HomeMy WebLinkAbout2014 10-13 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
OCTOBER 13, 2014
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 Kris Lawrence-Anderson, Lin Myszkowski, and Dan
Ryan. Councilmember Carol Kleven was absent and excused. Also present were City Manager
Curt Boganey, Public Works Director/City Engineer Steve Lillehaug, Director of Business and
Development Gary Eitel, Director of Community Activities, Recreation and Services Jim Glasoe,
Assistant City Manager/Director of Building and Community Standards Vickie Schleuning,
Police Chief Kevin Benner, Fire Chief Lee Gatlin, and Carla Wirth, TimeSaver Off Site
Secretarial, Inc.
CITY COUNCIL DISCUSSION OF AGENDA ITEMS AND QUESTIONS
Councilmember Ryan referred to Consent Agenda Item 6d, Resolution Authorizing Execution of
a Professional Services Agreement for Design Services and In-Construction Services, Project
Nos. 2015-05, 06, 07 and 08, 63`d Avenue North Street and Utility Improvements. He asked
about the contract language given the issues in the past with a certain contractor. He also asked
whether staff had decided to address those issues through existing contract language or certain
procedures with the contractor should issues arise with quality of work or on-time service.
City Manager Curt Boganey stated some contract language has been changed to make
expectations imminently clear. He explained that based on problems experienced in the past,
staff s communications with the contractor will also be handled differently.
Councilmember Ryan noted there has been discontent with the results of turf restoration to right-
of-way areas. He noted that in the past, there had been mention of improving contract
specification standards relating to restoration following utility projects.
City Engineer Steve Lillehaug explained that several projects in 2010 had issues with boulevard
restoration using sod but since then, staff has worked with contractors and increased contract
requirements/specifications. He stated the contractor on this year's projects is outstanding. Mr.
Lillehaug stated communication with residents had also been increased to explain the point at
which the project is completed and it is the resident's responsibility to take over turf
maintenance.
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Mayor Willson stated the City Council has discussed the issue of sod replacement several times
with residents, even replacing sod a year or so later. He noted the City conducts a project every
year so perhaps areas of turf that were not established from the previous year's projects can be
addressed. Mr. Lillehaug explained how staff addresses issues of turf damage caused by
snowplows and areas of poor restoration.
Councilmember Myszkowski also referenced Consent Agenda Item 6d, Resolution Authorizing
Execution of a Professional Services Agreement for Design Services and In-Construction
Services, Project Nos. 2015-05, 06, 07 and 08, 63`d Avenue North Street and Utility
Improvements, stating she appreciated the thorough documentation including correspondence
between the contractor and project manager to address items that have been issues in the past.
Councilmember Myszkowski referenced Consent Agenda Item 6e, Deer Program Report, and
asked if the City was conducting a hunt. Councilmember Lawrence-Anderson noted it is an
annual consideration whether to allow a hunt. She asked whether the City will participate next
year. Assistant City Manager/Director of Building and Community Standards Vickie Schleuning
explained that aerial counts will be conducted along with monitoring and based on that data, it
will be determined whether to allow a hunt.
Mr. Boganey stated the current rules restrict it to bow hunting and based on past experience,
there is probably no reason to change.
The City Council commented on their past experience with observing deer, even large-sized
deer, within Brooklyn Center.
Councilmember Ryan referenced EDA Item 5a, Resolution Authorizing the Acquisition of
Property to Facilitate Neighborhood Improvements and Redevelopment Opportunities within the
Brooklyn Boulevard Corridor (6301 Brooklyn Boulevard), noting it appears that closing was
expected within 60 days after approval of the Purchase Agreement. Mr. Boganey stated that is
correct but the anticipated closing date is actually tomorrow after which the City will own that
property. He indicated that once the City has ownership, the currently posted campaign signs
will be removed
Councilmember Lawrence-Anderson stated she is pleased the City will own this property and
that blighted corner will be gone, as she drives that area three times a day. She noted this is a
gateway location so she would support enhancements such as a clear-glass bus shelter, wider
sidewalk/walking path, or fountain. Mayor Willson suggested the use of large stone blocks with
the City's name and lighting to enhance the gateway. Councilmember Lawrence-Anderson
noted a bench beside a fountain would create a nice `pause' along busy Brooklyn Boulevard.
The City Council supported staff reviewing these suggestions and options for that property rather
than housing. Mr. Boganey stated staff has discussed options for creating gateway features and
after vetting those options, a recommendation will be presented for City Council consideration.
MISCELLANEOUS
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FOLLOW-UP REPORT ON REVOKED RENTAL LICENSE
AT 6830 PERRY AVENUE NORTH
City Manager Curt Boganey explained that several weeks ago the City Council had considered
and revoked a rental license request at 6830 Perry Avenue North. At that point,the City Council
asked staff to provide an update. He indicated the property owner will be moving into this
property so it will no longer be a rental property.
October 20, 2014,Work Session
Councilmember Myszkowski stated she will be gone Friday to Monday and unable to attend the
Monday, October 20, 2014, Work Session.
DISCUSSION OF WORK SESSION AGENDA ITEMS AS TIME PERMITS
PROGRESS REPORT—AMPHITHEATER FUNDRAISING TASK FORCE
Dr. Orn, Chair of the Amphitheater Fundraising Task Force, reviewed past considerations and
decision to develop plans and specifications for an Amphitheater. Dr. Orn stated the City
Council had approved the plans and specifications and authorized advertisement for bids. Those
bids were received and despite an architect's estimate of $410,000, the lowest responsible bid
received was $599,000. Dr. Orn described considerations and modifications made to lower the
cost including a new location to reduce site preparation costs. He noted that after donations
received, a funding gap remains of$168,565.
Dr. Orn explained why the bids received were higher than the architect's estimate due to higher
commodity prices, decreased competition in the construction industry, and added work to
comply with the floodplain regulations. He presented the following options for City Council
consideration: Return the donations and shelve the project; move forward with the original
design and lowest responsible bid of $599,000; move forward with the architect's design with
reductions at a cost of $537,155; move forward with a pre-engineered alternative design
structure; or, wait two or more years to see if the bidding market changes. Dr. Orn stated it is the
recommendation of the Amphitheater Fundraising Task Force to move forward with the project
that would include reductions identified by the lowest responsible bidder and the City fund the
remaining deficit of$168,505.69.
Councilmember Myszkowski asked about the need to construct a wall with wiring. Dr. Orn
explained the initial site on a berm contained utility and computer cables, so in order to protect
that wiring, a wall would need to be constructed. When the structure was moved from the berm
to the parking lot where better soils were found, there were no utilities or cable to deal with so
the wall is no longer needed.
Councilmember Ryan asked about the bidding process. Director of Community Activities,
Recreation and Services Jim Glasoe stated 19 contractors held bids for the amphitheater and five
bids were received. The lowest responsible bidder was at $599,000, and the City Attorney has
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indicated that because it is a public bidding process, the bids will need to be rejected and the
project rebid if substantial changes are made to the project.
Dr. Orn stated the contact who had offered to provide shingles and roof cover is no longer
making that offer, but he thinks there are other design elements that can be modified to lower the
cost of construction.
Councilmember Lawrence-Anderson asked about the roof material. Dr. Orn stated it is budgeted
at $61,000, and he thinks it is for asphalt shingles. Councilmember Lawrence-Anderson stated
her concern with the ongoing cost for maintenance of asphalt shingles, noting they have a shorter
life span than other roof materials. Mr. Glasoe clarified that the bid of $599,000 included a
standing seam metal roof.
Mayor Willson stated a lot of work has gone into this effort and many in the community are
looking forward to its construction. He stated the City could go out for bids again after looking
at roof materials and other items identified to bring down the cost but it would mean no
construction until Spring. Mayor Willson noted that would give more time to raise funds and
develop new specifications. In addition, it would put the project into 2015 when it may be more
palatable for the City Council to consider funding part of the project.
Councilmember Myszkowski asked about the support of the community. Dr. Orn stated they
have opportunity to sell 500 tiles and if the cost to engrave the tiles can be lowered, it would
raise additional funds. He noted that as the project is delayed, there is potential the project cost
will increase. Dr. Orn stated the Task Force recommends proceeding but it is not exhausted and
will continue to seek funds into 2015 if that is the City Council's direction.
Myrna Kragness Kauth, Amphitheater Task Force Member, stated from the beginning, this is the
type of structure, that has been presented to the community so she prefers to not reduce the
design. She commented on the importance of showing civic pride and veterans the appreciation
they deserve for what they have done for this community. She stated the Task Force will
continue with fund raising but it is discouraging to ask for additional donations from those who
have already donated.
ADJOURN STUDY SESSION TO INFORMAL OPEN FORUM WITH CITY COUNCIL
Councilmember Lawrence-Anderson moved and Councilmember Myszkowski seconded to close
the Study Session at 6:45 p.m.
Motion passed unanimously.
RECONVENE STUDY SESSION
Councilmember Ryan moved and Councilmember Myszkowski seconded to reconvene the Study
Session at 6:50 p.m.
Motion passed unanimously.
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PROGRESS REPORT—AMPHITHEATER FUNDRAISING TASK FORCE—
CONTINUED
Councilmember Myszkowski stated she fears delaying this project as she thinks construction
costs will rise. In addition, she would like additional information about funding if this project
maintains the same timeline and resulting impact to other projects. She stated she learned about
a community that constructed a building with the use of Legacy dollars and asked whether that
may be an option. Councilmember Myszkowski stated she would like to assure that this will be
the best and a most enduring structure.
Councilmember Ryan concurred and stated he also felt that costs would increase the longer the
project is put off. Yet, there is a significant funding gap that would impact the City's budget
given other pressing needs. Councilmember Ryan stated he strongly favors building the
amphitheater and exploring how to close the funding gap. He felt this structure was a
fundamental building block and would impact what Brooklyn Center will become into the future.
Ms. Kragness Kauth stated a Legacy grant was researched but found it funds programs, not brick
and mortar projects.
Councilmember Lawrence-Anderson stated she also wants to see the amphitheater built but the
City Council has to be responsible with use of the City's dollar. She stated she supports
constructing an enduring structure that will last for years and additional research on funding
options.
Mayor Willson stated he would not oppose the City funding the project but acknowledged it is a
significant number of dollars with a budget impact.
The City Council supported the suggestion by Mayor Willson to ask the Finance Department to
consider whether it is possible, under the current budget, to find the dollars to fund this project.
Mayor Willson read into the record a communication from Councilmember Kleven addressing
the work of the Task Force, progress made in raising donations, and opinion that the
Amphitheater Task Force should go back to the drawing board, regroup, rethink like a business,
and start from scratch; obtain three bids; consider whether to build a bandstand that does not
have glass or unnecessary extras possibly located by Heritage Square or near the fountain; or
purchase a very nice trailer to replace the old one and return the donations. Councilmember
Kleven indicates in her communication that she cannot, in good conscience, support giving any
more money to this endeavor as the Community Center has great need of repair and there are
other urgent needs. Councilmember Kleven suggests scheduling a meeting to gain public input
before January 1, 2015.
ADJOURNMENT
Mayor Willson adjourned the Study Session at 7:01 p.m.
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STATE OF MINNESOTA)
COUNTY OF HENNEPIN) ss. Certification of Minutes
CITY OF BRQOKLYN 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/Work Session of the City Council of the City of Brooklyn Center held on October
13, 2014.
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 October 27, 2014, Regular Session.
City Clerk Mayor
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