SPECIAL WORK SESSION-- CITY HALL PROJECT---CANCELLED
SAUK RAPIDS CITY COUNCIL
FIRE DEPARTMENT, 408 N BENTON DRIVE
Monday, March 28, 2011
5:15PM----CANCELLED
-REGULAR MEETING
SAUK RAPIDS CITY COUNCIL
FIRE DEPARTMENT, 408 N BENTON DRIVE
Monday, March 28, 2011
6:00 PM
MINUTES
6:00 PM
1. Call to Order and Pledge of Allegiance Mayor Campbell called the meeting to order at 6:00p.m. Members present: Paul Weber, Brad Gunderson, Jared Gapinski, and Dave Saunders. Others present: Ross Olson, City Administrator, Igor Lenzner, City Attorney, Todd Schultz, Community Development Director, Perry Beise, Police Chief, Terry Wotzka, City Engineer, John Henz, Assistant Director Public Works, Jack Kahlhamer, Finance Director, Patrick Keller, Student Mayor of the Month, and Dana Furman, Administrative Services Coordinator.
2. Additions or Changes to the Agenda
Councilperson Gapinski requested to move agenda item 9-H to agenda item 12-A. Mayor Campbell stated that while 9-H could be discussed as part of agenda item 12-A, he would like to move it from consideration tonight to allow for subcommittee review. Ross Olson requested to add Approving the Process of Selecting Technology and Furniture Consultants For Government Center Project as agenda item 10-C. Todd Schultz requested to add a Well Head Protection Grant as agenda item 11-B. Terry Wotzka requested to add a Well Number 6 update as agenda item 11-C. Perry Beise requested to replace agenda item 9-F with an updated 9-F.
3. Approve the Agenda
Motion: Moved by Councilperson Weber and seconded by Councilperson Saunders to approve the Agenda as amended. Motion carried unanimously.
4. Approve Minutes
A. 3-14-11 Regular City Council Meeting Minutes
Motion: Moved by Councilperson Gapinski and seconded by Councilperson Saunders to approve the 3-14-11 Regular City Council Meeting Minutes. Motion carried unanimously.
B. 3-14-11City Hall Work Session Minutes
Motion: Moved by Councilperson Saunders and seconded by Councilperson Gunderson to approve the 3-14-11 City hall Work Session Minutes. Motion carried unanimously.
C. 3-21-11 Special City Hall Work Session Minutes
Motion: Moved by Councilperson Gapinski and seconded by Councilperson Gunderson to approve the 3-21-11 Special City Hall Work Session Minutes. Motion carried unanimously with Councilperson Saunders abstaining.
5. Receive and File
NONE
6. Mayor’s Communications
· Extra Mile Award, Michole Timm—Mayor Campbell presented Michole “Chole” Timm with the Extra Mile Award. Timm is a senior at Sauk Rapids-Rice High School. She is the daughter of Mike and Debbie Timm. Her siblings include: Jessica, Jennifer, and Jeffrey Timm. Chole’s athletic accomplishments in Diving, Gymnastics, and Track and Field have earned her State and National recognition. As Captain of the Dive Team her senior year, Chole was undefeated in diving and named the Team’s Most Valuable Player. Timm is a four year letter winner for diving. She has been featured in Sport’s Illustrated’s “Faces In The Crowd”, St. Cloud Times’ Area Female Athlete Of The Week numerous times, and the St. Paul Pioneer Press. Timm has set countless records in Diving, which included having the 4th highest score in Diving in MN High School history. She was the two-time State Class A Diving Champion in 2010 and 2011, and was nominated for State Swimming/Diving Female Athlete of the Year two times.
In addition to her accomplishments in Diving, Timm is also a star athlete in both Gymnastics and Track and Field. She is a MN Elite Gymnast. Timm is a letter winner in Gymnastics, and has set three school records for Vault, Bars, and Floor. Her Track and Field accomplishments include Academic All State and being a letter winner the last three years. Timm also participated in the 2011 State Class A Gymnastics meet finishing Runner-Up in Floor and 6th place in Vault, Bars, and All-Around.
Following High School, Timm plans to dive for a Division 1 college. She plans to major in a medical related field. Mayor Campbell congratulated Timm on her numerous athletic accomplishments and thanked her for putting Sauk Rapids-Rice School District on the map through her many accomplishments.
7. Audience Items/Visitors
Total Time Limit 10 Minutes for Items NOT on the Agenda
NONE
8. Public Hearings
NONE
9. Consent Agenda
A. Approve and Authorize Leighton Broadcasting’s June 18, 2011 Ribapalooza Amusement Permit
B. Approve and Authorize Amusement Permit for the Sauk Rapids Farmers Market
C. Approve Recall To Administrative Minute Recorder
D. Approve the Elimination Of The Current Director Of Public Works Position And Authorize Staff To Modify The Current Two Assistant Positions to Become Management Positions
E. Approve 2011 Plumbing Contractor License
F. Approve Request To Sell Vehicles Obtained Through DUI Forfeiture
G. Approve Bob Cross Park Management and Concessions Agreement
H. Approve Bob Cross Park and Mayhew Creek Park Maintenance Agreement With ISD #47—Pulled To Send Back To Subcommittee
Motion: Moved by Councilperson Weber and seconded by Councilperson Gunderson to approve agenda items 9A-9G. Motion carried unanimously.
10. Regular Agenda
A. Government Center Design Presentation
Murray Mack and Tom Peck of Hagemeister Mack presented the work in progress in terms of the new City Hall/Government Center schematic design drawings. Mack explained that the Council will see two different options with the layout for the basement. One option would include one stairwell for the basement and the other option two stairwells.
Steve Plantenberg, RA Morton Construction Managers, shared the estimated construction costs with the Council. Plantenberg noted that the estimated construction cost is based on schematic drawings. Plantenberg said that currently the estimated building cost is about $6.1million. Included in this estimate is a 10% construction and bid contingency, which is in the $350,000 to $400,000 category. He reviewed the estimated cost of the Community Room with the Council.
Councilperson Weber asked about the one stairwell option as he thought that two stairwells were the code. Mack said that one staircase would meet the code but some upgrades would have to be added in order to ensure code compliance. He quoted the code language requirements in regards to the stairwells leading to and from the basement. Mack said that he personally prefers the two stairway option as it provides separation and clears up any code issues.
Councilperson Gapinski asked about the suggested upgrades to the front of the building. Mack stated that he felt that the suggested upgrades to the front exterior of the building would be under a $100,000. Plantenberg said that he felt that the front exterior’s architectural structures could be listed as an alternate. Plantenberg explained that there is $98,000 included in the base bid for the front exterior’s architectural features just not the upgraded materials that Mack is suggesting.
Councilperson Gapinski asked if the numbers going forward are what they will likely be in the end or will the bidding climate in terms of the economy change things for the better. Plantenberg stated that there is a very detailed schematic estimate being used. He said that unit numbers being used are based on projects currently being done in the area. Plantenberg noted that they will continue to revisit the unit cost with contractors. He pointed out to the Council that they are seeing the prices of materials rising.
Councilperson Gunderson said that in looking at the two stairwell option he does not understand why one of the staircases opens up to the break room. He questioned the security risks with this option. Tom Peck addressed Councilperson Gunderson’s concerns with some possible solutions. Mayor Campbell stated that some of these issues or concerns will be addressed through security policies which determine who has access to which areas and who does not.
Councilperson Gapinski noted that he very much likes what is being presented tonight as the updated design layout, but that he is nervous about the fact that the price of materials might be going up. He questioned if anything else could be used as an alternate. Both consultant groups stated that they would watch things very closely and continue to come up with different options to keep the project on budget. Mack suggested that some mechanical or electrical items could be used as alternates.
Mack advised the Council that the current plan is for the issuance of construction documents the weeks of June 6 and June 13 with a ten month construction schedule. He anticipated that the new building will be nearly finished or to the point of occupancy around March or April of next year.
Ross Olson talked about the individual services that will need to be engaged for this project, like electrical, mechanical, etc. He questioned Mack on whether or not Mack felt that these other consultants could now be engaged. Mack stated that he felt that the City was at a point now to begin talking to the other needed consultants.
Councilperson Gapinski said that he feels that things are ready to keep moving forward. He also noted that he liked the two stairwell option in terms of the basement.
Councilperson Weber said that he liked the two stairwell option as well.
Councilperson Saunders said that he wanted to thank everyone who has been involved in this long drawn out process. He thanked Keith Schupp and Marcus Marsh for the real team effort as Schupp and Marsh represent the HRA on the City Hall/Government Center project committee. Councilperson Saunders agreed with the functionality of the two stairwells.
Councilperson Gunderson agreed with the statements made by the other council members in regards to the stairwell.
The Council agreed by consensus to continue to keep moving forward with the two stairwell option that was presented.
Mayor Campbell said that staff is still looking at determining a ground breaking date for the project.
Mack asked for an official name for this project so that labels can be made. The consensus was to leave the title of the new facility the Sauk Rapids Government Center.
Mayor Campbell called for a recess at 7:15pm. Mayor Campbell called the meeting back to order at 7:20.
B. Approve 3rd Avenue South Improvement Plans And Authorize Advertising For Bids
Terry Wotzka advised the Council that included with the agenda for tonight’s meeting were the plan sheets for the 3rd Avenue South improvement project. He reviewed the four alternates that are proposed to be used for this project. Wotzka noted that this project is on the City’s 5-year Capital Improvement Plan and is planned to be financed through assessments, bonding, water and sewer funds, and Franchise Fees.
Wotkza addressed the bedrock issue as it relates to the proposed project. He noted that the contingency amount has been reduced. The bids for this project will be opened on April 25th.
Councilperson Gunderson questioned where the bedrock was found. Wotzka said that it was found between 1st Street South and 3rd Avenue.
Motion: Moved by Councilperson Saunders and seconded by Councilperson Gunderson to approve the resolution approving plans and specifications and ordering advertisement for bids. Motion carried with 4 Councilpersons (Saunders, Gunderson, Campbell, and Gapinski) voting in favor of the motion and 1 Councilperson (Weber) voting against the motion.
C. Approve Process of Selecting Technology and Furniture Consultant For Government Center Project
Ross Olson advised the Council that staff has been working with the Council selected committee for the new Government Center project to recommend a process to select the appropriate consultant that will assist the City in selecting the technology and building furniture components of the project. Olson stated that the two components of this project that the construction professional and the Architect does not assist the City with is planning/layout design and purchase of the building’s technology components and the needed furniture.
Olson explained that the technology components include data networking, video surveillance and voice, audio and video solutions. He said that staff salvaged the telephone, computer, and video/audio equipment from the old City Hall and will work with the selected consultant in an effort to reuse the equipment.
Olson said that the furniture consultant will work with the City to decide the appropriate furniture for the new facility. He noted that this consultant, like the technology consultant, will develop a plan/layout design to accommodate the City’s needs and assist staff with developing a product recommendation to the City Council that stays within the City’s budget.
Olson noted that staff would like to contact consultants and set an interview date. The City’s project committee will interview an appropriate number of consultants providing each service and recommend the successful candidates to the Council.
Olson explained that staff did discuss the appropriate process for selecting these consultants with the Council committee members. He said that by using the process of selecting a firm to facilitate the entire process the City will not pay for the design/layout plan and will be purchasing product using State contract pricing. Olson noted that the Council member sub-committee for this project supports Administration’s recommendation to conduct an interview process that selects the appropriate firm to facilitate the technology and furniture components for the Government Center project and return a recommendation for hire to the Council for consideration.
Motion: Moved by Councilperson Weber and seconded by Councilperson Saunders to approve the recommended process for selecting the Technology and Furniture Consultants for the City’s Government Center. Motion carried unanimously.
11. Other Staff Items
A. 3-29-11 Joint Cities Meeting
Mayor Campbell reminded the Council that a Joint Cities meeting is scheduled for tomorrow evening. He noted that the meeting will take place at 6:00pm in the St. Cloud Police Headquarters’ Community Room. This meeting has been advertised as a Public Meeting for the Sauk Rapids City Council.
B. Well Head Protection Grant
Todd Schultz noted that staff recently became aware that they may be required to update the City’s Well Head Protection Plan. He explained that there is a grant opportunity available that may provide funding for half of the cost of updating the plan. Schultz pointed out that the grant application is due on Monday, so he wanted to make the Council aware that staff is looking further in to this potential grant opportunity. He said that the City already has a Well Head Protection grant, so this is more of a needed update to the current plan. The plan is in place to protect the City’s wells.