HomeMy WebLinkAboutCity Council Minutes 12-16-2003Adopted Minutes
Regular Council Meeting
December 16, 2003
Mayor Johnson called a Regular Meeting of the Plymouth City Council to order at 7:00 p.m. in
the Council Chambers of City Hall, 3400 Plymouth Boulevard, on December 16, 2003.
COUNCIL PRESENT: Mayor Johnson, Councilmembers Black, Bildsoe, Stein, Slavik, Hewitt,
and Neset.
ABSENT: None.
STAFF PRESENT: Interim City Manager Ahrens, Fire Chief Kline, Community Development
Director Hurlburt, Park Superintendent Peterson, Finance Manager Jacobson, Finance Director
Hahn, Public Works Director Faulkner, Police Chief Gerdes, Sewer and Water Supervisor
Young, Housing Manager Barnes, Captain Goldstein, Lieutenant Webb, City Attorney Knutson,
and City Clerk Paulson.
Plymouth Forum
No one was present to address the Council).
Presentations and Public Information Announcements
4.01) Oath of Office to Police Officer Ryan Hazen
City Clerk Paulson administered the oath of office to Police Officer Ryan Hazen.
Approval of Agenda
Mayor Johnson requested to add an update on the City Manager replacement process as item No.
9.4 under Reports and Staff Recommendations.
Motion was made by Councilmember Bildsoe, and seconded by Councilmember Black, to
approve the amended agenda.
With all members voting in favor, the motion carried.
Consent Agenda
Adopted Council Minutes
Regular Meeting of December 16, 2003
Page 2 of 10
Interim City Manager Ahrens discussed the amended resolution for item No. 6.18. She also
noted a typographical error on the resolution for item No. 6.31 which has been corrected.
Councilmember Slavik requested to remove item No. 6.09, and it was placed under Reports and
Staff Recommendations as item No. 9.3A.
Motion was made by Councilmember Bildsoe, and seconded by Councilmember Black, to
approve the amended Consent Agenda, which included the following items:
6.01) Minutes from the Regular Meeting of November 25 and Special Meetings of December 1,
December 2, December 4, December 8, and December 9.
6.02) Resolution Approving Disbursements for the Period ending December 5, 2003 (Res2003-
559).
6.03) Resolution Establishing 2004 Local Board of Appeal and Equalization Meetings Dates
Res2003-560).
6.04) Resolution Approving 2004 Amusement Licenses (Res2003-561).
6.05) Resolution Approving Target and Trap Shoot License for Plymouth Gun Club (Res2003-
562).
6.06) Resolution Approving Gasoline Service Station Licenses for 2004 (Res2003-563).
6.07) Resolution Approving 2004 Tobacco Licenses (Res2003-564).
6.08) Resolution Finding No Objection to Lawful Gambling Exemption for Zachary Lane
Elementary PTA (Res2003-565).
6.09) (This item was removed and placed under Reports and Staff Recommendations as item
No. 9.3A).
6.10) Resolution Revising and Replacing Resolution 2002-246 Approving a Final Plat and
Development Contract for Lundgren Brothers Construction, Inc. for "Plum Tree East 8"'
Addition" for Property located North of Old Rockford Road, South of the Soo Line (CP)
Railway, East of Peony Lane, and West of Holly Lane (2002032-F — Res2003-566).
6.11) Resolution Approving a Final Plat and Development Contract for "Bass Lake Villas" for
Lifestyle Properties, Inc. for Property located at the East of Trenton Lane and South of Bass
Lake Road (County Road 10) (200300417— Res2003-567), and a Resolution Adopting
Assessments for City Project No. 4103, Sanitary Sewer and Watermain Area for Bass Lake
Villas Addition (Res2003-568).
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Regular Meeting of December 16, 2003
Page 3 of 10
6.12) Resolution Approving a Final Plat to Divide the Existing Parcel into Two Lots for
Property located at 17335 County Road 24 North (Res2003-569).
6.13) Resolution Approving a Variance for Storage Shed in the Front Yard for Steve Mohn for
Property located at 10525 45th Avenue North (2003122 — Res2003-570).
6.14) Resolution Approving a Conditional Use Permit for Russell Gallagher to Exceed 1,000
square feet of Total Attached Garage Area for Property located at 16115 24th Avenue North
2003123 — Res2003-571).
6.15) Resolution Revising Resolution 2002-163 for Approval of a Preliminary and Final Plat
for Principal Life Insurance Company, Inc. for a 322 -Unit Apartment Complex located at the
Northeast Quadrant of the Intersection of Nathan Lane and 45th Avenue North (20149 —
Res2003-572) and a Resolution Revising Resolution 2002-164 for Approval of a Site Plan,
Conditional Use Permits, Interim Use Permit, and a Variance for Principal Life Insurance
Company for a 322 -Unit Apartment Complex located at the Northeast Quadrant of the
Intersection of Nathan Lane and 45th Avenue North (20149 — Res2003-573).
6.16) Resolution Approving Encroachment Agreement for a Culvers Restaurant Sign at the
Intersection of State Highway 55 and Peony Lane (Res2003-574).
6.17) Resolution Approving Encroachment Agreement for Retaining Wall Reconstruction at
4605 Ranchview Lane North (Res2003-575).
6.18) Resolution Amending Development Contract for Bridgeport Addition (2003046 —
Res2003-576).
6.19) Resolution Approving the Transit Service Contract with the Metropolitan Council (Metro
Transit) and Approving Proposed Rates (Res2003-577).
06.
20) Resolution Approving Plans and Specifications and Ordering Advertisement for Bids for
Well No. 15 Well Drilling (2039 — Res2003-578).
6.21) Resolution Final Release of Financial Guarantee Bridgid Glen Addition (98063 —
Res2003-579).
6.22.1) Resolution Accepting Streets for Continual Maintenance for Timber Creek Crossing
201114 — Res2003-580).
6.22.2) Resolution Accepting Utilities for Continual Maintenance for Plum Tree East 8th
Addition (2002032 — Res2003-581).
6.22.3) Resolution Accepting Streets and Utilities for Continual Maintenance for Harvest Hills
2001023 — Res2003-582).
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Regular Meeting of December 16, 2003
Page 4 of 10
6.23) Requesting Final Payment for Plymouth Boulevard Median Improvements (2003 —
Res2003-583).
6.24) Resolution Requesting for Final Payment for Oakwood Playfield Tennis Court Project
3110 — Res2003-584).
6.25) Resolution Appointing Council Coordinating Representatives and Representatives to
Other Agencies (Res2003-585).
6.26) Resolution Appointing Deputy Mayor for 2004 (Res2003-586).
6.27) Resolution Approving the 2004 Pay and Compensation Plan (Res2003-587).
6.28) Resolution Approving Self -Funded Dental Plan with Delta Dental (Res2003-588).
6.29) Resolution Approving the 2004 Monthly Contribution to Health and Dental Insurance or
Deferred Compensation for Non -Represented City Employees (Res2003-589).
6.30) Resolution Authorizing Mayor and City Manager to Sign an Agreement to Provide a
VEBA Trust Plan with Southwest West Central Service Cooperative (Res2003-590), and a
Resolution Approving Amendments to the Personnel Policy (Res2003-591).
6.31) Resolution Establishing 2004 Pay Schedule for Members of the Plymouth Fire
Department (Res2003-592).
6.32) Resolution Approving Increasing Lump Sum Pension Benefit for Firefighters (Res2003-
593).
6.33) Ordinance Amending Chapter 5 of the City Code to revise the Cash Fee Payment in Lieu
of Land Dedication for Parks and Open Space (Ord2003-36).
6.34) Resolution Appointing Individuals to fill Positions on Various Boards and Commissions
Res2003-594).
6.35) Resolution Authorizing Additional Debt Senior to the City's Subordinate Debt and
Execution of a Letter of Consent Relating to the Regent at Plymouth Project (Res2003-595).
The motion carried to approve the Consent Agenda.
Public Hearings
7.1) Adopt 2004 Budgets and Tax Levies
Adopted Council Minutes
Regular Meeting of December 16, 2003
Page 5 of 10
Finance Director Hahn reported on the proposed 2004 budgets and tax levies.
Mayor Johnson opened the public hearing for testimony.
There being no one wishing to appear before the Council to give testimony, Mayor Johnson
declared the public hearing closed.
Motion was made by Councilmember Black, and seconded by Councilmember Slavik, to adopt a
Resolution Adopting 2004 Budgets (Res2003-596) and a Resolution Approving Property Tax
Levies for Taxes Payable in 2004 (Res2003-597). With all members voting in favor, the motion
carried.
General Business
8.1) Receive Status Report and Public Comments on City Wellhead Protection Plan
Mark Janovec, from Bonestroo, Rosene, Anderlik and Associates, City consultant, gave a
presentation on Part I of the Wellhead Protection Plan. He explained that this plan is required for
all Minnesota public water suppliers by the Wellhead Protection Plan Rules. The goal of the
plan is to prevent human caused contaminants from entering the public water supply wells and
protect all who use the water supply from adverse health effects associated with ground water
contamination. The entire project is proposed to be completed in two years. He explained
tonight's meeting would be considered the public informational meeting for the first phase of the
plan, and there would be another public informational meeting for the second phase.
Motion was made by Councilmember Slavik, and seconded by Councilmember Stein, to receive
the report and public comments for Part I of the Wellhead Protection Plan.
Public Works Director Faulkner commented that a copy of the report would be provided to the
Environmental Quality Committee.
With all members voting in favor, the motion carried.
8.2) Consideration of Policy on Responsible Bidder Criteria
City Attorney Knutson stated at the request of the Council, a proposed policy was prepared that
would establish responsible bidder criteria. He explained when the City solicits bids, they are
required to award the bid to the lowest responsible bidder. The apparent low bidders would need
to complete a questionnaire which would be used to determine whether they are responsible
bidders. He noted that an alternative method could be a point system, but it would be difficult to
effectively do that and have a meaningful result in every case.
Adopted Council Minutes
Regular Meeting of December 16, 2003
Page 6 of 10
Councilmember Bildsoe thanked City Attorney Knutson for drafting the proposed policy, and he
agreed this method would be easier to manage than a point system.
Councilmember Stein stated he supports a policy, but he is very reluctant to approve this without
a point system as the questions are real subjective. He wondered if the Associated General
Contractors and the American Building Contractors should review the proposed policy in order
to solicit their input.
Councilmember Hewitt requested all bidders complete the evaluation, not just apparent low
bidders.
Councilmember Stein stated that he agrees with Councilmember Hewitt, but it should be
completed for all projects regardless of size. He stated bidders should indicate who the project
managers would be, and they should submit resumes.
Motion was made by Councilmember Bildsoe, and seconded by Councilmember Slavik, to adopt
a Resolution Establishing a Policy for Responsible Bidder Evaluation.
Councilmember Black asked if the apparent low bidder completes the evaluation, and the City
doesn't accept their bid, would the second lowest responsible bidder complete the evaluation?
Motion was made by Mayor Johnson, and seconded by Councilmember Bildsoe, to amend the
main motion that any apparent low bidder in the process would be required to complete the
evaluation.
Interim City Manager Ahrens noted that the language in the proposed policy was selective in that
low bidders for construction contracts would automatically be required, but it wouldn't be
required for certain equipment purchases (i.e. state contract purchases, playground equipment).
City Attorney Knutson stated the policy could be changed to apply to only construction projects.
Motion was made by Councilmember Slavik, and seconded by Councilmember Hewitt, to table
this item to January 13, 2004.
Motion was made by Councilmember Slavik, and seconded by Councilmember Hewitt, to
suspend the rules to allow debate on the motion to table. With all members voting in favor, the
motion carried.
Councilmember Bildsoe asked if the City would be soliciting for bids within the next month if
this item would be tabled. Interim City Manager Ahrens replied the Council would be
considering bids for the lower level of the Plymouth Creek Center at the January 13 Regular
Meeting.
Adopted Council Minutes
Regular Meeting of December 16, 2003
Page 7 of 10
There being no further discussion and with all members voting in favor of the motion to table,
the motion carried.
8.3) Consideration of Options for Conducting Citizen Survey
Motion was made by Mayor Johnson, and seconded by Councilmember Hewitt, to table this item
to January 13, 2004. With all members voting in favor, the motion carried.
8.4) Consideration of Project Scope for Public Safety Building Addition and Possible City
Hall Entrance Renovation
Community Development Director Hurlburt provided a brief update on the Public Safety
Building addition. She stated the Council reviewed a needs assessment in May, and it was noted
that City Hall is at capacity and parking could soon become a major problem. An analysis
estimated that approximately 7,000 square feet of additional space would be needed at City Hall,
looking 20 years into the future. The Council directed that space needs for the entire campus be
considered, regardless of the eventual Council decision on the scope of a construction project, so
that the project does not preclude future expansion of City Hall or adding needed parking to the
site. The Council approved a contract with BKV Group to provide architectural services for the
project. The Council met with the architect in October to review preliminary concepts as well as
on December 4 to review additional sketches. At the December 4 meeting, the Council
requested that the architect present project options at this evening's meeting so the Council could
provide direction on the project scope and next steps.
Bill Baxley, from BKV Group, architect, illustrated three different project areas (Public Safety
Building addition and garage, City Hall lobby and meeting space, and future expansions to the
City Hall office space). He explained the estimated costs for the three different areas:
1. Public Safety addition and garage - $7,330,500.
2. City Hall lobby addition - $3,488,660.
3. City Hall office space — estimated costs are unknown until the scope of a 7,000 square foot
expansion could be defined. A short term expansion to accommodate immediate needs would
cost approximately $76,000 (800 square feet).
Police Chief Gerdes and Consultant Baxley discussed various methods of utilizing existing space
on the first floor of the Public Safety building.
Motion was made by Mayor Johnson, and seconded by Councilmember Hewitt, to approve
Option B Option B would be a Public Safety addition and garage and City Hall lobby addition
at an approximate cost of $10,819,160).
Councilmember Slavik noted that in the staff report, it was noted that approximately $7 million
would be financed by general obligation bonds, and she asked what option that would
correspond to. Community Development Director Hurlburt replied the bond issue wasn't
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Regular Meeting of December 16, 2003
Page 8 of 10
specific to any one of the options. She stated there would be a lot of design work, and the figures
contained in the staff report are very preliminary at this point.
Councilmember Slavik stated she supports Option A, which would be the Public Safety addition
and garage at an approximate cost of $7,330,500. She asked if Option B would impact any
future additions to City Hall. Community Development Director Hurlburt replied no.
Councilmember Black voiced her support for Option B even though she is concerned about
immediate space needs for the Engineering Department. She stated before the lower level record
storage area in City Hall would be considered to be utilized for future office space, she would
like to analyze that space more closely.
With all members voting in favor, the motion carried.
Motion was made by Councilmember Black, and seconded by Councilmember Bildsoe, to direct
staff to obtain proposals for an owner's representative for the prof ect. With all members voting
in favor, the motion carried.
Reports and Staff Recommendations
9.1) Annual Alcohol and Tobacco Compliance Check Report
Captain Goldstein reported on the annual alcohol and tobacco compliance check report.
Motion was made by Councilmember Black, and seconded by Councilmember Bildsoe, to accept
the report. With all members voting in favor, the motion carried.
9.2) Update on Consultant's Flood Analyses
Public Works Director Faulkner reported that staff has met with affected property owners on
November 17. He noted that two more locations were added, and staff hopes to have the
analyses completed by late January. He requested that the Council schedule a Study Session to
discuss what the preferred options would be for each site.
Mayor Johnson stated scheduling a Study Session would be discussed under item No. 9.3.
9.3 & 9.3A) Future Study Sessions
Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to
schedule a Special Meeting on January 20 at 6:00 p.m. for the purpose of discussing the Bassett
Creek Watershed Commission's Second Generation Plan and the update on the consultants flood
analyses. With all members voting in favor, the motion carried.
Adopted Council Minutes
Regular Meeting of December 16, 2003
Page 9 of 10
Motion was made by Councilmember Slavik, and seconded by Councilmember Stein, to conduct
at Special Meeting on January 27 for the pumose of discussing the sale of City owned property
located at Northwest Boulevard and Schmidt Lake Road to the Plymouth Housing and
Redevelopment Authority (HRA).
Councilmember Bildsoe suggested that the Council conduct a joint meeting with the HRA at
their meeting on January 15.
Councilmembers Slavik and Stein withdrew the motion.
Housing Manager Barnes informed the Council that the HRA's January 15 meeting might be
rescheduled to January 22.
Motion was made by Councilmember Bildsoe, and seconded by Councilmember Hewitt, to
conduct the Joint Meeting with the HRA either on January 15 or January 22 if it's rescheduled.
With all members voting in favor, the motion carried.
Motion was made by Councilmember Stein, and seconded by Councilmember Hewitt, to invite
the area legislators to meet with the Council. With all members voting in favor, the motion
carried.
A discussion was held on possible dates that the Council could meet with the legislators.
Motion was made by Councilmember Bildsoe, and seconded by Councilmember Hewitt, to
recommend the dates of January 6, 14, and 21 to meet with the legislators, and staff was directed
to contact the legislators to determine the best date. With all members voting in favor, the
motion carried.
Motion was made by Mayor Johnson, and seconded by Councilmember Stein, to suspend the
rules to consider the 2004 legislative issues. With all members voting in favor, the motion
carried.
Motion was made by Mayor Johnson, and seconded by Councilmember Bildsoe, to adopt a
Resolution Approving the Proposed Priority Issues for the 2004 Legislative Session (Res2003-
598). With all members voting in favor, the motion carried.
Councilmember Stein commented that he attended the recent Charter Commission meeting, and
they won't be recommending any action for a primary City election at this time.
Motion was made by Mayor Johnson, and seconded by Councilmember Bildsoe, to schedule the
Board and Commission Recognition Event on February 23 at the Plymouth Creek Center. With
all members voting in favor, the motion carried.
Adopted Council Minutes
Regular Meeting of December 16, 2003
Page 10 of 10
Motion was made by Mayor Johnson, and seconded by Councilmember Hewitt, to schedule a
Special Meeting on February 21 at 10:00 a.m. to discuss the Council's goals and priorities. With
all members voting in favor but Slavik and Johnson, the motion carried.
Motion was made by Councilmember Stein, and seconded by Mayor Johnson, to reconsider the
motion. With all members voting in favor, the motion carried.
Motion was made by Councilmember Hewitt, and seconded by Councilmember Bildsoe, to
amend the main motion to conduct the Study Session on January 31 at 10:00 a.m. at the
Plymouth Creek Center. With all members voting in favor but Slavik, the motion carried.
The Council voted on the amended main motion, and with all members voting in favor but
Slavik, the motion carried.
Councilmember Hewitt read the appointments to the various City boards and commissions.
Mayor Johnson announced that Councilmember Stein would be the Deputy Mayor for 2004.
9.4) Update on City Manager Process
Mayor Johnson stated the finalist for the City Manager's position is Interim City Manager
Ahrens, and the Council would be offering the position to her. The Council congratulated Ms.
Ahrens.
Adiournment
Mayor Johnson declared the meeting adjourned at 9:07 p.m.
Sandra R. Paulson, City Clerk