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HomeMy WebLinkAboutCity Council Minutes 01-11-2005Adopted Minutes Regular Council Meeting January 11, 2005 Mayor Johnson called a Regular Meeting of the Plymouth City Council to order at 7:07 p.m. in the Council Chambers of City Hall, 3400 Plymouth Boulevard, on January 11, 2005. COUNCIL PRESENT: Mayor Johnson, Councilmembers Willis, Hewitt, Slavik, Bildsoe, Stein, and Black. ABSENT: None. STAFF PRESENT: City Manager Ahrens, Fire Chief Kline, Community Development Director Hurlburt, Finance Director Hahn, Park and Recreation Director Blank, City Engineer Faulkner, Captain Franz, Public Services Manager Qvale, Recycling Coordinator Hageman, City Attorney Knutson, and City Clerk Paulson. Oaths of Office Oaths of Office were administered by City Clerk Paulson to Ward 1 Councilmember Sandy Hewitt, Ward 3 Councilmember Bob Stein, and At Large Councilmember Jim Willis. Plymouth Forum There was no one present to address the Council). Presentations and Public Information Announcements 4.01) Announcement of "Walk with Me, Talk with Me" Program Councilmember Hewitt announced her new program where residents can walk and talk with her at the Fieldhouse on Monday mornings at 8:00 a.m. 4.02) Update on Mayor's Housing Challenge Mayor Johnson stated a presentation from Thrivent was scheduled for this evening, but their representative was unable to attend this evening's meeting. Therefore, this item would be on a future agenda. 4.03) Financial Extra Adopted Council Minutes Regular Meeting of January 11, 2005 Page 2 of 8 Mayor Johnson reported on this year's Financial Extra that was distributed with the City's newsletter. Approval of Agenda Motion was made by Councilmember Slavik, and seconded by Councilmember Hewitt, to approve thea egnda. With all members voting in favor, the motion carried. Consent Agenda Councilmember Black requested that item No. 6.10 be removed from the Consent Agenda and placed under General Business as item No. 8.2. Councilmember Bildsoe requested that item No. 6.03 be removed from the Consent Agenda and placed under General Business as item No. 8.3. Motion was made by Councilmember Bildsoe and seconded by Councilmember Slavik, to ppprove the Consent Agenda, which included the foll owing items: ems: 6.01) Minutes of the Regular Meetings of December 14 and December 28. 6.02) Resolution Approving Disbursements for the Period ending December 31, 2004 Res2005-001). 6.03) (This item was removed from the Consent Agenda and placed under General Business as item No. 8.3). 6.04) Resolution Approving 2005 Park Capital Improvement Projects (Re2005-002). 6.05) Ordinance Amending the Text of Chapter 21 of the Plymouth City Code, entitled the Plymouth Zoning Ordinance (2004118 — Ord2005-01), Ordinance Repealing Plymouth City Code Section 518 Concerning Administration -Vacation of Rights -of -Way and Easements, and an Ordinance Amending Plymouth City Code Section 524 Concerning Design Standards (2004118 Ord2005-02), and a Resolution Approving Summary Publication of Ordinance No., Amending Sections 518 and 524 of the Plymouth Zoning Ordinance (Res2005-003). 6.06) Resolution Approving Site Plan Amendment for expansion and Conditional Use Permit for Providence Academy located at 15100 Schmidt Lake Road (2004133 — Res2005-004). 6.07) Resolution Revising Resolution No. 2004-286 Awarding Bid for Lift Station Telemetry System Upgrade (3119 — Res2005-005). Adopted Council Minutes Regular Meeting of January 11, 2005 Page 3 of 8 6.08) Resolution Approving 2005 Membership Dues for Association of Metropolitan Municipalities and Municipal Legislative Commission (Res2005-006). 6.09) Resolution Approving Amended Agreement for Legal Services provided by Campbell Knutson, Professional Association (Res2005-007). 6.10) (This item was removed from the Consent Agenda and placed under General Business as item No. 8.2). 6.11) Resolution Appointing Official Depositories for City Funds for 2005 (Res2005-008). 6.12) Resolution Ratifying Surety and Blanket Bonds for City Employees for 2005 (Res2005- 009). 6.13) Resolution Designating the Sun Sailor as the City of Plymouth's Official Newspaper for 2005 (Res2005-010). 6.14) Appointment of Sandra Paulson as City Council Secretary for 2005. 6.15) Appointment of Dr. Doug Lowin as City Health Officer for 2005. Motion carried to approve the Consent Agenda. Public Hearings There were no public hearings scheduled). General Business 8.1) Consider Extension of Recycling Contract with Waste Management, Inc. Public Services Manager Qvale reported on the proposed contract extension with Waste Management, Inc. She explained that since 1989, the City has cooperated with the cities of Golden Valley and Minnetonka in contracting for recycling services in an effort to seek efficiencies and cost advantages through the cities' combined populations. Waste Management, Inc. has been the service provider. She stated that the City entered into a new contract with Waste Management, Inc. in* 2000, and the contract expires December 31, 2005. During the past several months, the cities have been discussing service quality, market conditions, the current hauling/processing environment, quality of materials marketed, program goals, history with Waste Management, Inc. It was the decision to negotiate with Waste Management, Inc. for an extension to the current contract, with the understanding that this would be the last extension, and there would be a request for proposal process for a new contract in 2009. Adopted Council Minutes Regular Meeting of January 11, 2005 Page 4 of 8 She stated the City's recycling program is funded by Minnesota Select Committee on Recycling and the Environment (SCORE) funds and a $2 per month recycling utility fee charged by the City to all single-family through eight-plex households (this fee hasn't been increased since 1993). She stated throughout the first four years of the present five-year contract, Waste Management, Inc. has performed in full accordance with contract specifications. She stated key terms contained in the new agreement include: 1. A continuation of the present weekly curbside collection service, in which residents sort recyclables into containers and paper. 2. A three-year contract extension with a term of January 1, 2006 to December 31, 2008 for weekly curbside recycling service to all single-family though eight-plex households, and drop- off recycling service at the City's maintenance facility. 3. Rebate to the City of 100% of the revenue from the sale of recyclables over the $49.60 per ton processing fee. Rebate level remains the same. Processing fee increased by $3.60 per ton. 4. Three percent increase each year of the per household/per month collection cost; the same increase formula in the'existing contract. 5. $200 per month collection fee increase for the drop-off center. 6. All other elements of the contract remain the same. She explained the proposed contract would increase the monthly per household cost for curbside recycling from the present $2.43 by three percent a year throughout the three years of the contract: 2006 - $2.50; 2007 - $2.58; and 2008 - $2.65. With increase in housing costs each year, this would amount to approximately $19,000 each year. The household collection cost escalates three percent per year which is a reasonable rate considering that two of the major cost components are labor and fuel. She stated the cost for the recycling drop-off center would increase 10% from $2,100 to $2,300 per month (increase of $2,400 per year). She noted that if the recycling markets remain strong, rebates from the sale of recyclables will offset these increases, and at times would be expected to yield additional revenues. Notwithstanding rebates from the sale of recyclables, current fund reserves are adequate to meet the cost increases without the need to increase the recycling fee to residents. Councilmember Black stated that she would've preferred a two-year contract rather than a three- year contract. She stated the industry would be changing in the next two years, which would make a two-year contract more advantageous. She stated that she is concerned that residents could be recycling less due to Waste Management's system. She stated in practice, there should be a double -sort system, but Waste Management operates under a single -sort system. Mayor Johnson asked°if it's necessary for residents to sort their recyclables when the recyclables are emptied into one truck the majority of the time. Recycling Coordinator Hageman replied there was a change in the type of vehicle used for recycling. However, it's important to maintain the two -sort system with residents so in the future the City wouldn't be locked into a single -sort Adopted Council Minutes Regular Meeting of January 11, 2005 Page 5 of 8 system. She added that she has been involved in a special grant project that involves four neighborhoods, and she rides along when they are collecting recyclables. She noted that the residents are sorting their recyclables. Councilmember Slavik voiced her concern that the recycling containers aren't large enough for residents. She stated it's the residents' responsibility to request an additional bin, but she's unsure if residents are aware of that. She suggested that the recycling container be covered and be on wheels. She stated she would like to discuss this in the future. Mayor Johnson and Councilmember Hewitt agreed. Recycling Coordinator Hageman commented that the City sells wheel kits for the current recycling bins. Councilmember Black commented that at the end of this contract, the staff might want to consider having the City bid these services on its own rather than going in with the other two cities. She explained when the City went with the other two cities, Plymouth was a lot smaller. Due to the City's larger population, that could make the City a more desirable customer. Motion was made by Councilmember Slavik and seconded by Councilmember Bildsoe, to adopt a Resolution Approving a Contract Addendum to Extend by Three Years the Contract with Waste Management Inc. for Recycling Services (Res2005-011). With all members voting in favor, the motion carried. 8.2) Resolution Approving Engineering Services Rates for 2005 for the City's Designated Consulting Engineering Firms Motion was made by Councilmember Black and seconded by Councilmember Bildsoe, to adopt a Resolution Approving Engineeringeering Services Rates for 2005 — a I% increase with all the firms except for Bolton and Menk who would receive a 2% increase and Howard R. Green CoWany who would receive a 0% increase. Councilmember Black commented that local units of government as well as the State are experiencing difficult financial times. However, the private sector continues to receive substantial increases. Councilmember Slavik asked what would occur if the Council approved lower increases than proposed. City Engineer Faulkner replied it could affect the level of service. Councilmember Stein asked when the hourly rates are used and/or doesn't the City receive proposals from these firms. City Engineer Faulkner replied the Council approves their contracts on an hourly basis. City Manager Ahrens added on many occasions there is a "cap" on their estimates so there is competition. Therefore, there are competitive proposals with guaranteed maximum price. Adopted Council Minutes Regular Meeting of January 11, 2005 Page 6 of 8 Mayor Johnson stated it would be interesting to know the accumulative increase from 2003- 2004. Councilmember Bildsoe stated the Council previously had a similar discussion on this, and four to five percent increases appeared to be average. He stated there are a number of contractors so if a firm chooses not to work with the City on a project, there would be other options. Community Development Director Hurlburt stated the proposed hourly rates aren't just hourly rates for employees but the fees include staff support, overhead, etc. Councilmember Willis stated if a firm's fee is greater than what the City desires to pay, the City has the option to use another firm. He stated he doesn't support limiting what the firms want to charge per hour. Councilmember Stein stated if the City opens it up to competition, other than the extra work they might perform, it shouldn't matter what the hourly rate is. Councilmember Bildsoe asked why the Council should be voting on this :item, as the firms would charge what they want to charge for any given project. Community Development Director Hurlburt stated when one uses a consultant, their expertise and team of staff is relied upon. She noted that one firm could charge half the time on a project compared to another firm depending on their experience. She stated with the current motion on the table, the schedules should be redone; therefore, she suggested that the Council table this item to the February 8 Council meeting. Motion was made by Councilmember Black and seconded by Councilmember Stein, to defer the original motion on the table to staff so that they prepare a report under those conditions. Councilmember Hewitt stated when the City accepts bids for projects, the City should approve the bid that's most competitive. She stated the firms would adjust their time and staff, hourly wise, and make up the difference elsewhere if you limit their increases in the rates. Councilmember Bildsoe stated staff could request the firms to. revisit their proposed increases. Councilmember Willis agreed with Councilmember Bildsoe and stated that the City has long- term relationships with these firms. He stated this more of an economic issue, and there are more firms that would desire to bid on City projects. However, the Council doesn't have to address that issue this evening. Councilmember Slavik stated that she supports having staff contact these firms to request that that they consider presenting better proposals for their fees. She stated limiting the firms to a 1 % increase doesn't seem to be prudent when the firms aren't charging the same rates. Adopted Council Minutes Regular Meeting of January 11, 2005 Page 7 of 8 Councilmember Black withdrew her motion and made a substitute motion to table this item to the February 8 meeting and direct staff to contact the consulting. Councilmember Bildsoe seconded the motion. Councilmember Hewitt offered a friendly amendment to the motion that staff review the current policy and other firms that would be interested in bidding on City projects. Councilmembers Black and Bildsoe accepted this amendment. The Council voted on the amended substitute motion and with all members voting in favor, the motion carried. 8.3) Resolution Approving 3.2 Malt On -Sale and Off -Sale, Off -Sale Intoxicating Liquor, On -Sale and Sunday Intoxicating Liquor, and Wine Licenses Councilmember Bildsoe suggested that staff add a condition to this resolution that civil penalties should be paid in full before the liquor licenses are renewed. After a considerable amount of discussion, Councilmember Bildsoe made a motion, and it was seconded by Councilmember Slavik to amend the Resolution to add a condition to state, "Civil penalties must be paid in full following the hearing." Motion was made by Councilmember Black, and seconded by Councilmember Bildsoe, to amend the main motion to state that "Civil penalties must bepaid in full within 30 days of the date of the invoice." With all members voting in favor, the motion carried. The Council voted on the amended main motion and with all members voting in favor, the motion carried. Reports and Staff Recommendations 9.1) Receive Annual Alcohol and Tobacco Compliance Check Report A discussion was held on the annual alcohol and tobacco compliance check report. Captain Franz highlighted sections of the staff report and stated that many of the failures are due to employees disregarding company policy. Councilmember Slavik noted that one of the licensees had failed a compliance check but yet they were eligible to receive a discount on their license fee. She requested that staff doublecheck the report. Motion was made by Councilmember Slavik, and seconded by Councilmember Hewitt, to approve the report. With all members voting in favor, the motion carried. Adopted Council Minutes Regular Meeting of January 11, 2005 Page 8 of 8 Adi ournment Mayor Johnson declared the meeting adjourned at 8:45 p.m. I" andra R. Paulson, City Clerk