##VIDEO ID:xy5NdeH5r_k## e e e 5:31 minute but I will call the regular city council meeting to order all please e here J here Scott here here standedge States [Music] consent agenda has everybody had the chance to read through that any questions or comments before caring none I'll take a motion to accept theenda I'll make that motion you have a motion is there a second second have a motion a second all those in favor I any opposed hearing none motion carried um moving on to the guest and citizens forum is there anybody that would like to get up and say anything thank you for having off oh wel happy nothing also we'll move on for from City staff uh City administrator Lenny nothing all right Library director sour we have going on at the library right now adult intering program um we have 60 people participating so country tra lot fun and that is also available you can do it on paper the fashion way or you can use our bean stack app which last kids so you can do it either way um we had a mocktail social last week two weeks ago I wasn't track of time um 16th it was and that was a lot of fun we had live music we played three tried games we had five different non-alcoholic drinks um and um we partnered with the Haven so they are also going to serve top the winner um winning drink which was like an Italian B kind of a drink it was called um hold The Count of Monte Crystal Count of Monte crystal that's that's what it was so that one so they will be serving and trying that out because the social sober curious movement is kind of getting to be pretty big around the country um we have auor visits coming next week Harry Griffith um he's Talk Falling series he been writing on Friday that's at 10:30 and on the 8th Saturday Christ scholar is coming and she's written children's B um and other than that I have officially turned in my retirement notice my last day will be no 1st um and I just want to thank the community the council the mayor my library boards I've had through the years the staff I've had it's been an honor working here and working for community and I will I will miss the job dearly but thank you for the 20 years I had here appreciate I've just got um assistant chief just all right C attorney looks like we have fill in tonight oh yeah my for Joel he's gone so nothing um reports from elected officials councelor Grant nothing tonight I was at the Planning Commission meeting the other day was there too but they were talking to the bit the the daycare person that was wanting to set up the business they also did mention the chicken request and they're pretty much adamant against that and I I guess I think we have a there we have we're not discussing it right now tonight or anything they were that's all I have thank for the [Music] update um I just went to the library board meeting and I learned a lot so I thought that was kind of fun but that's about I I that um and then on my end um I have lunch with Comm McDonald this afternoon um just kind of talked about City stuff County stuff um just how we can work together just kind of do an introduction but other than that not much have R last week um so i r a little bit about that just how much advocacy and work they do foron ring so nice to see so that's that's about it on Old business there's none um new business 11.1 change order number one from Max construction for white Lakes wellness and Recreation Center AK yeah good evening I'm Chad bman with SE I've been working with Max gray and the city here from the start of this project through construction uh we do have one change order uh requested from Max gray to date to cover basically three items uh primarily through the state planning process to get the project started uh the total amount um I would rather break it down into the three individual Parts I think it's easier to understand uh so there were six items in the original proposal request from the state uh only one of them actually affected any of the cost to the drawings itself just over $2,600 um we had to change the hardware on the new sliding front door even though it's not required as part of the exiting system for that buing um the state looked at it because the inside set of doors was a free egress door that the sliding door right behind it should also be free egress um we kind of pushed back a little bit on that because what we were trying to do is obviously after hours so how that door is set up right now is a photo eye on either side when you are open for business either of those photo eyes detect motion the door slides like it should and the reason for doing that is obviously when you got uh hockey bags hockey stick you want that door open on your way for damage uh the initial proposal was after hours the photo I shut down so as you walk up to that door it doesn't try to open and maintains security and staff would have dead bolt so they could lock it shut you have to worry about anybody coming in being the state saw that as part of the erra system what we did is we changed it to a panic device inside the door so the photo wise are still inoperable so after hours let's say somebody's in there when you know meetings closed whatever the door will not slide but in the event of emergency if you hit that door it will open that's the biggest change U that was $2,600 the security part still works everything else still works but it's the hardware in the door and the electric piece to get to that uh the second item of the change order was just over $21,000 and that is all building permit costs and that was an agreement between Max great and the city as far as who was going to pay for it uh the city could have paid for it directly for the contractor paid for it to be reimbursed that was the agreement that was set forth so that one really had nothing to do with construction at all and the last piece is winter conditions um $1700 which I know it seems like a big number but I can tell you when this was first discussed it was upwards of $330,000 so I will give Max grade major props in keeping this number as low as they could so how this number came to be when this project was bid out uh remember what date it was bit to be honest with you we ran the bid window for three weeks three consecutive weeks um and then as a council you guys saw those bid numbers you awarded the low bid to Max gray and the the morning after you guys approved this project to go to bid we uploaded those save drawings to the state of Minnesota so we ran the state plan review concurrent with the bid to try to condense that as quick as you could to get this project started uh reason being some of the ice equipment on this project has a lead time of over one year so from the day they place that order they won't see that equipment for a year uh working backwards with the arena staff we knew when this place had to be open with the sheeta ice fully operational follow 21 in a perfect world we would send the plans to the state of Minnesota they would review everything they would send it back to us we'd incorporate all of that into an addendum and then we'd send it out for bid we don't have the luxury of that time here so we had to kind of guess when they were going to complete to get us with the contract started unfortunately the state of Minnesota was very busy when we submitted this project they had 52 other projects in the que before ours nothing we can do about that other than wait um once Max grade completed their Bing cycle we awarded them the they are now under contract we had 21 projects still in front of us we waited over nine weeks for our project your project all of ours from the day we submitted it until it went to a plan review over two months it sat there and nobody could do anything um once it hit that plan reviewer it took give or tape another seven weeks to get his formal approval for us started what we tried to do in the meantime to speed all of this up in conjunction with Max gray is get a foundation to grade permit what that is is the partial buing permit that lets them do the excavation site utilities and the foundation State said no they're at a different review process and they didn't want to start all over so we carried on and I don't know if you shared the schedule that I sent through but we basically bugged them every single day and said when are you done we have a contractor that needs to go we got equipment that needs to get dug eventually over the course of a couple more weeks they gave us a conditional permit so we could finally start this project the entire time Max gray could do nothing no fault of their own they could start this project fall comes winter comes they have cost and they're do those costs um the flip side to look at this is if we would have told all of the biders during the bidding you cannot start this project till let's say October whatever the date was they would have assumed costs in their bids and more than likely would have assumed more than this and you would have ended up paying more this in my opinion on a time and material cost is the most effective way to do it you are seeing every dime that Ma hasn't heard that they're not burying anything they've been very transparent with their com so it's it's a lot of things that are lot of out of control if you will waiting in line uh nine weeks is unfortunate but that's that's how it fell we can't control it we can't submit it any faster we can't make do any FAS all we could have done different looking back has pushed our start date out farther but I am 100% positive that you would have incurred cops because people would have factored wi conditions into their BD for heat shelter it's just normal in Minnesota you that so we're at $1,720 which in my opinion is the biggest part of this change because the building permit cost we knew ahead of time it was we going to cover St so with that I know there's a lot of information but I'm willing to answer any questions that be out there yeah I guess I don't have job explaining things does anybody else on the council have any questions or comments the BR or no I think you explained it very well even if we don't like what you had to explain um I realize it is out of your control I don't like it any more than you that's one thing I really try hard on projects is avoid change orders at all cost um and I truly do feel this was unavoidable I think the flip side like I said to try to prevent it would have actually occurred more cost and what I what I want to get across is if we would have told these contractors we can't start until October my fear is we would not have gotten many bids because they would have known that crunch time to get this project done was that tight and they may have just walk I mean we are we are not out of the woods yet I'm just going to be totally honest we need equipment to show up on time and they say it's been a show in order to get there's still a lot of variables but I I I will give next grade I have not worked with them personally on other projects and they have done a phenomenal job for you guys I I will say that public other [Music] question all right no other comments or questions to accept that change order I make that motion um is there anybody that would like to second that second all those in favor motion car thank you moving on to 11.2 referment from the public or Public Library I think I need to go Vis the Li a little B right um from she just yep so the council received her resignation the board adopted that or approved that resignation last week at their meeting the council does not do the hiring for the library and so that will be done by the library board and so uh you can choose to accept her retirement if you'd like and issue her thanks for her service or you can just issue question yes and we asked the board if we got people here that are hammering and cost saving and we're well aware of the need for it but can we ask the board to look into possibly a pairing and sharing situation with the RO uh that would be solely up to the board you can ask them but you do have a required amount you are required to fund the library per year as per state statute so you you wouldn't save a significant amount of money by pairing and sharing you're required to have a library yes okay I I get that part but as far as running the library would it be possible for one librarian and maybe you can answer the question to R both are they are they would it be too big of a process or a project for one person to run both librar my first reaction is yes it would be a difficult job to do commities are entirely different communities different types of services different types of collections um it would it would be extremely difficult you certain ask into it the board already um and I know years ago they did do a study on before I came in so it's um they did do a study on combining the libraries and it would actually end up have costing theun more money than having each a separate one just because you need more staff direct more staff covering [Music] Library something could check into um good question yeah that's something that they yeah consider hiring by the next Library board meeting yes so they've got applicants on the list then it's list they listed it posted Jal for the city and that is posted for seven business days um and then the board if their applicants received in the toview the week of February 3r and then the decision never hurs to mention it to a and just have it in their ear for future or something to think about now but all right um I guess I wrote up a little thing just to thank you Su um I'd like to thank Mrs uh or Miss s for her many years of dedication to our city as our library director she has been in that position ever since I can remember um I think we can all agree that she has gone above and beyond in her role um she has ensured that the library isn't solely just a place where you can pick up a book and leave um but a welcoming place where um children and adults life can spend time and take part in a variety of fun activities um whoever takes her spot should know that they have have very big shoes to fill um and I want to ensure that the library board knows that they have an important job in my hope is that they choose somebody asting and hard this thank you again um so yeah I will take a motion um to accept the re so move we have a motion do we have a second have a motion in a second all those in favor I I any opposed hearing none motion carried moving on to 11.3 recommendation from the fining commission to approve the home documentation permit for 411 as councilor General has stated the Planning Commission met on this last week there was one member of public attendance and that was the hermit request there were other members of the public in attendance the Planning Commission does recommend to approve this home occupation permit for a dayare on Kent Road and just to reiterate individual never hurts to point that out right no I would make a motion it's a much needed service Point links down the surrounding area so we make a motion second for sure we have a motion a second all those in favor anyos hearing none motion she know when she's been open I didn't receive that information she is working on herting through theur license so yeah we'll be got be e to hear when she opens and can start taking kiddos so yeah moving on 114 contract for 926 we motor for the public works the council budgeted and approved a loader with tradein of one of the graders from the public works department so this is that contract you should know it did decrease $114,000 from the original qu price and so you will see a reduction of costs there and so both Public Works director schinger and myself are recomend approving this he came here before and spoken to kind of the need of something like that and the benefits of getting is there any other comments or questions before how did they manage to reduce the price not complaining Market Market change okay it's benefit so in a time when stuff is increasing price we get decreas um any other questions or comments heing not I'll take a motion to um approve that or accept I'll make that motion we have a motion have a motion second all those in favor I any opposed hearing none motion carried moving on to 11.5 temporary easement request from St Louis County for canadi Memorial Drive project at 3 field uh so I'll speak to 5 through 7 um they are all temporary easement requests from St Louis County for their two different projects they have going on in the city next year uh the first two are for Kenedy Memorial Drive County Highway 110 the second one is for Kensington County Highway 665 so these are just temporary easements they will reimburse the city for utilizing them we already were aware that they were going to close the entrances on the north side of city hall for this project and um they are already aware that we have a CH box there and so that we'll get reped um it is pretty old and no longer weatherproof so when it rains everyone's money gets wet in there so it will probably be actually replacing it and then um the only entrance exit to the City Hall Parking Lot will be to the South during this construction we do recommend that you approve all of these easements as they are temporary and necessary for getting the projects done in the state count um approve it one at a time please all questions or comments regarding before we move forward is this just the kind of store like put their equipment and stuff on the side or yes it's for that um they'll also be tearing into the areas you know General work in the area they want to compensate you for utilizing your product and then they have to fix it up fix the grass and whatever yeah I know there was I had an email about some citizen concern about Highway 665 but it doesn't pertain to right here on Main Street and this is a area of it that does need to get done for the project so yeah I have no problem have no questions on these they're pretty 665 has the BFW out to oh to be 666 [Music] do you know if they have anything set for like that approach on the west side is it possible to make that approach a little bit wider for getting fire truck and stuff a little more user friendly yeah I can um you have Eric number I can I'll get you his number you can talk to him he's count all right so yeah just considering we need to pass to that work um I will take a motion for 11.5 to accept that you have a motion is there a second second a motion in a second all those in favor oppos hearing none motion is carried moving on to 11.6 for that temporary e motion is there a second second yeah a motion in a second all those in favor I opposed hearing none motion Carri finally moving on to 11.77 for that temporary easement I'll take a motion for that so move we have a motion I'll take a second have a motion second all in favor hearing none motion car 7 to 11 um listed as recommendation to interview for paramedic with so uh director Alstead recommends the council hire Emily and Stephanie Emily jger and Stephanie Zimmer the council previously has requested to interview all employees of the city and so I wasn't sure if he wanted to hire them or interview them as previously you requested to interview all candidates um who want to be a go of the city so leave that up for City I of playing through I mean they're full city employees um and I guess speaking from me wanting to be a part of the hiring process I guess it was more so with the um the Personnel committee piece of things um with like full-time employees directors um office staff just maybe like those more like full-time positions as supposed to like the summer students I wasn't expecting us to be interview all summer students SLE MERS right like people like that think kind of those more bigger hires that we do I would want everybody involved with that just because there is so important not saying that um part time temporary people aren't important it's just um the money that go into hiring um and from my understanding we have policy in place already to higher parttime casual emps and yeah and that yeah we interviewed we follow to policy and the policy we followed in other areas that's why I wasn't sure instruction did you say the policy is is not being followed what is the actual policy the policy is that the Personnel committee will do interviews and this council is requested to do interviews Ms the council is like for the um Council position all that kind of stuff usually the Personnel committee is the one who does the interview but this council is requesting to do the how are these people employees in the city over there um they're both U or partti EMS but they both passed their paramedical iner so we interviewed them last week so are they are they going to remain as EMTs also so the Casual paramedics are only for like if I have one that's out sick or one that's on vacation I don't have extra shifts for other paramedics so they be vacation Replacements or if someone sent do you watch their hours so that they work a maximum of 40 and don't get overtime when they're when they're working two positions like that it's still the same employer right the EMTs don't have a cap on hours that can work because they're uh waiting to be engaged so their hours don't count because they don't have to be down at fire hall they're at home so they have fulltime employes there's a different job cless it's it's been a long process and this has been reviewed by don't wor don't worry we're doing it right d it's been it's changed a lot since I retired Department it so their hours on tall don'ts work hours work when their actually buts are on the you still paid for those hours on call right yes and the state allows that they don't they do not qualify for order paramedic students they're fulltime employees that have to be stationed up all right any other comments questions um is there anybody that would like to make a motion to directors recommendation to Emily and Stephanie I guess pending whatever there shouldn't be anything ping they're already employes so they all right [Music] um is there a conflict of interest with these two being current members ask I a conflict of interest of us proving this and being em I think it's better transparency if you're an em that you abstain from the but then there's only Sher I yeah that'll still be a pass vote yeah I'll make the motion to hire yes I got a second um you want to I would I would ask you Mel if you could get me a copy of the information on that did whatever yeah it came from M I'd like we've been operating like this for 10 years okay still trust and verify both if you can give me that information I would appreciate it I'd just like to interject I think administrator lamby indicated that the past practice go to Personnel committee is that correct typically this is my kind of a high because they already are employees there you know working that so it's kind of like just an additional job Dy so to speak it is a new position but that be distinguished from going forward where you know us goes the policy then to go to the person that's your recommendation I don't see a problem with it they follow that practice going forward so have EMS when they get hired through personel committee well he's saying to follow the current policy so the current policy is Fire EMS interviews for casual part-time employees down there um but for everything else it should go through the person corre unless we change the policy corre corre we changey so this is a discussion for another time for the next interviews and things like that make to so don't [Music] how IR process Chang a little bit for the yeah for stuff like this I don't know that we need to no I mean we've done with the I think run into issues I mean interviewed by Chiefs everything so yeah keeping the firefighter pie things the same but then making changes to the fulltime whenever that person involved all right moving on so we have a motion in a second all those in favor I I any opposed none motion carried 11.9 recommendation to interview for casual parttime firefighter um so assistant chief e was here but they do recommend hiring Julie n and Keith n for casual parttime departments Julie's Department are ready partic and interview for time and then her husband keth emplo so we have Bruce is already a firefighter adding to so there's no training involved jie these fulltime positions here they are part they moved recently so they wanted to join our fire department as firefighers and Julie was currently on department now on our department that have any conflict with what we just it's the same as Cody and myself we're both full-time paramedics and like I said I'd like to see that I I know I know but if you get that nothing else just stick with my mailbox so yeah so went through the process of interviewing and doing the same sort of shy folks that we've done in the past already yeah lucky to have a couple um anybody like to um make a motion to accept recommendation keep Julie n for firefighter positions um with Julie she won't have to do the background check drug testing because she's already an employee Keith on the other hand isn't so we'll have to do the background check drug testing Pham whatever for so would anybody like to a motion to accept that pending those things I'll make a motion pending background checks have a motion exension again yeah I'll second that motion a motion second Jo and I will um all those in favor I any opposed hearing none motion to car um so that concludes everything on the agenda for the regular Cy meeting um I accept motion for sotion is second motion second all in favor I I