MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, JANUARY 16, 2024
Pursuant to due call and notice thereof, a regular meeting of the Redwood Falls City Council was called to order in the Municipal Chambers on Tuesday, January 16, 2024, at 5:00 p.m.
Roll call indicated Mayor Tom Quackenbush and Council Members Matt Smith, Denise Kerkhoff, Jim Sandgren, Larry Arentson, and John T. Buckley were present, constituting a quorum.
Also present were City Administrator Keith Muetzel, Finance Director Kari Klages, City Attorney Trenton Dammann, Public Works Project Coordinator Jim Doering, and Deputy City Clerk Caitlin Kodet.
A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to approve the agenda. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the January 2, 2024, minutes as presented. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve the following item on the Consent Agenda.
1. City Assistance with Celebrate Redwood Falls – Fire & Ice Festival
2. Police Department Radio Purchase
3. Write-Off of Delinquent Account
4. KLGR Advertising Exchange
5. Designate Bolton & Menk as Consulting Airport Engineer
Motion passed by unanimous vote.
Mayor Quackenbush opened a public hearing at 5:08 p.m. to discuss delinquent utility accounts, maintenance charges, and surcharges.
Finance Director Klages introduced Resolution No. 2 of 2024 – Resolution Adopting Assessments for Delinquent Accounts, Resolution No. 3 of 2024 – Resolution Adopting Assessments for Unpaid Maintenance Costs, and Resolution No. 4 of 2024 – Resolution Adopting Assessments for Unpaid Surcharges.
Ms. Klages stated the proposed Resolutions are to adopt assessments for delinquent utility accounts, maintenance cost charges, and surcharges that are more than 30 days past due. Similar resolutions are brought to the City Council on a quarterly basis in order to improve the time between the delinquent billing and the ability to disclose the information to new property owners. The delinquent account resolutions will be presented each year at the first meeting in January, April, July, and October.
Ms. Klages further explained the delinquent process. Delinquent letters are first mailed to the utility account holders. Delinquent letters are then mailed to the property owners if not collected from the account holders. Electricity consumed by a tenant is not assessable to the property. Any unpaid balance is then brought to Council to be approved by resolution. Any pending assessments passed by resolution and still outstanding as of November 1st will be charged a $50.00 fee and are then transferred to Redwood County to be assessed on the tax rolls.
No one was present to voice any concerns.
Mayor Quackenbush closed the public hearing at 5:09 p.m.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 2 of 2024 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve Resolution No. 2 of 2024 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 3 of 2024 – Resolution Adopting Assessments for Unpaid Maintenance Costs. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Smith to approve Resolution No. 3 of 2024 – Resolution Adopting Assessments for Unpaid Maintenance Costs. Motion passed by unanimous vote.
A motion was made by Council Member Sandgren and seconded by Council Member Buckley to waive the reading of Resolution No. 4 of 2024 – Resolution Adopting Assessments for Unpaid Surcharges. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve Resolution No. 4 of 2024 – Resolution Adopting Assessments for Unpaid Surcharges. Motion passed by unanimous vote.
Police Chief Jason Cotner was present to introduce the Police Officer Recruit Agreement.
Chief Cotner stated in the Summer of 2023, an officer resigned from the Redwood Falls Police Department (RFPD) creating a vacancy. A job posting was published but, to date, we have received no applications. Over the last few years, the issue of police officer recruitment and retention has accounted for a considerable amount of time for administrative staff within RFPD and City Hall. In late 2023, Police Chief Jason Cotner and City Administrator Keith Muetzel began discussing the development of a program to recruit officers.
Chief Cotner stated the goal of the program was to identify candidates nearing completion of their law enforcement education or Law Enforcement Skills training (Skills) and provide an incentive in the form of educational reimbursement in exchange for a contractual obligation to provide RFPD three years of full-time police officer service. A candidate was identified and interviewed by City Administrator Keith Muetzel, Police Chief Jason Cotner, and Assistant Police Chief Steve Schroeder. The candidate has completed a Bachelor’s degree and is scheduled to attend law enforcement skills training later this year. As a result of that interview City Attorney Trenton Dammann was directed to draft a contract between the City of Redwood Falls and the candidate.
Chief Cotner stated the draft contract provides the candidate with an educational incentive of up to $7,500 to cover tuition, books, uniforms, equipment, and other applicable costs associated with Skills training. To receive this reimbursement several things must occur: The candidate must complete Skills and pass the POST test; the City must have a police officer vacancy; the candidate must successfully complete all normal steps for police officer hiring (interview, background check, psychological and physical testing); the candidate must be approved by City Council; the candidate must successfully pass the RFPD Field Training program. Once all these conditions are met the candidate would receive reimbursement of up to $7,500. If the candidate voluntarily leaves RFPD prior to completion of the three years of service s/he must reimburse the City the entire amount of the reimbursement that was distributed.
A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve the Police Officer Recruit Agreement. Motion passed by unanimous vote.
Finance Director Klages introduced the Waterworth Continuous Utility Rate Management Proposal.
Grange Gordon with Waterworth attended via electronic means to present the proposal.
Ms. Klages stated for many years the City of Redwood Falls has utilized DGR Engineering to perform annual utility rate studies. As the City’s electrical engineer, DGR remains the ideal consultant to continue rate studies for our electric department. However, staff recommends moving to a more hands-on, continuous rate management approach for our water, sanitary sewer, and storm sewer utilities. Waterworth’s continuous utility rate management uses cloud-based software that allows staff to make adjustments to variables as assumptions change. This real-time format allows staff to stay in control of all the moving parts while keeping everyone on the same page. Waterworth will support staff with expert advice on financial modeling, cost of service analysis, infrastructure analysis, and annual rate recommendations.
Ms. Klages further stated in addition to continuous rate management for the utilities, the Waterworth system will also provide the ability for long-term planning and asset replacement schedules for the streets department. Staff will be able to on-board engineer construction project estimates from the capital improvement planning and in real time see the potential effect on utility rates and reveal exterior funding needs. The annual cost for the four service areas (water, sanitary sewer, storm sewer, and streets) is $12,650. There are funds built into the 2024 budget to cover this expense. The annual rate study service has on average cost $7,000-$8,000.00 for the three wet utilities. Adding streets to the planning process is the driver for the additional cost.
A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to approve the Waterworth Continuous Utility Rate Management Proposal. Motion passed by unanimous vote.
Library Director Connie Lechner was present to introduce the Library Public Restroom Upgrade.
Ms. Lechner stated $30,000 was budgeted for 2023 to remodel the men’s and women’s public restrooms. Due to contractor schedules, the first quote was presented in late October, and the second quote was received late December. The first quote was $55,219.00 from Redwood Renovations, and the second quote was from Cardinal Construction for $63,140.00. The condition is such in the restrooms that it is urgent to remodel them. The Library’s request would be approval to use $30,000 from the Capital Project Fund from 2023 budget, re-categorize $16,500 from the 2024 budget, and the budget shortfall of $8,719.00 from the Capital Project Fund. It is anticipated that debris removal through the City’s Solid Waste Hauling agreement and ease of removal of current tile will decrease the cost of this project. Staff are requesting approval of the quote from Redwood Renovations in the amount of $55,219.00. Proposed funding includes: $30,000 from budgeted 2023 Capital Project Fund, $8,719.00 from Capital Project Fund, and re-categorized $16,500 from current library budget for library public restroom remodel.
A motion was made by Council Member Buckley and seconded by Council Member Smith to approve the Library Public Restroom Upgrade quote from Redwood Renovations in the amount of $55,219.00. Motion passed by unanimous vote.
City Attorney Dammann introduced Ordinance No. 89, Fourth Series – An Ordinance Amending Zoning Ordinance.
Mr. Dammann stated the City received a request from the Independent School District #2897 to rezone from R-2 (Single- and Two-Family Residential District) to R-B (Residential – Business District) the current location of the Reede Gray Elementary School (Parcel #88-766-3260) at 201 McPhail Dr.
Mr. Dammann stated in conjunction with the zoning amendment request, ISD #2897 is also requesting to combine and plat the current school parcel with 600 Sunrise Blvd, the former Wood Dale Nursing Home parcel (scheduled to be demolished), to construct a new elementary school and parking lot. According to the Unified Development Ordinance, an educational facility, like the proposed elementary school is not permitted in the R-2 zoning district without a conditional use permit. Therefore, it would need to be rezoned to comply with the Unified Development Ordinance and permit the construction of the proposed school. 600 Sunrise Blvd is currently zoned R-B so once combined and platted, the entire parcel would be zoned R-B.
Mr. Dammann stated the request to re-zone the property was presented to the Planning and Zoning Commission on January 9, 2024. Planning Commission, along with City staff, recommends approval of the zoning amendment request and consequently the Amendment of the Zoning Ordinance. City Staff will provide the required 10-day notice of the Ordinance prior to the final approval of the proposed Ordinance. On February 6, 2024, City staff will request Council approve the proposed Ordinance by roll call vote in accordance with Chapter 4 of the City Charter and Chapter 3 of the City’s Unified Development Ordinance.
A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Ordinance No. 89, Fourth Series – An Ordinance Amending Zoning Ordinance. Motion passed by unanimous vote.
City Attorney Dammann introduced the Preliminary & Final Plat for Redwood Valley Sixth Addition.
Mr. Dammann stated the City received a request from the Independent School District #2897 for a preliminary and final plat approval for the parcels described as 201 McPhail Dr. (Parcel #88-766-3260) and 600 Sunrise Blvd (Parcel #88-106-3010), Redwood Valley Sixth Addition. Under the provisions of the Redwood Falls Unified Development Ordinance, the Zoning Administrator may allow a final plat to be submitted concurrently with a request for preliminary plat approval. City Staff worked with ISD #2897 and Bolton & Menk Inc., to prepare the preliminary and final plat. The Planning Commission recommended approval of the preliminary and final plat, Redwood Valley Sixth Addition.
A motion was made by Council Member Arentson and seconded by Council Member Smith to approve the Preliminary & Final Plat for Redwood Valley Sixth Addition. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 5 of 2024 – Approval of Final Pay Request Reflecting Change Order No. 3 for Power Plant Road Stabilization.
Mr. Doering stated Resolution No. 5 approves the final payment for the Power Plant Road project and sets the two-year maintenance period and final acceptance date to January 16, 2026. In addition, Final Pay Request No. 16 reflects Change Order No. 3 in the amount of $152,238.00 for in-field accommodations of additional structural concrete volume and an increase in the area of bituminous to account for large vehicle maneuverability, increasing the final contract price to $1,745,904.18. Staff has received and confirmed all withholding affidavits from the Contractor (IC-134) forms, Consent of Surety form, and Notification of Permit Termination.
Mr. Doering noted a typo in the presented Resolution No. 5 of 2024. The final contract price has been corrected to $1,745,904.18 in Resolution No. 5.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 5 of 2024 – Approval of Final Pay Request Reflecting Change Order No. 3 for Power Plant Road Stabilization. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Sandgren to approve Resolution No. 5 of 2024 – Approval of Final Pay Request Reflecting Change Order No. 3 for Power Plant Road Stabilization. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 6 of 2024 – A Resolution in Support of the City’s Funding Request From MnDOT’s Safe Routes to School Program to Fund the Redwood Falls Community Trail Expansion Project.
Mr. Doering stated this is a resolution of support for the Safe Routes to School “Trail Grant” application to be submitted by the City of Redwood Falls. The application is for the development and construction of the first half of a trail loop extending south from Cook Street through the frontage of the St. John’s Lutheran School on County Highway 24 connecting to the established trail along Redwood Valley High School otherwise known as the “School Loop.” This project grant, if funded, is for $685,908.00 in construction costs of an anticipated 10’ wide bituminous trail. Staff recommends approval of the resolution. The deadline for the application is February 2, 2024.
A motion was made by Council Member Buckley and seconded by Council Member Smith to waive the reading of Resolution No. 6 of 2024 – A Resolution in Support of the City’s Funding Request From MnDOT’s Safe Routes to School Program to Fund the Redwood Falls Community Trail Expansion Project. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve Resolution No. 6 of 2024 – A Resolution in Support of the City’s Funding Request From MnDOT’s Safe Routes to School Program to Fund the Redwood Falls Community Trail Expansion Project. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 7 of 2024 – A Resolution in Support of the City’s Funding Request From MnDOT’s Active Transportation Program to Fund the Redwood Falls Community Trail Expansion Project.
Mr. Doering stated this is a resolution of support for the Active Transportation “Trail Grant” application to be submitted by the City of Redwood Falls. The application is for the development and construction of the second half of a trail loop extending through the frontage of the CentraCare Hospital on County Highway 24 and then to the north along a drainage way connecting back to the established trail along Redwood Valley High School otherwise known as the “School Loop”. This project grant, if funded, is for $508,416.00 in construction costs of an anticipated 10’ wide bituminous trail. Staff recommends approval of the resolution. The deadline for the application is February 2, 2024.
A motion was made by Council Member Arentson and seconded by Council Member Buckley to waive the reading of Resolution No. 7 of 2024 – A Resolution in Support of the City’s Funding Request From MnDOT’s Active Transportation Program to Fund the Redwood Falls Community Trail Expansion Project. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve Resolution No. 7 of 2024 – A Resolution in Support of the City’s Funding Request From MnDOT’s Active Transportation Program to Fund the Redwood Falls Community Trail Expansion Project. Motion passed by unanimous vote.
Public Utilities Superintendent Jason Halvorson was present to introduce Resolution No. 8 of 2024 – Authorization to Execute Purchase of Materials For the 2024 Distribution Improvements.
Mr. Halvorson stated DGR Project No. 421126 - 2024 Distribution Improvements was approved by Council on September 19, 2023. In order to complete the project, certain materials needed to be bid. Those bids were received and opened on Tuesday, January 9, 2024, at 1:15 pm in the City Hall. Five (5) bids were received, and the results of the bids have been reviewed by DGR and are tabulated and provided for Council consideration.
Mr. Halvorson stated Staff recommends awarding the contracts to the presented companies for Bids #1-6. The total cost of all six bids is $723,098.15.
• Bid #1 Padmounted Switchgear and Box Pads to Dakota Supply Group; $94,000/ Lead Times
• Bid #2 15KV Primary Wire to Border States; $210,574.98
• Bid #3 Single Phase Transformers to Resco; $99,316.00
• Bid #4 Single Phase Transformer Box Pads to Wesco; $9,619.44
• Bid #5 Three Phase Transformers and Box Pads to Resco; $273,307.73/Lead Times
• Bid#6 600V Secondary Wire to Wesco; $36,280.00
A motion was made by Council Member Arentson and seconded by Council Member Buckley to waive the reading of Resolution No. 8 of 2024 – Authorization to Execute Purchase of Materials For the 2024 Distribution Improvements. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 8 of 2024 – Authorization to Execute Purchase of Materials For the 2024 Distribution Improvements. Motion passed by unanimous vote.
City Administrator Muetzel introduced the Agenda Item to Establish City Council Work Session Agenda.
Mr. Muetzel stated the next City Council Work Session is scheduled for January 30, 2024. In order to prepare for the meeting and ensure adequate time is allowed for each agenda item, staff is requesting Council formally establish the work session agenda.
Mayor Quackenbush requested the Work Session be canceled due to schedule conflicts and lack of agenda items.
A motion was made by Council Member Sandgren and seconded by Council Member Smith to approve the request to cancel the City Council Work Session on January 30, 2024. Motion passed by unanimous vote.
Mayor Quackenbush will not be in attendance at the February 6, 2024 City Council meeting.
City Administrator Muetzel stated following the recent approval to update the City’s Drug & Alcohol Policy, City Staff and Elected Officials are required to read the changes and submit acknowledgement forms to Human Resources.
Bills and Claims were presented to Council for informational purposes. No questions, comments, or concerns were raised.
There being no further business, a motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to adjourn the meeting at 6:05 p.m. Motion passed by unanimous vote.