen, and unanimously carried to adopt a resolution authorizing the fire department to join the Minnesota Fire Agencies Purchasing Consortium and to also enter into a joint purchasing agreement with the City of St. Paul. As a result of the City's action, Scott Douglas, fire department representative, requested that the department be allowed to pursue purchasing new Motorola pagers through the purchasing consortium. Although it was noted that funds were still available from the fire hall construction project for this purchase, the Council directed Mr. Douglas to prepare more information on the items requested and to bring it back to the Council at a later date for consideration. See Resolutions 86-27 and 86-28. 9. Consideration of Ratifying 1987 Salaries/Wages for Non -Union Employees. At the special City Council meeting held November 24, the Council established a salary pool of $15,020.00 to be awarded for 1987 salaries, excluding the City Administrator. This salary pool primarily consisted of a 4% cost of living adjustment and a minor amount to make adjustments based on the comparable worth study recently completed. Administrator Eidem presented a listing of the salary recommendations for all non-union employees except Senior Citizen Center Director, Karen Hanson. Mr. Eidem noted that there currently exists a difference -3- Council Minutes - 12/8/86 of opinion regarding Ms. Hanson's employment status being full-time or part-time; and the staff will be checking the records to determine the Council's intent, and her salary for 1987 will be discussed at a later date. Motion was made by Bill Fair, seconded by Fran Fair, and unanimously carried to ratify the salaries for non-union employees as presented by the Administrator. 10. Consideration of Conveying a Small Parcel for Driveway Purposes to Northwest Clinic. As part of the Highway 25 project, the City of Monticello, in conjunction with MN/DOT, established a new access for the Northwest Community Clinic off of the alley between Maxwell Realty and the Northwest Clinic. As part of this project, the City of Monticello purchased the north 36 feet of Lot 10, Block 52, adjoining Highway 25 for the access. Since this property is being used as a driveway access for the clinic, it was recommended that the City convey this parcel to Dr. Brion so that they may legally own access to their clinic. It was recommended that the property be conveyed for $1.00. Motion was made by Maxwell, seconded by Blonigen, and unanimously carried to authorize the sale of the parcel to Northwest Community Clinic for $1.00. 11. Consideration of Cancelling Second Meeting in December. Motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to cancel the second meeting in December. 12. Consideration of Bills for the Month of December. Motion was made by Fran Fair, seconded by Maxwell, and unanimously carried to approve the bills for the month of December as presented. -4- 1986 Increase 1987 Rick Wolfsteller $342530 $1,730 $36,260 John Simola $33,470 $1,685 $352155 Roger Mack $262550 $1,280 $272830 Gary Anderson $262755 $1,070 $272825 Walt Mack $26,250 $1,105 $272355 Joe Hartman $253500 $1,070 $262570 Olive Koropchak $22,900 $12900 $24,800 Clerical $8.90-9.56 .44 $9.34-10.00 10. Consideration of Conveying a Small Parcel for Driveway Purposes to Northwest Clinic. As part of the Highway 25 project, the City of Monticello, in conjunction with MN/DOT, established a new access for the Northwest Community Clinic off of the alley between Maxwell Realty and the Northwest Clinic. As part of this project, the City of Monticello purchased the north 36 feet of Lot 10, Block 52, adjoining Highway 25 for the access. Since this property is being used as a driveway access for the clinic, it was recommended that the City convey this parcel to Dr. Brion so that they may legally own access to their clinic. It was recommended that the property be conveyed for $1.00. Motion was made by Maxwell, seconded by Blonigen, and unanimously carried to authorize the sale of the parcel to Northwest Community Clinic for $1.00. 11. Consideration of Cancelling Second Meeting in December. Motion was made by Bill Fair, seconded by Maxwell, and unanimously carried to cancel the second meeting in December. 12. Consideration of Bills for the Month of December. Motion was made by Fran Fair, seconded by Maxwell, and unanimously carried to approve the bills for the month of December as presented. -4- Council Minutes - 12/8/86 13. Joint Planning Commission and City Council Meeting. Zoning Administrator, Gary Anderson, informed the Council that the current Planning Commission members requested a joint meeting with the City Council to discuss new appointees to the Planning Commission for the year 1987. On January 1 there will be two or more vacancies on the Planning Commission, and the joint meeting will enable the Council to review the possible appointees for next year. The meeting was scheduled for Tuesday morning at 7:30, December 16, at City Hall. G , Rick Wolfstellft Assistant Administrator -5-