*Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. The complete Council Agenda Packet is available electronically on the website at www.ci.corcoran.mn.us. Corcoran City Council Agenda April 11, 2019 - 7:00 pm 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Commission Representatives* 5. Open Forum 6. Presentations/Recognitions a. Annual Fire Department Reports i. Hanover Fire Department* ii. Loretto Fire Department 7. Consent Agenda a. Draft Minutes of March 28, 2019 Council Meeting* b. Financial Claims* c. Award Bids for CSAH 101 & 100 th Ave Turn Lane Improvements* d. AED Property Disposal* 8. Planning Business 9. Unfinished Business a. City Hall Remodel – Review of Schematic Design* 10. New Business a. 2019 Dust Control Program* b. City Council Meeting Rules of Decorum* c. Equipment Purchase – Bobcat Loaders* 11. Staff Reports 12. 2019 Council Schedule* 13. Adjournment
Transcript
*Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by
Door. The complete Council Agenda Packet is available electronically on the website at www.ci.corcoran.mn.us.
Corcoran City Council Agenda April 11, 2019 - 7:00 pm
1. Call to Order / Roll Call
2. Pledge of Allegiance
3. Agenda Approval
4. Commission Representatives*
5. Open Forum
6. Presentations/Recognitions
a. Annual Fire Department Reports
i. Hanover Fire Department*
ii. Loretto Fire Department
7. Consent Agenda
a. Draft Minutes of March 28, 2019 Council Meeting*
b. Financial Claims*
c. Award Bids for CSAH 101 & 100th Ave Turn Lane Improvements*
d. AED Property Disposal*
8. Planning Business
9. Unfinished Business
a. City Hall Remodel – Review of Schematic Design*
10. New Business
a. 2019 Dust Control Program*
b. City Council Meeting Rules of Decorum*
c. Equipment Purchase – Bobcat Loaders*
11. Staff Reports
12. 2019 Council Schedule*
13. Adjournment
STAFF REPORT Agenda Item 4.
Council Meeting: April 11, 2019
Prepared By: Brad Martens
Topic: Commission Representatives
Action Required: None – Informational
Summary: The advisory commission representatives for the April 11th Council meeting are as follows:
Planning Commission: Dorothy Theis
Parks and Trails Commission: Deb Regan
Financial/Budget: N/A
Options: N/A
Recommendation N/A
Council Action: N/A
Attachments: N/A
Agenda Item 6a-i.
CITY OF CORCORAN City Council Meeting Minutes
March 28, 2019 - 7:00 pm
The Corcoran City Council met on March 28, 2019 at City Hall in Corcoran, Minnesota.
Present were Mayor Thomas, Councilor Bottema, Councilor Dejewski, and Councilor Schultz.
Excused was Councilor Keefe.
Also present were City Administrator Martens, City Clerk/Administrative Services Coordinator Beise,
Public Works Director Mattson, and Director of Public Safety Gottschalk.
1. Call to Order / Roll Call
Mayor Thomas called the meeting to order at 7:00 pm.
2. Pledge of Allegiance
Mayor Thomas invited all in attendance to rise and join in the Pledge of Allegiance.
3. Agenda Approval
City Administrator Martens noted the addition of Item 10g. Asphalt Patch Trailer.
MOTION: made by Schultz, seconded by Dejewski to approve the agenda as presented.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
4. Commission Representatives
Mayor Thomas noted Planning Commissioner Jeff Dickman and Parks and Trails Commissioner
Val Nybo were in attendance and invited them to speak on items related to their Commissions.
5. Open Forum
No persons were present to speak at Open Forum.
6. Presentations/Recognitions
a. Commissioner Recognition – Chad Robran
Mayor Thomas read aloud Resolution 2019-16 Honoring Outgoing Commissioner Chad Robran.
Council recognized Mr. Robran for his efforts including starting and growing Corcoran County Daze.
Mayor Thomas presented Mr. Robran a plaque. Mr. Robran thanked staff and the community and
noted he will still be involved in the community.
b. Police Officer Oath – Steve Cole
City Clerk/Administrative Services Coordinator Beise administered the Police Officer Oath to Steve
Cole. Council thanked Officer Cole.
c. Elm Creek Watershed Management Commission – Ken Guenthner
Ken Guenthner, Elm Creek Watershed Commissioner addressed the Council regarding the City’s
stormwater report and commission activities. Mr. Guenthner noted the report outlined the projects
from 2018. Public Works Director Mattson noted the report would be sent to the Elm Creek
Watershed Commission for review. Mr. Guenthner discussed the commission meetings and how he
is working to have processes reviewed. Mr. Guenthner noted with an upcoming retirement the
leadership of the Commission may change. Mr. Guenthner noted he is looking at the commission’s
revenue and what the City is getting for its taxpayer contribution. Mr. Guenthner discussed project
and capital item prioritization. Mr. Guenthner discussed utilizing the City’s two subwatershed
assessments to develop and storm water area charge that could be passed on to developers.
Council discussed the creation of a fee and developers. Mr. Guenthner noted the watershed is
working in greater Corcoran outside of development. Mr. Guenthner discussed the City’s TMDL
study and exploring the results as it relates to livestock. Council inquired about the number of
homes that were removed and septic systems eliminated. Public Works Director Mattson noted the
7a.
eleven homes have been since 2014 with Ravinia and subsequent developments. Council inquired
about upcoming issues. Mr. Guenthner noted the economic realities of improvements in western
Corcoran and that subwatershed assessments will provide a list of potential projects. Council
discussed funding and the challenges the city faces with elevations. Mr. Guenthner discussed
working with the Commission to restructure the process for projects to ensure projects make the
most difference in water quality proportional to funds expended. Council thanked Mr. Guenthner for
his service.
7. Consent Agenda
a. Draft Minutes of March 14, 2019 Council Meeting
b. Financial Claims
c. Renumbering Resolution – Resolution 2019-12 Approving Findings of Face for an
Ordinance Amendment Related to Bee Keeping
d. Temporary Liquor License – Hamel Rodeo
MOTION: made by Bottema, seconded by Dejewski to approve the consent agenda as presented.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
8. Planning Business
No planning business was presented
9. Unfinished Business
a. City Hall Remodel – Construction Management Assistance
City Administrator Martens presented the report outlining the application process for the Sourcewell
Cooperative and the intent to interview four contractors. Council inquired about feedback from
Councilor Keefe. City Administrator Martens noted Councilor Keefe provided recommendations for
contractors to interview. Council discussed the information session with the Council and lessening
of concerns with the process. Council discussed the project.
MOTION: made by Dejewski, seconded by Schultz to authorize staff to become a member of
Sourcewell and proceed with interviews for construction management assistance.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
10. New Business
a. Request for Contribution – Burschville School Sign
City Administrator Martens presented the report outlining the request noting the gambling fund was
the recommended funding source. Council discussed the sign and the use of the gambling fund.
Bonnie Maue, North Hennepin Pioneer Society, addressed the Council noting the sign will help
provide direction to the schoolhouse as it’s now on the National Historic Registry.
MOTION: made by Bottema, seconded by Dejewski to approve a funding request of $410 to the
North Hennepin Pioneer Society-Burschville School.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
Council discussed asking the County for a reduced rate. Ms. Maue noted the County recommended
one location for the signs on County Road 19 and County Road 10. Council discussed additional
signage needed. Ms. Maue noted the North Hennepin Pioneer Society is looking into a sign at the
site, but no plans have been created.
b. Stieg Road Stieg Road Improvements for Bellwether
City Administrator Martens presented the report noting staff recommends waiting for development
to pave the remaining unpaved portion Stieg Road with the Bellwether project. City Administrator
Martens noted due to the significant costs of paving if the pavement project was completed with
additional development the City would only be responsible for paving potentially the last .25 miles of
the project. Council discussed paving. Council inquired about discussion of development in the
area. City Administrator Martens noted the City hasn’t received any information of potential
development. Council discussed obtaining feedback from the developer. Public Works Director
Mattson noted the traffic would go east from the Bellwether development except for weekend
summer traffic going north. Council discussed the potential buyers for the Bellwether property not
necessarily commuting. Council discussed financing the road project and the agreement with Pulte
for this section was negotiated and is finalized. Public Works Director Mattson noted with the project
as proposed Stieg Road will have a trail as well as curb and gutter along the new section and
remain gravel with ditches along the unimproved section. Council discussed the costs to residents if
it would be paved. City Administrator Martens noted whether the project was completed now or later
the amount residents would pay would be limited to the benefit the to property, but the City’s portion
would be larger if improvements were completed before additional development was done. Council
discussed obtaining traffic counts. Public Works Director Mattson noted traffic counts could be
done. Per consensus, Council directed staff to proceed as recommended holding a neighborhood
meeting and waiting for additional development to complete further paving.
c. Police Command Post Replacement
Police Officer Vojacek, Police Reserve Unit Coordinator, presented the report outlining the limited
space and challenges to utilize the post during an emergency event. Council discussed funding for
the equipment. Police Officer Vojacek provided a history of the reserve fund noting it was started
with contributions and has been maintained with the reserve time being charged for events. Council
clarified that the ice castle would not have fishing holes and the models are customizable. Director
of Public Safety Gottschalk noted the goal of the reserve unit funding was to be self-sustaining and
plans for equipment purchases. Council discussed ability to be pulled by a half ton pick up truck.
Director of Public Safety Gottschalk noted it’s a vision for the fleet if community service officers
would be added to the department, allowing them to haul equipment without needing to borrow from
public works. Council inquired about the size of the replacement vehicle. Director of Public Safety
Gottschalk noted the current space is limited in gathering spaces, but the design of the replacement
would allow for increased gathering space and more efficient use of space overall.
MOTION: made by Bottema, seconded by Dejewski to approve a authorize staff to spend up to
$27,800 from the Police Reserve fund for the purchase of an Ice Castle Toy Hauler Police
Command Post and to trade in the current 2007 Raptor Police Command Post.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
d. Ordinance Amendment – Mandatory Connection Term
City Administrator Martens presented the report noting the upcoming deadline for connection and
the needed efforts to enforce the connections. Council discussed requiring failing septic systems to
connect. City Administrator Martens noted the City doesn’t manage septic systems in the City.
Council discussed communications with the property owners. Public Works Director Mattson noted
staff has not yet contacted individuals in person, but the property owners were sent letters. Council
discussed the Metropolitan Council SAC deferral program. City Administrator Martens noted at the
time of the ordinance SAC determinations on downtown properties had not been completed.
Council discussed setting a precedence for allowing ordinance amendments. Council discussed
mandatory connections and wanting this to be the only extension.
MOTION: made by Dejewski, seconded by Bottema to direct staff to proceed with an ordinance
update to increase the time allowed for connection.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
e. Resolution in Support of LGA Amendment
City Administrator Martens presented the report noting per the League of Minnesota Cities the
legislation was receiving some broad support at the legislature. Council inquired about if the bill was
part of a gas tax discussion. City Administrator Martens stated the bill allocated two percent of Local
Government Aid to the 95 cities that do not currently receive Local Government Aid. Council
discussed Local Government Aid and budgeting for aid.
MOTION: made by Dejewski, seconded by Schultz to adopt Resolution 2019-20 Supporting
Amendments to the Local Government Aid Formula.
Voting Aye: Thomas, Dejewski, and Schultz Nay:
(Motion carried 3:1)
f. Resolution Supporting Legislation Authorizing Street Infrastructure Development Fees
City Administrator Martens presented the report outlining the challenges for those who do not want
to develop their property. Council inquired about a creating a city-wide nexus similar to park
dedication fees. City Administrator Martens noted the City would create a district or districts.
Council discussed completing improvement projects throughout the community. Council discussed
tools for funding and inquired about political roadblocks. Council discussed costs of developers.
MOTION: made by Dejewski, seconded by Bottema to adopt Resolution 2019-22 Supporting
Legislation Authorizing Street Infrastructure Development Fees.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
g. Asphalt Patching Trailer
Public Works Director Mattson presented the item noting Public Works staff monitor auctions for
equipment and found an opportunity to bid on an asphalt patching trailer. Public Works Director
Mattson noted the City currently borrows the equipment from other cities, but others typically are
using their equipment when the City wants to utilize it. Public Works Director Mattson noted the
asphalt patching trailer holds hot mix best used for when melting occurs. Council inquired about the
cost of new equipment. Public Works Director Mattson noted the price is approximately $15,000.
Public Works Director Mattson noted per the bidding process there is an opportunity for the
equipment to be sold lower than the City’s bid. Council inquired about storage. Public Works
Director Mattson noted it would be stored outside.
MOTION: made by Dejewski, seconded by Bottema to authorize staff to place a bid for up to $2,100
for an asphalt patch trailer.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
11. Staff Reports
No staff reports were presented.
12. 2019 Council Schedule
City Administrator Martens reviewed the Council schedule.
13. Council Liaison Calendar
The Council liaison calendar was not reviewed but was available in the Council Packet.
14. Adjournment
MOTION: made by Bottema, seconded by Schultz to adjourn.
Voting Aye: Thomas, Bottema, Dejewski, and Schultz
(Motion carried 4:0)
Meeting adjourned at 8:35 pm.
________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator
AgendaItem 7b. CouncilMeetingDate: 4/11/2019
FINANCIALCLAIMS PreparedBy: jrotz
CHECKRANGE
FUND #500ESCROWCLAIMSAgendaItem: 7b. PaidtoAmountProjectname
423 45200 510 ROCKFORD SCHOOL LAND PURCHASE424 43100 530 FIR LANE TURN LANE PROJECT425 49450 530 PULTE TRUNK LINE EASEMENT ACQUISITION427 43100 530 CSAH 116 and Gleason Parkway Turn Lanes500 20320 Lennar Design
minutes, review memo from Lametti's attorney, research contract enforcement caselaw3/20/2019 Research liquidated damages caselaw, conference with LMC attorneys regarding previous 213.75
litigation, conference with Administrator regarding closed session items, constructioncontract, land acquisition, ordinance revision, contractor response, update filesCorrespondence with Clerk, review background check disclosure issue 71. 25
3/ 21/ 2019 Conference with Clerk, Chief regarding background check policy and liability issues, 178.13
conference with Attorney Larkin regarding research of baseline standards, conference withChief regarding County enforcement policies and City response
3/ 22/2019 Research criminal background checks 142. 50
3/ 27/2019 Review City Council agenda packet 142. 50
SUBTOTAL: 1, 800. 87]100- H16
Lametti Contract Action
3/18/ 2019 Receipt of correspondence from Lametti's attorney, conference with Attorney Thames 11. 67
CITY OF CORCORAN Page 2
Amount
3/ 21/ 2019 Conference with LMC attorney regarding liquidated damages claim and previous court 106. 88
decision and mediation
3/22/2019 Review pleadings/memos in previous liquidated damages case 320.63
Continued review of liquidated damages pleadings, order, review construction contract, 213.75
conference with Public Works Director regarding response letter3/25/2019 Extended conference with Public Works Director regarding pay request response, damage 356.25
Review files in preparation for 3/ 19 court calendar 65.00
Attend jury trial hearings downtown 113. 75
3/ 19/2019 Review files, correspondence with defense attorneys and courts 48.75
Attend Brookdale court calendar65.00
Preparation for 3/20 cases32. 50
3/20/2019 Review files from 3/ 19 calendar, prepare disposition letters and updates 16.25
Attend arraignments and pretrial hearings 48.75
3/ 21/ 2019 Correspondence with court, review updated standing orders, County Attorney 32.50
correspondence
Discuss upcoming cases with Attorneys Larkin and Thames 65.00
3/ 25/2019 Review files on 3/ 26 court calendar 65.00
3/ 26/2019 Handle court hearings at Brookdale 65.00
Preparation for 3/27 cases32. 50
Discuss cases with Attorney Thames 48.75
3/27/2019 Review files from 3/ 26 calendar, prepare updates and disposition letters 16.25
Attend arraignments and pretrial hearings 48.75
Open criminal files, preparation of criminal complaints; preparation of cases for court 112. 50
calendars, including court and jury trials; contact and notice to witnesses for trial testimony,prepare outgoing discovery requests, complete incoming discovery requests for monthlyperiod
Open criminal files, preparation of criminal complaints; preparation of cases for court 125.00
calendars, including court and jury trials; contact and notice to witnesses for trial testimony,prepare outgoing discovery requests, complete incoming discovery requests for monthlyperiod
Open criminal files, preparation of criminal complaints; preparation of cases for court 84. 38
calendars, including court and jury trials; contact and notice to witnesses for trial testimony,prepare outgoing discovery requests, complete incoming discovery requests for monthlyperiod
SUBTOTAL: a," La 1 w- 30' 1 - 1 2,003.76]
Vehicle Forfeiture:
2/ 26/2019 Email sheriff's department regarding forfeiture matter 32. 50
SUBTOTAL: 20c, H710- 3° 1 1 32. 50]
For professional services rendered 6, 591. 95
CITY OF CORCORAN Page 4
Client Expense Charges :
Amount
Criminal Expenses:
Monthly support fee for February 11. 16Monthly support fee for March 11. 16
SUBTOTAL: 22. 32]
Total Client Expense Charges0 o"`{ 21410 - 3°9 22.32
Total amount of this bill 6, 614.27
Previous balance 5, 558.41
3/22/2019 Payment- thank you 5,558.41)
Total payments and adjustments 5,558.41)
Balance due 6,614.27
I hereby declare under the penalties of perjury that the foregoing statement for legal services is just and correct andthat no part thereof has been paid.
John J. Thames, City Attorney
Vendor: METRO WEST INSPECTION SRV CITY OF CORCORAN
Staff is recommending Council authorize a contingent Notice of Award for the construction
of turn lanes at the main entrance to the Bellwether development. The contingency is the
developer provide the city an escrow that covers construction costs and estimated
construction management fees.
Bid Results
Six bids were received on April 4, 2019 for the CSAH 101 & 100th Avenue Turn Lane
Improvements project. Bid results are summarized below, and detail in the attached table.
Summary
Contractor Total Bid
New Look Contracting, Inc. $222,040.50
Minnesota Paving & Materials $240,060.25
Meyer Contracting, Inc. $243,513.24
GL Contracting, Inc. $248,686.10
Northwest Asphalt, Inc. $261,854.58
Landwehr Construction, Inc. $325,375.70
The low bidder was New Look Contracting, Inc. with bid of $222,040.50. The engineer’s
estimate was $267,511.50.
New Look Contracting, Inc. can perform the work and confirmed that they are comfortable
with their bid.
Engineer’s Award Recommendation
Coordination with the County and Maple Grove was extensive, the cost is highly
competitive, therefore, Wenck recommends that the project be awarded to New Look
Contracting, Inc. for $222,040.50 contingent upon the City receiving funds.
Agenda Item 7c.
NO. ITEM UNIT QUANTITY UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE
25 SIGN PANELS TYPE C SQ FT 57.00 75.00$ 4,275.00$ 44.00$ 2,508.00$ 80.00$ 4,560.00$ 39.50$ 2,251.50$ 43.50$ 2,479.50$ 75.00$ 4,275.00$ 47.00$ 2,679.00$
26 INSTALL SIGN TYPE C AND POST EACH 10 200.00$ 2,000.00$ 60.00$ 600.00$ 125.00$ 1,250.00$ 54.00$ 540.00$ 59.40$ 594.00$ 100.00$ 1,000.00$ 65.00$ 650.00$
38 4" DOUBLE SOLID LINE YELLOW - MULTI-COMPONENT (GROUND-IN) LIN FT 2721 1.50$ 4,081.50$ 1.50$ 4,081.50$ 1.25$ 3,401.25$ 1.20$ 3,265.20$ 1.30$ 3,537.30$ 1.20$ 3,265.20$ 1.40$ 3,809.40$
39 6" SOLID LINE WHITE - MULTI-COMPONENT (GROUND-IN) LIN FT 3000 0.75$ 2,250.00$ 1.50$ 4,500.00$ 1.00$ 3,000.00$ 0.90$ 2,700.00$ 0.99$ 2,970.00$ 0.95$ 2,850.00$ 1.10$ 3,300.00$
40 4" SOLID LINE WHITE - MULTI-COMPONENT (GROUND-IN) LIN FT 1010 0.75$ 757.50$ 1.50$ 1,515.00$ 0.65$ 656.50$ 0.60$ 606.00$ 0.66$ 666.60$ 0.65$ 656.50$ 0.75$ 757.50$
41 24" SOLID LINE YELLOW - MULTI-COMPONENT (GROUND-IN) LIN FT 445 10.00$ 4,450.00$ 11.00$ 4,895.00$ 9.00$ 4,005.00$ 8.50$ 3,782.50$ 9.40$ 4,183.00$ 8.50$ 3,782.50$ 10.30$ 4,583.50$
42 24" SOLID LINE WHITE STOP BAR - THERMOPLASTIC (GROUND-IN) LIN FT 15 10.00$ 150.00$ 41.00$ 615.00$ 32.00$ 480.00$ 32.00$ 480.00$ 35.20$ 528.00$ 32.00$ 480.00$ 39.00$ 585.00$
TOTAL BID: 267,511.50$ TOTAL BID: 222,040.50$ TOTAL BID: 240,060.25$ TOTAL BID: 243,513.24$ TOTAL BID: 248,686.10$ TOTAL BID: 261,854.58$ TOTAL BID: 325,375.70$
St. Cloud, MN 56302
Dan Swanson
GL Contracting, Inc
4300 Willow Drive
Medina, MN 55340
Noah Hendrickson
Northwest Asphalt
Shakopee, MN 55379
Chad Hamann
MN Paving and Materials
14475 Quiram Drive
Rogers, MN 55374
Verlyn Schoep
Meyer Contracting, Inc
11000 93rd Avenue N
Maple Grove, MN 55369Rogers, MN 55374
NEW LOOK CONTRACTING, INC. MN PAVING & MATERIALS MEYER CONTRACTING, INC.ENGINEER'S ESTIMATE
Jon Mitchell
GL CONTRACTING, INC. NORTHWEST ASPHALT, INC. LANDWEHR CONSTRUCTION, INC.
CSAH 101 & 100TH AVENUE TURN LANE IMPROVEMENTS BID TABULATION
New Look Contracting, Inc.
14045 Northdale Blvd. 4151 Stagecoach Road
Timothy Crennen
Landwehr Construction, Inc.
P.O. Box 1086
MA
TC
H LIN
E
SE
E B
ELO
W
300'
180'
12'
12' 12'
12'
12'
12'
4DY
PROPOSED BITUMINOUS EDGE
PROPOSED BITUMINOUS
WIDENING (TYP.)
PROPOSED BITUMINOUS
WIDENING (TYP.)
PROPERTY LINE (TYP.)
PROPERTY LINE (TYP.)
PAVEMENT MESSAGE (RIGHT
ARROW) THERMOPLASTIC
GROUND-IN
PAVEMENT MESSAGE (RIGHT
ARROW) THERMOPLASTIC
GROUND-IN
FUTURE ROAD (BY OTHERS)
PROPOSED GRAVEL
SHOULDER (TYP.)
PROPOSED GRAVEL
SHOULDER (TYP.)
PROPOSED GRAVEL
SHOULDER (TYP.)
PROPOSED GRAVEL EDGE (TYP.)
PROPOSED BITUMINOUS
EDGE (TYP.)
PAVEMENT MESSAGE
(LEFT ARROW)
THERMOPLASTIC
GROUND-IN
PROPOSED B424
CURB AND
GUTTER (TYP.)
REMOVE 3 LF OF 15"
CMP, EXTEND 9 LF,
AND INSTALL NEW
FES
24SW STOP BAR
THERMOPLSATIC
GROUND-IN
PROTECT EXISTING
STOP SIGN
6SW
4SW
6SW
4SW
R40' R40'
R40'
R40'
24SY AT 45 DEGREES AND
20' O.C. THERMOPLASTIC
GROUND-IN (TYP.)
50:1 TAPER
2'(T
YP.)
1.5'
(TYP
.)
2'(T
YP.)
6SW
4DY
STOP SIGN (BY OTHERS)
MA
TC
H LIN
E
SE
E B
ELO
WM
AT
CH
LIN
E
SE
E A
BO
VE
300'
600'
PROPOSED BITUMINOUS EDGE
PROPOSED GRAVEL EDGE
PROPOSED BITUMINOUS
WIDENING (TYP.)
PROPERTY LINE (TYP.)
PROPERTY LINE (TYP.)
EXISTING PAVEMENT
MESSAGE (RIGHT ARROW)
PAVEMENT MESSAGE (LEFT
ARROW) THERMOPLASTIC
GROUND-IN
REMOVE 3 LF OF 15"
CMP, EXTEND 13 LF
AND INSTALL NEW
FES
STAGING AREA FOR
CONSTRUCTION.
COORDINATE WITH
PROPERTY OWNER.
RESTORATION INCIDENTAL.
PROPOSED GRAVEL
SHOULDER (TYP.)
PAVEMENT MESSAGE
(LEFT ARROW)
THERMOPLASTIC
GROUND-IN
4DY
4SW
6SW
6SW
6SW
24SY AT 45 DEGREES AND
20' O.C. THERMOPLASTIC
GROUND-IN (TYP.)
PROPOSED BITUMINOUS EDGE
PROPOSED GRAVEL EDGE
6SW
4DY
15:1
TA
PE
R
18:1 TA
PE
R
50:1 TAPER
2'(T
YP.)
12'
(TYP
.)
Drawn By:
Issue Date:
Project #: 2294-0037
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Sheet Title:
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/2019
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I HEREBY CERTIFY THAT THIS PLAN,SPECIFICATION, OR REPORT WASPREPARED BY ME OR UNDER MYDIRECT SUPERVISION AND THAT I AM ADULY LICENSED PROFESSIONALENGINEER UNDER THE LAWS OF THESTATE OF MINNESOTA.
License #: 24807
03/22/2019
KENTON C. TORVE
C-602
PROPOSED LAYOUT
AND STRIPING
EXISTING CONDITIONS LEGEND
PROPERTY LINE
EX. BITUMINOUS EDGE
EX. STRIPING
EX. GRAVEL EDGE
EX. GAS LINE
EX. OVERHEAD UTILITY LINE
EX. WETLAND EDGE
EX. COMMUNICATION LINE
EX. CONTOUR - MAJOR
EX. CONTOUR - MINOR
EX. CULVERT
EX. POWER POLE
EX. ANCHOR CABLE
EX. TRAFFIC SIGN
EX. FLARED END SECTION
EX. PAVEMENT MARKING
NOTES:SEE SHEET G-102.
CONSTRUCTION LIMITS: SEE SHEET C-301
PROP. TEMPORARY EASEMENT
PROP. PERMANENT EASEMENT
PROP. PAVEMENT MARKING
PROP. GRAVEL EXPANSION
PROP. TURN LANE EXPANSION
PROP. GRAVEL EDGE
PROP. STRIPING
PROP. BITUMINOUS EDGE
PROPOSED LEGEND
PROP. MNDOT B624
CURB AND GUTTER
PROP. SIGN
A
C
D
E
F
G
KEEP RIGHT (R4-7) AND REAR
DELINEATION PANEL
NO LEFT TURN (R3-2)
ONE-WAY (R6-1R)
RIGHT LANE MUST TURN
RIGHT (R3-7R)
LANE USE CONTROL (R3-8ACA)
B
HAZARD MARKER (X4-2)
PROP. CONCRETE
PAVEMENT MARKING LEGEND
2ND DIGIT - PATTERN 3RD DIGIT - COLOR
4 - 4 INCH
6 - 6 INCH
24 - 24 INCH
S - SOLID
D - DOUBLE
W - WHITE
Y - YELLOW
EXAMPLE: 4SW - 4" SOLID WHITE LINE EPOXY GROUND-IN
1ST DIGIT - WIDTH
24" X 30"
18" X 18"
24" X 24"
36" X 12"
30" X 30"
54" X 30"
DESCRIPTIONSYMBOL SIZE
KEYNOTE LEGEND
NO THRU MOVEMENT (R3-27)
24" X 24"
AutoCAD SHX Text
TP
AutoCAD SHX Text
A
AutoCAD SHX Text
A
AutoCAD SHX Text
B
AutoCAD SHX Text
D
AutoCAD SHX Text
C
AutoCAD SHX Text
G
AutoCAD SHX Text
B
AutoCAD SHX Text
B
AutoCAD SHX Text
B
AutoCAD SHX Text
A
AutoCAD SHX Text
E
AutoCAD SHX Text
C
AutoCAD SHX Text
F
AutoCAD SHX Text
GRAPHIC SCALE IN FEET
AutoCAD SHX Text
0
AutoCAD SHX Text
30
AutoCAD SHX Text
60
AutoCAD SHX Text
WET
AutoCAD SHX Text
990
AutoCAD SHX Text
900
STAFF REPORT Agenda Item 7d.
Council Meeting: April 11, 2019
Prepared By: Lieutenant Ryan Burns
Topic: AED Property Disposal
Action Required: Approval
Summary: Request to donate or sell ten used Cardiac Science AEDs which have been replaced by new AEDs to other government agencies or non-profit organizations. Recently at the MN State Auction, AEDs were for sale for $50 and had been sitting for several months. AEDs will be as is, with no guarantees or warranties.
Financial/Budget: Zero budget impact.
Council Action: 1. Approve the request to donate or sell the replaced Cardiac Science AEDs as is.
Attachments: None
STAFF REPORT Agenda Item 9a.
Council Meeting: April 11, 2019
Prepared By: Brad Martens
Topic: City Hall Remodel – Schematic Design
Action Required: Direction
Summary: Staff has been working with Wold Architects and Engineers for several months to develop a design for the remodel of City Hall. This work has resulted in two recommended designs to be considered by the City Council prior to completing the design phase of the project. Several other concepts were discussed prior to this point. Plans as outlined below are above the draft budget of $1,116,541 which was previously presented to the Council. A few of the drivers for the increase are the following:
Increased technology related to the addition of key card access throughout City Hall and enhanced technology in the Council chambers
Increased cost multiplier for construction due to recent bid experience; it is unclear how this will relate to the Sourcewell process which costs have been locked in since December 2018 but is recommended by Wold to be included.
Additional construction costs as identified through the schematic design process to optimize the design as much space as possible; Option A includes more of these items than Option B
This design was created to a preferred design level for the remodel that will extend the life of the building as long as possible by creating a maximum number of work stations and increased efficiencies. This would extend the time until the City would need to construct a new building of some sort.
Option A (as compared to Option B) has one additional office, three additional work stations, one additional conference room, a lunch room, additional storage, kitchenette and lockers for police, and a dedicated evidence processing area.
The design is significantly more efficent for staff work flow and provides for a bettter user experience for visitors to City Hall.
The anticipated range is $1,493,000-$1,690,000; the average is $1,591,500. Floor Plan Option B
This design was created to show the improvements needed to complete a remodel as close to the original draft budget as possible.
The anticipated range is $1,255,500-$1,415,500; the average is $1,335,500
Page 2
Existing Floor Plan
5 offices, 10 work stations
Financial/Budget: Option A is estimated to cost $256,000 more than Option B. Staff however feels that the additional office space, staff experience, and visitor experience is worth the additional costs. More importantly it extends the life of City Hall which helps to delay the need for a new City building as long as possible. Both options are anticipated to be over the original draft estimate of $1,116,541 ($474,959 for option A and $218,959 for Option B). Options to eliminate the gap include additional internal borrowing, use of reserves, or issuance of debt to name a few. Staff will present an updated finance plan after receiving feedback from the Council.
Options: 1. Review schematic design options and provide feedback on the project.
Recommendation: Staff recommends proceeding with Option A for the following reasons:
Additional office and work stations will extend the life of the building longer which will assist in delaying the construction of a new building as long as possible while the tax base grows.
Includes an additional conference room to be utilized for various meetings. This is important as most offices are relatively small.
Includes needed storage
Includes a lunch room for staff and a kitchenette for police. This is a basic need for most any office.
Significantly improves work flow for both the police and administration areas of the building.
For the additional $256,000 there is a significant return on that investment.
Council Action: Review schematic design options and provide feedback on the project.
Attachments: 1. Floor Plan – Existing 2. Floor Plan – Option A 3. Floor Plan – Option B 4. Schematic Design Budget Estimate
City of CorcoranCorcoran City Hall Police Remodel - Phase I
s:/Ci-Stillwater/Police/122219/Stillwater Police Space Program.xlsx Comm. No. 182292
VEHICLE STORAGE(800 SF)
AMBULANCE LOUNGE(175 SF)
AMBULANCE TOILET(70 SF)
MECH(50 SF)
EOC(370 SF)
COPY(80 SF)
POLICE LIEUTENANT
(100 SF)
BOOKING/INTOXILIZER
(80 SF)
PUBLIC SAFETY DIRECTOR
(230 SF)PUBLIC LOBBY(60 SF)
POLICE RECEPTION
(135 SF)
PUBLIC WORKS
DIRECTOR(64 SF)
TOILET(64 SF)
SQUAD ROOM
(190 SF)
CHANGING ROOM(80 SF)
EVIDENCE STORAGE(100 SF)
CITY ADMINISTRATOR
(230 SF)
MECH(105 SF)
STOR(175 SF)
KITCHENETTE(80 SF)
COPY(135 SF)
CITY CLERK(180 SF)
COUNCIL CHAMBERS
(865 SF)
RECEPTION(270 SF)
LOBBY(920 SF)
JAN(15 SF)
MEN'STOILET(170 SF)
WOMEN'STOILET(200 SF)
COATS(130 SF)
CONFERENCE(360 SF)
TABLE STOR
(180 SF)
KITCHEN(235 SF)
COMMUNITY ROOM
(2,140 SF)
STOR(140 SF)
MECH(140 SF)
ACCOUNTANT(64 SF)
DROP-IN(64 SF)
ZONING/
CODE COMPLIANCE/
BUILDING INSPECTIONS
(64 SF)
PLANNING(64 SF)
ADMINISTRATIVE ASSISTANT
(64 SF)
ADDRESS FILES(25 SF)
SQUAD SUPPLIES(130 SF)
EXISTING POLICE DEPARTMENT SPACES
KEY
MAIN ENTRY
EXISTING CITY HALL SPACES
C:\Users\dgallagher\Documents\Corcoran City Hall & Police (Central)[email protected]
1/15/2019 11:37:30 AM
City of CorcoranCorcoran City Hall & Police Remodel - Phase I
January 15, 2019
Comm No: 182066\\Wae-srv-mn.woldae.com\StPaul\CI-Corcoran\City Hall-Police\Corcoran City Hall & Police (Central).rvt
FLOOR PLAN -EXISTING
0
1/16" = 1'-0"
FLOOR PLAN - EXISTING1
12' 24'
DN
VEHICLE
STORAGE
SQUAD SUPPLIES
POLICE
LOCKERS
TOILETMECH
SQUAD
ROOM
POLICE
LIEUTENANT
BOOKING/
INTOXILIZER
PUBLIC
LOBBY
POLICE
RECEPTION
TOILET
STOR/
ADDRESS
FILESMECH
STAFF
LUNCHROOM
JAN
MEN'S
TOILETWOMEN'S
TOILET
CONFERENCE
TABLE
STOR
KITCHEN
COUNCIL
CHAMBERS/
EOC
ELECTIONS
STORAGE
MECH
INTERVIEW
COPY
AREASECURE
INTERVIEW
EVIDENCE
PROCESSING
EVIDENCE
STORAGE
LOBBY
PUBLIC SAFETY
DIRECTOR
CITY
ADMINISTRATOR
CSO/ RESERVES
AREA
COPY/
WK RM
ADMIN
SERVICES
DIR
PUBLIC
WORKS
DIRECTOR
OFFICE
TBD
WEAPONS
CLEANING
MAIN ENTRY
(2) CONTRACT
RECEPTION
A/V
MOTHER'S
ROOM
REF
SERGEANT
WK
STN
CIRC
OFFICE
TBD
EQUIPMENT
STORAGE
DAIS
BUILT-IN STAFF
SEATING
PRESENTATION
PODIUM
CONFERENCE
REF
INVESTIGATIONS
WK
STN
WK
STN
WK
STN
WK
STN
WK
STN
WK
STN
WK
STN
WK
STN
WK
STN
C:\Users\dgallagher\Documents\Corcoran City Hall & Police (Central)[email protected]
4/3/2019 11:33:52 AM
City of CorcoranCorcoran City Hall & Police Remodel - Phase I
April 11, 2019
Comm No: 182292\\Wae-srv-mn.woldae.com\StPaul\CI-Corcoran\City Hall-Police\Corcoran City Hall & Police (Central).rvt OPTION A
01/16" = 1'-0"
OVERALL FLOOR PLAN - OPTION A1
12' 24'
DN
DN
VEHICLE
STORAGE
SQUAD SUPPLIES
POLICE
LOCKERS
TOILETMECH
SQUAD
ROOM
POLICE
LIEUTENANT
BOOKING/
INTOXILIZER
PUBLIC
LOBBY
TOILET
STOR/
ADDRESS
FILESMECH
CITY
ADMINISTRATOR
OFFICE
JAN
MEN'S
TOILETWOMEN'S
TOILET
CONFERENCE
TABLE
STOR
KITCHEN
COUNCIL
CHAMBERS/
EOC
ELECTIONS
STORAGE
MECH
INTERVIEW
COPY
AREA
SECURE
INTERVIEW
EVIDENCE
PROCESSING
EVIDENCE
STORAGE
LOBBY
PUBLIC SAFETY
DIRECTOR
CSO/ RESERVES
AREA
INVESTIGATIONS COPY/
WK RM
PUBLIC
WORKS
DIRECTOR
ADMIN
SERVICES
DIRECTOR
WEAPONS
CLEANING
MAIN ENTRY
RECEPTION
A/V
MOTHER'S
ROOM
REF
SERGEANT
DAIS
STAFF SEATING
TABLE
PRESENTATION
PODIUM
WK
STN
PART-TIME
RECEPTION
EQUIP
WK
STN
WK
STN
WK
STN
OFFICE
TBD
KITCHENETTE
POLICE
RECEPTION
SEATING
AREA
WK
STN
WK
STN
(4)
CONTRACT
WK STNS
C:\Users\dgallagher\Documents\Corcoran City Hall & Police (Central)[email protected]
4/3/2019 11:33:52 AM
City of CorcoranCorcoran City Hall & Police Remodel - Phase I
April 11, 2019
Comm No: 182292\\Wae-srv-mn.woldae.com\StPaul\CI-Corcoran\City Hall-Police\Corcoran City Hall & Police (Central).rvt OPTION B
01/16" = 1'-0"
OVERALL FLOOR PLAN - OPTION B1
12' 24'
STAFF REPORT Agenda Item 10a.
Council Meeting: April 11, 2019
Prepared By: Brad Martens, Kevin Mattson, Pat Meister
Topic: 2019 Dust Control Program
Action Required: Call Public Hearing
Summary: The gravel road maintenance program for the City of Corcoran includes the application of a chloride product on certain gravel roads (27 miles of our 34 miles of gravel road) for dust control. The cost of the project is estimated at $90,266 or $0.60 per linear foot which is subsidized by the City based up on different type of roads:
Collector roads and neighborhood roads connecting to Collector roads: Subsidized to $0.22 per linear foot
Neighborhood roads accessing paved roads: Subsidized to $0.48 per linear foot It is proposed to bill properties for the application as in years past with unpaid fees to be assessed later in the year if necessary. The percentage of the project to be assessed has been reduced overtime with incremental budget adjustments. The City received favorable bids from Norther Salt Incorporated (NSI) of $0.92/gallon for both 2018 and 2019 as compared to $0.939 for 2017. The City anticipates the following costs for the program in 2019 which will result in slightly smaller amounts due from property owners:
Neighborhood Road
Assessment
Collector/Adjacent Road Assessment
Other Assessment
City Share Total
2019 $8,232 $28,009 $1,260 $52,765 $90,266
The next step in the process is to call a public hearing through approving the attached resolution. After the public hearing, the Council could then approve the project which is anticipated to be completed in June. After project completion, properties would be billed based upon the actual project costs.
Financial/Budget: Costs associated with the City’s share of the project are included in the 2018 budget.
Options: 1. Approve resolution 2019-23 calling for a public hearing on the potential
assessment of the cost of dust control treatments to be applied to city streets in 2019.
2. Send back to staff for further review.
Page 2
Recommendation: Approve resolution 2019-23 calling for a public hearing on the potential assessment of the cost of dust control treatments to be applied to city streets in 2019.
Council Action: Consider a motion to approve resolution 2019-23 calling for a public hearing on the potential assessment of the cost of dust control treatments to be applied to city streets in 2019.
Attachments: 1. Resolution 2019-23 Calling For A Public Hearing on the Potential Assessment of
Costs of Dust Control Treatments to be Applied to City Streets In 2019. 2. Dust Control Map
City of Corcoran April 11, 2019 County of Hennepin State of Minnesota
RESOLUTION NO. 2019-23
Page 1 of 1
Motion By: Seconded By:
A RESOLUTION CALLING FOR A PUBLIC HEARING ON THE POTENTIAL ASSESSMENT OF
COSTS OF DUST CONTROL TREATMENTS TO BE APPLIED TO CITY STREETS IN 2019
WHEREAS, the Corcoran City Council determined the application of dust treatments to City streets to be necessary, cost-effective, and feasible; and WHEREAS, the Corcoran City Council awarded a contract to Northern Salt Incorporated (NSI) on February 22, 2018 for application of calcium chloride to City streets for dust control in 2018 and 2019 (the Project); and WHEREAS, the total cost of the project is estimated to be approximately $90,266; and WHEREAS, the City Council intends to bill the benefitting property owners for a portion of the cost of the Project, estimated to be approximately $37,500, and to assess any unpaid costs to benefitting properties pursuant to Minnesota Statute §429.101 and Corcoran City Ordinance 2011-261; and WHEREAS, under Minnesota Statute §429.031 a Public Hearing needs to be held prior to adoption of a Special Assessment with proper notice to property owners. NOW, THEREFORE BE IT RESOLVED, by the Corcoran City Council:
1. To call a public hearing on the potential assessments of costs of calcium chloride applications to City streets for dust control in 2019, for May 9, 2019.
2. Directing staff to give notice required by Stat. §429.031 to all property owners who may be assessed for this Project.
VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Bottema, Jonathan Bottema, Jonathan Dejewski, Brian Dejewski, Brian Keefe, Mike Keefe, Mike Schultz, Alan Schultz, Alan
Whereupon, said Resolution is hereby declared adopted on this 11th day of April, 2019.
________________________________ Ron Thomas - Mayor
ATTEST: City Seal ____________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator
STAFF REPORT Agenda Item 10b.
Council Meeting: April 11, 2019
Prepared By: Brad Martens
Topic: City Council Meeting Rules of Decorum
Action Required: Direction
Summary: Staff is requesting the City Council consider adopting formal “Rules of Decorum” for City Council meetings. Rules of Decorum assist the Council in managing meetings, especially those with controversial topics. The also protect the Council from potential claims that indivduals were treated differently. Attached to this report are several examples. The following are items that staff recommend the City include in drafting a document:
Intent – Oakdale includes a general statement outlining the intent of the Council
Clear expectations – For example, Oakdale allows for up to 20 minutes total for open forum with three minutes for each speaker
Flexibility – Many of the documents allow for the Council to extend time by approval of the Mayor or majority of the City Council
Conduct for the attendees – A process should be set forth on how to remove a disruptive attendee
It is requested that the City Council provide staff with feedback on the establishment of rules and if any of the examples provided are preferred. Staff would next draft a version for Council consideration as well as a similar version for the Planning Commission and Parks and Trails Commission.
Financial/Budget: Minor costs related to staff time and City Attorney review are required for the documents to be approved.
Options: 1. Direct staff to draft rules of decorum for the City Council and Commissions. 2. Decline the opportunity to establish rules of decorum.
Recommendation: It is in the best interests of the City to establish rules of decorum to outline how situations will be addressed as they arise.
Council Action: Consider a motion to direct staff to draft rules of decorum for the City Council and Commissions.
Page 2
Attachments: 1. Minnetonka – Rules of Procedure 2. Plymouth – Policy on the Conduct of Regular Meetings 3. Oakdale – Standard Operating Policy
7.2 Failure to Vote ............................................................................................................11
7.3 Adoption by Majority Vote .........................................................................................11
7.4 Failure to Achieve Required Votes..........................................................................11
iv
1
PURPOSE
The purpose of these rules is to provide guidelines for the conduct of the public business
by or on behalf of the City Council. Non-compliance with or violation of any provision will not
affect the validity of any action taken, unless otherwise specifically provided by law.
1. MEETINGS
1.1 Regular Meetings
The city council of the City of Minnetonka will hold meetings in the council chambers of
the community center, 14600 Minnetonka Boulevard, Minnetonka, Minnesota,
according to a schedule adopted annually by resolution no later than the first official
meeting held in each year. No meeting will be held on a legal holiday, but a regular
meeting may be held at the same hour on the next succeeding day that is not a holiday.
1.2 Adjourned Meetings
Any meeting may be adjourned to a time, place and date certain, but not beyond the
next regular meeting. Once adjourned, the meeting may not be reconvened.
1.3 Special Meetings
Special meetings may be called by the mayor or any three members of the council,
upon at least three days written notice to each member of the council. Notice must be
delivered in person or electronically or faxed to each member.
1.4 Emergency Meetings
Emergency meetings may only be called by the mayor or any three members of the
council upon at least four hours notice to each member of the council either in writing or
by telephone.
1.5 Study Sessions
Members of the council will meet in study sessions according to the annual meeting
schedule adopted by the council.
1.6 Notice of Meetings
Notice of all regular meetings, regular study sessions, and special and emergency
meetings must be consistently posted in a location designated by the city clerk.
1.7 Cancellation of Meetings
Meetings may be canceled by the mayor because of insufficient agenda items, lack of
a quorum, inclement weather, and/or other similar reasons. Except for inclement
weather and other emergency situations, council members must be notified in writing
2
delivered to their homes, by electronic message, or by telephone at least four hours in
advance. The mayor may not cancel two or more consecutive meetings without the
concurrence of a majority of the full council, except in situations of inclement weather or
other emergency.
1.8 Quorum
A majority of the council, excluding vacant seats, is sufficient to do business. A majority
is more than half. For the purposes of these rules, a vacant seat is a position on the
council that is currently unfilled; it does not mean a seat whose incumbent is merely
absent.
1.9 Meetings to be Public
Study sessions and all regular, adjourned, special or emergency city council meetings
must be open to the public, except that the council may hold executive sessions from
which the public is excluded when permitted by state law. A decision to hold a closed
session must be made upon a motion to that effect, approved by at least a majority of
the council.
2. ORDER OF BUSINESS
2.1 Agenda
The order of business of each meeting will be as contained in the agenda prepared by
the city manager. The agenda will be a listing of subject which will be taken up for
consideration in the following order:
Call to Order
Pledge of Allegiance
Roll Call
Approval of Agenda
Approval of Minutes
Special Matters
Report from the City Manager
Citizens Wishing to Discuss Matters not on the Agenda
Bids and Purchases
Consent Agenda
Introduction of Ordinances
Public Hearings and Related Matters
Other Business
Appointments
Adjournment
3
2.2 Items Out of Order
With majority consent of the council, the mayor may at any time allow an item to be
considered out of the regular agenda order.
2.3 Delivery of the Agenda
The agenda will ordinarily be delivered in person or electronically to council members
each Friday before the Monday meeting to which it pertains.
The agenda and all supporting material not of a confidential nature will also be
available to the general public at the time it is delivered to the city council.
2.4 Roll Call
Before proceeding with the business of the council, the city clerk or designee will call
the roll of the council members and record their attendance in the minutes. The order of
roll call will rotate with each council member being called first every sixth meeting. The
mayor will always be called last.
Council members will be noted in the minutes as being excused if they advised the
city manager within a reasonable time in advance of their impending absence.
2.5 Public Hearings
Generally, public hearings will be conducted in the following order:
Introduction of item
Staff report and recommendation
Questions of staff by council
Opening of the hearing by the mayor
Comments by applicant
Comments by the audience
Closing of the hearing
Questions by council
Discussion by council
Action by council
2.6 Public Comments
Questions or comments from the public will be limited to the subject under
consideration. Depending upon the extent of the agenda and the number of persons
desiring to speak on an issue, the mayor may limit the time available for public
comment.
4
Any person may address the council on any subject pertaining to city business not
listed on the agenda during the time set aside for those comments. The mayor may
limit the time available to each person addressing the Council.
2.7 Consent Agenda
Routine and non-controversial items will be placed on the consent agenda. These
items may be approved by one blanket motion upon unanimous consent. A council
member or member of the audience may request that an item be withdrawn for
separate consideration. However, a council member may abstain from voting on, or
vote against, any consent agenda item without requesting its removal. Abstentions
will be recorded in the minutes.
2.8 Introduction of Ordinances
An ordinance must be considered by the city council at two regular meetings before
adoption. At the first meeting, the ordinance is introduced. The city council may
discuss and/or refer the ordinance to an advisory board for review and public
comment. The ordinance will be placed on a second regular meeting agenda for
adoption.
2.9 Agenda Amendments
Once the city manager has formalized and transmitted the agenda to the city council
along with accompanying material, no items will be added or deleted before the
council meeting. A majority of the council may amend the agenda during “Approval
of the Agenda,” except that an item may not be added to the agenda of a special or
emergency meeting if the item was not included in the notice for the meeting.
2.10 Deadline for Agenda Items
No item will be placed on a city council agenda unless the request has been made
to the city manager by the second Friday preceding the meeting at which
consideration is requested. The city manager may choose not to schedule items for
a particular meeting when, in his or her opinion, other business to be considered at
that meeting will likely consume the available time.
2.11 Presentation by Members of the Council
The mayor or a council member may bring before the council any new business
under the ”Report from the City Manager” portion of the agenda. Formal action on
these matters will be deferred until a subsequent council meeting.
5
3. PRESIDING OFFICER
3.1 Presiding Officer
The mayor is the presiding officer at all meetings of the council. In the absence of
the mayor, the acting mayor will preside. In the absence of both the mayor and
acting mayor, the alternate acting mayor will preside. At its first regular meeting in
January, the council, by a majority vote, will designate an acting mayor and an
alternate cting mayor. A reference to the mayor in these rules also means the acting
mayor, the alternate acting mayor, or other council member if the person is serving
as the presiding officer in place of the mayor.
3.2 Call to Order
The Mayor will call the council meeting to order. In the absence of the mayor, the
acting mayor, and the alternate acting mayor, the meeting will be called to order by
the city manager who will immediately call for the selection of a temporary presiding
officer.
3.3 Participation of Mayor
The mayor may move, second, and debate from the chair, subject only to the same
limitations of debate imposed on all Council members. He or she is not deprived of
any rights and privileges of a council member by reason of acting as presiding
officer. However, the mayor is primarily responsible for the conduct of the meeting. If
he or she desires to personally engage in extended debate on questions before the
council, he or she should consider turning the chair over to another member.
3.4 Question to be Stated
The mayor must verbally restate each question immediately prior to calling for the
vote, upon request from any council member. Following the vote, the mayor will
verbally announce whether the question carried or was defeated. The mayor will
also publicly state the effect of the vote for the benefit of the audience before
proceeding to the next item of business.
3.5 Maintenance of Order
The mayor is responsible for the maintenance of order and decorum at all times. No
person is allowed to speak who has not first been recognized by the mayor. All
questions and remarks must be addressed to the mayor, or through the mayor to the
appropriate council member, staff member, citizen, or representative.
3.6 Powers
The mayor has the following powers:
6
(a) to rule motions in or out of order, including any motion obviously offered for
obstructive or dilatory purposes;
(b) to determine whether a speaker has gone beyond reasonable standards of
courtesy in his or her remarks and to entertain and rule on objections from
other members on this ground;
(c) to entertain and answer questions of parliamentary law or procedure;
(d) to call a brief recess at any time; and
(e) to adjourn in an emergency.
A decision under (a), (b), or (c) may be appealed to the council upon motion of any
member. This motion is in order only immediately after the challenged decision is
announced. The member making the motion need not be recognized by the mayor, and
the motion may not be ruled out of order if it is made timely.
4. RULES, DECORUM, AND ORDER
4.1 Points of Order
The mayor will determine all points of order subject to the right of any member to
appeal to the council. If any appeal is taken, the question will be, “Should the
decision of the mayor by sustained?” A majority vote will govern and conclusively
determine the question of order.
4.2 Decorum and Order – Council Members
a) A council member desiring to speak must address the mayor and upon
recognition, must address only the question under debate.
b) A council member desiring to question the staff must address the question to
the city manager or city attorney, in appropriate cases, who will respond to
the inquiry or designate a staff member to do so.
c) A council member, once recognized, may be interrupted while speaking only
if called to order by the mayor, a point of order is raised by another council
member, or the speaker chooses to yield to questions from another council
member.
d) A council member called to order while speaking must cease speaking
immediately until the question of order is determined. If ruled to be in order,
he or she may proceed. If ruled to be not in order, he or she must remain
silent or alter his or her remarks so as to comply with rules of the council.
7
e) Council members must accord courtesy to each other, to city employees and
to the public appearing before the council and must refrain at all times from
rude and derogatory remarks, reflections as to integrity, abusive comments
and statements as to motives and personalities.
f) A council member may move to require the mayor to enforce the rules. Upon
the affirmative vote of a majority of the council, the mayor must do so.
4.3 Decorum and Order – Employees
Staff members must observe the same rules of procedure and decorum applicable to
members of the council. The city manager must ensure that they observe such
decorum. Any staff member, including the city manager, desiring to address the council
or members of the public must first be recognized by the mayor. All remarks must be
addressed to or through the mayor.
4.4 Decorum and Order – Public
Members of the public attending council meetings must observe the same rules of
order and decorum applicable to the council. The mayor may order the removal of any
person who makes inappropriate remarks or who becomes boisterous while
addressing the council and bar that person from further audience with the council.
4.5 Enforcement of Decorum
The city manager must carry out the orders and instruction of the mayor for maintaining
order and decorum in the council chambers.
4.6 Personal Privilege
The right of a member to address the council on a question of personal privilege is
limited to cases in which his or her integrity, character, or motives are questioned or
impugned.
4.7 Conflict of Interest
Any council member prevented from voting because of a conflict of interest, must
refrain from debate and voting. That council member may choose to leave the council
chambers during debate and voting on the Issue.
4.8 Limitation of Debate
A council member normally should speak only once on a subject until every other
member choosing to speak has done so.
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4.9 Dissents and Protests
A council member has the right to express dissent from or to protest any action of the
council. A council member wishing to have the dissent or protest entered in the minutes
should state so with language such as “I would like the minutes to show that I am
opposed to this action for the following reasons:”
4.10 Procedures in Absence of Rules
In the absence of a rule to govern a point or procedure, Robert’s Rules of Order, Newly
Revised, should be used as a guide.
4.11 Rulings of Mayor Final Unless Overruled
The mayor will decide all questions or interpretation of these rules, point of order or
other questions of procedure, requiring ruling. Unless overridden or suspended by a
majority vote of the Council members present and voting, a ruling is final and binding
for purposes of the matter under consideration.
4.12 Amendment of Rules
These rules may be amended at any regular meeting or at a special meeting that
includes amendment of the rules as one of the stated items to be considered. Adoption
of an amendment requires an affirmative vote equal to at least two-thirds of all the
actual membership of the council, excluding vacant seats.
5. ADDRESSING THE COUNCIL
5.1 Manner of Addressing the Council
A member of the public desiring to address the council must proceed to the podium
and wait to be recognized by the mayor. After being recognized, he or she must state
his or her name and address for the record.
All remarks and questions must be addressed to the mayor and not to an individual
council member, staff member or other person. During a public hearing, all remarks
must be limited to the subject under consideration. No person may enter into any
discussion without being recognized by the mayor.
5.2 Addressing the Council after Motion is Made
After a motion has been made, or after a public hearing has been closed, no person
may address the council without first securing permission from the mayor.
5.3 Limitations Regarding Public Comments and Reports
The mayor may limit or rule out of order a speaker who addresses the council on a
topic that is currently before, or about to be submitted for consideration by, a city
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commission, board or other agency. If an appeal procedure is or was available, the
mayor may not allow oral communication to the council outside that procedure. This rule
is intended to ensure that a matter follows the appropriate process and that discussion
takes place in the proper forum.
5.4 Written Correspondence
The city manager is authorized to open and attend to all mail addressed to the mayor
or council not marked “personal” and that appears to relate to city business. All
administrative business in those communications that does not require council action
may be disposed of between council meetings. A copy of any communication to the
council must be sent to each council member weekly. Correspondence to the mayor or
individual members not of general interest to the council should be forwarded to the
person addressed.
A communication delivered to city hall relating to a matter pending, or to be brought
before city council, must be included in the agenda packet for the meeting at which
the item is to be considered. Letters of appeal from administrative or commission
decisions must be processed under applicable ordinance provisions.
6. MOTIONS
6.1 Motions Out of Order
A member may make only one motion at a time. A substantive motion is out of order
while another substantive motion is pending.
6.2 Division of Question
If the question contains two or more propositions, the mayor may, and upon request of
a member must, divide the same.
6.3 Withdrawal of Motions
A motion may not be withdrawn by the mover without the consent of the person
seconding it.
6.4 Precedence of Motions
When a motion is before the council, only procedural motions may be considered, in
order of priority listed below. Unless otherwise noted, each motion is debatable, may
be amended, and requires a majority vote of the full council for adoption.
6.5 Motion to Adjourn (not debatable)
A motion to adjourn is in order at any time except:
a) when made as an interruption of a member while speaking;
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b) when discussion has ended, and vote on a motion is pending; and
c) while a vote is being taken.
6.6 Motion to Fix Hour of Adjournment
Unless otherwise agreed by at least a majority of the council, all meetings and study
sessions of the council must be adjourned by 12:00 a.m. A motion to set a different,
specific time at which to adjourn, is not debatable and not subject to amendment
except by unanimous vote.
6.7 Motion to Suspend the Rules
A motion to suspend provisions of these rules may be approved only by a vote equal to
at least two-thirds of the actual membership of the council, excluding any vacant seats.
6.8 Motion to Table
A motion to table is not debatable and precludes all amendments or debate of the
subject under consideration. If the motion prevails, the matter may be “taken from the
table” at any time prior to the end of the next regular meeting, unless the motion is to
either table indefinitely or to a date certain. If the motion is to table indefinitely, the
matter may not be rescheduled without at least majority approval of the council.
6.9 Motion to Limit or Terminate Discussion
A motion to limit or terminate discussion may be used to limit or close debate on, or
prohibit further amendment to, the pending motion. It isnot debatable. If the motion fails,
debate must be reopened; if the motion passes, a vote must be taken on the pending
motion.
6.10 Motion to Amend
A motion to amend is debatable only as to amendment. A motion to amend an
amendment is in order, but a motion to amend an amendment to an amendment is not
in order. An amendment modifying the intention of a motion is in order, but an
amendment relating to a different matter is not in order. A substitute motion on the
same subject is acceptable, and voted on before a vote on the amendment.
Amendments must be voted first, then the main motion as amended.
6.11 Motion to Continue
Motions to continue to a definite time are amendable and debatable as to propriety
and time set.
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6.12 Motion to Reconsider
A motion to reconsider action already taken must be made by a member who voted
with the prevailing side, which is the majority side except that in the case of a tie, the
“no’s” prevail. The motion must be at the meeting during which the original vote was
taken, including any continuation of that meeting. The motion cannot interrupt
deliberation on a pending matter, but is in order at any time before final adjournment. If
a motion to reconsider is adopted, the prior action taken by the council is rescinded,
and the matter is returned to the status that it had immediately before the prior vote was
taken. The motion previously voted upon will once again be pending.
6.13 Motion to Rescind or Repeal
A motion to rescind or repeal action previously taken is appropriate when the time for
reconsideration has expired. A motion is not in order if rescission or repeal of an action
is forbidden by law. If a motion to rescind or repeal fails, no motion to rescind or repeal
the same action is in order until 12 months have elapsed after the failed motion.
7. VOTING PROCEDURE
7.1 Voting Procedure
The vote on each motion will be taken by roll call and entered in the minutes. The order
of voting will be rotated each meeting with the mayor voting last. The clerk will call the
names of members seated. Members will respond "yes," "no," or "abstain."
7.2 Failure to Vote
Every council member must vote unless disqualified for cause.
7.3 Adoption by Majority Vote
Unless state laws, city ordinances, or these rules require a larger number of votes,
council motions must be adopted by a majority of all members of the council then
holding office who are able to vote on the matter, whether or not they are in attendance.
7.4 Failure to Achieve Required Votes
A matter that fails to achieve the required number of votes for passage, including a tie
vote, is deemed denied. The council members voting in opposition must state their
reasons for the record. A matter is not deemed denied if the council continues the
matter to another council meeting, by a motion adopted by the same number of votes
needed for passage of the matter.
City Council Regular Meetings 1 of 2 City Council Policy
POLICY ON THE CONDUCT OF REGULAR
MEETINGS OF THE PLYMOUTH CITY COUNCIL
Parliamentary Procedure
The Council has adopted Robert’s Rules of Order, Revised, to be the parliamentary procedure for
its regular meetings.
Council Meeting Schedules
The Council normally holds its regular meetings on the first and third Tuesdays of each month
and has established 10:00 p.m. as the normal adjournment time. If there is sufficient business, a
third council meeting may be held on an alternate date.
Public Hearings
Public hearings will be conducted as required by state laws and regulations, the City Charter, the
City Code, and these procedures where they are not in conflict with them. Public hearings on
development issues are held by the Planning Commission. The City Council does not conduct
another public hearing but welcomes public comment, especially if new information is available.
Guidelines for Public Comment Outside of Public Hearings
A. Presentations by Applicants and Petitioners. The Council expects that applicants and
petitioners, or their representatives, can make presentations to the Council within 15
minutes, not including time for answering questions by the Council. Upon request, the
Mayor may extend the time subject to the consent of the Council. Submission of
written material in advance is requested. The Council requests that previously
submitted written material not be read in its entirety.
B. Comments by Citizens. Citizens may request permission to speak on agenda items by
completing a blue card found on the table at the rear of the Council Chambers and
handing it to the City Clerk, the Mayor, or Council. Please state on the card whether
you are pro, con or “Other” on the issue if applicable to assist the Mayor and Council
in hearing all sides. Speakers will not normally be recognized more than once on any
agenda item. Citizens are invited to offer comments up to 5 minutes in length, not
including time for answering questions by the Council. Upon request, the Mayor may
extend the time of any speaker subject to the consent of the Council.
City Council Regular Meetings 2 of 2 City Council Policy
C. Agenda Items of High Public Interest. If numerous requests to speak on an agenda
item are received, the Mayor will inform the Council of the number of requests. The
Mayor or any member of the Council may propose a total length of time for public
comment on the item, which must be approved by the majority of Council members to
be effective. The Mayor will use the gavel to indicate when the time for public
comment is in order. In addition, the Mayor may request some or all of the following
procedures to be followed:
Ask that groups of citizens choose a spokesperson for the group
Request that the speakers do not repeat previous speakers, but simply indicate
agreement or disagreement with an argument previously made.
Announce the order of speakers and ask that the following speaker to be seated
near the podium area.
Ask for a show of hands in support or opposition to an issue.
Defer and consolidate any questions asked during the citizen comment period.
Ask for a motion from the Council prior to public debate to help the audience
members determine if they wish to speak to the proposed course of action.
Conduct of Speakers
Speakers are to first give their name and address and then direct all comments to the Mayor and
Council as a body. Proper decorum is expected at all times and speakers are asked to treat
everyone with respect.
Standard Operating Policy
City of Oakdale Policy Number: MIS-014
Pages: 1
Subject: Public Comments and Rules of Conduct
Date Approved:
1.0 Generally
1.1 The Oakdale City Council wishes to give everyone an opportunity to be heard on matters not currently
before the Council. As such, the Council has set aside a period for public comment near the beginning
of each Council meeting, called “Open Forum”.
1.2 “Open Forum” provides an opportunity to be heard and is not normally an opportunity to debate an
issue.
2.0 Rules of Conduct
2.1 During the “Open Forum” portion of the Council meeting, all persons wishing to address the Council
shall approach the podium when recognized by the Mayor and clearly state their name, address, and
subject being addressed.
2.2 Generally, a time period of no more than 20 minutes is reserved for public comment, with each speaker
receiving a three-minute time limit. Each speaker should observe this timeframe and plan their remarks
accordingly.
2.3 Each speaker will be permitted to address the Council once during the meeting, unless all other persons
desiring to speak have had the opportunity to do so and the Mayor determines that sufficient time
remains to permit speakers a second opportunity to address the Council.
2.4 Speakers shall address all statements and questions to the Mayor. The Mayor, in turn, will refer any
questions or research requests to staff.
2.5 Speakers should strive to provide only factual information and refrain from repeating comments made
by other speakers.
2.6 After everyone in the audience wishing to speak has given their comments, or at the end of the allotted
time for public comments, the Mayor shall close the “Open Forum” portion of the meeting. At this
time, discussion shall be limited to the Council and staff unless the Mayor requests the speaker to assist
the Council.
2.7 The Council does not take action on items brought up under “Open Forum” so they may allow time to
thoroughly research the respective matter(s) and provide a measured and fair response. Matters raised
may be referred to staff and a response, if necessary, will be provided to the speaker. If a matter will
need to be brought back to the Council at a future meeting, staff will notify the speaker at such time that
a meeting date has been determined.
2.8 Should a member or members of the audience be identified as disorderly, the Mayor has the right to
declare the meeting temporarily recessed and call for the removal of said person(s) from the premises.
2.9 Persons not recognized by the Mayor should refrain from commenting, interrupting a speaker at the
podium, conducting conversations with other members of the audience, or creating any other type of
disruption that might distract a member of the Council, city staffer, or a speaker at the podium.
3.0 The same rules of conduct noted in this policy shall also apply to members of the audience wishing to
address the Council during any scheduled public hearing.
STAFF REPORT Agenda Item 10c.
Council Meeting: April 11, 2019
Prepared By: Kevin Mattson, Pat Meister
Topic: Equipment Purchase – Bobcat Loaders
Action Required: Approval
Summary: The Public Works Department fleet includes two skid loaders:
Skid loader with tracks: This is known as the “work horse” skid loader used for heavy duty items such as loading trucks, heavy lifting, and ditching, etc.; a slow moving, heavy piece of equipment for non-delicate work.
Skid loader without tracks: This is a more nimble, smaller piece of equipment used for various smaller tasks such as asphalt patching, intersection sweeping, moving things around as needed; a fast moving, lighter piece of equipment for quick or delicate work.
Prior to 2013, the Public Works Department had two front-end loaders and one skid loader. A change was made to eliminate one of the more expensive front-end loaders and add a less expensive skid loader with tracks, capable of doing the work needed for the department the additional front-end loader provided. In 2014, the City Council approved a plan to update the skid loaders annually, which is less expensive than replacing them later on in the life cycle. The City budgets to replace the skid loaders annually from the Landscape/Ditching and Park Maintenance funds. It is requested that the Council approves the purchase of the Bobcat Loaders.
Financial/Budget: The cost for the purchase for both pieces of equipment is $3,000.00 and $3,500.00, respectively, up from $2,000 apiece in past years (quotes attached to this report based upon state contract pricing). The price increase resulted from the availability of lower finance rates on new versus used equipment resale. Staff is not requesting a budget increase and will make adjustments to stay within the approved fund balances. A cost breakdown comparing annual replacement versus retaining the equipment for 5 years is detailed below. Assistance with the estimation of maintenance and replacement costs were provided by the staff at Bobcat.
1. Replace annually: Average annual cost is $3,250 annually a. Annual cost of $3,250 for upgrading b. No maintenance cost other than oil change due to warranty
2. Retain for five years: $24,000 or $4,800 annually a. Upgrade cost after five years estimated at $18,750
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i. Average annual depreciation value is $500 more than purchase price ($3,750)
ii. This estimate is very conservative, cost could reach $25,000 b. Requires replacement tires/cutting edge at year two/three estimated at
$2,000 c. Annual maintenance after year one estimated at $650 a year
i. Filters alone cost $500 annually
Options: 1. Approve the purchase and trade of the Bobcat Loaders as recommended. 2. Decline to approve the purchase and trade of the Bobcat Loaders.
Recommendation: Approve the purchase and trade of the Bobcat Loaders as recommended.
Council Action: Consider a motion to approve the purchase and trade of the Bobcat Loaders as recommended.
