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HomeMy WebLinkAboutOctober 24, 2001OFFICIAL PROCEEDINGS COLUMBIA HEIGHTS CITY COUNCIL SPECIAL MEETING OCTOBER 24, 2001 The following are minutes for a special meeting of the City Council held at 6:00 p.m. on Wednesday, October 24, 2001 in the City Council Chambers, City Hall, 590 40th Avenue N.E., Columbia Heights, Minnesota. CALL TO ORDER Mayor Peterson called the meeting to order at 6:03 p.m. ROLL CALL Present: Mayor Peterson, Councilmember Szurek, Councilmember Wyckoff, Councilmember Nawrocki, and Councilmember Williams PLEDGE OF ALLEGIANCE DELETIONS TO MEETING AGENDA -none ITEMS FOR CONSIDERATION Bid Consideration A. City Hall Roof Renovation Project Nawrocki questioned the calling of this special meeting, and the required three day notification. Fehst stated it could have been considered an emergency meeting. Nawrocki stated it should have been posted as such. Fehst stated that five companies were solicited for repair and replacement of certain areas of the roof at City Hall. Additions to the specifications were metal replacement, 15 and 20 year warranty costs, and fees if other man hours were required. Fehst recommended awarding the bid to Jerry Peterson, Omni Roofing, which was low bid. Fehst reviewed the bid tabulation sheet. An additional consideration was ifa new metal cap should be installed or reuse of the existing cap. Fehst recommended payment come from unexpended funds for 2001. He would inform staff that any further expenditure for this year, even if budgeted, would be required to have the City Manager's approval. The majority of funds would be from unused personnel funds. Fehst relayed conversations with Honeywell, regarding contract renewal and possible replacement of the City Hall HVAC system. Staff felt the Honeywell estimate was too high and recommended soliciting quotes to be received by Monday, October 29. The replacement would be timed to coincide with roof repairs. New units would require much less maintenance and be more energy efficient. Fehst asked Mr. Bill Hollman, consultant, to speak of the metal cap. Hollman stated that the metal cap was not in dire shape, but felt it would make sense to replace it during roof repairs. Peterson asked if the flashing would have to come off and be reinstalled. Hollman indicated it would be taken off, numbered and reused. Jerry Peterson, Omni Roofing, stated the flashing in Area G would all be new, and removed or reused in the other areas. Peterson asked if this could be decided as the work is done? City Council Special Meeting Minutes October 24, 2001 Page 2 of 3 Nawrocki asked for clarification of areas, per the map given to Council. Nawrocki questioned problems where the police station and old building come together. Hollman stated water leakage was by the ducts. Fehst stated the duct work for the old gun range could be eliminated. Hollman suggested insulating the ducts for energy conservation. Nawrocki asked if there would be a lot of extra costs. Hollman stated that change orders would be required to follow guidelines. Fehst stated the only cost alternate should be the metal covering over the repair areas. Any extra costs would be approved through the Mayor and City Manager. Nawrocki questioned extended service. Hollman felt that the extended service was not necessary. Hollman will inspect the work as it progresses and a final inspection would be done. Williams questioned the HVAC system. Fehst stated that our contract cost with Honeywell is about $70,000 a year, which includes maintenance and parts on any of our buildings. Current city hall units are over 15 years old. Peterson explained the reason for leaving the HVAC units on the same pad. Fehst recommended a special Council meeting for Monday, October 29, 2001 to discuss the replacement of the HVAC unit. Nawrocki questioned where the bid was published. Hollman gave that information and stated that specifications were available in the St. Cloud office and in his office. Nawrocki asked when the Honeywell contract expires? Fehst stated it originally was a ten year contract and has gone on a year by year basis since then. It will expire in November. Honeywell has agreed to the same maintenance price with a six year contract, even if they do not win the bid award. Nawrocki stated that the Honeywell contract is outlandish and he would not support it. Williams asked the contractor for the warranty on this roof work. Jerry Peterson stated it would have a ten year warranty. Hollman stated, that in his opinion, extra money spent on a warranty past ten years would be wasted money. If the job was done right, it should be a 30 to 35 year roof. Nawrocki asked what the savings might be if the whole roof was replaced at one time. Hollman stated that in his opinion other areas of the roof do not need to be replaced at this time, and would therefore, be a waste of money. Williams asked if it would save money to move the HVAC units to other areas. Hollman stated that they did not need to be moved. Hollman indicated that time is a critical issue, because of possible bad weather; and if necessary, the contractor would have to keep the roof watertight and finish next spring. Fehst asked Jerry Peterson for a proposed completion date. J. Peterson stated about 10 working days, but he would not be able to start until November 4th or 5th. Prior to this the roof could be vacuumed. Materials could be ordered tomorrow and arrive in a week. J. Peterson stated that if bad weather forced completion to be put off until next year, he would need payment for materials purchased and labor hours to that point. Szurek questioned which area would be worked on first. J. Peterson stated the new Police Department roof would be completed first. Nawrocki asked if bids for HVAC units could be obtained in time to be coordinated with this roof work. Fehst stated that the building official would make calls and try to get bids by next Monday night, which would include working within the roofing time frame. Nawrocki stated the low bid is higher than the estimates given. Williams questioned material costs. City Council Special Meeting Minutes October 24, 2001 Page 3 of 3 J. Peterson gave a rough estimate. Peterson asked if all materials would be delivered at one time. J. Peterson stated yes. Williams stated there should be an agreement to pay for man hours worked and materials purchased if the job can not be finished until next spring because of weather. Motion by Szurek, second by Williams, to award the bid to Omni Roofing, based upon their qualified, responsible bid in the amount of $128, 590, with funds to be appropriated from the unexpended fund balance of 2001, with $20,090 to be contingent upon review and determination of metal replacement, and to authorize the Mayor and City Manager to enter into an agreement for the same. Nawrocki requested the record show that the City Manager indicated there would be a hold on expenditures for the remainder of the year. Nawrocki wanted an answer on the procedure of calling this special meeting. Peterson stated that if proper notification was not given, this would show as proper notification for next Monday night to finalize this approval. Nawrocki stated that last Monday night's meeting could have been recessed to Wednesday. Upon Vote: All ayes. Motion carried. Nawrocki commented that the proposed City News Letter information on the budget was not adequate. Fehst stated the article describes proposed budget cuts, which was the direction of the Council. The portion on emergency response will be eliminated. Nawrocki felt the actual levy and loss of state aid should be included. Fehst called for a Special City Council meeting on Monday, October 29, prior to the administration and public works budget review, for the first reading of the ordinance to sell 4656 Monroe Street and to award the bid for the City Hall HVAC system. Nawrocki stated that Council members should be called prior to special meetings. Motion by Williams, second by Szurek, to schedule a Special City Council meeting for Monday, October 29, beginning at 7:00p. m. Nawrocki indicated this would not be proper to do that at this meeting, and the City Manager should use his authority to call the meeting. Motion failed for lack ora vote. ADJOURNMENT Mayor Peterson adjourned the meeting at 7:05 p.m. Patricia Muscovitz, Deputy City Clerk