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05-29-12 CCCLAIMS LIST CITY COUNCIL MEETING MAY 29, 2012 TO: Tami Loff ITEM 3-1 Attached is the Claims List for the City Council. For more details, please refer to the check detail registers. CLAIMS REGISTER 05-16-2012 $ 115,539.43 Check # 51558 - # 51562 05-23-2012 $ 153,256.15 Check # 51563 - # 51619 VOIDED CHECKS PAYROLL 05-16-2012 $ 37,180.92 WIRE TRANSFERS (BOND PAYMENTS) 05-31-2012 $ 621,511.88 Northland Trust Services ELECTRONIC PYMTS FOR MAY: Bldg Permit Surcharge $ 0.00 Century Link $ 293.74 Centerpoint Energy $ 1,291.44 Dept. of Revenue -Fuel Tax $ 0.00 Dept. of Revenue -Sales Tax $ 521.00 Elk River Utilities $ 2,297.43 Wright -Hennepin $ 14,208.47 Delta Dental $ 1,220.17 Aflac $ 1,400.72 Total: $ 21,232.97 GRAND TOTAL $ 948,721.35 If you have any questions or if you would like to review this list further, please let me know. Sue Frisch Finance Assistant CITY OF OTSEGO *Check Summary Register© MAY 2012 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 051558 FEHN COMPANIES 5/15/2012 Paid Chk# 051559 ICMA RETIREMENT TRUST 5/16/2012 Paid Chk# 051560 UNITED STATES POSTAL SERVI 5/16/2012 Paid Chk# 051561 ALLIANCE BENEFIT GROUP HSA 5/16/2012 Paid Chk# 051562 PUBLIC EMPLOYEES RETIREME 5/16/2012 $106,344.94 $675.00 $3,000.00 $577.24 54.942.25 Total Checks $115,539.43 05/16/12 2:06 PM Page 1 70TH ST - MF TO MARLOWE PLAN # 304185 W/S POSTAGE PERMIT #40 PPE 5/12/12 CH DTD 5/16/12 #677600 PPE 5/12/12 CH DTD 5/1 CITY OF OTSEGO *Check Detail Register© MAY 2012 Fund Summary 10100 BANK OF ELK RIVER Check Amt Invoice Comment 10100 BANK OF ELK RIVER 250 Comm. Dev. & Bldg Safety $127.66 Paid Chk# 051558 5/15/2012 FEHN COMPANIES $106,344.94 601 WATER FUND E 403-43100-390 Contracted Services $106,344.94 PAY EST #1 70TH ST - MF TO MARLOWE Total FEHN COMPANIES $106,344.94 Paid Chk# 051559 5/16/2012 ICMA RETIREMENT TRUST G 101-21705 Other Retirement $675.00 PPE 5/12/12 PLAN # 304185 Total ICMA RETIREMENT TRUST $675.00 Paid Chkk#051560 5/16/2012 UNITED STATES POSTAL SERVICE E 602-49450-206 Postage $1,500.00 W/S POSTAGE PERMIT #40 E 601-49400-206 Postage $1,500.00 W/S POSTAGE PERMIT #40 Total UNITED STATES POSTAL SERVICE $3,000.00 Paid Chk# 051561 5/16/2012 ALLIANCE BENEFIT GROUP G 101-21706 Hospitalization/Medical Ins $577.24 PPE 5/12/12 CH DTD 5/16/12 Total ALLIANCE BENEFIT GROUP $577.24 Paid Chk# 051562 5/16/2012 PUBLIC EMPLOYEES RETIREMENT FD E 602-49450-121 PERA $52.95 #677600 PPE 5/12/12 CH DTD 5/16/12 E 601-49400-121 PERA $52.95 #677600 PPE 5/12/12 CH DTD 5/16/12 E 250-42410-121 PERA $127.66 #677600 PPE 5/12/12 CH DTD 5/16/12 E 101-43100-121 PERA $1,137.44 #677600 PPE 5/12/12 CH DTD 5/16/12 E 101-41600-121 PERA $529.05 #677600 PPE 5/12/12 CH DTD 5/16/12 E 101-41400-121 PERA $754.11 #677600 PPE 5/12/12 CH DTD 5/16/12 G 101-21704 PERA $2,288.09 #677600 PPE 5/12/12 CH DTD 5/16/12 3tal PUBLIC EMPLOYEES RETIREMENT FD $4,942.25 10100 BANK OF ELK RIVER $115,539.43 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $5,960.93 250 Comm. Dev. & Bldg Safety $127.66 403 COLLECTOR RDS (FORMERLY MSA) $106,344.94 601 WATER FUND $1,552.95 602 SEWER FUND $1,552.95 $115,539.43 05/16/12 2:07 PM Page 1 CITY OF OTSEGO *Check Summary Register© MAY 2012 Name Check Date Check Amt 10100 BANK OF ELK RIVER Paid Chk# 051563 HOME DEPOT CREDIT SERVICE 5/21/2012 Paid Chk# 051564 ABDO EICK & MEYERS LLP 5/23/2012 Paid Chk# 051565 ADVANCED ENGINEERING AND 5/23/2012 Paid Chk# 051566 FLEX ONE - AFLAC 5/23/2012 Paid Chk# 051567 BATTERIES PLUS 5/23/2012 Paid Chk# 051568 TIM BOYLE 5/23/2012 Paid Chk# 051569 CARROT -TOP INDUSTRIES 5/23/2012 Paid Chk# 051570 CITY OF OTSEGO 5/23/2012 Paid Chk# 051571 CONSTRUCTION BULLETIN 5/23/2012 Paid Chk# 051572 CONTINENTAL RESEARCH COR 5/23/2012 Paid Chk# 051573 D. ERVASTI SALES CO. 5/23/2012 Paid Chk# 051574 DAKOTA SUPPLY GROUP 5/23/2012 Paid Chk# 051575 ECM PUBLISHERS INC 5/23/2012 Paid Chk# 051576 ELECTION SYSTEMS & SOFTWA 5/23/2012 Paid Chk# 051577 ELK RIVER PRINTING 5/23/2012 Paid Chk# 051578 FASTENAL COMPANY 5/23/2012 Paid Chk# 051579 FEHN COMPANIES 5/23/2012 Paid Chk# 051580 FIRST LAB 5/23/2012 Paid Chk# 051581 HAKANSON ANDERSON ASSOC 5/23/2012 Paid Chk# 051582 HEALTH PARTNERS 5/23/2012 Paid Chk# 051583 JOHN DEERE FINANCIAL 5/23/2012 Paid Chk# 051584 LORI JOHNSON -WARNER 5/23/2012 Paid Chk# 051585 TAMI LOFF 5/23/2012 Paid Chk# 051586 LUNA & LUNA, LLP 5/23/2012 Paid Chk# 051587 METRO WEST INSPECTION SVC 5/23/2012 Paid Chk# 051588 MIDWEST PLAYSCAPES, INC. 5/23/2012 Paid Chk# 051589 CHAD MILLER 5/23/2012 Paid Chk# 051590 MINNESOTA COPY SYSTEMS 5/23/2012 Paid Chk# 051591 LOREN MISJACK 5/23/2012 Paid Chk# 051592 MONTICELLO ANIMAL CONTROL 5/23/2012 Paid Chk# 051593 TERRI MUNICH 5/23/2012 Paid Chk# 051594 NEXTEL COMMUNICATIONS 5/23/2012 Paid Chk# 051595 NORTH AMERICAN SALT COMP 5/23/2012 Paid Chk# 051596 NORTH MEMORIAL URGENT CA 5/23/2012 Paid Chk# 051597 OFFICEMAX INCORPORATED 5/23/2012 Paid Chk# 051598 PEOPLE SERVICE INC. 5/23/2012 Paid Chk# 051599 POMPS TIRE-ROGERS 5/23/2012 Paid Chk# 051600 PRECISION VENTURES, LLC 5/23/2012 Paid Chk# 051601 PROFESSIONAL TURF & RENOV 5/23/2012 Paid Chk# 051602 REALTY GROUP, INC. 5/23/2012 Paid Chk# 051603 REGENTS OF THE 5/23/2012 Paid Chk# 051604 RICOH AMERICAS CORPORATIO 5/23/2012 Paid Chk# 051605 RICOH AMERICAS CORPORATIO 5/23/2012 Paid Chk# 051606 ROGERS PRINTING 5/23/2012 Paid Chk# 051607 SIGNS & BANNERS 5/23/2012 Paid Chk# 051608 STANDARD INSURANCE CO 5/23/2012 Paid Chk# 051609 TESSMAN SEED COMPANY 5/23/2012 Paid Chk# 051610 THREE RIVERS PARK DISTRICT 5/23/2012 Paid Chk# 051611 TRYCO LEASING INC. 5/23/2012 Paid Chk# 051612 UNITED STATES POSTAL SERVI 5/23/2012 Paid Chk# 051613 US INTERNET 5/23/2012 Paid Chk# 051614 VERIZON WIRELESS 5/23/2012 Paid Chk# 051615 VIKING INDUSTRIAL CENTER 5/23/2012 Paid Chk# 051616 VINYL GRAPHICS, INC. 5/23/2012 Paid Chk# 051617 KIMBERLY A. WELTER 5/23/2012 Paid Chk# 051618 XCEL ENERGY 5/23/2012 05/23/12 10:08 AM Page 1 $67.23 BROOMS FOR SPLASH PAD $18,500.00 AUDIT SERVICES $1,284.83 1 & C SERVICES $42.00 FLEX FEES $136.27 BATTERIES $200.00 FIELD LINING $123.16 FLAG/POLE FOR ELECTIONS $2,188.81 7551 LANCASTER -WEST WWTF $630.00 AD FOR BIDS - STREET MAINT $211.12 GRAFFITI REMOVER $840.04 BASES, PLATES, PLUGS, TOOLS $221.41 METER CHAMBER $1,657.87 LEGAL - PUBLIC HEARING $9,191.25 AUTOMARK/SCANNER EQUIPMENT $48.04 BUSINESS CARDS - ROSS DEMANT $41.10 OPERATING SUPPLIES $183.40 CLASS 5 $39.95 PRE -EMPLOY: METCALF $32,811.69 PUBLIC WORKS $6,614.80 JUNE MEDICAL $26.65 TRIMMER STRING $561.61 MEALS/SEMINAR $71.08 MILEAGE $4.83 UTIL REFUND - 15585 82ND ST $6,762.50 BLDG INSP SVCS - 135.25 HRS $293.91 POST CAP AND TOP $41.97 SAFETY SHOES $111.02 TOSHIBA ESTUDIO 282 MAINT/COPT $11.63 W/S REFUND - 5401 RADFORD $360.00 ANIMAL CONTROL $217.50 MUNICH CUP ESCROW REFUND $611.99 CELL PHONES $6,853.10 SALT/SAND $52.00 DOT/MOTION - METCALF $298.66 OFFICE SUPPLIES $47,278.00 MONTHLY SERVICE $50.00 FLAT REPAIR $1,400.00 GIS SERVICES $2,116.13 FERTILIZER $18.12 UTIL REF - 7764 LANDER $375.00 RAPTOR EDUCATION PROGRAM $311.70 WIDE FORMAT PRINTER $379.43 RICOH COPIER LEASE $151.71 CONSUMER CONF REPORTS $326.50 SIGN MAT'L $746.95 #150697 JUNE LIFE INS $487.36 LINE MARKER $390.00 EASTMAN NATURE CENTER - OUTREA $57.55 ESTUDIO 282 COPIER $1,017.49 POSTAGE FOR NEWSLETTER $51.25 SECURENCE $3.30 LAP TOP SERVICE - FINAL $168.03 SAFETY SUPPLIES $80.16 OTSEGO DECALS $600.00 SUMMER NEWSLETTER $495.29 16501 53RD - ST LIGHT CITY OF OTSEGO 05/23/12 10:08 AM Page 2 *Check Summary Register© MAY 2012 Name Check Date Check Amt Paid Chk# 051619 XCEL ENERGY 5/23/2012 $5,440.76 5850 RANDOLPH Total Checks $153,256.15 CITY OF OTSEGO 05/23/12 10:08 AM Page 1 *Check Detail Register© MAY 2012 Check Amt Invoice Comment 10100 BANK OF ELK RIVER Paid Chk# 051563 5/21/2012 HOME DEPOT E 208-45210-530 Improvements Other Than Bldgs $42.71 2564264 BROOMS FOR SPLASH PAD E 208-45210-530 Improvements Other Than Bldgs $24.52 7062692 SPLASH PAD CLEANING SUPPLIES Total HOME DEPOT $67.23 Paid Chk# 051564 5/23/2012 ABDO ABDO EICK & MEYERS LLP E 101-41600-304 Accounting & Auditing $18,500.00 295737 AUDIT SERVICES Total ABDO ABDO EICK & MEYERS LLP $18,500.00 Paid Chk# 051565 5/23/2012 AE2S E 602-49450-500 Capital Outlay (GENERAL) $1,071.96 30588 1 & C SERVICES E 601-49400-500 Capital Outlay (GENERAL) $212.87 30588 1 & C SERVICES Total AE2S $1,284.83 Paid Chk# 051566 5/23/2012 AFLAC -FLEX ONE E 101-41400-390 Contracted Services $42.00 317883ER FLEX FEES Total AFLAC -FLEX ONE $42.00 Paid Chk# 051567 5/23/2012 BATTERIES PLUS E 101-43100-210 Operating Supplies (GENERAL) $136.27 033-838675 BATTERIES Total BATTERIES PLUS $136.27 Paid Chk# 051568 5/23/2012 BOYLE, TIM E 101-45200-390 Contracted Services $200.00 130869 FIELD LINING Total BOYLE, TIM $200.00 Paid Chk# 051569 5/23/2012 CARROT -TOP INDUSTRIES E 101-41410-205 Election Supplies $123.16 C11221086 FLAG/POLE FOR ELECTIONS Total CARROT -TOP INDUSTRIES $123.16 Paid Chk# 051570 5/23/2012 CITY OF OTSEGO E 602-49450-322 Utilities $8.55 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $133.35 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $8.55 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $761.17 7551 LANCASTER -WEST WWTF E 602-49450-322 Utilities $168.26 5850 RANDOLPH - EAST WWTF E 101-45200-322 Utilities $174.93 5400 RANDOLPH - IRRIG E 101-45200-322 Utilities $197.33 11313 77TH - IRRIG E 101-45200-322 Utilities $175.45 15501 83RD - IRRIG E 101-45200-322 Utilities $275.31 6480 MASON - IRRIG E 101-45200-322 Utilities $285.91 10400 71 ST - IRRIG Total CITY OF OTSEGO $2,188.81 Paid Chk# 051571 5/23/2012 CONSTRUCTION BULLETIN E 201-43100-351 Legal Notices Publishing $315.00 67860 AD FOR BIDS - STREET MAINT E 201-43100-351 Legal Notices Publishing $315.00 68309 AD FOR BIDS - STREET MAINT Total CONSTRUCTION BULLETIN $630.00 Paid Chk# 051572 5/23/2012 CONTINENTAL RESEARCH CORP E101-45200-210 Operating Supplies (GENERAL) $211.12 369485 -CRC -1 GRAFFITI REMOVER Total CONTINENTAL RESEARCH CORP $211.12 Paid Chk# 051573 5/23/2012 D. ERVASTI SALES CO. E 101-45200-210 Operating Supplies (GENERAL) $840.04 11450 BASES, PLATES, PLUGS, TOOLS Total D. ERVASTI SALES CO. $840.04 Paid Chk# 051574 5/23/2012 DAKOTA SUPPLY GROUP CITY OF OTSEGO *Check Detail Register© MAY 2012 Check Amt Invoice Comment E 601-49400-220 Repair/Maint Supply (GENERAL) $221.41 7349785 METER CHAMBER Total DAKOTA SUPPLY GROUP $221.41 Paid Chk# 051575 5/23/2012 ECM PUBLISHERS INC E 101-41400-350 Print/Binding (GENERAL) $82.50 IC349607 LEGAL - PUBLIC HEARING E 101-45250-440 Recreation Programming $337.87 IC349689 PARKS & REC DISPLAY AD E 201-43100-351 Legal Notices Publishing $585.00 IC349989 LEGAL - AD FOR BIDS E 201-43100-351 Legal Notices Publishing $585.00 IC350008 LEGAL - AD FOR BIDS E 101-41400-350 Print/Binding (GENERAL) $67.50 IC350364 LEGAL - PUBLIC HEARING Paid Chk# 051581 Total ECM PUBLISHERS INC $1,657.87 R 101-34330 GRADING Paid Chk# 051576 5/23/2012 ELECTION SYS & SFTWR - CHICAGO E 101-41410-205 Election Supplies $9,191.25 811031 AUTOMARK/SCANNER EQUIPMENT Total ELECTION SYS & SFTWR - CHICAGO $9,191.25 Paid Chk# 051577 5/23/2012 ELK RIVER PRINTING & PARTY PLU E 101-45200-210 Operating Supplies (GENERAL) $48.04 32044 BUSINESS CARDS - ROSS DEMANT Total ELK RIVER PRINTING & PARTY PLU $48.04 Paid Chk# 051578 5/23/2012 FASTENAL COMPANY E 101-43100-210 Operating Supplies (GENERAL) $41.10 MNELK37046 OPERATING SUPPLIES Total FASTENAL COMPANY $41.10 Paid Chk# 051579 5/23/2012 FEHN COMPANIES E 101-43100-370 Sand andGravel $183.40 25934 CLASS 5 Total FEHN COMPANIES $183.40 Paid Chk# 051580 5/23/2012 FIRST LAB E 101-43100-201 Office Supplies and Expenses $39.95 527370 PRE -EMPLOY: METCALF Total FIRST LAB $39.95 Paid Chk# 051581 5/23/2012 HAKANSON ANDERSON ASSOC INC R 101-34330 GRADING REVIEWS $500.00 30198 GRADING REVIEWS G 701-22272 KC 6TH REPLAT (TO KC 10TH) $62.50 30203 KC 6TH REPLAT TO 10TH G 701-22274 MUNICH CUP $62.50 30203 MUNICH CUP G 701-22462 DUKE REALTY $484.32 30205 GATEWAY NORTH - DUKE E 101-41560-302 Engineering Fees $100.00 30206 MSAA E 403-43100-302 Engineering Fees $1,917.31 30207 70TH ST (LAMBERT TO ODEAN) E 101-41560-302 Engineering Fees $500.00 30209 WETLAND CONS ACT E 101-41560-302 Engineering Fees $700.00 30210 NPDES PHASE II E 101-41560-302 Engineering Fees $383.74 30211 CITY MAP E 101-41560-302 Engineering Fees $200.00 30212 PUBLIC WORKS E 101-41560-302 Engineering Fees $777.75 30213 STAFF MEETINGS E 408-43100-302 Engineering Fees $177.20 30214 BEAUDRY PARK DRAINAGE E 208-45210-302 Engineering Fees $722.15 30214 PARK MAINT - SPLASH PAD E 101-41560-348 Maps $5,004.32 30215 GOPHER ONE MAPS E 601-49400-391 GIS Services $87.69 30216 GIS E 602-49450-391 GIS Services $87.69 30216 GIS E 403-43100-302 Engineering Fees $12,391.49 30217 70TH ST (MARLOWE TO MF) E 201-43100-302 Engineering Fees $4,391.00 30218 ROADWAY MGMT E 101-41560-302 Engineering Fees $300.00 30219 MISC LOT INQUIRIES E 601-49400-302 Engineering Fees ($115.30) 30219 CREDIT FOR RATE ADJ E 101-41560-302 Engineering Fees ($731.68) 30219 CREDIT FOR RATE ADJ E 101-41560-302 Engineering Fees $313.75 30219 WEBSITE E 250-42410-302 Engineering Fees $600.00 30219 MISC PERMITS E 101-41560-302 Engineering Fees $110.00 30219 REDISTRICTING G 701-22276 KNUTSON 2ND DRIVEWAY $50.00 30219 KNUTSON 2ND DRWY E 414-42000-302 Engineering Fees ($270.17) 30219 CREDIT FOR RATE ADJ 05/23/12 10:08 AM Page 2 CITY OF OTSEGO 05/23/12 10:08 AM Page 3 *Check Detail Register© E 101-41560-302 Engineering Fees E 601-49400-302 Engineering Fees E 602-49450-302 Engineering Fees E 101-41560-302 Engineering Fees E 101-41560-302 Engineering Fees E 101-41560-302 Engineering Fees E 101-41560-302 Engineering Fees E 414-42000-302 Engineering Fees E 602-49450-302 Engineering Fees Total HAKANSON ANDERSON ASSOC INC Paid Chk# 051582 5/23/2012 HEALTH PARTNERS E 250-42410-123 Health E 101-43100-123 Health E 101-41600-123 Health E 101-41400-123 Health E 101-45250-123 Health Total HEALTH PARTNERS MAY 2012 Check Amt Invoice Comment $150.00 30219 MISC GRADING & SS ISSUES $150.00 30219 WATER ISSUES $377.50 30219 SEWER ISSUES $1,588.15 30219 FINANCE - CIP $1,107.90 30219 STREET MATTERS $205.00 30219 COUNCIL AGENDA ITEMS $116.65 30219 MEETINGS $329.68 30219 SIREN ($19.45) 30219 CREDIT FOR RATE ADJ $32,811.69 Total LOFF, TAM] $347.90 40344129 $3,710.10 40344129 $1,098.30 40344129 $1,048.30 40344129 $410.20 40344129 $6,614.80 Paid Chk# 051583 5/23/2012 JOHN DEERE FINANCIAL E 101-45200-220 Repair/Maint Supply (GENERAL) $26.65 1098441 R 601-37150 WATER Total JOHN DEERE FINANCIAL $26.65 Paid Chk# 051584 5/23/2012 JOHNSON -WARNER, LORI (PERS) E 101-41400-360 Education/Training/Conferences $56.75 E 101-41400-321 Mileage/Travel $144.86 E 101-41400-320 Telephone $360.00 Total JOHNSON -WARNER, LORI (PERS) $561.61 15a0 -60 051585 5/23/2012 LOFF, TAMI Total E 101-41400-360 Education/Training/Conferences $5.48 E 101-41400-321 Mileage/Travel $65.60 Total LOFF, TAM] $71.08 Paid Chk# 051586 5/23/2012 LURA & LUNA $41.97 R 601-37150 WATER SALES $4.83 Paid Chk# 051590 Total LUNA & LUNA $4.83 Paid C4#051587 5/23/2012 METRO WEST INSPECTION SVC INC. E 250-42410-390 Contracted Services $6,762.50 Total METRO WEST INSPECTION SVC INC. $6,762.50 Paid Chk# 051588 5/23/2012 MIDWEST PLAYSCAPES, INC. E 101-45200-400 Repairs & Maint - Cont $293.91 5012 Total MIDWEST PLAYSCAPES, INC. $293.91 Paid Chk# 051589 5/23/2012 MILLER, CHAD E 101-43100-227 Safety supplies $41.97 Total MILLER, CHAD $41.97 Paid Chk# 051590 5/23/2012 MINNESOTA COPY SYSTEMS E 101-41400-413 Office Equipment Rentals $83.53 89838 E 101-43100-413 Office Equipment Rentals $27.49 89838 Total MINNESOTA COPY SYSTEMS $111.02 Paid Chk# 051591 5/23/2012 MISJACK, LOREN R 601-37150 WATER SALES $11.63 Total MISJACK, LOREN $11.63 JUNE MEDICAL JUNE MEDICAL JUNE MEDICAL JUNE MEDICAL JUNE MEDICAL TRIMMER STRING MEALS/SEMINAR MILEAGE PHONE (JAN - JUNE) MEAL - SEMINAR MILEAGE UTIL REFUND - 15585 82ND ST BLDG INSP SVCS - 135.25 HRS POST CAP AND TOP SAFETY SHOES TOSHIBA ESTUDIO 45 MAINT/COPIES TOSHIBA ESTUDIO 282 MAINT/COPIES W/S REFUND - 5401 RADFORD CITY OF OTSEGO 05/23/1210:08 AM Page 4 *Check Detail Register© MAY 2012 Check Amt Invoice Comment Paid Chk# 051592 5/23/2012 MONTICELLO ANIMAL CONTROL E 101-42710-390 Contracted Services $360.00 632 ANIMAL CONTROL Total MONTICELLO ANIMAL CONTROL $360.00 Paid Chk# 051593 - 5/23/2012 MUNICH, TERRI G 701-22274 MUNICH CUP $217.50 701-22274 MUNICH CUP ESCROW REFUND Total MUNICH, TERRI $217.50 Paid Chk# 051594 5/23/2012 NEXTEL COMMUNICATIONS E 101-43100-320 Telephone $492.48 184430382-05 CELL PHONES E 250-42410-320 Telephone $119.51 184430382-05 CELL PHONES Total NEXTEL COMMUNICATIONS $611.99 Paid Chk# 051595 5/23/2012 NORTH AMERICAN SALT COMPANY E 101-43100-372 Salt & Sand $6,853.10 70830050 SALT/SAND Total NORTH AMERICAN SALT COMPANY $6,853.10 Paid Chk# 051596 5/23/2012 NORTH MEMORIAL URGENT CARE E 101-43100-201 Office Supplies and Expenses $52.00 DOT/MOTION - METCALF Total NORTH MEMORIAL URGENT CARE $52.00 Paid Chk# 051597 5/23/2012 OFFICEMAX E 101-41400-201 Office Supplies and Expenses $266.60 629858 OFFICE SUPPLIES E 250-42410-201 Office Supplies and Expenses $32.06 641144 OFFICE SUPPLIES Total OFFICEMAX $298.66 Paid Chk# 051598 5/23/2012 PEOPLE SERVICE INC. E 602-49450-390 Contracted Services $32,574.54 19371 MONTHLY SERVICE E 601-49400-390 Contracted Services $14,703.46 19371 MONTHLY SERVICE Total PEOPLE SERVICE INC. $47,278.00 Paid Chk# 051599 5/23/2012 POMPS TIRE-ROGERS E 101-43100-400 Repairs & Maint - Cont $50.00 700000069 FLAT REPAIR Total POMPS TIRE-ROGERS $50.00 Paid Chk# 051600 5/23/2012 PRECISION VENTURES, LLC E 101-41400-391 GIS Services $1,000.00 003 GIS SERVICES E 101-41400-391 GIS Services $400.00 004 GIS SERVICES Total PRECISION VENTURES, LLC $1,400.00 "Paid Chk# 051601 5/23/2012 PROFESSIONAL TURF & RENOVATION E 101-45200-210 Operating Supplies (GENERAL) $2,116.13 106492 FERTILIZER )tal PROFESSIONAL TURF & RENOVATION $2,116.13 Paid Chk# 051602 5/23/2012 REALTY GROUP, INC. _. R 601-37150 WATER SALES $18.12 UTIL REF - 7764 LANDER Total REALTY GROUP, INC. $18.12 Paid Chk# 051603 5/23/2012 REGENTS OF THE U OF MN E 101-45250-440 Recreation Programming $375.00 150003865 RAPTOR EDUCATION PROGRAM Total REGENTS OF THE U OF MN $375.00 Paid Chk# 051604 5/23/2012 RICOH AMERICAS CORPORATION E250-42410-410 Rentals (GENERAL) $311.70 14864082 WIDE FORMAT PRINTER Total RICOH AMERICAS CORPORATION $311.70 Paid Chk# 051605 5/23/2012 RICOH AMERICAS CORPORATION E 101-41400-413 Office Equipment Rentals $379.43 14864081 RICOH COPIER LEASE CITY OF OTSEGO *Check Detail Register© MAY 2012 Check Amt Invoice Comment Total RICOH AMERICAS CORPORATION $379.43 Paid Chk# 051606 5/23/2012 ROGERS PRINTING E 601-49400-350 Print/Binding (GENERAL) $151.71 37270 CONSUMER CONF REPORTS Total ROGERS PRINTING $151.71 Paid Chk# 051607 5/23/2012 SIGNS & BANNERS E 101-43100-393 Sign & Signal Mat I Purchased $326.50 107903 SIGN MAT'L $390.00 29773 Total SIGNS & BANNERS $326.50 $390.00 Paid Chk# 051608 5/23/2012 STANDARD INSURANCE CO 5/23/2012 E 101-41600-130 Employer Paid Ins (GENERAL) $157.39 #150697 JUNE LIFE INS E 101-43100-130 Employer Paid Ins (GENERAL) $350.29 #150697 JUNE LIFE INS E 602-49450-130 Employer Paid Ins (GENERAL) $13.41 #150697 JUNE LIFE INS E 601-49400-130 Employer Paid Ins (GENERAL) $13.42 #150697 JUNE LIFE INS E 101-41400-130 Employer Paid Ins (GENERAL) $130.08 #150697 JUNE LIFE INS E 250-42410-130 Employer Paid Ins (GENERAL) $82.36 #150697 JUNE LIFE INS Total STANDARD INSURANCE CO $746.95 Paid Chk# 051609 5/23/2012 TESSMAN SEED COMPANY $201.15 E 101-45200-210 Operating Supplies (GENERAL) $487.36 S158519 -IN LINE MARKER Total TESSMAN SEED COMPANY $487.36 Utilities Paid Chk# 051610 5/23/2012 THREE RIVERS PARK DISTRICT E 101-45250-440 Recreation Programming $390.00 29773 Total THREE RIVERS PARK DISTRICT $390.00 Paid Chk# 051611 5/23/2012 TRYCO LEASING INC. 5/23/2012 E 101-43100-413 Office Equipment Rentals $57.55 6158 Contracted Total TRYCO LEASING INC. $57.55 Paid Chk# 051612 979027 5/23/2012 UNITED STATES POSTAL SERVICE E 101-41400-347 Newsletter $168.03 297739 $1,017.49 Total UNITED STATES POSTAL SERVICE $1,017.49 Paid Chk# 051613 5/23/2012 US INTERNET E 101-41400-390 Contracted Services $51.25 OTSEGO DECALS Total US INTERNET $51.25 Paid Chk# 051614 5/23/2012 RI VEZON WIRELESS E 101-43100-320 Telephone Newsletter $ SUMMER NEWSLETTER Total VERIZON WIRELESS $3.30 05/23/12 10:08 AM Page 5 EASTMAN NATURE CENTER - OUTREACH ESTUDIO 282 COPIER POSTAGE FOR NEWSLETTER SECURENCE 3.30 2738840687 LAP TOP SERVICE - FINAL Paid Chk# 051615 5/23/2012 VIKING INDUSTRIAL CENTER E 101-43100-227 Safety supplies $168.03 297739 SAFETY SUPPLIES Total VIKING INDUSTRIAL CENTER $168.03 Paid Chk# 051616 5/23/2012 VINYL GRAPHICS E 101-45200-210 Operating Supplies (GENERAL) $80.16 4843 OTSEGO DECALS Total VINYL GRAPHICS $80.16 Paid Chk# 051617 5/23/2012 WELTER, KIM E 101-41400-347 Newsletter $600.00 SUMMER NEWSLETTER Total WELTER, KIM $600.00 Paid Chk# 051618 5/23/2012 XCEL ENERGY E 101-45200-322 Utilities $201.15 5400 RANDOLPH E 101-43160-322 Utilities $26.87 16501 53RD - ST LIGHT E 601-49400-322 Utilities $142.17 16575 61ST - WT #3 CITY OF OTSEGO 05/23/1210:08 AM Page 6 *Check Detail Register© Total XCEL ENERGY $5,440.76 10100 BANK OF ELK RIVER $153,256.15 Fund Summary 10100 BANK OF ELK RIVER MAY 2012 $66,244.01 201 STREET PAVEMENT MANAGEMENT $6,191.00 Check Amt Invoice Comment E 601-49400-322 Utilities $125.10 5740 RANDOLPH - WELL #8 408 Otsego Creek Watershed Total XCEL ENERGY $495.29 $59.51 Paid Chk# 051619 5/23/2012 XCEL ENERGY 602 SEWER FUND $38,999.74 E 602-49450-322 Utilities $120.20 16935 56TH CT E 601-49400-322 Utilities $1,626.55 5750 RANDOLPH - WELL #3 E 602-49450-322 Utilities $3,640.96 5850 RANDOLPH E 602-49450-322 Utilities $53.05 17388 52ND ST Total XCEL ENERGY $5,440.76 10100 BANK OF ELK RIVER $153,256.15 Fund Summary 10100 BANK OF ELK RIVER 101 GENERAL FUND $66,244.01 201 STREET PAVEMENT MANAGEMENT $6,191.00 208 COMMUNITY FACILITIES FUND $789.38 250 Comm. Dev. & Bldg Safety $8,256.03 403 COLLECTOR RDS (FORMERLY MSA) $14,308.80 408 Otsego Creek Watershed $177.20 414 Revolving Capital Improvements $59.51 601 WATER FUND $17,353.66 602 SEWER FUND $38,999.74 701 DEVELOPMENT ESCROWS FUND $876.82 $153,256.15 ITEM 3_2 OTSEGO CITY COUNCIL MEETING OTSEGO CITY HALL MAY 14, 2012 *7:00 PM Call to Order. Mayor Jessica Stockamp called the meeting to order at 7:00 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Dan Scharber, Tom Darkenwald and Doug Schroeder. Staff: Lori Johnson, City Administrator; Gary Groen, Finance Director; Daniel Licht, City Planner; Ron Wagner, City Engineer; Andy MacArthur, City Attorney and Tami Loff, City Clerk. Pledge of Allegiance: Mayor Stockamp led in the Pledge of Allegiance. 1. Open Forum. Heather Eidem, New River Medical Center Representative, gave a Hospital District update. Steve Fessler, Riverwood National, said he is here regarding the Riverwood National liquor violation. He said Riverwood National would be sending every employee to the training and that they plan asking everyone for ID. Mr. Fessler said they know they were in the wrong and they plan on being proactive in the future. 2. Consider agenda approval. CM Heidner requested to move item 3.8 to 4.2. -City Administrator Johnson said that a revised Ordinance 2012-06 for item 3.12 was placed at the dais for the City Council review. CM Heidner motioned to approve as amended. Seconded by CM Scharber. All in favor. Motion carried. 3. Consent Agenda. (Non -controversial items 3.1 Approve Claims List. 3.2 Approve April 23, 2012 City Council Meeting Minutes. 3.3 Approve April 23, 2012 Special City Council Meeting Minutes. 3.4 Approve April 23, 2012 Board of Review Minutes. 3.5 Approve Beaudry Park Drainage Contract. 3.6 Approve Pay Estimate #1 for 70th Street. 3.7 Approve hire of Seasonal Maintenance Employee. 3.8 Approve Street Light Agreement with Elk River Utilities for the installation of 3 street lights. -REMOVED 3.9 Received April 10, 2012 HPC Minutes. 3.10 Received April 10, 2012 Police Commission Minutes. 3.11 Received April 11, 2012 Parks & Recreation Commission Minutes. 3.12 Approve Ordinance 2012-06 Re: SAC/WAC fees. 3.13 Resolution 2012-40 designating Otsego Little League as a recognized youth association. 3.14 Munich septic system approval. 3.15 Approve Resolution 2012-41 in support of the Coves at Otsego. 3.16 Approve quote for backstop hoods for Prairie Park Fields two and three. CM Heidner motioned to approve with the removal of item 3.8. Seconded by CM Scharber. All in favor. Motion carried. 4 Public Works: 4.1 701h Street Feasibility Study, a. Consider Resolution 2012-42 accepting the Feasibility Study for 70th Street Improvements, from Lambert Lane to Odean Avenue. City Engineer Wagner reviewed the feasibility report for 70`" Street construction and explained the need for the street and bike path and the funding sources. City Engineer Wagner said that the Region 7W has authorized the City of Otsego $800,000 of Federal Funding to construct this street. CM Heidner said the proposed road is wider than what he recalls. City Engineer Wagner said correct; when the project was brought to the County Board we had to widen it by two feet for it to be considered. City Engineer Wagner said State Aid would not fund a 20 foot road. CM Darkenwald asked for budgeting on this what amount would come from the general fund. Finance Director Groen said zero; this would come from the street collector fund which has a balance of $473,000. CM Heidner asked where that money comes from. Finance Director Groen said it is a one- time collection with no replacement. Mayor Stockamp asked if there was anyone present that would like to comment. Terry Westemeier, 16067 54th Circle, St. Michael, said he owns property that would be affected. He said he spoke with City Engineer Wagner and that he said the road would be a thoroughfare. City Engineer Wagner said that is what the County proposed for CSAH 37. Mr. Westemeier asked if there would be any assessments to the property owners. City Attorney MacArthur said no proposed assessments at this time. City Administrator Johnson said for the record all the residents that would be affected were notified. City Engineer Wagner said that sometime in September he would like to meet informally with each of those property owners. CM Darkenwald motioned to approve Resolution 2012- 42 accepting the Feasibility Study for 70th Street NE Improvements, from Lambert Lane to Odean Avenue NE. Seconded by CM Scharber. All in favor. Motion carried. CM Darkenwald motioned to approve Resolution 2012-43 ordering preparation of Plans and Specifications for 70th Street for construction from Lambert Lane to Odean Avenue. Seconded by CM Schroeder. All in favor. Motion carried. 4.2 Approve Street Light Agreement with Elk River Utilities for the installation of 3 street lights. CM Heidner said he thought there was already a light close to the proposed light. City staff said no. City Planner Licht said there is a light in the area that the city is working with the property owners to maintain. CM Heidner motioned to approve entering into street light agreements with Elk River Utilities for the installation of three (3) street lights. Seconded by CM Darkenwald. All in favor. Motion carried. 5. Communitv Development: 5.1 Approve Comprehensive Plan work program. City Planner Licht presented the staff report.CM Darkenwald requested to add to the transportation portion an additional lane on HWY 94. The City Council agreed. CM Scharber motioned to approve the work program for updating the Comprehensive Plan as presented. Seconded by CM Heidner. All in favor. Motion carried. 5.2 Waterfront East landscaping quote. City Planner Licht presented the staff report. CM Darkenwald said that $35,000 was budgeted but the cost of the improvement is $19,750. City Planner Licht said correct but more would be installed once the full build out was complete. CM Heidner motioned to approve purchase and installation of plantings and site furniture at Waterfront East Outlot A for an estimate cost of $19,579.00 to be paid from the Revolving Capital Improvements Fund (#144). Seconded by CM Schroeder. All in favor. Motion carried. 6. Administration: 6.1 Consider Resolution 2012-44 Riverwood National Liquor License violation. City Attorney MacArthur presented the staff report. Riverwood National failed a compliance check in April 18. CM Darkenwald commented that when Wright County performed the compliance check they went through the seven establishments and all the others passed. CM Scharber motioned to approve Resolution 2012-34 imposing a Civil Penalty and other sanctions on Riverwood National Golf Course. Seconded by CM Darkenwald. All in favor. Motion carried. 6.2 Consider Resolution 2012-45 approving the Capital Improvement Plan. Finance Director Groen presented the staff report. He stated that there was one page attached to the packet regarding assessment revenue in the Revolving Capital Improvement Fund. City Administrator Johnson stated this document will become final once approved by the City Council and no changes will be made without the City Council approval. She further stated that the CIP is a guide that may change based on City Council priorities and funding availability. CM Darkenwald asked if there were supporting documents for the special assessment and revolving capital improvement . Finance Director Groen said yes. CM Schroeder motioned to approve Resolution 2012-45 adopting the Capital Improvement Plan for the City of Otsego. Seconded by CM Scharber. All in favor. Motion carried. 7. City Council Reports and Updates. No items. 8. Staff Reports and Updates. 8.1 MSA Funding. City Engineer Wagner reviewed the staff report regarding proposed MSA needs changes. 9. Adjourn. CM Scharber motioned to adjourn. Seconded by CM Schroeder. All in favor. Motion carried. Adjourned at 8:06 PM. Mayor Jessica Stockamp ATTEST: Tami Loff, City Clerk ITEM 3-3 SPECIAL MEETING CITY COUNCIL MEETING MONDAY, MAY 14, 2012 *7:00 PM OTSEGO CITY HALL 1. Mayor Stockamp will call the meeting to order. Mayor Stockamp called the meeting to order at 8:18 PM. Roll call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner, Doug Schroeder, Tom Darkenwald and Dan Scharber. Staff: Lori Johnson, City Administrator and Tami Loff, City Clerk. Kinghorn Construction Representatives: Grady Kinghorn and John Studer. 2. Public Works/City Hall project. City Administrator Johnson presented the staff report. Grady Kinghorn and John Studer of Kinghorn Construction, construction manager for the Public Works and City Hall projects, presented the build out and reviewed the proposed cost and possible project deductions. There was discussion on security on the doors entering into the employee's area. City Administrator Johnson reviewed the floor plan. The City Council recommended removing the four work stations on the main level in front of the Building Inspectors stations. The Council concurred with the rest of the floor plan and recommended that the plan be revised to accommodate the changes recommended to the building safety area. There was discussion on modifying the front door, HVAC systems, and the roof project at the existing City Hall. The City Council directed City staff to review the contract with the company that replaced the roof last as it is before the 20 year warranty. They also recommended looking at the Public Works roof contract to address leak issues in that building under the roof warranty. City Administrator Johnson reviewed the funding sources previously recommended by the Council and a proposed change. The new proposal recommended by the Administrative Subcommittee is for funding for the Public Works Remodeling, City Hall roof, HVAC, and accessibility changes for this project to come from the Revolving Capital Improvement Fund. The remodeling costs to a future community center would be paid by the Community Facilities Fund. The City Council agreed. City Administrator Johnson said if the City Council agrees with the project as revised, City staff will bring revised plans and costs to the City Council at the May 29th City Council meeting. 3. Any other items. Mayor Stockamp said that the CIP includes repainting the outside of Water Tower #1; she stated her concern with painting Water Tower #1 with the new city logo is that Water Tower #3with the old logo in that vicinity. Both the old and new logos would be visible at the same time. There was discussion on possibly just painting the outside of Water Tower #1 and not adding the logo. City staff will bring options to the City Council to consider at the May 29th City Council meeting. Special City Council Meeting May 14, 2012. City Clerk Loff said as directed she received quotes for the City Council photos for the website. City Clerk Loff asked for direction on a date for the photo shoot. The City Council agreed to set at 6:00 PM before the June 25 City Council meeting. City Administrator Johnson reviewed the options for window clings for city businesses to place on their doors as part of the Otsego Business meeting initiative. 3. Adjourn. CM Scharber motioned to adjourned. Seconded by CM Schroeder. All in favor. Motion carried. Adjourned at 10:17 PM. ATTEST: Tami Loff, City Clerk Mayor Jessica Stockamp *immediately following the adjournment of the City Council meeting at 7:00 PM. 2 1011 OtsTeF MINNEo SOTA DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works Streets Street Maintenance Supervisor May 29, 2012 No Belair The City has accumulated surplus equipment over the years and should dispose of it to create PRESENTER(s): REVIEWED BY: ITEM #: 3.4 Consent Agenda Gary Groen, Finance Director a "buyer's premium." The City will be responsible to schedule a presale inspection if needed and organize the Lori Johnson, City Administrator declare items surplus by resolution prior to disposal. AGENDA ITEM DETAILS RECOMMENDATION: Approve the resolution declaring items surplus and enter into an agreement with Public Sur lus.com to conduct the sale of surplus items. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKG ROU N D/J USTI FICATION: The City has accumulated surplus equipment over the years and should dispose of it to create additional storage space. The Public Works Sub -committee discussed an auction to sell the items of value and disposing of what is determined to have no value. I have received a proposal from Public Surplus.Com to conduct the sale which includes listing the surplus items and collecting the money. Staff recommends both the seven percent transaction fee for selling the property and the three percent collection fee be passed through to the buyer in the form of a "buyer's premium." The City will be responsible to schedule a presale inspection if needed and organize the removal of sold items. The City is required to sign an agreement with Public Surplus and must declare items surplus by resolution prior to disposal. The cities of St. Michael and Elk River are currently working with Public Surplus to dispose of their surplus items. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE a. List of surplus items b. Resolution 2012-46 declaring surplus items MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve resolution 2012-46 declaring surplus equipment and authorization to enter into an agreement with Public Surplus .corn to conduct a sale. BUDGET INFORMATION FUNDING:N/A BUDGETED N/A ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: LIST OF SURPLUS MATERIALS AND EQUIPMENT 1. Rebar u shaped 2. Rebar straight lengths 3. Chain link fencing 4. Computer monitors 5. Halloween decorations 6. Crack sealant 7. Rubber hoses 8. Metal shelving 9. Old safe 10. Electric motors 11. Modine unit heater (propane) 12. Parts washer 13. Fuel oil heater 14. Assembled shelving 15. Shelving/braces/brackets 16. Rotating forms rack 17. Nut & bolt rack 18. Assorted chains 19. Garage door opener 20. Small vehicle ramps 21. Wooden desks 22. Folding metal chairs 23. Wood trim May 21,2012 24. Metal scrap 23. Metal funnels 24. Electric heater 25. Office chair 26. Old street signs and brackets 27. Old sign posts (damaged & rusted) 28. Wooden voting booth dividers 29. Locking cabinet 30. Arc welder 31. Rubber tire packer for motor grader 32. Warning siren 33. Wooden picnic tables 34. Metal picnic tables 35. Rotary mowers three point hitch (3) 36. Three point hitch 125 gallon sprayer 37. Underbelly plow (7 foot) 38. Support arm for wing plow. 39. Kettle for crack sealing Brad Belair From: Daniel Barroso [danielba@thepublicgroup.com] Sent: Tuesday, March 27, 2012 5:52 PM To: Brad Belair Subject: Public Surplus Information as Requested Attachments: Frequently Asked Questions-1.pdf Brad, I hope everything has been going well for you and that you've been enjoying this beautiful spring weather. I finally had some time this afternoon to consolidate the information that you requested. I could easily send pages and pages of information about Public Surplus or simply a very brief overview of the site, however, from our conversation it sounds like you want something in between that you can review and pass onto Lori Johnson as needed. I've attached a FAQ document that should address most of the questions you have. Additionally, below is a synopsis of the important details about Public Surplus. Our online auction system was created with unique capabilities exclusively for public agencies. Public Surplus is much more than just an auction website; it is a comprehensive tool that agencies can use to organize, automate and manage their entire surplus process. Public Surplus features and benefits include: • Complies with state and local regulations by maintaining audit records, and automating the reallocation of surplus inventory within an agency's organization. • Large numbers of buyers from an agency's own community, as well as specialty buyers from across the nation. • Generating 30-60% more net revenue than conventional methods, including live auctions. • NO COSTS to register, list or re -list items for sale. • NO COST to the agency for sold items when we collect payment for you. • No commitment is required. Agencies use Public Surplus at their discretion. Even though the features of our system are extensive and sophisticated, using Public Surplus is easy. We strive to make the relationship between our system and its users a simple one. There are no exaggerated claims, no contracts, and no up front fees. We earn nothing unless our system and service is better than any alternative available to you. To register as a seller online go to welcome. publicsurplus.com and click "Seller Registration" on the left side of the page. Once you have completed the application, you will receive an email with instructions on how to complete the registration process and obtain full access to the site. Please let me know if you have any questions or would like some further details on anything. Best regards, Daniel Barroso Regional Support Representative - t147U/U111, P 800-591-5546 ext. 413 F 801-932-7001 danielba@thepublicgroup. com wwx'.publicsztrplus. com Frequently Asked Questions Q. Are Internet Auctions legal? A. Absolutely! There are no regulations or statutes in any State prohibiting the use of Internet Auctions as a tool in the bidding process. Point of fact, the Federal Government and most States encourage Public Agencies to adopt modern technology to reduce costs and increase efficiency. The primary legal and operational concerns are related to the prevention of collusion between bidders, and public employees and bidders. A third -party enabled Internet Auction inherently has more protection against collusion than the traditional methods used by Agencies for procurement and sales. Q. Why should an Agency use Public Surplus? A. Public Surplus was designed specifically for Public Agencies. It is the only automated system available that enables Agencies to manage their entire surplus inventory, while at the same time maintaining compliance with their State's regulations and policies. The system's specific features allow the reallocation or auctioning of surplus items without actual, or the appearance of, waste, favoritism, or collusion. Most States require, either by regulation or policy, that Public Agencies maintain audit - records detailing the disposition of every surplus item of a certain type and value. Public Surplus satisfies this requirement with its automated Inventory Control component, which gives Agencies the ability to easily provide a printed record for any surplus item disposed of during the preceding 7 years. Most States require through regulation or policy that Public Agencies, whenever possible, reallocate items that are declared surplus, within the Agency. Public Surplus specifically designed its Reallocation component to satisfy this requirement. We provide a way for Agencies to instantly and automatically notify all appropriate departments within the organization of surplus items available for redistribution. Interested departments are then allowed to easily and automatically request these surplus items on a "first come, first served" basis. Public Surplus also provides a COMMUNITY -based auction that increases the contact between an Agency and the community it serves. One of Public Surplus' most important services is helping Agencies attract larger numbers of community members to their surplus auctions. By being accessible 24 hours, 7 days a week, an Agency's auctions via Public Surplus allow a larger percentage of the community to take advantage of the bargains surplus items provide. Q. What kind of surplus items can be sold on Public Surplus? A. Just about anything! Mousetraps, portable classrooms, automobiles, buses, heavy equipment, shop equipment, kitchen equipment, athletic equipment, musical instruments, computers, printers, furniture, etc, etc. It's amazing! Almost everything listed, no matter how old or odd, sells. Q. How often can auctions on Public Surplus be held? A. No limit! For most Agencies continuous auctions are best. No need to pile up an inventory of surplus to have enough for a live auction or sale. Instead of waiting, Agencies are able to list items for internal reallocation or public auction as soon as any item is declared surplus. This keeps warehouses and inventories streamlined and organized, allowing Agencies to operate more efficiently and save costs. Q. How much more revenue do Public Agencies generate using Public Surplus compared to traditional methods? A. Based on experience so far, it is expected that Agencies using Public Surplus' "dynamic" auction will increase total net revenue from surplus sales by at least 30% and, in some cases, exceed 200%. This occurs for many reasons, but mainly because Public Surplus brings a larger buyer base for Agencies' auctions. Also more and more people are using online commerce to meet their selling and purchasing needs. Q. What is the cost of using Public Surplus? A. There are three components to Public Surplus: The first is its ability to manage an Agency's entire surplus inventory operations, from the time an item is declared surplus, to its ultimate disposition; and this includes a complete audit history file. This component is Free. The second is Public Surplus' "reallocation" capability. This feature allows surplus items to be automatically reallocated to other departments within an Agency. This component is also Free. The third component is the public auction feature. There are two ways an Agency can set up their auction fees: 1. The Agency elects to collect the monies themselves from the buyer. For this method there is a 7% transaction fee percentage charge. Many Agencies prefer to pass this fee percentage to the buyer in the form of a "Buyer's Premium" so it ultimately does not cost the Government Agency any money to sell on Public Surplus. 2. The more preferred option by Government entities is to have Public Surplus collect the monies for the Agency. Public Surplus deals with collecting the money from the buyer, saving the Agency time. If the Agency elects to have Public Surplus collect payment there is an additional 3% fee to cover the costs of accepting payment via credit card, Paypal and wire transfer. The total fee percentage for having Public Surplus collect is 10%. Again, the Agency can pass the whole percentage on to the buyer if they would like. The best part about Public Surplus is that YOU are the boss. The Government Agency can charge the fee percentage using the method they would like. They can pass all the cost onto the buyer, they can take on all the cost themselves, or they can split up the fee percentage between themselves and the buyers. Also, a fee percentage is only collected on items SOLD. There is no charge for simply listing, or re-listing, an item. We also have existing contracts that other Agencies have established with Public Surplus that include different fee percentages and features. If you are interested in learning more about these, please contact your Public Surplus Representative. Q. Does Public Surplus require a long-term contractual commitment? A. No! Public Surplus is available on an at-will basis. Public Surplus is designed to be, now and in the future, the most attractive means available for the management of the entire surplus inventory operations of Public Agencies. It is expected that Agencies will use Public Surplus only so long as it is better than any other alternative available to them. This provides our motivation to continuously provide the best service and technology available. If an Agency requires a contract in order to use Public Surplus, this can be arranged. Q. How does Public Surplus' system compare with other companies' surplus inventory management systems? A. To our knowledge, no other company offers an automated system that manages an Agency's entire surplus inventory operation from the moment an item is declared surplus to its final disposition. Q. Does Public Surplus have a way to attract buyers to an Agencies' auctions? A. Most definitely. This is a service that really sets us apart from other companies. We have a specific department designed to generate interest on Government Agencies' auctions. Public Surplus's auction system is focused on pick-up buyers located within an Agency's Community, as well as "specialty" buyers from across the nation. We are very successful in helping Agencies attract large numbers of these buyers to their auctions. Q. Is training and customer support provided? A. Yes! Free Training and Customer Support is provided. Public Surplus is so easy to learn and use that it only requires a short amount of training. Q. Can Agencies use Public Surplus without RFP? A. There are several reasons why Agencies can use Public Surplus without going through the RFP process, including: • All costs of using Public Surplus can be passed to the buyer through a buyer's premium charge on your auctions. Typically, the Agency will not pay a percentage and the buyer pays us a 7% premium plus the pass-through costs associated with the collections services of 3%. • There are easily accessible printable and audit -able records established when using Public Surplus, making the audit experience less stressful. The Public Surplus system establishes tracking of items from the moment they are declared as surplus to their ultimate disposition. • No commitment is required. Use by Agencies is solely at their discretion. The Seller assumes no risk at all when using Public Surplus for the complete management and disposal of surplus inventories. CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2012-46 RESOLUTION DECLARING CERTAIN CITY PROPERTY SURPLUS PROPERTY AND AUTHORIZING SALE WHEREAS, certain miscellaneous items as set forth on the attached Exhibit A owned by the City no longer serve any useful City function; and WHEREAS, the surplus items are varied and miscellaneous in nature; and WHEREAS, City staff has determined that Public Surplus can properly dispose of these items for value on the internet or otherwise and provide fair value to the City. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Otsego, Wright County, Minnesota as follows: 1. That the miscellaneous items set forth on Exhibit A are hereby declared surplus City property. 2. City staff is hereby authorized to proceed with the disposition of the property by contracting with Public Surplus for sale of the items over the internet, or otherwise. ADOPTED by the Otsego City Council this 29th day of May, 2012. MOTION BY: SECONDED BY: IN FAVOR: OPPOSED: CITY OF OTSEGO Jessica Stockamp, Mayor Tami Loff, City Clerk 0 Ot CITY OF o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 3.5 Final payment to Blackstone MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Final Pay Estimate #2 for Prairie Park Splash Pad Construction to Blackstone for splash pad construction AGENDA ITEM DETAILS RECOMMENDATION: City Staff recommends approval of Final Pay Estimate #2. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Construction of the splash pad is complete. Where necessary, the surface has been ground down to evenly match the elevations of the spray heads. The concrete surface is operational for the summer season and iron sequestering has been installed to prevent further discoloration from rus. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE a. Final Pay Estimate # 2 MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Final Pay Estimate #2 for Prairie Park Splash Pad Construction to Blackstone contractors, LLC in the amount of $8,140.80. BUDGET INFORMATION FUNDING: BUDGETED: X YES Community Facilities Fund #208 o NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: FINAL PAY ESTIMATE #2 CITY OF OTSEGO Prairie Park Splash Pad May 29, 2012 Honorable Mayor & City Council City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 RE: Prairie Park Splash Pad Contractor: Blackstone Contractors, LLC ContractAmount: $81,162.00 Award Date: June 27, 2011 Substantial Completion Date: September 16, 2011 Completion Date: May 1, 2012 Dear Honorable Mayor and Council Members: The following work has been completed on the above -referenced project by Blackstone Contractors, LLC Total Quote Schedule "A" $ 645.00 $ 645.00 ITEM vV ITEM DESCRIPTION ESTIMATED UNIT CONTRACT UNIT CONTRACT AMOUNT ITEM EXTENSION ESTIMATED ITEM DESCRIPTION CONTRACT UNIT USED TO NO. ITEM DESCRIPTION QUANTITY UNIT PRICE CONTRACTAMOUNT DATE EXTENSION 1 Furnish and install 2" PVC water service e. 56 LF $5.00 $ 280.00 56 $ 280.00 2 Furnish and install 6" PVC drainage pipe from 1,338 SF $9.00 $ 12,042.00 1,338 (manhole by others) - complete including 1 and all necessary appurtenances -complete. 1 LS 2 a urtenances. 73 LF $5.00 $ 365.00 73 $ 365.00 Total Quote Schedule "A" $ 645.00 $ 645.00 ITEM vV ITEM DESCRIPTION ESTIMATED UNIT CONTRACT UNIT CONTRACT AMOUNT USED TO EXTENSION NO. ITEM DESCRIPTION QUANTITY UNIT PRICE CONTRACTAMOUNT DATE EXTENSION 1 Furnish and install 6" thick concrete paving with integral color- complete. 2,671 SF $9.80 $ 26,175.80 2,671 $ 26,175.80 2 Furnish and install 4" thick concrete paving with integral color - comlete. 1,338 SF $9.00 $ 12,042.00 1,338 $ 12,042.00 1 and all necessary appurtenances -complete. 1 LS $15,893.20 $ 15,893.20 15,893.20 3 Furnish and install 4" thick concrete paving - complete. 2,871 SF $6.00 $ 17,226.00 3,020 $ 18,120.00 Total Quote Schedule "B" $ 55,443.80 $ 56,337.80 ITEM NO. ITEM DESCRIPTION ESTIMATED QUANTITY UNIT CONTRACT UNIT PRICE CONTRACT AMOUNT USED TO DATE EXTENSION Install splash pad spray features, controllers, and timer/power source including electrical service, 1" T1$ PVC piping, enclosure and concret pad for timer 1 and all necessary appurtenances -complete. 1 LS $15,893.20 $ 15,893.20 15,893.20 Furnish and install modular block seatwall with cap including 6" MnDOT 3138 Class 5 aggregate 2 base - complete. 340 FF $27.00 $ 9,180.00 316 $ 8,532.00 Total Quote Schedule "C" $ 25,073.20 $ 24,425.2U Note: Rebar was added to concrete in exchange for City forces leaving site with adequate Class 5. Quote Schedule "A" Quote Schedule "B" Quote Schedule "C" TOTAL Total Work Completed to Date LESS PAYMENT #1 WE RECOMMEND FINAL PAYMENT OF S:\Municipal\A0TSEGO\720\Splash Pad\ot720pe2 PE - 1 $ 645.00 $ 55,443.80 $ 25,073.20 $ 645.00 $ 56,337.80 $ 24,425.20 $ 81,408.00 $ 81,408.00 $ 73,267.20 $ 8,140.80 FINAL PAY ESTIMATE #2 CITY OF OTSEGO Prairie Park Splash Pad APPROVALS: CONTRACTOR: BLACKSTONE CONTRACTORS, LLC Certification by Co tactor: I certify that all items and amounts are correct for the work completed to date. EM Title:i2a�a` —�� t�"ya` ' Date ENGINEER: HAKANSON ANDERSON Certification by Engineer: We rWom+nd payment for work and quantities as shown. Title OWNER: CITY OF OTSEGO Title: Date S:\Municipa1\A0TSEG0\720\Sp1ash Pad\ot720pe2 PE - 2 11 Ot sTe O MINNESOTA g DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works Street Maintenance Supervisor May 29, 2012 BACKGROUND/JUSTIFICATION: Belair pavement management program. An inventory of cracks has been completed and an estimated total of PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda Lori Johnson, City Administrator Item 3.6 AGENDA ITEM DETAILS RECOMMENDATION: Approval of contract with Bargen Inc. to provide crack sealing of City streets. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: The City contracts annually for the sealing of cracks in the bituminous streets in accordance to the City's pavement management program. An inventory of cracks has been completed and an estimated total of 18,767 pounds of sealant is required to crack seal the proposed seal coat streets. Quotes were received from Astech Corp. and Bargen Inc. with Bargen Inc. providing low quote at $1.96/lb. of sealant for an estimated total of $36,783.32. The Public Works Sub -committee discussed crack sealing at their May 16, 2012, meeting and recommended the item be placed on the May 29, 2012, City Council consent agenda for consideration. If approved, the work is scheduled to be completed by the end of June. The remaining balance of $16,216.68 in the 100-201 pavement management funds may be used to seal other streets as needed following recommendation by City staff. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE a. 2012 Crack Sealing Specifications b. Crack Sealing Quantities for 2012 c. Astech Corp. Quote d. Bargen Inc. Quote MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve low quote from Bargen Inc. for crack sealing as part of 2012 pavement management program. BUDGET INFORMATION FUNDING: BUDGETED: X YES PW-ST12-060 ii NO 100-201 Pavement Management Fund $53,000 ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED o OTHER (List changes) COMMENTS: CITY OF OTSEGO Crack Sealing Specifications 2012 The City of Otsego is requesting quotes for crack sealing of bituminous streets within the city. Quotes must be received by 4:00 p.m., May 15, 2012. Quotes can be mailed, faxed, or dropped of at Otsego City Hall. Please contact Public Works Street Maintenance Supervisor, Brad Belair with any questions. City of Otsego 8899 Nashua Otsego MN 55330 Brad Belair Ph. 763-235-3175 Cell 763-238-0564 Fax 763-441-9163 E -Mail bbelair@ci.otsego.mn.us The intent of the following specifications is to obtain the highest quality materials and workmanship to insure the crack sealing provides the utmost protection to the bituminous streets in the city. ROUTING 1. Routing equipment must be capable of following a random crack in asphalt pavement and cutting the crack to the required dimensions. 2. Carbide tipped cutters must be used when routing. 3. Routing is only permitted in established work zones. 4. Carbide cutters must be swapped or changed when route reservoir exceeds '/4" of required dimension. 5. A joint gauge must be used to ensure the proper dimensions of the routed reservoir 6. All cracks shall be routed I" wide x I" deep. 7. After routing, compressed air must be used to blow the debris from the crack. In rural sections the debris may be blown to the edge of the road. In urban sections the debris must be blown to the curb and the City will be responsible for cleanup. BLOW AND GO All cracks in the designated work area that have been previously filled and show failure shall be repaired with the blow and go procedure. 1. Cracks shall be cleaned of debris, vegetation, and moisture. Filling and over banding will proceed immediately after cleaning. JOINT SEALING 1. Material must meet or exceed Minnesota State Spec. #3723.2. 2. All cracks must be double filled and over banded with a 3" wide banding applicator. 3. A heat lance must be used for cleaning all routed cracks, and filling must be done immediately after cleaning. Melter must not exceed 50 feet from the heat lance. 4. No traffic will be allowed on the sealed cracks until the material has set up sufficiently to prevent tracking. A blotting agent must be used. No toilet is to be used. 5. A double jacketed kettle equipped with an agitator must be used. 6. An infrared gun will be used to ensure the proper temperature of the material. SAFETY AND TRAFFIC CONTROL 1. All crews must be trained to perform their work using current safety procedures and attend monthly training meetings. 2. Traffic control will be in accordance to the requirements in appendix B of the MMUTCD. INSURANCE 1. Prior to any work, the contractor must provide the City with a Certificate of Insurance. QUANTITIES AND PAYMENT 1. The estimated quantity for route and fill is 11,881 pounds. 2. The estimated quantity for blow and go is 6,886 pounds. 3. Payment will be based on per pound of crack sealant applied. 4. The city will verify the amount of crack sealant used by a box count provided by the contractor at the end of each day. 5. The city reserves the right to adjust the contract amount based on the unit price quoted. SCHEDULE 1. The contactor must contact the City 24 hours prior to commencement of any work. 2. All work must be completed by June 29, 2012. Cracksealing Quantities for 2012 Sealcoat Project Development Lineal Feet of Routing Lineal Feet of Overbanding Maciver Ave. 714 1092 Remington Coves 0 0 Pleasant Creek 0 210 Arbor Creek 1489 5381 Zimmer Farms 1025 3240 Linbar Estates 2583 2657 Crimson Ponds 4004 3358 Otsego Preserve 1443 2074 78th Street, Quaday to Page don't recommend don't recommend Quaday Ave, 78th St. S. to Cty 37 100 2772 Great River Centre 1081 5001 Barthel Acres 76 220 River's Glen 0 0 Prairie Oaks 0 0 Meadowlands 1742 1537 14,257' 27,542' Pounds of sealant for routed cracks is based on 1.2'/pound. 14,257/1.2'= 11,881 lbs. Pounds of sealant for overbanding cracks is based on 4'/pound. 27,542'/4'= 6,886 lbs. Total pounds of sealant required to crackseal our sealcoat project for 2012 is 18,767 lbs. Quoted price/pound for 2012 is $Jlb. I1AY-14-2012 MON 03:44 Pfd ASTECII FAX NO, 320 363 8700 P. 01/01 PROPOSAL KI 2-050 dao y P.O. BOX 1025 ST. CLOUD, MN 56302 ASPHALT SURFACE 320-363-8600 FAX: 320-363-6700 TECHNOLOGIES An Equaf Opportunity Employer CORPORATION PROPOSAL SUETMITTGD TO PHONE DATE CITY OFOSTEGO 763A41-4414 5-14-12 _ SrREEY 8899 NASHUA AVE. N.8. J08 NAME CRACK SEALING / CRACK t•ILUNC CITY, STATE, ZIP CODE JOB LOCATION OSTE:GO, MN 55330 CITY STR.CETS ARCfI1TECT AT VN. BRAD BELAIR DATE OF PLANS FAX 763-441-9163 JO© PHONE cell 736-238-0564 Wo huruby ouumit upocllications and nntimstna roc CRACK REPAIR APPROXIMINTLY 18,767 LBS Cracks ara to be blown clean by TTte,tns Of Coto ressed air. Cracks are to filled «<ith hot pour rubberized crackfiller. (MN.DOT 3723) Tritl is will not bG allowed on arba until material Itas cured pro era . Cracks will bl: sprayed with (lctacktrtA t7gCnt l0 prevent h dCklflg. New, untreated cracks will be routed I "X 1". $2.29 PER POUND * Cracks greater than 1.51, wide should not be treated with this process. * Allil atored areas should not bG treated tk'1t11 11115 1rOCe55. If proposal Is peeoptod ploasa Sion and rGlurft one copy. Thnnk you. WG PROPOSE ltaraby (o furnlrh material and fobor-comploty in accordance With uuovo spaciricbtlona, for the sura of: Jollnrs (S 2.29 PER POUND Npgvnt ro by mode o I'ofiuv. UPON 112CEIPTOF rNVOIC8 All malurful is tluunrniuod to be as upodriod. All �,, wk (o bocornplotod in a jirJ Q� W00minahko rnunnar nccordina to 7landmd prectkoa. Any adomIkm or dbvibhon 51 n�iiM1r �� 0 tfom nbovo apocdtcctions :nvolan0 oYW coals wA bo oxaculbd ortly upon wrtllsn aranrs, and will bot.6mo on extre eharvo over and abovo the osllrnato. All proposol cony hr In drawn by us If not naloomonts continpont upon dtnFus, awdonts, or dalayc bayond our cnn(rol. 30 Ownorto carry rro, tnrnedo and aloor nocvasnry insutanu.. bur wort;ors oro ucceplod wfthln days. fury coubr>dd by btUrkmon's Compontorinn Iofairaw-o. ACCEFTANCC OF PROPOSAL The obovo pricac, upa Aflcbllons and condtionn am nnttafactory ono aro heroby Slaneture occuptua. You oro 0uthoflzca to do the work atr epfWf od. Payrnont will bo rnurle oo outllnod at-avo. Sranolurc We of Acouptnnoo .,^... UA GE4V LT 606 County Road 1 Phone (507) 427-2924 Mountain Lake, MN 56159 May 1, 2012 City of Otsego Attn: Brad Belair 8899 Nashua Ave. NE Otsego, MN 55330 Dear Brad, MAY 0 2 Thank you for the opportunity to explain the asphalt pavement maintenance services our firm offers and to provide you with a quote for your city streets. I am confident that you will find the services beneficial for your roads. I would like to explain the procedures our service crew uses. Asphalt Rubber Crack Repair Our service crew will: A. rout out cracks 1" wide by 1" deep for cracks that are 40 feet apart and closer B, rout out cracks 1 %" wide by i" deep for cracks that are 45 — 8o feet apart C. if the cracks are wider, they will be routed accordingly b. the cracks will then be cleaned with high volume blowers E. as a second cleaning procedure, a heatlance will be used to clean out any remaining debris and/or moisture F. cracks will be filled three-quarters to full G. after a cooling period, the cracks are filled a second time using a banding applicator H. this does not include any allegated areas I. the debris will be blown to the side of the curb, where it will be the City's responsibility to sweep up Sealant Material The sealant that we will use meets and exceeds the Minnesota State Spec. #3723.2 and Iowa ASTM -D6690 type 11 & III Spec. with the following modifications: - 100% elongation at -20°F Project Prices - Our price Includes all materials, applicable taxes and labor to complete the project as explained. Please—note: The Customer is responsible for notifying the public that we will be working in your area. Pavement maintenance can be extremely dusty and dirty work and we strongly encourage the public to keep their Personal property at a strong distance away from our work zone. This will avoid any possible concerns for dust, debris or damage. A recommended distance would be 75 —150 feet away from the work zone. An insurance Certificate is available upon request. Crack Repair (rout & seal)18,767 lbs. @ $1.96 per lbs. of sealant installed. The total project price is subject to the pounds of sealant installed. ** Please note that if any Bonds are needed for this project that will need to be added as an additional cost to the price listed above. TERMS: Owner agrees that all payments required under this Contract shall be due and payable within 3o days of date of invoice. Owner further agrees that Bargen Inc. may charge interest at the annual rate of eighteen percent (18q), unless a lesser percentage is required by law on any sum due under this Contract which Is not paid within 3o days of invoice date. if payments are not made when due, interest, costs incidental to collection and attorney's fees (if any attorney is retained for collection) shall be added to the unpaid balance. Bargen Inc. reserves the right, without penalty from Owner, to stop work on the project if Owner does not make payments to Bargen Inc. when due. This Proposal/Contract may be withdrawn by Bargen Inc. if not accepted within 3o days, or at anytime, subject to increases related to material prices as noted above. Acceptance of proposal —The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. This proposal may be withdrawn if not accepted within 3o days. Date of acceptance Signature PO # (if applicable) Signature Thank you for the opportunity to provide you with information on the asphalt pavement maintenance needs in your community. I am confident that you will find the products used and the workmanship of our crew of the highest quality. I look forward to working with you In the near future. Sincerely, Jerry Van Dyke BARGEN, INC. JVD/1h Project for City of Otsego RE: crack repair -- streets Our Mission Bargee, Inc. is conunit- ted to excellence and, because of this, we take pride in our tenet of professioural craftsmen. Our primary purpose is to provide knowledge- able recommendations, quality workmanship and exceptional service. Our goal is satisfied customers who have received file most value for their investment. Website: ww%vbargeninc.coun Email: bargeea,bargeninc.com JV OtsT�F o MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works Streets Street Maintenance Supervisor May 29, 2012 No Belair The Public Works Street Department currently provides roadside mowing of boulevards and ditches with PRESENTER(s): REVIEWED BY: ITEM #: 3.7 Consent Agenda Lori Johnson, City Administrator Road side mower attachments AGENDA ITEM DETAILS RECOMMENDATION: Purchase of side and rear flail mower attachments from Diamond Mowers, Inc. at a cost of $12,000 plus tax as included in the 2012 CIP. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The Public Works Street Department currently provides roadside mowing of boulevards and ditches with a 60 inch side rotary mower attachment mounted on a JD5425 tractor. Although the rotary mower provides efficient mowing of tall grasses and brush, it requires two passes on most streets and discharges debris in a manner that requires extra attention of the operator to ensure safety for the public. By equipping the JD5425 with side and rear flail mowers, we will be able to complete mowing in one pass on most streets. Flail mowers also discharge debris in a safer manner. The Public Works sub -committee reviewed quotes from Diamond mowers Inc. ($12,000) and Titan Machinery ($12,369), which both meet the requirements of the State of MN CPV program, and recommended the purchase be placed on the May 29, 2012 City Council consent agenda for consideration. SUPPORTING DOCUMENTS: x ATTACHED ❑ NONE a. Quotes from Diamond Mowers, Inc. and Titan Machinery. MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the expenditure of $12,000 plus sales tax for the purchase of side and rear flail mower attachments from Diamond Mowers, Inc. BUDGET INFORMATION FUNDING: 2012 CIP Project#PW-12-105 BUDGETED: x YES $15,000 206 Capital Equipment Revolving Fund o NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: V w Customer Name & Address City of Otsego 8899 Nashua Ave NE Otsego, MN 55330 Phone: Cell: Fax: Email: P.O. #: 763-238-0564 W,� �Blad',e SPY Di-Ififosiff MOlWcrs Diamond Mowers Quote Ship to Address Same r]ftir Mnrlof if Mmmnnri Prnrhurf Phone: Cell: Fax: Email: End User List Cost Ext, Cost 1 Diamond SSF074-C side flail attachment $ - $ - $6,575 Diamond SRF096-C $ - $ - $5,425 Triple Link Suspension Rear Tire Size State contract number 35796 $ - $ - $ - Cab or Non Cab $ - $ RFactory $ -$ -$ Freight to location estimated $ - $ $ -Is Tractor Make & Model: John Deere 6425 Rear Axles 2wd or 4wd Flanged Front Tire Size Rack&Pinion Front Pump Capability Triple Link Suspension Rear Tire Size Transmission Exhaust Style Factory Mount Corner Post Cab or Non Cab Vertical Special Instructions: The tractor has a Diamond side rotary on it Terms: Delivery Date Customer Signatt Today's Date ASAP 5/9/2012 Order Quoted By: Diamond Mowers, Inc. 27134 Parklane Drive Email Orders to: Sioux Falls, SD 67106 Phone: 605-368-5865 "NOTHNG CUTS l S LHE A DIAMOND" , Side Flail Mowers i Diamond Mowers Harris, Monera Parts Used Contact About Us r Side Flail Mowers Let nothing stand in your way. The flail head is the most versatile cutting head on the market. Flail heads have the capability to handle heavy brush and still give you that back yard manicured look. Both heavy and standard duly Side Flails are self-propelled• hydraulically driven, side mounted, which move forward and right of the right rear tire. Cutting shaft shaft have your choice of all purpose, self cleaning, reversible knives, or smooth cut cutting knives. Side Flail Mowers come complete with all mounting hardware, lank, hoses, and nail head: ready to mount to tractor. Side Flail requires 2 spool Valve or 2 hydraulic remotes. Heavy Duty Side Flail Mower NI purpose knives ere 6 gauge 1111ckness, 1-3/4' wide x 4-5/8' long. Smooth knives are 1/4' thick, 2-12r wide and 3-718' long. Defalls (Heavy Duly Flail Size Options) Product Specific Search Terms - �- — - - Y-�- -- ••mm 60' Heavy Duty Side Mount Fled Mower 75' Heavy Duty Side Mount Flail Mower go' Heavy Duty Side Mount Flail Mower Standard Duty Side Flail Mower All purpose knives are 12 gauge (optional: 6 gauge) thickness, 1-3/4' wfde x 3-114' long. Smooth are 12 gauge thickness, 2-718• wide x 3.3/8' long Details (Standard Duly Flail Size Options) 63' Standard Duty Side Mount Flail flower 74' Standard Duty Side Mount Flail Mower • 86' Standard Duty Side Mount Flail Mower NEED MORE INFORMATION? Use the button to the right and request more GET 1YTQRE 1NFt7 information via email from Diamond Movers. ! http ; //www, diamondmowers, com/mowers/flail-mowers/side-flail-mowers/ rage i or z [Ban] mm -5551 DEALER LOGIN Username QO Get More Info You kava Q'Nnf(s). MDIYerS Boom Mowers specialty Mowers Heads/ Attachnients Rosary Blowers Flat/ Mowers Parts Used Haw to Videos GSA Contract CLICK HERE to view GSA purchasing tufo-GSA Contract # GS -30f -008S Register as a Diamond Dealer CLICK HERE to register as an authorized Diamond Dealer. 5/10/2012 14375 James Rd. _ Rogers, Mn. 55374 _A?fff NV Phone: 763-428-5099 Fax:763-428-5051 Brad Belair City of Otsego 13400 90th St. Otsego, Mn. 55330 763 238-0564 DATE 5/9/2012 Quote valid for 30 days Prepared by. Bill Greeley Sales Represenative Mobile: 612-865-3052 Quantity Description Total We are pleased to quote the following Tiger Mowers per the Minnesota State contract. 1 Tiger 75" side flail mower model TSF-75SD. $5,740.00 1 Tiger 90" rear flail mower model RF-90SD. $6,629 Quote does not include applicable sales tax. Units are FOB Rogers, Mn. These units will fit your John Deere 5520 tractor but mounting measurements are required before ordering. If you have any questions concerning this quotation, please contact me at the number noted above. Approved By: Date: THANK YOU FOR YOUR BUSINESSI Roadside Mowing 2011 Operator Equipment June JULY August September October November Total Hours Brent Kolles 53 hours 20 hours 20 hours 6.5 hours 8 hours 107.50 Steve Springer 17 hours 4.5 hours 20 hours 41.50 Rene Metcalf 6.5 hours 5 hours 5 hours 16.50 Dirk Udee 2.25 hours 2 hours 4.25 Rick Knutson 8 hours 8.00 Jim Gornick 5.5 hours 5.50 Kevin Lamson 3 hours 3.00 Don Mass 5 hours 5.00 Monthly hours Total 87.25 1 26.5 1 25 18 26.5 8 191.25 Roadside mowing is performed mainly to provide clear sight lines for motorists and to control the spread of noxiious weeds. Mowing also provides a transition in rural area which reduces the number of animals killed by cars. Typically we begin mowing roadsides and boulevards between June 15th-Julylst each year with the primary determining factor the height of the vegitation. Although the City of Otsego-do,e.5.not have a written roadside mowing poliy, the public works department has provided a consistent service which includes mowing all city owned boulevards and roadsides six to eight feet from the edge of the traveled portion of the road. Intersections are mowed as nescesary, within the right of way, to provide clear sight lines for motorists. In a typical year roadside mowing is performed once in eary summer and again in the fall. P OtSTe F o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works Streets Brad Belair, Street Maintenance May 29, 2012 No Supervisor The Public Works Street Department has contracted in the past for dust control application to gravel PRESENTER(s): REVIEWED BY: ITEM #: 3.8 Consent Agenda Lori Johnson, City Administrator recommended the item be placed on the May 29, 2012, City Council consent agenda for consideration. AGENDA ITEM DETAILS RECOMMENDATION: Approval of contract with Envirotech Services, Inc., at a cost of $0.78 per gallon to provide dust coating of certain gravel roads. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: The Public Works Street Department has contracted in the past for dust control application to gravel roads as defined in the "Dust Control Policy" adopted by resolution in 2005. 1 have received a quote from Envirotech to provide the service and estimate the contract amount to be $12,950 of which $1,000 will be reimbursed from residents. Envirotech has been providing dust coating services for many years and has a good reputation. The Public Works Sub -committee discussed dust coating at their May 16, 2012, meeting and recommended the item be placed on the May 29, 2012, City Council consent agenda for consideration. If approved the work is scheduled to be completed on June 11, 2012. SUPPORTING DOCUMENTS: X ATTACHED ❑ NONE a. Dust Control Policy -Resolution 2005-31. b. 2009-2012 History Report. c. Envirotech quote. MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the contract for 2012 dust coating of gravel roads with Envirotech Services Inc. for $0.78 per gallon with an estimated total cost of $12,951.12. BUDGET INFORMATION FUNDING: 100-436 General Fund Dust coating $11,951.12 Private contributions $1,000 BUDGETED: RYES $12,500 71 NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO, 2005-31 RESOLUTION ESTABLISHING CITY DUST CONTROL POLICY WHEREAS, the City of Otsego still has various gravel roads within its jurisdiction; and WHEREAS, increased development and traffic within those areas with gravel roads has increased requests from residents for City dust control ; and WHEREAS, the City has determined that a written dust control policy is needed to notify residents of the City's established policies in regards to dust control; and WHEREAS, the written dust control policy also clarifies dust control payments and assessments relative to the City's adopted Assessment Policy. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Otsego, Minnesota as follows: Dust control shall be provided to property owners requesting dust control by application to the City received on or before;April 1 of the year. The application form shall be generated by the City and shall include a request for application of dust control at a certain designated area on an abutting gravel road and shall include an agreement to pay the amount established by the City Council yearly for dust control, as well as an agreement to have any unpaid amount assessed against the requesting property. 2. One unit of dust control application shall consist of five hundred (500) feet of application over the ztormal wilt# of a gravel road within the City. Payment shall be for one application to be applied by the City. The amount of a single application shall be determined yearly by the City Council on the same date that other yearly fees are`aslablished by the City Council either by Ordinance or Resolution. 3. In the event that the City determines that a gravel road serves as collector street, additional dust control, if required, will be done at City expense. The area that will receive City funded dust coating will be determined by the City. A determination of collector street status for any road course does not have to be r LA W www .errviroterhservices.corn SERIiJGL--4 INC7 7217 W 128th Street � PH: 952-894-0012 or 800-8815848 Savage, MN 55378 FX: 952-894-0126 QUOTATION DATE: 5/11/2012 TO: City of Otsego ATTN: Brad QUAN'i1TY DESCRIPTION UNIT PRICE Approx 16,000 Magnesiurn Chloride furnished and applied $.78/ gal Gallons to various city roads PAYMENT TERMS: Net 30 Days QUOTE VALIDITY: 7012 summer dust control season Please respond by signirig, dating and returning this sheet via fax or reall to the address noted above. Yes, we wish to use your services and agree to the price and payment terms above Thank you for your interest. Please call with any questions. Sincerely, Stan jolinson 95z-8940012 sighnson@envirotechservices.com Uustcoating is now part of EnviroTech Services PEOPLE HELPING PEOPLE IMPROVE THEIR ENVIRONMENT 2009-2012 Dustcoating Totals Year Road Section Lineal Feet Gallons Cost/Gallon Cost 2009 83rd Street 5,156 3,094 $0.72 $2,227.68 Nashua Ave. 0.72 77th Street $0.72 McAllister Ave. 14,943 10,806 $0.72 $7,780.32 60th Street 5,574 3,344 $0.72 $2,407.68 Kadler Ave. 700 420 $0.72 $302.40 Cty. 19 Frontage Rd. 500 300 $0.72 $216.00 26,873 17,964 $0.72 $12,934.00 2010 83rd Street 5,156 3,094 $0.72 $2,227.68 McAllister Ave. 14,943 10,806 $0.72 $7,780.32 60th Street 5,574 3,344 $0.72 $2,407.68 Kadler Ave. 700 500 $0.72 $360.00 Cty. 19 Frontage Rd. 500 300 $0.72 $216.00 26,873 16,800 $0.72 $12,096.00 2011 83rd Street 5,156 3,094 $0.74 McAllister Ave. 14,943 10,806 $0.74 60th Street 5,574 3,344 $0.74 Kadler Ave. 700 500 $0.74 Cty. 19 Frontage Rd. 500 300 $0.74 26,873 15,768 $0.74 $11,668.32 Proposed 2012 City Funded 83rd Street 5,156 3,094 $0.78 $2,413.32 City Funded McAllister Ave. 14,943 8,966 $0.78 $6,993.48 City Funded 60th Street 5,574 3,344 $0.78 $2,608.32 Private Contribution Kadler Ave. 500 300 $0.78 $234.00 Private Contribution Cty. 19 Frontage Rd. 500 300 $0.78 $234.00 Private Contribution 96th Street 500 300 $0.78 $234.00 Private Contribution 67th Street 1 500 300 $0.78 $234.00 27,673 16,804 $0.78 $12,951.12 *The City's proposed contribution for 2012 will be approximately $12,015.12. **Private contributions of $250.00 per road section have been received totaling $1,000.00. OtA�gTOF O MINN DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Community Development City Planner Licht 29 May 2012 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.9 —McDonald property AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends accepting the offer of Michael and Paula Gaddis to purchase the McDonald property for $43,000. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No. No. BAC KG R O U N D/J U ST I F I CATI O N The City Council at their meeting on 26 March 2012 declared the McDonald property located at 1360 95th Street to be surplus property and directed City staff to have the property listed for sale for sale for $29,900. The City has received two purchase offers. City staff (including City Attorney MacArthur) and Realtor Curtis Bechthold have reviewed the purchase agreements and find both to be complete and satisfactory. City staff has drafted a resolution to accept the high offer from Michael and Paula Gaddis to purchase the McDonald property for $43,000. Upon adoption of the resolution, City staff will work with Mr. Bechthold to schedule a closing date. SUPPORTING DOCUMENTS: X ATTACHED NONE A. Resolution 2012-47 MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Resolution 2012-47 accepting the offer of Michael and Paula Gaddis to purchase the McDonald property for $43,000. BUDGET INFORMATION FUNDING: BUDGETED: o YES NA o No ACTION TAKEN o APPROVED AS REQUESTED ❑ DENIED ❑ TABLED o OTHER (List changes) COMMENTS: CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO. 2012-47 RESOLUTION AUTHORIZING CITY OFFICIALS TO EXECUTE PURCHASE AGREEMENT FOR SALE OF CITY OWNED PROPERTY - BLOCK 78, OTSEGO TOWNSITE WHEREAS, the City has previously declared the City owned parcel described as Block 78, OTSEGO TOWNSITE as surplus property; and WHEREAS, the City has authorized listing for sale of the property; and WHEREAS, written offers and signed Purchase Agreements for the property have been received and reviewed by City staff; and WHEREAS, the highest offer received was from Michael and Paula Gaddis in the amount of $43,000.00. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Otsego as follows: That the Mayor and City Clerk are hereby authorized to execute on behalf of the City a Purchase Agreement for the sale of Block 78, OTSEGO TOWNSITE with Michael and Paula Gaddis for the stated purchase price of $43,000.00. ADOPTED this 29th day of May, 2012 by the Otsego City Council. MOTION BY: SECONDED BY: IN FAVOR: OPPOSED: CITY OF OTSEGO Jessica Stockamp, Mayor Tami Loff, City Clerk 0 0tSTe F O MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 3.10 AGENDA ITEM DETAILS RECOMMENDATION: City Staff recommends approval of Pay Estimate #1. ARE YOU SEEKING APPROVAL OF A CONTRACT? tNo IS A PUBLIC HEARING REQUIRED? No BACKGROUND/JUSTIFICATION: Installation of the Prairie Park Splash Pad Poly Guard System is complete. The system injects polyphosphate into the water stream when the splash pad is open. The polyphosphates sequester the iron and manganese in the water so it does not precipitate out onto the splash pads concrete surface. The work was completed in a timely manner to ensure the splash pad would be ready for it opening a couple of weeks ago. 10% retainage has been held to make sure the system functions with no issues for a few weeks and that we receive all O&M manuals. SUPPORTING DOCUMENTS: x ATTACHED ❑ NONE a. Pay Estimate # 1 MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Pay Estimate #1 for Furnishing and Installation of the Prairie Park Splash Pad Poly Guard System to EH Renner and Sons, Inc in the amount of $6,717.60. BUDGET INFORMATION FUNDING: BUDGETED: x YES Community Facilities Fund #208 ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: PAY ESTIMATE #1 CITY OF OTSEGO Prairie Park Splash Pad Poly Guard System May 29, 2012 Honorable Mayor & City Council City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 RE: Prairie Park Splash Pad Poly Guard System Contractor: E.H. Renner & Sons, Inc. Contract Amount: $7,464.00 Award Date: March 29, 2012 Completion Date: May 1, 2012 Dear Honorable Mayor and Council Members: The following work has been completed on the above -referenced project by E.H. Renner & Sons, Inc. r) -f. A'ho ,uo e ITEM NO. I ITEM DESCRIPTION ESTIMATED QUANTITY UNIT CONTRACT UNIT PRICE I CONTRACT AMOUNT USED TO I DATE EXTENSION 1 Trip Char e 1 TRIP $110.00 $ 110.00 1 $ 110.00 2 Sevice Technician 5 HOUR $106.00 $ 530.00 5 $ 530.00 3 Tank Flex -Lite FL -40, 119 gallon fiberglass & fittings 2 EACH $1,270.00 $ 2,540.00 2 $ 2,540.00 4 Poly Guard pump and relay 1 EACH $1,529.00 $ 1,529.00 1 $ 1,529.00 5 Poly Guard 100 Gallno Tank (approximately 220 hurs run time) 1 EACH $420.00 $ 420.00 1 $ 420.00 6 Poly Guard - 5 Gallon 4 EACH $215.00 $ 860.00 4 $ 860.00 7 Electrical Work/Permit 1 LUMPSUM $1,475.00 $ 1,475.00 1 $ 1,475.00 Total Quote Schedule "A" Quote Schedule "A" TOTAL Total Work Completed to Date LESS 10% RETAINAGE: WE RECOMMEND PAYMENT OF $ 7,464.00 $ 7,464.00 APPROVALS: CONTRACTOR: E.H. RENNER & SONS, INC. Certification by Contractor:. I certify that all items and amounts are correct for the work completed to date. Signed:// L/ ENGINEER: HAKANSON ANDERSON Certification by Engineer: We reco Signed: 31 Title: OWNER: CITY OF OTSEGO Date 5 (X T -o?d16? Date Signed: Title: Date nt for work and quantities as shown. S:\Municipal\AOTSEGO\720\POLY Guard\ot720pe - Poly Guard.xls PE - 1 $ 7,464.00 $ 7,464.00 $ 7,464.00 $ 7,464.00 $ 746.40 $ 6,717.60 E. N. Renner & Sons INCORPORATED WELL DRILLING FOR FIVE GENERATIONS 15688 JARVIS ST. N.W. - ELK RIVER, MN 55330 PHONE: (763)427-6100 • FAX: (763)427-0533 www.ehrenner.com SOLD TO: City of Otsego C/O HAKANSON ANDERSON 3601 THURSTON AVENUE ANOKA, MN 55303 INVOICE INVOICE NO.:000123670000 CUSTOMER NO.:05989 DATE: 05/22/12 SHIP TO: City of Otsego PRAIRIE PARK SPLASH PAD 8899 NASHUA AVE NE OTSEGO, MN SALES- ORDER SHIP DATE SHIPPED VIA F.O.B. TERMS PERSON DATE P.O. NUMBER 04/30/12 ST SMEAL DEST NET 30 08 03/29/12 CONTRACT UNIT QUANTITY DESCRIPTION PRICE AMOUNT PRAIRIE PARK SPLASH PAD WATER TREATMENT 1 POLY GUARD INJECTION SYSTEM 7,464.00 NEPTUNE MODEL 2702 22GPD PUMP PSR22 PUMP START RELAY DAILY TIMER SWITCH/HOUR METER 100 GALLON TANK WITH LID (2) FLEXLITE FL -40 TANK 119 GALLON (4) POLYGUARD LIQUID GL05N - 5 GAL FITTINGS AND LABOR FOR INSTALLATION SUB -TOTAL 7,464 00 SHIPPING CHARGES * T H A N K Y O U SALES TAX 0.00 7,464.00 0.00 TOTAL 7,464.00 WHITE - CUSTOMER YELLOW - OFFICE PINK - SEND BACK WITH PAYMENT P OtAfgTFO MINN DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 3.11 AGENDA ITEM DETAILS RECOMMENDATION: City Staff recommends approval of Final Pay Estimate #1. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: Installation of a VFD at the Prairie Park Irrigation Well is complete. The previous VFD failed is may have been damaged by a lightning strike. City staff is pursuing an insurance claim. The VFD allows the pump to run at variable speeds depending upon the amount of water requested. The splash pad and sprinkler systems cannot run without a properly functioning VFD. SUPPORTING DOCUMENTS: x ATTACHED ❑ NONE a. Final Pay Estimate # 1 MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Final Pay Estimate #1 for Furnishing and Installation of a VFD at the Prairie Park Irrigation Well to EH Renner and Sons, Inc in the amount of $5,680.00. BUDGET INFORMATION FUNDING: BUDGETED: YES Insurance Reserve Fund - 204 x NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: PAY ESTIMATE #1 CITY OF OTSEGO Prairie Park Splash Pad Poly Guard System May 29, 2012 Honorable Mayor & City Council City of Otsego 8899 Nashua Avenue NE Otsego, MN 55330 RE: VFD at Prairie Park Irrigation Well Contractor: E.H. Renner & Sons, Inc. Contract Amount: $5,680.00 Award Date: March 29, 2012 Completion Date: May 14, 2012 Dear Honorable Mayor and Council Members: The following work has been completed on the above -referenced project by E.H. Renner & Sons, Inc ITEM NO. I ITEM DESCRIPTION ESTIMATED QUANTITY I UNIT I CONTRACT UNIT PRICE I CONTRACT AMOUNT USED TO DATE EXTENSION 1 Trip Charge 1 TRIP $110.00 $ 110.00 1 $ 110.00 2 Sevice Technician 2 HOUR $106.00 $ 212.00 2 $ 212.00 3 VFD ABB ACH500-UH-114A-2 1 EACH $5,008.00 $ 5,008.00 1 $ 5,008.00 4 Electrical Installation 1 LUMPSUM 1 $350.001 $ 350.00 1 $ 350.00 Total Quote Schedule "A" Quote Schedule "A" TOTAL Total Work Completed to Date WE RECOMMEND PAYMENT OF: APPROVALS: $ 5,680.00 680.00 CONTRACTOR: E.H. RENNER & SONS, INC. Certification by Contractor: I certify that all items and amounts are correct for the work completed to date. Signed: w - Title: ieiE ^ Date ENGINEER: HAKANSON ANDERSON nn Certification by Engineer: Wefreco9lend payment for work and quantities as shown. OWNER: CITY OF OTSEGO Signed: Title: Date S:\Municipal\AOTSEGO\720\POLY Guard\ot720pe - VFD.xls PE - 1 $ 5,680.00 $ 5,680.00 $ 5,680.00 $ 5,680.00 $ 5,680.00 E. N, hnner & Sons INCORPORATED WELL DRILLING FOR FIVE GENERATIONS 15688 JARVIS ST. N.W. • ELK RIVER, MN 55330 PHONE: (763)427-6100 • FAX: (763)427-0533 www.ehrenner.com INVOICE INVOICE NO.:000123680000 CUSTOMER NO.:05989 DATE: 05/22/12 SOLD TO: SHIP TO: City of Otsego City of Otsego C/O HAKANSON ANDERSON PRAIRIE PARK IRR. WELL 3601 THURSTON AVENUE 8899 NASHUA AVE NE ANOKA, MN 55303 Otsego, MN 55374 SHIP DATE SALES- ORDER SHIPPED VIA F.O.B. TERMS PERSON DATE P.O. NUMBER 05/08/12 DEST NET 30 08 05/07/12 RON WAGNER QUANTITY DESCRIPTION ----------- UNIT PRICE AMOUNT PRAIRIE PARK IRRIGATION WELL REPLACE FAILED VARIABLE FREQUENCY DRIVE 1 TRIP CHARGE /TRIP. 110.00 110.00 2 SERVICE TECHNICIAN /HR. 106.00 212.00 1 VFD ABB ACH500-UH-114A-2/OTSEGO SP 5,008.00 5,008.00 SN: 2121703987 1 ELECTRICAL INSTALLATION 350.00 350.00 ------------------------------------------- T H A N K Y O U SUB -TOTAL 5,680.00 SHIPPING CHARGES 0.00 * SALES TAX 0.00 TOTAL 5,680.00 WHITE - CUSTOMER YELLOW - OFFICE PINK - SEND BACK WITH PAYMENT IN OtsTe F o MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 4.1 AGENDA ITEM DETAILS RECOMMENDATION: City Staff recommends awarding COP #12-01 (Seal Coat) and COP #12-02 (Micro -surfacing) Street Maintenance Projects to the low bidders. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes -two No BACKGROUND/JUSTIFICATION: Annually, the City undertakes street maintenance projects to maintain safety and to maintain the City's investment in street infrastructure. Plans are attached that include micro -surfacing for Odean Ave south of 85th St. and 78th St. Both are collector streets and are 13 to 14 years of age and have either some rutting or surface raveling issues. Micro -surfacing has been determined to be a cost effective method to restore proper crown and prevent further raveling. Only the drive lanes will be treated with micro - surfacing. A fog seal will be applied to the shoulders. A fog seal will also be applied to a few residential streets. The fog seal will help retain surface rock placed from previous seal coats that have performed well and to 96th St. to make the street more aesthetic while also sealing in the patches that were completed last summer. Seal coating will occur on streets as deemed necessary by both age and performance evaluation. This will be the first seal coat project for a large portion of the new development area on the west side of the City. Striping will also occur to on approximately 50% of the City's striped streets, primarily in the eastern half of the City. SUPPORTING DOCUMENTS: x ATTACHED ❑ NONE a. Resolution #2012-48 and 2012-49 and 12-01 Bid Tab and 12-02 Bid Tab. MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve Resolution 2012-48 awarding COP #12-01 to Pearson Brothers in the amount of $352,083.75 to be adjusted by City Engineer to match budgetary requirements and Motion to approve Resolution 2012-49 awarding COP #12-02 to Asphalt Surface Technologies Corp. in the amount of $184,555.00. BUDGET INFORMATION FUNDING: I BUDGETED: x YES 201 Pavement Management Fund- $486,000 1 o NO ACTION TAKEN ❑ APPROVED AS REQUESTED 71 DENIED ❑ TABLED OTHER (List changes) COMMENTS: RESOLUTION NO. 2012-48 RESOLUTION ACCEPTING BID WHEREAS, pursuant to an advertisement for bids for the construction of City of Otsego, 2012 Street Maintenance Project, Improvement Project 12-01 bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Total Base Bid Pearson Bros., Inc. $352,083.75 Allied Blacktop Company $380,666.25 Caldwell Asphalt Co., Inc. $399,938.25 Asphalt Surface Technologies Corp. $421,537.50 AND WHEREAS, it appears that Pearson Bros., Inc. of Hanover, Minnesota is the lowest responsible bidder, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF OTSEGO MINNESOTA: 1. The mayor and clerk are hereby authorized and directed to enter into a contract with Pearson Bros., Inc. of Hanover, Minnesota in the name of the City of Otsego for the 2012 Street Maintenance Project, Improvement Project 12-01 according to the plans and specifications therefore approved by the city council and on file in the office of the City Clerk. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the bid bond made with their bids, except that the bid bond of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted by the city council this 29th day of May, 2012. Motioned By: Seconded By: All in Favor: Those Opposed: Jessica Stockamp, Mayor Tami Loff, Clerk Res12-48 accepting bid Bids opened 1:00 p.m., Wednesday, May 23, 2012. There were 4 bids received, as shown herein. ITEM NO. SPEC. 2356.505 Total Bid Schedule "A" BID TABULATION CITY OF OTSEGO 2012 Street Maintenance Project Improvement Project 12-01 Person Bros. Inc. $328,925.00 Allied Blacktop Company I Caldwell Asphalt Co., Inc. I Asphalt Surface Technologies Corp. $352,852.50 $373,507.50 $388.482.50 Bid Schedule "B" - STRIPING & TRAFFIC CONTROL $22.158.75 827.813.75 Person Bros. Inc. Allied Blacktop Company Caldwell Asphalt Co., Inc. Asphalt Surface Technologies Corp. ITEM NO. SPEC. ITEM DESCRIPTION ESTIMATED QUANTITY UNIT PRICE EXTENSION UNIT PRICE EXTENSION UNIT PRICE EXTENSION UNIT PRICE EXTENSION 1 2582.501 PAVEMENT MESSAGE (ARROW)- PAINT 72 EACH $55.00 83960.00 $57.00 $4104.00 $56.00 $4032.00 $60.00 $4,320.00 2 2582.502 4" DOUBLE SOLID LINE YELLOW - PAINT 33,250 LF $0.10 $3,325.00 $0.10 $3,325.00 $0.10 $3,325. $0.11 $3,657.50 3 2582.502 4" BROKEN LINE WHITE - PAINT 2,000 LF $0.01 $20.00 $0.01 $20.001 $0.01 S20.DD $0.01 $20.00 4 2582.502 4" SOLID LINE YELLOW - PAINT 1,775 LF $0.05 $88.75 $0.05 $88.75 $0.05 $88.75 $0.06 $106.50 5 1 2582.502 4" SOLID LINE WHITE - PAINT 67,500 LF $0.05 $3,375.00 $0.05 $3,375.00 $0.05 53 375.D0 $0.061 $4,050.00 6 2582.502 12" SOLID LINE WHITE - PAINT 2,300 LF $2.00 $4,6D0.00 $2.10 $4,830wDO $2.00 $4,600.DD $2.10 $4,830.00 7 2582.502 24" SOLID LINE WHITE - PAINT 340 LF $2.50 Seso.oa $2.60 $884.00 $2.50 8850.00 $2.60 $884.00 8 2582.502 24" SOLID LINE YELLOW - PAINT 770 LF $2.00 $1 540.00 52.10 $1617.00 $2.00 $1 ,540. $2.10 $1.617.DD 9 2582.503 CROSSWALK MARKING (3'X6' BLOCKS) -PAINT 1,700 SF Sz.00 $3,400.00 $2.101 $3570.00 $2.00 $3400.00 $2.10________$3,5710,00 10 2563.601 TRAFFIC CONTROL 1 LS $1,D00.00 $1,00000, $61W 56,000.00 55,200.00 S5 200.00 $10 000.00 $10,00 Total Bid Schedule "B" $22.158.75 827.813.75 $28.430.75 $33,055.00 SUMMARY OF BIDDING: Person Bros. Inc. Allied Blacktop Company Caldwell Asphalt Co., Inc. Asphalt Surface Technologies Corp. Total Base Bid Schedule A through B 8351,083.75 $380,666.25 $399.938.25 $421.537.50 ot387 - 12-01 - bidlabBID TABULATION BT- 1 OF 1 RESOLUTION NO. 2012-49 RESOLUTION ACCEPTING BID WHEREAS, pursuant to an advertisement for bids for the construction of City of Otsego, 2012 Street Maintenance Project, Improvement Project 12-02 bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Total Base Bid Asphalt Surface Technologies Corp. $184,555.00 AND WHEREAS, it appears that Asphalt Surface Technologies Corp. of St. Cloud, Minnesota is the lowest responsible bidder, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF OTSEGO MINNESOTA: 1. The mayor and clerk are hereby authorized and directed to enter into a contract with Asphalt Surface Technologies Corp. of St. Cloud, Minnesota in the name of the City of Otsego for the 2012 Street Maintenance Project, Improvement Project 12- 02 according to the plans and specifications therefore approved by the city council and on file in the office of the City Clerk. Adopted by the city council this 29th day of May, 2012. Motioned By: Seconded By: All in Favor: Those Opposed: Jessica Stockamp, Mayor Tami Loff, Clerk Res 12-49 BID TABULATION CITY OF OTSEGO 2012 Street Maintenance Project Improvement Project 12-02 Bids opened 1:00 p.m., Wednesday, May 23, 2012. There was 1 bid received, as shown herein. Bid Schedule "A" - MICRO SURFACING AND FOG SEAL Asphalt Surface Technologies Corp. ITEM NO. SPEC. ITEM DESCRIPTION ESTIMATED QUANTITY UNIT PRICE EXTENSION 1 2582.501 Mobilization 1 LS $10,000.00 $10,000.00 2 2356.606 Bituminous Material for Micro Surfacing 16,650 GAL $3.50 $58,275.00 3 2356.609 Micro Surfacing Scratch Course 270 TON $139.00 $37,530.00 4 2356.609 Micro Surfacing Surface Course 270 TON $139.00 $37,530.00 5 2355.502 Bituminous Material for Fog Seal - CSS -11H 5,500 GAL $3.00 $16,500.00 Total Bid Schedule "A" $159.835.00 Bid Schedule "B" - STRIPING & TRAFFIC CONTROL Asphalt Surface Technologies Corp. ITEM NO. SPEC. ITEM DESCRIPTION ESTIMATED QUANTITY UNIT PRICE EXTENSION 1 2582.501 PAVEMENT MESSAGE(ARROW) -PAINT 19 EACH $50.00 $950.00 2 2582.502 INTERIM PAVEMENT MARKING -4" DOUBLE SOLID YELLOW 23,000 LF $0.22 $5,060.00 3 2582.502 4" DOUBLE SOLID LINE YELLOW- PAINT 23,000 LF $0.15 $3,450.00 4 2582.502 4" SOLID LINE WHITE - PAINT 36,750 LF $0.10 $3,675.00 5 2582.502 12" SOLID LINE WHITE - PAINT 1,550 LF $1.80 $2,790.00 6 2582.502 24" SOLID LINE WHITE - PAINT 400 LF $3.50 $1,400.00 7 2582.502 24" SOLID LINE YELLOW - PAINT 250 LF $3.10 $775.00 8 2582.503 CROSSWALK MARKING 3'X6' BLOCKS - PAINT 900 SF $1.80 $1,620.00 9 2563.601 TRAFFIC CONTROL 1 LS $5,000.00 $5,000.00 Total Bid Schedule "B" $24,720.00 SUMMARY OF BIDDING: Total Base Bid Schedule A through B ot387 - 12-02 - bidtabBID TABULATION BT- 1 OF 1 Asphalt Surface Technologies Corp. $184,555.00 11 OtAqgTF O MINN DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works City Engineer Wagner May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: City Engineer Wagner City Administrator Johnson 4.2 AGENDA ITEM DETAILS RECOMMENDATION: Review options for painting Water Tower #1 and give staff direction on how to proceed. Council could: 1. Elect to approve of Resolution 2012-50. Ordering Preparation of Plans and Specifications and Obtaining Quotes for Repainting of Water Tower #1 with or without logos. 2. Choose to wait until such time that the water tower needs to be re -commissioned and paint the exterior and interior at the same time. 3. Consider repainting the logos on Water Tower #3 to address the poor quality and look of the current logos. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The Capital Improvement Plan recently adopted by the City Council includes exterior painting of Water Tower #1 in 2012. At the May 14 Council workshop, the City Council raised the issue of Water Tower #3 which is close to Water Tower #1 because both can be viewed at the same time, but the new logo would only be painted on Water Tower #1. The City Council directed staff to present different options for Council consideration before proceeding with painting. Water Tower #1 is over 10 years old and the logos have noticeably faded. The water tower is currently decommissioned so it would not need to be drained to be painted. The water tower would be sand blasted to remove any loose paint and roughen the surface to improve adherence of the new layer of paint. The estimated cost to paint the exterior of the water tower is $60k to $70k and each logo is estimated to cost an additional $7,500. The budgeted amount of $45k is apparently too low; the $45k estimate was accurate if both the interior and exterior were completed at the same time. However, the decision was made to proceed with only exterior painting. The water tower recently had the exterior and interior surfaces reviewed. The interior had some issues that needed to be addressed, but those were put on hold due to the decommissioning of the water tower. Those will be addressed when the tower is put back in use or when they begin to adversely affect the future use of the tower. The exterior did not have nearly the issues and can wait until recommendation is needed. An inspection of the paint surfaces should be completed every 5 years after the initial 10 year period. According to the recent inspection, the need for painting Water Tower #1 is to improve the aesthetic; it is not critical that painting be completed in 2012 to maintain the integrity of the water tower itself. Therefore, if the Council desires, this project can be delayed without harm to the water tower. Finally, if the Council wants, the logos on Water Tower #3 can be fixed at any time. The estimated cost is around $30,000. SUPPORTING DOCUMENTS: x ATTACHED ❑ NONE a. Water Tower #1 New Logo Exhibit b. Resolution 2012-50 Ordering Preparation of Plans and Specifications and obtaining quotes for repainting of Water Tower #1 with or without logos. MOTION: (Please word motion as you would like it to appear in the minutes.) Depending upon Council direction: 1. Motion to approve Resolution 2012- 50 Ordering Preparation of Plans and Specifications and Obtaining Quotes for Repainting of Water Tower #1 with or without 2 logos; and/or 2. Direction to obtain quotes to repair the logos on Water Tower #3; and/or 3. Direction to delay painting of Water Tower #1. BUDGET INFORMATION FUNDING: Water Fund — 601 ACTION TAKEN o APPROVED AS REQUESTED ❑ DENIED COMMENTS: BUDGETED: x YES - $45,000 Partially o NO 71 TABLED o OTHER (List changes) May 23, 2012 — 9:31am K:\cad_eng\PROJECTS\MUNICIPAL\OT529\dwg\OT529 EX.dwg I 1 I I w CD z IZ: Q 0 Q � w w z U Q a O Q U II m 0- � z_ o � = U CD Q W Q = U O O m O C.D w 5 0 5 10 SCALE IN FEET rrrrr, rirrririmm /I�(ir RESOLUTION NO. 2012-50 A RESOLUTION ORDERING PREPARATION OF PLANS AND SPECIFICATIONS FOR WATER TOWER #1 EXTERIOR REPAINT AND OBTAIN QUOTES WHEREAS, a resolution of the City Council adopted the 29th day of May 2012, ordering Hakanson Anderson to prepare plans and specifications for Water Tower #1 Exterior Repaint and obtain quotes in the City of Otsego; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, MINNESOTA: 1. Hakanson Anderson is hereby designated as the engineer for this improvement, and are hereby directed and authorized to prepare plans and specifications for the making of such improvement. 2. Hakanson Anderson is hereby authorized to obtain quotes for Water Tower #1 Exterior Repaint. Adopted by the council this 29th day of May 2012. Motioned By: Seconded By: All in Favor: Those Opposed: Jessica Stockamp, Mayor Tami Loff, Clerk Res 12-50 Water Tower #1 Exterior Repaint 0 0tse F o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Lori Johnson, City Administrator May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: 5.1 Lori Johnson, City Administrator Lori Johnson, City Administrator Public Works/City Hall Project AGENDA ITEM DETAILS RECOMMENDATION: Authorize the Public Works Facility and Parking Lot improvement projects. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No We BACKGROUND/JUSTIFICATION: At the May 14, 2012, Workshop, Grady Kinghorn and John Studer of Kinghorn Company and I presented the preliminary plans and costs for the build out of the Public Works Facility to house City Hall staff. The City Council requested adjustments to the floor plan and made recommendations on several of the items and options included in the project and requested that the project be brought back for consideration at the next Council meeting. Based on City Council input, the floor plan has been revised to create additional space in the building safety department. A revised cost estimate was determined based on the changes the Council requested plus items that staff and Kinghorn Company representatives identified following the May 14 meeting. The new cost estimate reflects the following: 1. Carpet and hardware quality reductions; 2. Installation of a separate access control system for internal security; 3. The design fee of $2,500 is still included, but can be deleted if the Council so chooses; 4. A reduction in low voltage costs; 5. The addition of a seven percent contingency to cover minor repairs needed to the existing building, furniture for conference rooms, and other times that may come up during the project. The revised cost estimate is $135,975 plus the discretionary contingency of $9,520 for a total of $145,495. Additionally, staff reviewed the parking requirements and parking lot design. After further review, the parking lot was redesigned. The cost is now estimated at $70,000; a savings of over $30,000 from the previous estimate. Once approved, the project should be completed in around two months. The lead time for ordering doors is approximately six weeks. That lead time will require that design decisions be made within days after the project is approved in order to meet the two month project timeline. Finally, as directed by Council at the May 14 meeting, the only improvement that will be made to the existing City Hall this year is to remodel the front doors. As soon as a final cost is available for that roject, it will be presented to the Council. SUPPORTING DOCUMENTS: X❑ ATTACHED ❑ NONE • Revised Floor Plan • Revised Cost Estimate • Revised Parking Lot Plan • Revised Parking Lot Cost Estimate MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the Public Works Facility project as outlined in the floor plan dated May 17, 2012, with a budget of $145,495 per the cost estimate prepared by Kinghorn Company and to approve the Parking Lot Improvement project with a budget of $70,000. BUDGET INFORMATION FUNDING: BUDGETED: X❑ YES Included in the 2012 CIP Capital Revolving Fund ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED �:i DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: Z O O p$q - Ouj � Z cc Zi kill IP 'D ! I x Jo w.a-m� vFw eooarw _ q mN ;1I o~ v � Z O O p$q - Ouj � Z cc Zi kill IP 'D ! I x Jo w.a-m� vFw eooarw _ q mN ;1I Kin orn COMPANY GENERAL CONTRACTORS CSI Divisions Cost Estimate Job: Otsego City Office Prepared By: Kinghorn Construction Location: Otsego 14198 Northdale Blvd Prepared For: Lori Johnson Rogers, MN 55374 Architect: HTG Structural Engineer: NA Site Engineer: NA Date: May 24, 2012 1 General requirements $ 7,880.00 Cleaning, Dumpsters, Project Coordination, Insurance, Temporary construction 6 Wood & Plastics $ 26,007.00 Casework, Countertops, fasteners 8 Doors & Windows $ 23,712.00 Metal Frames, Wood doors, Hardware, Aluminum entrance, Card Access Controls 9 Finishes $ 38,897.00 Painting, Gypsum board assemblies, Demo, Acoustical ceiling patch, Carpet, Window coverings 15 Mechanical $ 10,050.00 Plumbing, , Fire Sprinkler, Controls, HVAC 16 Electrical $ 16,230.00 Electrical, Phone/data rough in 17 Design /Interior Design $ 4,900.00 Profit & Overhead $ 8,299.00 6.50% Owners Contingency 7% $ 9,520.00 TOTAL BUILDING COST $ 145,495.00 Note: This price does not include city fees for building permit 14198 Northdale Blvd. - Rogers, MN 55374 - Tel: 763-428-8088 - Fax: 763-428-8090 3 J FAC -12-007 PUBLIC WORKS EAST PARKING LOT IJ�Hakanson ®Anderson ENGINEERS COST ESTIMATE FOR Date 1/17/12 -- FAC -12-007 REV 5/16/12jiff R - PUBLIC WORKS (35) EAST PARKING LOTS Quantity Units Cost MOBILIZATION 1 LS $5,000 $5,000 EROSION CONTROL Silt Fence 500 LF $2 $1,000 Inlet Protection 3 each $150 $450 DEMO/REMOVALS Curb 180 LF $4 $720 Asphalt pavement 200 SY $2 $400 Concrete Pavement 50 SF $4 $200 GRADING Strip 1 ft 1000 CY $2.00 $2,000 Gradin 2ft) 2000 CY $1.50 $3,000 Res read 1 ft 500 CY $2.50 $1,250 STORM SEWER 48 dia MH 0 per $2,200 $0 18" FES 0 per $1,200 $0 18" RCP 0 LF $30 $0 15" RCP 0 LF $28 $0 12"RCP 0 LF $26 $0 PAVEMENT 136-12 Curb 200 LF $12 $2,400 HC Rams 2 each $750 $1,500 LD Pvmt 3-1/2" over 6" 1400 SY $20 $28,000 Concrete Sidewalk 960 SF $5 $4,800 4" Class 5 Parkin 0- SY $4 $0 8' Bituminous Trail 0 SY $15 $0 Pavement marking .1 LS $500 $500 LIGHTS 2 each $2,500 $5,000 SIGNS 6 each $250 $1,500 IRRIGATION 1 1 LS $500 $500 0 o It ; 1A;,; ;_ _; �� I A � Sub total 20% (Contingency, design fees, contract administration, construction observation and le al Total $58,220 0.20 $11,644 $69,864 W OtsTe F O MINNESOTA g DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Lori Johnson, City Administrator May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: Lori Johnson, City Administrator Lori Johnson, City Administrator 5.2 AGENDA ITEM DETAILS RECOMMENDATION: Approve calling a special City Council meeting at 5:30 p.m. on Monday, June 11, 2012, for the purpose of conducting a 70th Street Improvement Open House. ARE YOU SEEKING APPROVAL OF A CONTRACT? I IS A PUBLIC HEARING REQUIRED? No I No BACKGROUND/JUSTIFICATION: On May 14, 2012, the 70th Street Feasibility Report was presented to the City Council. Consistent with previous City Council direction, staff was supposed to notify all residents with property abutting the street of the City Council meeting at which the feasibility report was to be discussed. As I stated at the May 14 meeting, at that time staff thought all residents had been notified of the May 14 meeting. However, staff became aware after the May 14 meeting that not all residents were notified as intended. Due to an error, only the residents affected by the trail addition to the project were notified. To correct the notification error, I am recommending that the City Council call a special meeting for 5:30 p.m. on June 11 at City Hall to give the affected property owners an opportunity to meet with the City Council and staff for the purpose of reviewing the 70th Street improvement project. Notices will be sent to all property owners on Wednesday May 30 notifying them of the June 11 meeting. At the June 11 special meeting the City Engineer will provide drawings and detailed information about project financing, street design, rights of way needed, and the location of the street as it passes by the adjacent home sites. Residents will have adequate time to ask questions and provide input to the City Council and staff during the meeting. Following the special meeting the City Council will review the 70th Street Improvement project again at the regular June 11 City Council meeting to consider resident input and, if changes are desired, to instruct the City Engineer to incorporate those adjustments in the feasibility study. It is important to note that this project is still in the design stage. Residents will have another opportunity once design is nearing completion to review the design and provide input. The project has not yet been ordered. Finally, at the May 14 meeting, there were some questions from the Council regarding the width of the proposed street. City Engineer Ron Wagner will go over the street design and width in detail at the May 29 meeting. If the Council wants to change the width of the street, a motion to do so should be made at the June 11 regular meeting after considering public input. SUPPORTING DOCUMENTS: ❑ ATTACHED X❑ NONE List: MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to call a special meeting at 5:30 p.m. on Monday, June 11, 2012, for the purpose of conducting a 70th Street Improvement Open House. BUDGET INFORMATION FUNDING: BUDGETED: ❑ YES N/A ❑ NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: W OtsTeF o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Lori Johnson, City Administrator May 29, 2012 PRESENTER(s): REVIEWED BY: ITEM #: 5.3 Lori Johnson, City Administrator Lori Johnson, City Administrator Lead Park Maintenance and Lead Street Maintenance positions. AGENDA ITEM DETAILS RECOMMENDATION: Authorize establishment of Lead Park Maintenance Worker and Lead Street Maintenance Worker positions and authorize internal posting to fill the positions. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BAC KG R O U N D/J U ST I F [CATION: In November 2011 the City Council approved an interim measure to address organizational structure needs in the Public Works department with the intent that a long-term solution would be approved in 2012. Additionally, since that time, the Public Works department has been split into Park Maintenance and Street Maintenance departments. After review of the current and future needs of these departments and the City, staff recommends that lead positions be created in both the Park Maintenance and Street Maintenance departments. The creation of these two lead positions will fill existing management gaps due to the extremely flat organizational structure in these departments. Currently, there is not a formal crew leader on projects in the field for either parks or streets, and there is not a permanent second in command in the absence of the Parks and Recreation Manager or Street Maintenance Supervisor. The current lead worker policy was implemented as a temporary measure until the entire structure of the public works department was reviewed and a permanent solution recommended. The interim leac worker policy allows the department head to assign an employee to be lead only when the department head is absent. The need for a lead worker actually exists all of the time even if the supervisor is present. The interim policy will be discontinued when the lead positions are filled. In addition to the duties of a Maintenance II position, Lead Workers will have added duties and responsibilities including, but not limited to: • Assist the department head with management functions of the department • Assist with scheduling projects • Serve as lead in the field on projects • Attend internal and external meetings in the department head's absence • Direct and assign work to full time employees when the department head is absent • Assist with directing and assigning work to full time employees when the department head is present • Assist with selection of employees including part time and seasonal • Directly supervise all aspects of seasonal employees including project scheduling and coordination, ensure safety and job training are completed, provide work direction, and discipline if necessary • Serve as acting department head as requested in his absence The Lead Park Maintenance Worker position will report to the Parks and Recreation Manager and the Lead Street Maintenance Worker will report to the Street Maintenance Supervisor. The full time employees in the respective departments will take work direction and assignments from the Lead Workers as outlined above, but the respective department head will remain the full time employees' supervisor. The Lead Workers will directly supervise and be responsible for seasonal and part time employees. Lead Workers may provide input to their department head in the performance reviews of full time employees. No staff will be added as a result of these lead positions; they will be filled with internal promotions. Existing staff may submit a letter of interest including their qualifications to the City Administrator by noon on June 6 to be considered for the position. An interview and testing process will be used to determine the most qualified applicants for the positions. A recommendation for the staff promotions to fill the positions will be presented to the City Council for final approval. Pay for the lead positions are initially set at $1.00 per hour above the top step of the Maintenance II position. After one year, the positions will be evaluated to determine if the pay should be increased based on the responsibilities and duties of the positions. In addition to creating lead positions, other changes may be forthcoming to optimize the public works department structure. Currently, all employees perform many of the same duties, but the employees are in two different maintenance positions. I will be bringing forward a recommendation to address that situation at the same meeting that the lead workers are appointed. Finally, this is just one step in the transition of the City's organizational structure; more recommendations will be made throughout the year as we review each department and determine how to best restructure the staff to meet the needs of the City as it continues to evolve. SUPPORTING DOCUMENTS: ❑ ATTACHED x E: NONE List: MOTION: (Please word motion as you would like it to appear in the minutes.) Motion to approve the creation of Lead Park Maintenance Worker and Lead Street Maintenance Worker positions at a pay rate of $1.00 per hour above the top step of the Maintenance II position, to review the positions in one year to determine if the pay grade should be increased, and to immediately post the positions internally. BUDGET INFORMATION FUNDING: BUDGETED: YES NO ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: Lori Johnson From: Sent: To: Cc: Subject: Mayor Jessica Stockcamp; Hello Ms Stockcamp, rick devitt <rdevitt55@gmail.com> Wednesday, May 16, 2012 5:57 PM Lori Johnson ronw@haa-inc.com Water drainage My name is richard devitt. I live at 8360 needham ave ne in otsego. I purchased this home in march of 2011. My phone numbers are (c) 651-491-2278...(h) 763-267 7152. I have met with Ms Lori Johnson and Ron Wagner concerning my dilemma and they suggested i contact you and see if you might help me. Enclosed in this package are ... a copy of the letter to Ms Johnson and Mr Wagner and pictures showing the problem issues. I am seeking your assistance and ask that you might find time to read over the letter to Ms Johnson so you are familiar with the problem and view the pictures. I am hoping that this problem could become a project under statute 444, and i sincerely ask for your consideration on this issue. I am also asking for your assistance in bringing this issue up at the next city council meeting. After talking with Mr Wagner he informed me that some of the city council members may be familiar with this address. I am hoping that the city of otsego may be able help on this dilemma. I understand that the residents who used to live on this road took it upon themselves to hire a private contractor to solve their water drainage issues but since that time the water drainage has become an annual problem. I am asking for help from the city of otsego to install a more durable..longer lasting drain system. I am also going to e-mail this to Ms Johnson and Mr Wagner to keep them apprised as to what is happening. Sincerely; Richard L Devitt 8360 Needham Ave NE Otsego, MN 555330 (c) 651-491-2278 (h)763-267-7152