HomeMy Public PortalAbout02-19-2019 City Council MinutesMedina City Council Meeting Minutes 1
February 19, 2019
MEDINA CITY COUNCIL MEETING MINUTES OF FEBRUARY 19, 2019
The City Council of Medina, Minnesota met in regular session on February 19, 2019 at
7:00 p.m. in the City Hall Chambers. Mayor Martin presided.
I. ROLL CALL
Members present: Albers, Anderson, DesLauriers, Martin, and Pederson.
Members absent: None.
Also present: City Administrator Scott Johnson, City Attorney Ron Batty, City Engineer
Jim Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer,
and Chief of Police Ed Belland.
II. PLEDGE OF ALLEGIANCE (7:00 p.m.)
III. ADDITIONS TO THE AGENDA (7:00 p.m.)
The agenda was approved as presented.
IV. APPROVAL OF MINUTES (7:00 p.m.)
A. Approval of the February 5, 2019 Regular City Council Meeting Minutes
Moved by Anderson, seconded by DesLauriers, to approve the February 5, 2019 regular
City Council meeting minutes as presented. Motion passed unanimously.
V. CONSENT AGENDA (7:02 p.m.)
A. Approve Hamel Legion Park Concession Services Agreement with CJS,
LLC
B. Approve Job Description for Public Works Foreman and Authorize Internal
Recruitment
C. Approve Job Description, Authorize Recruitment and Hiring of Seasonal
Public Works Technician
D. Resolution No. 2019-05 Accepting Donation from Hamel Lions Club
E. Resolution No. 2019-06 Supporting Transportation Funding
F. Approve Agreement by and between the City of Medina and U.S. Home
Corporation
Pederson referenced the public works foreman job description and suggested that the
language be changed for consistency.
Moved by Pederson, seconded by Anderson, to approve the consent agenda. Motion
passed unanimously.
VI. COMMENTS (7:04 p.m.)
A. Comments from Citizens on Items not on the Agenda
Martin commended and congratulated Sue Vancleaf, who has reported for City matters
for 16 years, for the recent awards that she has received.
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B. Park Commission
Park Commissioner Weir stated that the Commission has been reviewing the 2019 goals
and revising the trail plan. She stated that the main goal for 2019 is to gain resident
support to adequately finance the municipal park fund to fund necessary capital park
replacements as the park assets depreciate. She stated that $112,000 is needed each
year in order to fund future park equipment replacement and maintain the parks in a
functional and safe condition. She stated that the Park Commission is proposing to hold
a series of small neighborhood park meetings within the parks on dates that other events
are scheduled to meet and engage residents.
Pederson commented that the timing of the events to coincide with other planned
activities will be good and stated that this seems to be a good plan to engage residents.
DesLauriers agreed that this is a fantastic idea to engage people out in the community
and educate them on the costs for replacement of the equipment.
Weir confirmed the consensus of the Council for the Park Commission to continue the
plan for public engagement.
C. Planning Commission
Planning Commissioner Neilson stated that the Planning Commission met the previous
week and received public input regarding night lighting. She stated that the Commission
unanimously recommended approval of the Commercial Neighborhood zoning district,
which is a lower intensity zoning than Commercial Highway and will account for two
parcels proposed for rezoning. She stated that the Commission also considered the
rezoning of the 35 properties for consistency with the 2040 Comprehensive Plan, noting
that the Commission recommended approval of 30 of the 35 properties. She stated that
the Commission reviewed a Conditional Use Permit for four accessory structures and
recommended approval with certain conditions. She reported that the Commission also
reviewed a proposed amendment to the Rural Residential RR-1 zoning district, and
unanimously recommended approval to amend the side yard setback.
Finke stated that there were additional public comments regarding a property located at
Highway 55 and Willow Drive, specifically regarding the delayed staging, and noted that
the property owner will work with staff to investigate options.
VII. NEW BUSINESS
A. Brockton Lane Sanitary Sewer Improvement Project – Public Hearing
(7:18 p.m.)
Josh Eckstein, Bolton & Menk, reviewed the project timeline and the proposed project
area. He stated that the sanitary sewer component will be at the north end of the project
area and will be staged into halves. He provided details on the elements of the sanitary
sewer project and reviewed the proposed project cost. He reviewed the project
financing which includes use of the sewer fund as well as special assessments against
the benefiting properties. He reviewed the assessment policy and noted an estimated
assessment amount of $5,375 per unit which is based on the engineer’s estimate and
will change based on the bids received. He noted that if approved tonight, the bids
would be opened on March 21st, with a substantial completion date in October, and
certification of the assessment role in November.
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February 19, 2019
DesLauriers asked for clarification on the number of properties and the number of units.
Eckstein replied that there are seven properties and six units, explaining that one home
has a house and garage that lie on two properties but have only one sewer connection.
Anderson asked which City would make the ultimate decision on the bids.
Scherer replied that the sanitary sewer project is solely located in Medina and therefore
Medina would make that decision.
Eckstein noted that one unit is within Plymouth and would be assessed for the project.
Pederson asked if there have been comments from residents on the proposed
assessment amount.
Eckstein replied that he has not yet received comments.
Scherer stated that he spoke with some residents at the open house and believed most
of the residents are aware.
Pederson asked if the contractor would be charged if they exceed the project timeline.
Eckstein replied that the standard liquidated damage language would be contained
within the contract.
Scherer asked if the final lift would be completed this fall or whether that would be
delayed to the spring.
Eckstein replied that the final lift will occur in the fall, which will protect the curb and
gutter.
Martin opened the public hearing at 7:31 p.m.
No comments made.
Martin closed the public hearing at 7:31 p.m.
1. Resolution No. 2019-07 Ordering the 2019 Brockton Lane Sanitary
Sewer Improvement Project, Approving Plans and Specifications,
and Ordering Advertisement for Bids
Moved by Pederson, seconded by Anderson, to Adopt Resolution No. 2019-07 Ordering
the 2019 Brockton Lane Sanitary Sewer Improvement Project, Approving Plans and
Specifications, and Ordering Advertisement for Bids. Motion passed unanimously.
B. Hickory Drive Street and Utility Improvement Project (7:33 p.m.)
Stremel stated that an update was included in the Council packet, noting that the project
details have not changed much. He stated that the grant funding was secured for 2019
and therefore City staff recommends proceeding with construction in 2019. He stated
that the property owner has signed the agreement for property acquisition and the next
step would be to sign the documents for easements. He discussed the possibility of
electronic bidding and noted that a draft bidding policy was included in the Council
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packet. He reviewed the benefits of using the electronic bid process including ensuring
complete bids, better accuracy, automatic tabulation of the bids when opening, and
maximizing the potential number of bidders.
DesLauriers asked if the digital process would exclude some bidders that are not able to
submit electronic bids.
Stremel stated that this process is not much different than what contractors are doing
today. He explained how contractors update their own spreadsheet document, noting
that this bidding process provides that spreadsheet which becomes more efficient rather
than requiring bidders to handwrite the bids on the form. He stated that it could be
possible that smaller contractors that do not have good connection to the internet may
be excluded. He noted that this is a larger project and therefore the contractors that
would be bidding would most likely have sufficient internet connection. He noted that
bidders do not need to be present at the bid opening and there is no additional cost for
this electronic format. He suggested using electronic bidding for this project as a trial
and noted that the Council could then consider the draft language for a policy in the
future.
Martin referenced specific language in the proposed resolution that should be amended
to allow electronic bidding.
Johnson noted that the policy does not have to be adopted tonight, this project could be
used as a trial.
Batty stated that it was his suggestion that this process be used as a trial for the process
and if liked, the policy could be drafted.
Albers asked the amount of time that would be saved on the review after bids are
received.
Stremel estimated that several hours would be saved with this process, as the tabulation
is instantly provided when opening the bids.
1. Resolution No. 2019-08 Approving Plans and Specifications for the
Hickory Drive Street and Utility Improvement Project and Ordering
the Advertisement for Bids
Moved by Martin, seconded by Pederson, to Adopt Resolution No. 2019-08 Approving
Plans and Specifications for the Hickory Drive Street and Utility Improvement Project
and Ordering the Advertisement for Bids, amending section two of the resolution, striking
the last sentence and replacing it with, “No bids will be considered unless filed in
accordance with the instructions set forth in the instructions to bidders and accompanied
by all the materials required by such instructions”. Motion passed unanimously.
VIII. CITY ADMINISTRATOR REPORT (7:54 p.m.)
Johnson reminded Council that the Uptown Hamel Open House is scheduled to take
place the following night at 5:00 p.m.
Anderson asked if there are contingency plans with the forecasted weather.
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Finke clarified that there are three open house meetings, with the intent that the input
received at each open house would help guide the format of the next open house
meeting.
IX. MAYOR & CITY COUNCIL REPORTS (7:55 p.m.)
DesLauriers stated that he attended the West Metro Drug Task Force meeting on
February 14th and commended the group for the great work they continue to do.
Pederson stated that he received a call from a resident regarding tree plantings and
location and noted that he spoke with Scherer to follow up.
X. APPROVAL TO PAY THE BILLS (7:56 p.m.)
Moved by DesLauriers, seconded by Anderson, to approve the bills, EFT 004967E-
004980E for $47,627.60 and order check numbers 048458-048493 for $313,006.54 and
payroll EFT 0509227-0509258 for $54,059.49. Motion passed unanimously.
XI. ADJOURN
Moved by Anderson, seconded by DesLauriers, to adjourn the meeting at 7:57 p.m.
Motion passed unanimously.
__________________________________
Kathy Martin, Mayor
Attest:
____________________________________
Jodi M. Gallup, City Clerk