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HomeMy WebLinkAbout2011 04-25 CCM Study Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA STUDY SESSION APRIL 25, 2011 CITY HALL — COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in Study Session called to order by Mayor Tim Willson at 6:00 p.m. ROLL CALL Mayor Tim Willson and Councilmembers Carol Kleven, Kay Lasman, Tim Roche, and Dan Ryan. Also present were City Manager Curt Boganey, Director of Fiscal and Support Services Dan Jordet, Public Works Director /City Engineer Steve Lillehaug, Director of Business and Development Gary Eitel, and Carla Wirth, TimeSaver Off Site Secretarial, Inc. CITY COUNCIL DISCUSSION OF AGENDA ITEMS AND QUESTIONS Councilmember Lasman requested discussion of Item 6g, Resolution Authorizing the Execution of a Cooperative Agreement between the City of Minneapolis and the City of Brooklyn Center Regarding Bicycle Parking Project, and in particular where bike racks will be located. Public Works Director /City Engineer Steve Lillehaug advised staff has not yet identified specific locations but would propose locations where concrete pads were already installed. He reviewed several locations that can accommodate bicycle racks and the City has easements and right-of- way. Councilmember Lasman asked how many bike racks would be installed. Mr. Lillehaug explained that $4,300 has been allotted, so it will depend on how much the bike racks cost. Councilmember Kleven suggested that Northport Park be considered as a potential location. Councilmember Lasman referenced Item 6i, Resolution Accepting Bid and Awarding a Contract, Improvement Project Nos. 2011 -01, 02, 03 and 04, Palmer Lake East Neighborhood Street and Utility Improvements, and indicated she is glad that additional soil borings were carefully looked at because she preferred a solid upfront bid rather than a change order later on. Councilmember Roche asked if the project was being awarded to the same company used in the Twin Lake area. Mr. Lillehaug advised it is not, it is Ryan Contracting. Councilmember Ryan advised that he is not affiliated with Ryan Contracting and asked what happens if the same delays occur as experienced with the Dupont Avenue project. He expressed concern that the contractor would operate with minimum crews. City Manager Curt Boganey 04/25/11 -1- advised that penalties have been incorporated into the contract and staff held upfront discussions with the contractor regarding that concern. The City has levied liquidated damages on previous projects, so it is clear to contractors that the City will respond immediately if there are delays that could be avoided. Mr. Lillehaug stated the City does not like to assess liquidated damages, so staff has laid out a detailed schedule and staging plan, identifying specific locations for each stage with interim completion dates. In addition, every time the contractor requests a payment (monthly) staff will request an updated schedule and if it is not provided, payment is not made. Should interim completion dates not be met, fees will be instituted. Councilmember Ryan requested discussion on Item 6c, Resolution Adopting a "Request for Proposals" Document for Providing Insurance Agent of Record Services, and asked what service is being provided by the insurance agent. Mr. Boganey explained that the League of Minnesota Cities Insurance Trust is an insurance pool of municipalities and managed by the Trust. He described the services provided by the insurance agent, as the intermediary between the City and the Trust, and the City's - reliance on the agent's expertise to determine the types and level of insurance coverages. Mayor Willson requested discussion on Item 6e, Resolution Amending the City's Fee Schedule to Add Online Permit Transaction Fee, and asked questions about the process with regard to electronic media. He noted the need to post a paper copy of the permit at the subject property and expressed concern regarding potential for fraud via manipulation of the electronic file and the inspection process. Mr. Boganey advised that inspection activities remain the same with the electronic option and he did not think fraud would be more of an issue electronically than with issuing a paper copy of the permit. Mayor Willson stated he had no objection to an electronic transaction as long as a process is in place to assure the permit is issued, paid for, and the work inspected. MISCELLANEOUS INVITATION TO PRESIDENT — CENTENNIAL CELEBRATION Mr. Boganey stated that he provided the Council with information about the issue of an invitation to the President and requested Council direction on its expectation. Mayor Willson indicated he would be happy to sign the letter if the Council directed the City Manager to draft such an invitation. Councilmember Kleven commented on the length of time and preparations needed, prior to a Presidential visit, to secure the location and requirement to submit a detailed proposal and map. She stated such a visit involves an awesome responsibility. Mr. Boganey noted Councilmember Ryan had also indicated there is a significant' amount of responsibility and cost associated with a Presidential visit, which should not be overlooked if the Council determines to extend an invitation. 04/25/11 -2- Councilmember Lasman agreed that the security detail and associated costs are impressive and a limiting factor when the President or the First Lady attend because the event is scrutinized. She noted it may also impact residents' ability to view the parade in their own community so all of the issues need to be considered before extending an invitation. Councilmember Roche noted this topic has been discussed for about nine months and suggested the visit not be focused on the parade but include any of the Centennial events or a fund raising event at the Earle Brown Heritage Center. He stated he is asking for a "grass roots" effort to see what happens and to also involve the elementary schools. Councilmember Roche noted than such a visit will raise awareness of Brooklyn Center, which he supports by any means and timing possible. Mayor Willson stated he is not opposed to considering an event other than the parade, but if the invitation is accepted, the City has to be ready and able to pay those costs. He noted that former Governor Pawlenty, who may run for president, may also be interested in attending an event. Councilmember Roche pointed out that the City has a stimulus bill project with the FBI building, is one of the most diverse communities in Minnesota, and 2011 is its centennial. He advocated for promoting those aspects and involving school children in the country's democratic experience. Councilmember Ryan stated if security costs have to be borne by the local jurisdiction, he would like to know potential costs. Then the Council can determine if it is possible to invite the President to visit an elementary school or attend an event at the Earle Brown Heritage Center. Councilmember Roche noted that whether a Presidential visit occurs or not, it is an exciting opportunity. Mr. Boganey stated he will draft an open ended invitation to the President to help celebrate the City's centennial year at a time of his convenience. Councilmember Kleven suggested the letter also inquire about the City's responsibilities. Councilmember Roche stated he will obtain signatures from elementary children, the future of this country and city, for submission to the Senator's office and ask for their help. Mayor Willson stated the Council is acquainted with Senators Klobuchar and Franken and suggested staff invite them to help the City with this inquiry. The majority City Council consensus supported directing staff to prepare a letter of invitation to the President for signature by Mayor Willson. 04/25/11 -3- DUPONT AVENUE PROJECT UPDATE Councilmember Roche questioned the timeline for the final coating of asphalt on Dupont Avenue. Mr. Lillehaug stated the liquidated damages for the Dupont Avenue and Twin Lake project has not been fully determined because the project is not yet completed. He indicated that staff is reviewing the punch list and working with the contractor to determine the schedule for the final wear course. MISCELLANEOUS Mayor Willson indicated he would raise issues during the Work Session related to Community Development Block Grant funding and a North Metro Mayor's Association document. ADJOURNMENT Councilmember Lasman moved and Councilmember Ryan seconded to close the Study Session at 6:45 p.m. Motion passed unanimously. 04/25/11 -4- STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes - CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies: 1. That attached hereto is a full, true, and complete transcript of the minutes of a Study Session of the City Council of the City Y of Brooklyn Center held on April 25, 2011. 2. That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its May 9, 2011, Regular Session. City Clerk Mayor 04/25/11 -5-