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Full Agenda Packet CITY OF JANESVILLE CITY COUNCIL MEETING AGENDA MONDAY, August 27, 2012 7:00 P.M. 1. Call to Order and Pledge of Allegiance. 2. Roll Call. 3. Regular City Council meeting minutes of August 13, 2012. “C” 4. Licenses; and Recommendations of the Alcohol License Advisory Committee. (Refer to separate agenda.) “C” 5. Financial statement for the month of July, 2012 and mid-year investment report. “C” OLD BUSINESS 1. Requests and comments from the public regarding items on the Agenda not requiring a public hearing. NEW BUSINESS 1. Award of Contract C2012-14 (Parking Plaza Structural Repairs) for Public Works Bid Schedule “E” – 2012. 2. Discussion/possible action on Council goals and priorities. 3. Requests and comments from the public on matters which can be affected by Council action. 4. Matters not on the Agenda. 5. Consideration of a motion to convene into closed session pursuant to Wisconsin Statute Section 19.85 (1) (c), for the purpose of considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. This is the annual evaluation of the City Manager’s performance for the previous year. ----------------------- “C” – This designation indicates an item that the City Council will take up under a Consent Agenda. The use of audible cell phone ringers and active use and response to cellular phone technology by the governing body, staff and members of the public is discouraged in the Council Chambers while the Council is in session. PROCEEDINGS OF THE CITY COUNCIL CITY OF JANESVILLE, WISCONSIN REGULAR MEETING AUGUST 13, 2012 VOL. 63 NO. 13 Regular meeting of the City Council of the City of Janesville held in the Municipal Building on August 13, 2012. The meeting was called to order by City Council President Voskuil at 7:00 PM. Council President Voskuil led the Council in the Pledge of Allegiance. Present: Council President Voskuil and Councilmembers Dongarra-Adams, Farrell, Kealy, Liebert, Severson and Steeber. CONSENT AGENDA City Council meeting minutes of: July 23, 2012 Special meeting and July 23, 2012 Regular meeting. Licenses; and Recommendations of the Alcohol License Advisory Committee. (Refer to separate agenda.) Council President Voskuil stated that all the items on the consent agenda would be approved if there were no objections. There were none. Council President Voskuil congratulated Paul Ryan on his Vice-Presidential nomination and commented that Janesville is a great place to live and raise a family. OLD BUSINESS 1. Requests and comments from the public regarding items on the Agenda not requiring a public hearing. Rich Gruber, representing Mercy Hospital, spoke in support of the Tallman House business plan, license and renovation (NB #4) and spoke in support of the downtown development plan and the alternatives contained within the plan for the parking plaza (NB #2.) Larry Squire, 4245 Wilshire Ln., stated that the money allocated to the repairs of the parking plaza should be reallocated to the downtown plan (NB #2). Bruce Seigfried, 509 Wuthering Hills Dr., spoke against the sidewalk plan stating that the costs are too high (NB #5). Michael Reuter, representing the Rock County Historical Society, spoke in favor of repairing the Lincoln-Tallman House (NB #4) and supported the Class B and Class C licenses for this facility (NB #3). Al Lembrich, 541 Miller Ave., spoke against the General Fund paying for all sidewalks (NB #5), and requested a second opinion on the parking plaza repairs (NB #2). Ed Pulliam, representing the Janesville Downtown Development Alliance and the Hayes Block of Main Street; Carol Campbell, owner of Riverfront Center; and Paul Lembrich, 102 N. River St. spoke in favor of keeping the parking plaza as long as possible (NB #2). Tim Weber, 1615 Newport Ave., spoke in support of a downtown development plan including the plans for the parking plaza (NB #2). Jackie Wood, Rock County Historical Society President, spoke in favor of improving and implementing the Lincoln-Tallman House business plan (NB #4) and spoke in support of removing the parking plaza once alternative parking has been established (NB #2). David Howard, PO Box 681, Janesville, stated that the parking plaza is important to downtown and it should be reviewed by a structural engineer (NB #2). 2. A proposed revised ordinance permitting the sale, possession, and consumption of fermented malt beverages, fermented malt beverage based wine coolers, wine, champagne and intoxicating liquor in certain designated areas at the Tallman House, Helen Jeffris Wood Museum Center and associated grounds received its second reading and public hearing. No one spoke. Councilmember Steeber moved to adopt said ordinance, seconded by Councilmember Kealy and passed unanimously. (File Rev. Ord. No. 2012-517) 3. Action on an application from the Rock County Historical Society (RCHS) for Class B Beer only and Class C Wine licenses and to restrict the outdoor seating portion of the licenses as recommended by the Alcohol License Advisory Committee (ALAC). Councilmember Steeber moved to approve said application with the restrictions recommended by the Alcohol License Advisory Committee which are: outdoor seating ends no later than 9:00 PM and temporary fencing be required for all events with a projected attendance of 150 or more people. The motion was seconded by Councilmember Liebert and passed unanimously. NEW BUSINESS 1. Presentation of awards by the Wisconsin Chapter of the American Public Works Association. Mike Lemens, President of the Wisconsin Chapter of the American Public Works Association presented the project of the year award for the Janesville Wastewater Treatment Plant. Mr. Lemens also presented Carl J. Weber, Director of Public Works, the John W. Curtis Chapter Service Award based on his service to the Public Works profession. 2. Presentation, discussion and direction to staff regarding the downtown parking plaza. Councilmember Steeber moved to direct staff to prepare a plan to move forward on the strategies outlined in the staff/City Manager recommendation, seconded by Councilmember Dongarra-Adams and passed unanimously. 3. Action on a proposed resolution authorizing the City Manager to sign State/Municipal agreements between the City of Janesville and State of Wisconsin for the design and reconstruction of STH 26 (Milton Avenue) from Centerway to Kennedy Road and USH 14 (Humes Road) from Lexington Drive to Pontiac Drive. Councilmember Steeber moved to adopt said resolution, seconded by Councilmember Liebert and passed unanimously. (File Res. No. 2012- 926) 4. Award of Contracts C2012-12 (Tallman House Improvements – Phase III) and C2012-13 (Sewer System Improvements) for Public Works Bid Schedule “D” – 2012. Councilmember Liebert moved to award the base bid plus alternatives 1, 3, 4 of contract 2012-12 to Gilbank Construction and Contract 2012-13 to R.T. Fox Contractors and express the intent to include funding in the 2012 Note Issue in the amount of $185,000 for contract 2012-12 and $157,230 for contract 2012-13. The motion was seconded by Councilmember Steeber and passed unanimously. 5. Discussion and possible action on Council request to review method of sidewalk financing. Council President Voskuil requested that this item be postponed and discussed during a budget study session. Councilmembers Farrell and Liebert, the requesting sponsors concurred. 6. Action on Council President recommended citizen and Council committee appointments. Councilmember Steeber moved to confirm the following appointments  Ed Pulliam as a voting member of the Citizen Advisory Committee on Appointments  Catherine Myers as the alternate member of the Citizen Advisory Committee on Appointments  Councilmembers Farrell and Kealy as Council representatives to the Janesville Innovations Center Advisory Committee. The motion was seconded by Councilmember Dongarra-Adams and passed unanimously. 7. Schedule and waive notice study session meetings to review 2013 proposed City and Library budgets. Council President Voskuil scheduled the following Special City Council meetings: October 10, 6:00 PM; October 11, 6:00 PM; October 18, 6:00 PM; November 1, 6:00 PM. The Council waived notice. 8. A proposed ordinance rezoning a portion of property located at 115 East Conde Street from M2 to B3 was introduced, referred to the Plan Commission and scheduled for a public hearing on September 10, 2012. (File Ord. No. 2012-518) 9. A proposed ordinance amending the City of Janesville Sign Ordinance to allow the Plan Commission to reduce the separation distance between off-premise electronic message center (EMC) signs was introduced, referred to the Plan Commission and scheduled for a public hearing at a time to be determined by the Council President. (File Ord. No. 2012-519) 10. Requests and comments from the public on matters which can be affected by Council action. James Pardee, 3703 S. Murray Rd. and Paul Lembrich, 102 N. River St., spoke against the Green Tier initiative. 11. Matters not on the Agenda. Council President Voskuil praised National Night Out in Janesville and the businesses and organizations who supported this event. She also reminded everyone that the Rock Aqua Jays National Championship is this upcoming weekend and that August 25, 2012 is trash pickup day at Wilson School. Councilmember Steeber asked for two councilmembers to sponsor the reconsideration of renaming Joseph Street to Ice Age Road. Councilmember Liebert stated that National Night Out was a success and encouraged voters to vote in the partisan primary. Councilmember Farrell stated that the Turtle Creek orchestra would be at Rotary Gardens on August 26, 2012. City Manager Eric Levitt stated that short term goals tied to the work program will be on the next City Council agenda. 12. Councilmember Steeber moved to adjourn, seconded by Councilmember Dongarra-Adams and passed unanimously. There being no further business, Council adjourned at 9:26 PM. These minutes are not official until approved by the City Council. Jean Ann Wulf City Clerk-Treasurer JANESVILLE CITY COUNCIL LICENSE AGENDA 8/27/2012 RECOMMENDED A. ELECTRICIANS–ORIGINAL Paul M. Watts 3208 County Rd. P, Jackson, WI Bradley A. Whitford 1108 Bennett St. B. SIGN ERECTORS– ORIGINAL Sign Service Solutions LLC N515 Blackhawk Bluff Rd., Milton, WI DEPARTMENT OF PUBLIC WORKS MEMORANDUM August 23, 2012 TO: City Council FROM: Carl Weber, Public Works Director SUBJECT: Structural Repairs for the Downtown Parking Plaza. Summary During the City of Janesville’s biennial bridge inspection in early July of this year, the City’s inspection consultant, Bloom Companies, found structural concerns that resulted in a recommendation to close portions of the plaza to vehicles. The City retained Bloom to prepare specifications for repair of the areas of concern. Bids for Public Works Bid Schedule “E”-2012, Contract 2012-14, were opened on Wednesday, August 22, 2012. The sole bid was found to be responsive and acceptable. Staff Recommendation Following review by the Council, staff recommends award to the low bidder of the base bid or the base bid plus alternate bid, whichever the Council deems the best combination of benefit and value, and recommends the City Council express their intent to include necessary funding in a future note issue. City Manager Recommendation The City Manager recommends award of the base bid plus alternative bid. I believe it is in the best interest of the City and of the redevelopment of downtown for the City to approve the parking so that adequate parking can be determined for the time when the parking plaza is removed. I believe that removal of the parking without removal of the structure would leave a blighted area with a perception of lack of coordinated parking that could lead to more vacancies rather than development in a positive manner. Suggested Motion I move to award the base bid plus alternate bid of Contract 2012-14 to Concrete Structures Inc, the low bidder, and express intent to include $175,000 in the 2012 Note Issue. Background The City had previously received a report in 2002 stating that the structure was approaching the end of its useful life. Based on that report, and completion of subsequent repairs between 2004 and 2007, City staff had expected to have until sometime between 2015 and 2020 to plan and implement actions to accommodate the parking demand currently serviced by the Plaza. The current unplanned partial closure does not allow for plan implementation in advance of final removal of the structure. The recent Bloom structural report offered short term rehabilitation options which would reopen all or part of the structure and extend its useful life an estimated 4 years. This could allow the City time to prepare and implement a strategy to manage public parking modifications in the downtown area and rehabilitation of the riverfront in the Plaza area in a manner that best addresses the varied interests and needs of the downtown businesses, customers and City residents. Contract 2012-14, Parking Plaza Structural Repairs The base bid for this project includes steel corbel repair, girder jacking, girder end repair, and all incidental items to repair the parking structure allowing approximately half of the 100 closed parking stalls to be put back into service. The alternate bid item includes the same scope allowing all 100 closed parking stalls to be put back into service. If the base bid and alternate bid is awarded, the entire parking plaza will be open to the public. The total number of designated stalls on the parking plaza is 275. Although we had four prequalified general contractors we only received one (1) bid for this contract from Concrete Structures of Janesville, Wisconsin. The one (1) bid received (base bid plus alternate bid) is within 3% of the design consultant estimate so we believe it is a reasonable bid. Concrete Structures Inc performed similar repairs to the parking plaza in 2004 and is familiar with the nature of work required. Anticipated project costs if the Base Bid is awarded: Consultant and Engineering costs $19,500 Base Bid $72,880 Contingency (10%) $7,620 Project Total= $100,000 Anticipated project costs if the Base Bid and Alternate Bid is awarded: Consultant and Engineering costs $19,500 Base Bid plus Alternate Bid $140,180 Contingency (10%) $15,320 Project Total= $175,000 The project funding will be 2012 Note Issue. The bid received is shown below: Concrete Structures Inc Base Bid $72,880 Janesville Wisconsin Alternate Bid $67,300 $140,180 CITY MANAGER’S MEMORANDUM August 20, 2012 TO: Council President Voskuil & City Council FROM: Eric J. Levitt, City Manager SUBJECT: Discussion/possible action on Council Goals and Priorities. Request This is a request for the City Council to approve the 2012-2013 City Council priorities. Recommendation The City Manager recommends approval of the City Council priorities as established in the June 2012 Retreat. In addition, we have summarized areas being worked on in the various departments within each priority area. Motion I move to approve the 2012/2013 City Council Priorities as presented. Summary At the June 2012 City Council retreat, the City Council established seven short- term priorities for the 2012/2013 calendar years. The City Manager’s office along with Department Directors and Division Directors has put together work plans aligned with the City Council priorities. In addition, to the work priorities as outlined, there is a more detailed work plan as put together by staff. 2012/2013 City Council Priorities 1. Job Creation: Create an environment to bring jobs to Janesville. 2. Human Capital and Resource Allocation: Review human resources and resources available and allocate them to accomplish Council’s goals. 3. Infrastructure Maintenance and Capital Projects: Develop a fiscal strategy to maintain our infrastructure with a reasonable annual debt service cost. 4. Partnerships: Embrace public and private partnerships for the betterment of the City. 5. Service Levels: Establish and maintain quality service levels. 1 6. Benefit levels and union contracts: Review existing benefits and contracts and develop an acceptable level of benefits. 7. Neighborhood Restoration: Stabilize our neighborhoods that have deteriorated or are at risk of deteriorating. Strategic Plan: Work to develop a Strategic Plan for the City. Public Involvement -- Develop a public involvement procedure. City Council established goals at City Council Retreat 1. Job Creation: Create an environment to bring jobs to Janesville.  Implementation of multi-faceted Economic Development strategy (inclusive of below objectives) Marketing to site selectors and real estate professionals on o benefits of locating to Janesville. Recruitment for Janesville Innovation Center o International Direct investment o Partnerships regionally o Goal to Grow an additional 500 to 1000 jobs from July 2012 to o December 2013  Downtown Revitalization Strategy/Comprehensive Brownfields Strategy  Downtown Improvements (River St. / Main St. (2015)  I 39/90 project including interchange improvements  Continued implementation of CDBG-EAP Program  Update of Transit Development Plan  Working with Regional and local agencies on visitor marketing 2. Human Capital and Resource Allocation: Review human resources and resources available and allocate them to accomplish Council’s goals.  Implementation of press release distribution system  Automated Trash/Recycling Collection  Implementation of (ERP) computer software  Implementation of E-Commerce phase  Implementation of on-line HR tool  Complete comprehensive review of property based services through Assessor’s office  New Ambulance Billing Service  Reorganize inspection schedule  Evaluate operational plan for future fleet  ISO reclassification for rural contract fire service areas 2  Develop and train regional response team for crowd control  Research and evaluate implementation for field reporting for officers  Update Transit Development Plan  Implementation of computer software program for leisure services rentals and programs  Oakhill Cemetery Strategy  Evaluation of 2013 proposed budget 3. Infrastructure Maintenance and Capital Projects: Develop a fiscal strategy to maintain our infrastructure with a reasonable annual debt service cost.  5-Year Capital Program  Implement FCC-Mandated Narrow-Band Digital Communication Equip. Upgrade  ST/LT strategy on Parking Plaza  Replacement of Breathing Apparatus and Refilling Equipment  Locate site and initiate construction of Central Fire Station  Final design/construction of Transit Service Center  Landfill Improvements  Spring Brook Trail I39/90 wall replacement  Palmer Drive Bridge guardrail  STH 26 Kettering to Harmony Town Hall Rd.  Evaluate various City facility roof conditions  Surveillance System for parking garage  Replace portions of underground street light circuit  River Street reconstruction  Pearl Street reconstruction  Jackson Street Bridge Reconstruction 2016  I39/90 Interchange at Racine  Main Street Design  Phase II of facility energy improvements  Various other on-going Public Works Capital Projects  Long Range Capital improvement plan for Dawson  Playground renovations  Evaluate further Parking at Youth Sports Complex  Evaluate further Parking at Rotary Gardens 4. Partnerships: Embrace public and private partnerships for the betterment of the City.  Work on strategy to develop plan for county-wide high speed data backbone  Implement FCC-mandated Narrow-Band, Digital communications  Review/streamline inspection schedule 3  Review of ISO for rural fire protection  Evaluate feasibility of county wide record management in law- enforcement  NSP implementation  Section 8 programs  Evaluation of Transit Development Plan  Economic Development marketing  Innovation Center project  Comprehensive Brownfields Strategy  Future Tallman House Improvements  Continued effort on Downtown revitalization  Evaluate future opportunities for private/not-for-profit/public-public partnerships with goal of 2+ new partnerships 5. Service Levels: Establish and maintain quality service levels.  2013 Property revaluation – market update  Develop Plan for Animal Control  Convert property sketches to electronic format  Update internal controls  Update Fire Policy & SOG Manual  Import County CAD info. for reporting  Eval. Police Department response to crisis intervention  Evaluate Section 8 programs  Review energy performance of ice arena  Automated Waste Collection implementation  Utility infrastructure improvements  Stormwater management system improvements  Develop infrastructure maintenance plan  Evaluate leisure services concession contracts 6. Benefit levels and union contracts: Review existing benefits and contracts and develop an acceptable level of benefits.  Negotiation of contracts with four bargaining units.  Finalize and implement Health Insurance plan for 2013  Update scheduling software in Fire Dept. 7. Neighborhood Restoration: Stabilize our neighborhoods that have deteriorated or are at risk of deteriorating.  ST/LT strategy on Parking Plaza  Review and streamline Inspection Schedule th  Continued support of Look West and 4 Ward Revitalization Plan  Implement NSP  Implement Lead Hazard Reduction Demolition Grant Program 4  CDBG-EAP  Update of Transit Development Plan  Continuation of services in Library  Various Section 8 programs  Comprehensive Brownfields Strategy  Reconstruction of River St.  Design of Main Street  Reconstruction of Jackson Street Bridge  Playground renovations 5