1. Call to Order. The special meeting of the Council of the City of Rogers was called to order by Mayor Bunting at 6:05 p.m. on Wednesday, November 06, 2013 at the Rogers City Hall/Public Works Facility, 22350 South Diamond Lake Road, Rogers, MN, 55374.
Council present: Jay Bunting, Don Hall, Darren Jakel, and Maureen Stanley.
Council excused: Rick Ihli.
Staff present: Jeff Beahen, Police Chief; Jeff Carson, City Attorney; Brad Feist, Fire Chief; Stacy Scharber, Assistant City Administrator/Clerk.; Steve Stahmer, City Administrator, John Seifert, Public Works Supt.; and Lisa Wieland, Finance Director.
2. Open Forum
No persons addressed the Council during the open forum.
4. Approve Agenda
The agenda was set as submitted.
5. Consent Agenda
6. Public Hearings
7. General Business
7.01 Consideration of Property Purchase Related to a Future Public Safety Building
7.01a Closed Session to Discuss Property Purchase
Administrator Stahmer stated staff recommends Council adjourn to closed session to discuss the property purchase of 21860 Industrial Court. Stahmer stated many options have been discussed to deliver a public safety building/police station. HTG was hired to put together a City facility needs assessment. Out of the study, a $5 million project was identified which would have co-located police and fire at the current fire department, but would have displaced the community room. A bonding bill application was submitted based on that project. Since then, Council has authorized staff to move forward with another option of finding existing space to locate the police department. Multiple buildings were explored throughout the City.
Stahmer then discussed the property located at 21860 Industrial Court highlighting the following:
• 20 existing exterior parking stalls with a possible 8 interior stalls
• Ability to show proof of parking; parking lot improvements will be necessary in the future to add an additional 20 to 24 stalls which can be accomplished easily on the site
• Project can be delivered in the range of $3.2 million
Jakel moved, Stanley seconded a motion to adjourn to closed session to discuss a potential property purchase at 6:15 p.m.
Council reconvened from closed session at 6:37 p.m.
Hall moved, Stanley seconded a motion authorizing the Mayor and Clerk to execute a purchase agreement as discussed in closed session for the property described as 21860 Industrial Court. Motion carried 4-0.
7.02 Consideration of Architectural Design Services Proposal
Administrator Stahmer stated in 2012, the City contracted with HTG architects to develop a space needs study related to necessary City facilities, including the Police Department/Station.
Stahmer stated the scope and fee for architectural design services with HTG would be conditioned upon the City entering into a fully-executed purchase agreement with the building seller.
Stahmer explained the method of hiring a "Construction Manager (CM) at Risk." This concept differs from a traditional process whereby the City could design the complete bid package for the entire project and bid it out to general contractors. Under a CM delivery method, the City would issue a Request for Proposals (RFP) for a construction management firm/manger. The chosen firm would assist the City in bidding out individual contracts to subcontractors as required by State competitive bidding statutes. The City would then contract with the low bidders and assign the contracts to the CM.
Stahmer stated because of the City's positive experience with HTG on previous projects (Public Works/City Hall) and due to the significant preliminary work that architect Tom Moorse has already put into space needs study and Police Department concept plans, staff would recommend that Council approve the attached scope and fee for architectural design services with HTG architects in an amount not to exceed $108,000 which is a reduction from the original quote of $126,000.
Staff explained that the cost of hiring a CM is directly related to the number of months the project will take. Stahmer explained the cost of hiring a CM are included in the total project cost.
Wieland explained how project dollars can be reimbursed by bond funds once the reverse referendum process is complete.
Stanley moved, Hall seconded a motion to approve the scope and fee with HTG Architects in an amount not to exceed $108,000 conditioned upon the City entering into a fully-executed purchase agreement with the potential building seller. Motion carried 4-0.
7.03 Approval of Resolution No. 2013–71, A Resolution Calling for a Public Hearing on the Intention to Issue G.O. Capital Improvement Bonds and Proposal to Adopt Capital Improvement Plan
Wieland explained the reverse referendum bond process and explained the bond process timeline to Council. Wieland discussed the dollars that are currently included in Ehlers bond run including $100,000 for emergency management improvements. Wieland explained that the resolution calls for a maximum that can be borrowed, but if the actual numbers come in less, then the amount being borrowed can be reduced.
Wieland proceeded through the documents provided to Council continuing to explain the process of a reverse referendum bond. Wieland stated the CIP will need to include any facilities the City is planning in the next five years.
Wieland asked Finance Advisor Jason Aarsvold of Ehlers to speak about the current and future bond interest rates. Aarsvold stated he does not expect any dramatic movement between now and the time of the sale.
Wieland continued discussing the financing plan for the police building project.
Hall moved, Stanley seconded a motion to adopt Resolution No. 2013–71, A Resolution Calling for a Public Hearing on the Intention to Issue G.O. Capital Improvement Bonds and Proposal to Adopt Capital Improvement Plan. Motion carried 4-0.
8. Other Business
At staff's request, Mayor Bunting called a special meeting of the Council for Tuesday, November 12, 2013 at 5:30 p.m. immediately preceding the regular Council meeting, to be held at the community room.
9. Correspondence and Reports
Jakel moved, Stanley seconded a motion to adjourn at 6:55 p.m. Motion carried 4-0.
Assistant City Administrator/Clerk