CITY COUNCIL SPECIAL MEETING MINUTES February 18, 2014 ...
CITY COUNCIL SPECIAL MEETING MINUTES February 18, 2014 12:00pm
1) Call to Order Fischer called the meeting to order at 12:05pm. In attendance: City Council: Mayor Cheryl Fischer, City Council members Mark Vanderlinde, Anne Hunt, Arlene Donahue and Bob Christians; City Staff and consultants: Assistant Administrator Mike Barone, City Administrator Mike Funk, Finance Director Brian Grimm, City Engineer Mark Erichson (WSB and Associates), City Attorney Ron Batty (Kennedy and Graven) and City Clerk Terri Haarstad Absent: None 2) Water Treatment Plant Discussion Erichson presented the staff report as found in the City Council packet dated February 18, 2014. Funk reminded the Council that on December 2, 2013 the City Council passed Resolution No. 154-13 Authorizing WSB to perform final design of a gravity filtration water treatment plant. If the City Council chooses not to take further action, staff will proceed with the final design process as directed by resolution. He stated that should the City Council wish to direct staff to take some other action, staff recommends the Council add the water treatment plant to the regular meeting scheduled for 7pm on February 18, 2014 to provide such direction. A council member distributed a proposal solicited from Bolton and Menk and suggested the City Council authorize the hiring of Bolton and Menk to conduct a value engineering process for $10,000. Discussion included the ethicality of individual Council members soliciting proposals, quotes and bids without Council authorization and outside of the statutory process. Batty stated that the issue is whether or not individual Council Members should be taking initiative to do research and gather proposals and whether or not Council action is required to authorize such activity. He recommended discussing this issue at the scheduled 2pm Strategic Planning Session since this type of discussion was not on this special meeting agenda. Funk concurred. Discussion included whether or not other engineering firms should have been consulted prior to the authorization of the final design Brett Weiss (WSB) stated that a value engineering process is common for very multimillion dollar projects. It is not typical for smaller for common projects like water treatment plants. However, if the Council has some questions about the recommendations made, WSB would be happy to walk through the value engineering process if it would help ease tension for the City Council. Erichson proceeded with the presentation of the staff report found in the City Council packet dated February 18, 2014.
Discussion included: Whether or not the City of Minnetrista can opt out of the Met Council and taking responsibility for treating discharged water Environmental issues with using discharged water from a reverse osmosis or nanofiltration water plant for irrigation Water rate increases needed if the City goes to a reverse osmosis water treatment system Whether or not the numbers presented to the Council about the volume of waste water discharge are accurate or if they have been slanted a specific way The city’s environmental responsibilities in light of metro-wide water issues The possibility of changes in the future regulation of specific contaminants A request for costs spent on the pilot project to date including a breakdown of pilot study fees Tom Roushar (WSB) explained how the Met Council calculates SAC charges and how WSB estimated costs. Funk reminded the Council that staff makes recommendations based on professional experience, training and knowledge. However, the City Council is responsible for making decisions and if they feel an option other than the staff recommendation is a better value, they are free to make that decision. Weiss expressed displeasure with the accusation that WSB slanted numbers and defended the integrity of the City Engineer. He explained how calculations were made and explained that a recommendation was made based on the most cost effective way to meet the state requirements. He stated that it is very unusual for a city to want to design and pay for a project that exceeds what is required, time tested or provided for in regulations. He assured the City Council that WSB has noted the Council’s compassion for issues and residents. They will get clarification of the Council’s goals before making recommendations in the future. Motion by Hunt second by Christians to add the Bolton and Menk proposal for a value engineering process regarding the water treatment plant to the agenda tonight. Motion carried 5 – 0. Motion by Hunt second by Christians to direct staff to not send a letter to the Met Council to request a study group be formed to review SAC charges. Motion failed as it was determined a motion was not needed. Motion by Vanderlinde second by Hunt to direct WSB to suspend the final design of the water treatment plant pending the results of a value engineering process. Motion carried 5 – 0. 3) Adjourn Motion by Vanderlinde second by Christians to adjourn the meeting at 1:10pm. Motion carried 5-0. Respectfully submitted,
Terri Haarstad City Clerk
1) Call to Order Fischer called the meeting to order at 12:05pm. In attendance: City Council: Mayor Cheryl Fischer, City Council members Mark Vanderlinde, Anne Hunt, Arlene Donahue and Bob Christians; City Staff and consultants: Assistant Administrator Mike Barone, City Administrator Mike Funk, Finance Director Brian Grimm, City Engineer Mark Erichson (WSB and Associates), City Attorney Ron Batty (Kennedy and Graven) and City Clerk Terri Haarstad Absent: None 2) Water Treatment Plant Discussion Erichson presented the staff report as found in the City Council packet dated February 18, 2014. Funk reminded the Council that on December 2, 2013 the City Council passed Resolution No. 154-13 Authorizing WSB to perform final design of a gravity filtration water treatment plant. If the City Council chooses not to take further action, staff will proceed with the final design process as directed by resolution. He stated that should the City Council wish to direct staff to take some other action, staff recommends the Council add the water treatment plant to the regular meeting scheduled for 7pm on February 18, 2014 to provide such direction. A council member distributed a proposal solicited from Bolton and Menk and suggested the City Council authorize the hiring of Bolton and Menk to conduct a value engineering process for $10,000. Discussion included the ethicality of individual Council members soliciting proposals, quotes and bids without Council authorization and outside of the statutory process. Batty stated that the issue is whether or not individual Council Members should be taking initiative to do research and gather proposals and whether or not Council action is required to authorize such activity. He recommended discussing this issue at the scheduled 2pm Strategic Planning Session since this type of discussion was not on this special meeting agenda. Funk concurred. Discussion included whether or not other engineering firms should have been consulted prior to the authorization of the final design Brett Weiss (WSB) stated that a value engineering process is common for very multimillion dollar projects. It is not typical for smaller for common projects like water treatment plants. However, if the Council has some questions about the recommendations made, WSB would be happy to walk through the value engineering process if it would help ease tension for the City Council. Erichson proceeded with the presentation of the staff report found in the City Council packet dated February 18, 2014.
Discussion included: Whether or not the City of Minnetrista can opt out of the Met Council and taking responsibility for treating discharged water Environmental issues with using discharged water from a reverse osmosis or nanofiltration water plant for irrigation Water rate increases needed if the City goes to a reverse osmosis water treatment system Whether or not the numbers presented to the Council about the volume of waste water discharge are accurate or if they have been slanted a specific way The city’s environmental responsibilities in light of metro-wide water issues The possibility of changes in the future regulation of specific contaminants A request for costs spent on the pilot project to date including a breakdown of pilot study fees Tom Roushar (WSB) explained how the Met Council calculates SAC charges and how WSB estimated costs. Funk reminded the Council that staff makes recommendations based on professional experience, training and knowledge. However, the City Council is responsible for making decisions and if they feel an option other than the staff recommendation is a better value, they are free to make that decision. Weiss expressed displeasure with the accusation that WSB slanted numbers and defended the integrity of the City Engineer. He explained how calculations were made and explained that a recommendation was made based on the most cost effective way to meet the state requirements. He stated that it is very unusual for a city to want to design and pay for a project that exceeds what is required, time tested or provided for in regulations. He assured the City Council that WSB has noted the Council’s compassion for issues and residents. They will get clarification of the Council’s goals before making recommendations in the future. Motion by Hunt second by Christians to add the Bolton and Menk proposal for a value engineering process regarding the water treatment plant to the agenda tonight. Motion carried 5 – 0. Motion by Hunt second by Christians to direct staff to not send a letter to the Met Council to request a study group be formed to review SAC charges. Motion failed as it was determined a motion was not needed. Motion by Vanderlinde second by Hunt to direct WSB to suspend the final design of the water treatment plant pending the results of a value engineering process. Motion carried 5 – 0. 3) Adjourn Motion by Vanderlinde second by Christians to adjourn the meeting at 1:10pm. Motion carried 5-0. Respectfully submitted,
Terri Haarstad City Clerk
