CC WS 2020 08 10CHANHASSEN CITY COUNCIL
WORK SESSION
AUGUST 10, 2020
Mayor Ryan called the work session to order at 5:00 p.m.
COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilwoman Tjornhom, Councilman
McDonald, Councilman Campion, and Councilwoman Coleman
STAFF PRESENT: Heather Johnston, Jake Foster, Kate Aanenson, Charlie Howley, Greg
Sticha, Jerry Ruegemer, Erik Henricksen, Richard Rice and Matt Kerr
REVIEW OF FACILITY AUDIT WITH LEO A. DALY & ASSOCIATES.
Greg Sticha reviewed information in the staff report on this item explaining that staff is asking
the City Council to approve the design contract during the regular meeting. Kimberly Sambolt
with Leo A. Daly and Associates reviewed details of the facility audit results and presented the
estimate for proposed improvements using the CARES funding to improve indoor air quality in
City of Chanhassen facilities. Chad Eslinger explained the technology associated with indoor
air improvements from HVAC systems to address the spread of COVID with the use of air
filtration using Hepa filters, bi-polar ionization systems and increasing humidity levels in the
winter. He explained specifications issued by ASHRAE for indoor air quality. Kimberly
Sambolt continued with discussion of the costs associated with improvements at various city
buildings, i.e. City Hall, Fire Department, Library and Public Works facilities which totaled
approximately $1.47 million dollars and would be funded by the CARES Act funding. She
discussed the timeline to complete construction upgrades by November 15th which is a
requirement associated with the CARES funding. Mayor Ryan asked if Leo A. Daly and
Associates has worked with RJM Construction in the past. Councilwoman Tjornhom explained
that she was in the learning stages of how this is implemented, and how staff will be impacted to
maintain these improvements. In discussing cost estimates she asked for clarification on the
design and contingency fees, and what happens if equipment can’t be obtained within the
required timeline. Leif Eikovek, the project manager explained how the design plan team is
under a very tight timeline but is confident that the work can be completed in the required time.
Brad Brachman explained the role of RJM Construction in completing the construction within
the required timeline. Councilwoman Tjornhom asked about the prioritization of facility
construction. Councilman McDonald asked for further clarification on the discrepancies in cost
estimates for air quality and touchless improvements in the different facilities. Councilwoman
Coleman asked if construction will shut down any city facilities. Councilman Campion asked
about the use of CARES funding other than for these facility improvements, HVAC and
touchless equipment ratings, and costs associated with ongoing maintenance. Mayor Ryan
explained that the council is always concerned about budget numbers so asked that the
contractors take that into consideration, asked for clarification of what’s being asked in
approving the design service contract, and asked what items will be brought back before the
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council for approval in the future. Councilman McDonald asked staff to explain the purpose of
the CARES funding.
UPDATE ON PRIVATE INFILTRATION I & I PROGRAM.
Erik Henricksen provided an update on program recommendations from the private infiltration
I&I program study completed in partnership with SEH, Inc. He reviewed the various private
property inspection programs being used by other communities i.e. sump pump inspection, point
of sale inspection, in home inspection programs, and mainline launch CCTV inspection program.
After studying the various programs staff will be recommending the use of point of sale and
mandatory inspection program for homes built prior to 1969. Mayor Ryan asked for clarification
on how the mandatory inspection program would work. Councilwoman Coleman asked what
happens if someone refuses to allow inspection to occur. Councilmembers McDonald and
Tjornhom voiced support for the point of sale inspection program. Mayor Ryan asked for
clarification on what staff will bring back to council for approval at the August 24, 2020
meeting.
INITIAL 2021 BUDGET DISCUSSION.
Greg Sticha reviewed at a high level the preliminary budget information for 2021 noting new
growth equals approximately $170,000 and explained how that relates to projected revenue and
expenses. He noted that the health care insurance cost had a zero percent leaving $78,000 less
for the expenditure number which results in a reduction of about $210,000 needed to get to the
new growth number. Mayor Ryan asked if the cost of living information from key financial
strategy (kfs) cities included furloughed employees. Greg Sticha reviewed other information
including comparisons in levy changes to kfs cities and explained that at the next meeting more
detailed discussion with occur department by department. Councilman McDonald asked for
clarification on why the three options given by staff are the same. Greg Sticha explained that
staff does not have alternative scenarios to present at this time but will after more detailed
discussions occur. Mayor Ryan requested that staff prepare information on which service levels
may be affected by decreasing the budget. Heather Johnston explained that staff is beginning to
quantify that list of service levels. Councilman McDonald suggested that staff present a
proposed levy rather than scenario options.
ROUNDTABLE DISCUSSION ITEMS.
Heather Johnston asked for council feedback if staff should proceed to investigate
implementation of zones for garbage hauling which was suggested by Mayor Ryan. After
comments it was the consensus of council to learn more information on this subject but
Councilmembers McDonald and Tjornhom expressed concern with the implications of creating
these zones. Councilman Campion requested that the ordinance regarding boat storage on
driveways be explored. After discussion and concerns expressed with allowing boat storage on
driveways it was the consensus that this ordinance be looked into further.
City Council Work Session – August 10, 2020
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Mayor Ryan adjourned the work session at 6:55 p.m.
Submitted by Heather Johnston
Interim City Manager
Prepared by Nann Opheim