1. Call to Order. The regular meeting of the Council of the City of Rogers was called to order by Mayor Bunting on Tuesday, May 13, 2014 at 7:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Jay Bunting, Don Hall, Rick Ihli, Darren Jakel, and Maureen Stanley.
Staff present: Jeff Beahen, Police Chief; Gary Buysse, Liquor Operations Manager; Brad Feist, Fire Chief; Sheila Cartney, City Planner/Econ. Develop. Coord; Jason Greninger, IT Director, Stacy Scharber, Assistant City Administrator; Steve Stahmer, City Administrator; John Seifert, Public Works Supt.; Bret Weiss, City Engineer; and Lisa Wieland, Finance Director.
2. Open Forum
3.01 Lifesaving Awards
Chief Beahen addressed the Council to recognize officers whose life saving measures were instrumental in saving the life of another. Beahen provided background information regarding a heart attack victim/truck driver who was rescued by Rogers Police. Beahen stated the entire episode is captured on squad video and the victim has since received a copy of the video and may put it on YouTube.
Beahen read from a prepared statement recognizing Capt. Miller, Sgt. Foster, Sgt. Sarazin, and Officer Zerwas and presented them with the departmental life-saving award.
Mayor Bunting and Council recognized the officers and thanked them.
4. Approve Agenda
8.01 Request from City of Dayton - added by Bunting under other business.
5. Consent Agenda
5.01 Approval of Minutes from April 8, 2014 City Council Worksession, April 8, 2014 City Council Meeting, April 22, 2014 City Council Worksession and April 22, 2014 City Council Meeting
5.02 Approval of Bills and Claims
5.03 Approval of a 4 Day Temporary On-Sale Liquor License for the Rogers Lions at 21201 Memorial Drive and the North Community Park for June 19th - June 22nd
5.04 Approval of Special Event Permit for Carrie on 5K Memorial Race on Sat., August 9, 2014
5.05 Approval of Resolution No. 2014-36, A Resolution Granting Final Plat Approval of CSM Rogers
5.06 Approval of a Request by Terry and Pam Enstad to Waive the Fee for the Rental of the Community Room on Saturday, June 28 for a Spaghetti Dinner Fundraiser
5.07 Request to Purchase Forfeiture Vehicle for Use for Police Service
5.08 Approve Addition of Assets 2 Cash/K-Bid.com and Auction Masters to the List of Approved Vendors for Disposing of Surplus City Equipment
5.09 Approval of Resolution No. 2014-37, MnDOT Master Partnership Contract with the City of Rogers for Reimbursement of Right-of-Way Expenses
5.10 Approval of Resolution 2014-38, Authorizing the City of Rogers to Enter into Amendment No. 1 to MnDOT Agreement No. 04989 Associated With CSAH144/TH101 Interchange Project
5.11 Authorization to Accept Quote for Application of Dust Control on Gravel Roads
Hall moved, Ihli seconded a motion to approve the consent agenda. Motion carried 5-0.
6. Public Hearings
6.01 Public Hearing to Consider the Vacation of the Existing Street Right-of-Way Easement on Northdale Blvd. Within the Property Owned by NR Holdings, LLC (Plat of Launchpark Rogers 1st Addition) (Resolution No. 2014-39)
Engineer Weiss addressed the Council regarding the vacation of a portion of an easement on Northdale Boulevard. As part of the Launch Park project, the vacation easement was a condition of approval. Weiss provided a PowerPoint presentation on the vacation stating the easement is being replaced with platted right-of-way.
No questions from Council. Mayor Bunting opened the meeting for public comment at 7:07 p.m.
No persons addressed the Council.
Ihli moved, Stanley seconded a motion to close the public hearing at 7:07 p.m. Motion carried 5-0.
Hall moved, Ihli seconded a motion adopting Resolution No. 2014 – 39, A Resolution Vacating a Portion of the Public Right of Way Easement Noted in Document #6472752 for Northdale Boulevard. Motion carried 5-0.
6.02 Public Hearing on Improvements for the Extension of Rogers Drive From Vevea Lane to Brockton Lane and for the Extension of Utilities Along Brockton Lane From Rogers Drive to Lot 1, Block 1 Kinghorn Industrial Park (Resolution No. 2014-40)
Engineer Weiss reviewed the Rogers Drive extension project and provided a PowerPoint presentation on the project and the location; affecting the Vevea property, and Henry property, and also serving the Kinghorn (FedEx) property.
Weiss also discussed the extension of the utilities as part of the project to serve the sites along Brockton Lane.
Weiss stated the improvements will be assessed against the following parcels: Henry property, Vevea property, Kinghorn property (FedEx) and the Kinghorn property Outlot A, detailing the following:
• Vevea $188,000 deferred without interest until development with exchange of right-of-way.
• Henry property: Kinghorn has a purchase agreement over the property to be purchased prior to any assessment. Intersection improvements and sewer/water services along Brockton lane for $751,100 in total assessments.
• Scannell/FedEx property: $2.4 million and $900,000 cash payment
• Outlot A (Kinghorn): Assessment for water main of $47,000
There were no questions from Council. Mayor Bunting opened the public hearing at 7:21 p.m.
No persons addressed the Council during the public hearing.
Ihli moved, Jakel seconded a motion to close the public hearing at 7:21 p.m. Motion carried 5-0.
Jakel moved, Stanley seconded a motion to approve Resolution 2014-40, A Resolution to Order the Project for the Extension of Rogers Drive from Vevea Lane to Brockton Lane, and for the Extension of Utilities along Brockton Lane from Rogers Drive to Lot 1, Block 2 Kinghorn Industrial Park. Motion carried 5-0.
6.03 Public Hearing to Consider a MIF Grant Application for FedEx
Staff explained that the public hearing needs to be opened, but then continued to the May 27th meeting for further information.
Mayor Bunting opened the public hearing at 7:23 p.m.
No persons addressed the Council.
Jakel moved, Stanley seconded a motion to continue the public hearing until May 27, 2014 at 7:00 p.m. Motion carried 5-0.
7. General Business
7.01 Metro West Inspection Services, Inc. Fee Increase
Administrator Stahmer stated that Loren Kohnen and Metro West Inspection Services have provided contract building services for Rogers since 1980. Stahmer stated their fee structure is unmatched by any other contract building official in the metro area. Stahmer stated the contract has remained at 30% for years and is now being requested to be 32%. A request made in 2013 for implementation in 2014. Stahmer stated the budget does include the requested 32%.
Loren Kohnen and Inspector Jack Weizel addressed the Council. Kohnen stated the truck stop was still under construction along with Scharber and Sons when he first started in Rogers. Loren stated it is a well-run City with a good Council and good staff.
Jakel moved, Stanley seconded a motion to approve the increased building permit percentage for Metro West Inspections from 30% to 32% and to authorize staff and the City attorney to work with Metro West in drafting a contract to that effect for subsequent Council action. Motion carried 5-0.
7.02 Laserfiche Upgrade
IS Director Greninger provided a presentation to Council regarding laserfische, the benefits of laserfische, and the need for the upgrade. Greninger stated the upgrade will provide for more licenses with more ability to access the data remotely. Greninger then discussed the workflow tool, electronic forms, and GIS integration.
Mayor Bunting asked if this is the most up-to-date technology for this. Greninger stated yes, and commented that Laserfische specializes in government, schools, and healthcare.
Jakel commented on the nice job done by Greninger.
Ihli moved, Jakel seconded a motion to accept the proposal for the Laserfiche upgrade for $22,440.16. Motion carried 5-0.
7.03 Scanning Project for House Files
Greninger provided background on the proposed scanning project of house files and the current system of collecting electronic copies of building permit data at time of building permit.
Jason explained the steps associated with the project clarifying that this project only deals with residential files. Staff explained the process involved with the scanning of the multiple documents located within the house files.
Chief Beahen commented that Laserfische has a scanner that can take staples out and sort the various paper sizes and scan all documents.
Hall questioned if they take the files and bring them back. Staff stated they would take the files containing all public information, and that the files would be returned within one week.
Hall asked if there were any concerns with the company losing the files. Staff stated they didn't have concerns.
Greninger clarified that the scanning project is for up to $14,000 and there is no guarantee that we are going to get half of the documents done.
Hall stated he has a concern of $14,000 and doesn't want to be locked into something later to finish the project. Greninger explained that if we are not satisfied, that staff will not continue using them.
Jakel thinks this is a good project.
Jakel moved, Stanley seconded a motion to accept the proposal from Indigital, Inc. for scanning existing residential paper files for a total of $14,000. Motion carried 5-0.
7.04 Authorize the Preparation of Preliminary Engineering and Right of Way Documents for the CSAH 81/13 Intersection Projects and Approve a Proposal from WSB and Associates, Inc.
Public Works Supt. Seifert and Engineer Weiss stated the County needs the preliminary engineering work for the CSAH 81/13 in order for the County to understand the project scope. Weiss reviewed project design with Council.
Jakel asked if trails will be considered when obtaining right-of-way for this project. Weiss stated that Hennepin County will be undertaking right-of-way for the project stating it is up to the County to determine what they will be purchasing for right-of-way.
Stanley asked what role the City of Dayton plays in this project. Weiss stated nothing now and the County has had discussions with them regarding the proposed project. Also discussed has been the Rogers Drive/Brockton Lane intersection and the possibility of the intersection serving the property to the east in Dayton.
Bunting stated he does not want the Dayton development to the east to disrupt future transportation flow for Brockton Lane and County Road 81.
Hall moved, Jakel seconded a motion to authorize the preparation of preliminary engineering and right of way (ROW) documents for the CSAH 81/13 intersection projects and approve a proposal from WSB and Associates, Inc. in the amount of $45,000. Motion carried 5-0.
7.05 2013 Year End Closing Activity
Finance Director Wieland presented the 2013 year end closing activity to council and read from her memo, highlighting the following:
• Transfer $270,000 from Fund 100 General Fund (unspent budget occurred within the Paved Streets Department 100-430-3121) to Fund 402 Revolving Capital (Transportation Fund) for Paved Streets Sinking Fund.
• Transfer $105,000 from Fund 100 General Fund (unspent budget occurred within the Unpaved Streets Department 100-430-3122 during 2013) to Fund 402 Revolving Capital (Transportation Fund) for Unpaved Streets Sinking Fund.
• Transfer $6,248.73 from Fund 402 Revolving Capital (Transportation Fund) to Fund 413 Shade Tree Cove to close out an old capital project fund.
2013 Budget Carryovers
• Account Number 100-430-3122-44040 Unpaved Streets/Vehicle Repairs and Maintenance budget for $5,000 to the same account in 2014. This request is due to grader repairs held over into 2014 due to plowing schedules. The 2014 budget would be amended from $10,000 to $15,000.
• In 2020 the RAC capital interfund loan (capital campaign shortfall) will be repaid. At that time it will alleviate the current levy's additional need for the interfund loan repayment of the original capital building costs by approximately $110,000 per year (the $85,000 RYHA & Booster Club original 20 year commitment will be met in 2027). After review of our existing RAC Capital Project Interfund Loan from the RSAC Fund, the current loan balance at 12/31/13 is $1,310,120. Additional cash donations and the $1.00 per ticket sale price revenue increased anticipated revenues by $5,123 for 2013. The 2009 City Council action allowing for a 0% interest interfund capital loan continues to allow every donation made by the Rogers Youth Hockey Association, Rogers Royals Booster Club, and other private donations to be applied to "brick and mortar" costs for the project. It also shortened the original interfund loan term to approximately 13 years rather than the original 20 years anticipated. The 2013 RAC special revenue fund operational levy of $375,000 covered the interfund loan annual principal payment of $110,176 for the City contribution share (made in lieu of capital campaign shortfall at the onset of the project) in addition to the $90,000 donated annually by the RYHA, Booster Club and Maynards totaling $205,299 in reduction of the loan during 2013. The current principal due on the 2006A Gross Revenue Bonds for the RAC is $2,935,000 expiring in 2029.
• The Public Works Facility Debt was paid from 2007-2011 through the use of an interfund loan from the RSAC Fund. The interfund loan repayment is built into the Financial Management Plan with a 10 year term at 3.00% interest. At 12/31/13 the final interfund loan principal is $850,750. The debt was refinanced in December 2011, along with the Fire Station (Certificates of Participation) debt, creating an interest savings of approximately $690,000 over the life of the 14 year bond. Beginning in 2012 the debt is being paid annually by the budgeted 2011B CIP Bonds special debt levy.
2013 Close Funds
• Fund 413 Shade Tree Cove transfer balance from Fund 402 and delete outstanding accounts receivable invoice and allowance for doubtful accounts in Fund 413
Jakel thanked all those who continue to pledge to the RAC.
Hall moved, Jakel seconded a motion to authorize 2013 transfers, budget carryovers and closing funds as identified in agenda memo. Motion carried 5-0.
8. Other Business
8.01 Request from City of Dayton
Administrator Stahmer stated an informal request was received last Thursday from the City of Dayton and the Stonesthrow team, a request that is part of the ongoing Brockton Interchange project. The request was brought forward by the Dayton Mayor and Administrator to hire a lobbyist to try to secure transportation funding, and to divide the cost between the cities of Rogers and Dayton at $7500 each with the remaining $10,000 to be paid for by private property owners.
Weiss commented on the funds remaining in the bonding bill and stated he thinks it's a little late in the game to be hiring a lobbyist.
Staff commented on never hiring a lobbyist before, the lateness in doing it now, and the dollars spent not being a top transportation priority for the City.
Council questioned the viability of Stonesthrow. Hall and Jakel both spoke against the hiring of a lobbyist. Council concurred.
There was no formal action taken by Council.
9. Correspondence and Reports
9.01 April Police Report
9.02 Minutes from the April 21st Transportation Task Force Meeting
9.03 Council Update on Use of Contingency Funds for Public Safety Building Construction
9.04 Feb. 2014, Financial Reports
No action taken.
Jakel moved, Stanley seconded a motion to adjourn at 8:12 p.m. Motion carried 5-0.
Assistant City Administrator/Clerk