MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, SEPTEMBER 17, 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, September 17, 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.
City Administrator Muetzel stated there was a change to the donation amount from $83,968.45 to $82,788.87 in Resolution No. 54 of 2024 for Regular Agenda item 9E - Donation for Library Outdoor Literacy Area.
A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the agenda with the stated change to Resolution No. 54 of 2024 for Regular Agenda item 9E - Donation for Library Outdoor Literacy Area. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve the September 3, 2024 minutes as presented. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the following item on the Consent Agenda:
1. Temporary On-Sale Liquor License – Redwood Area Chamber & Tourism
Motion passed by unanimous vote.
Parks & Recreation Director Ross Nachreiner introduced Resolution No. 52 of 2024 – A Resolution Accepting A Donation To The City.
Mr. Nachreiner stated Resolution No. 52 of 2024 is to accept a financial donation in the amount of $7,500 from The Friends of Ramsey Park. This donation assists in the payment for the 54” secondary fence that was installed. The park fencing now meets the new legislative requirement to prevent physical contact between farmed white-tailed deer and wild Cervidae at Ramsey Park. City staff would like to thank The Friends of the Park for their generous donation and recognize their continued hard work and fundraising efforts which makes the park what it is today. Staff is requesting approval to accept the financial donation from The Friends of the Park.
A motion was made by Council Member Sandgren and seconded by Council Member Buckley to waive the reading of Resolution No. 52 of 2024 – A Resolution Accepting A Donation To The City. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve Resolution No. 52 of 2024 – A Resolution Accepting A Donation To The City. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced the Quote for Library Topographical Survey.
Mr. Doering stated as part of the Library Renovation and Expansion Project, a certified site survey must be completed as a first step to the development of a site layout, grading and plan development. The architectural agreement with Engan Associates lists the site survey as to be provided by the owner utilizing our engineering firm. Jesse Zeig, Land Surveyor out of the Bolton & Menk Sleepy Eye office, has provided a proposal in response to the request for proposal developed by Engan Associates for the project.
Mr. Doering stated this basic service proposal is in line with the 2024 Master Service Agreement approved by the Council on December 19, 2023. Staff recommends Council approve of the quote provided by Bolton & Menk Inc. in the amount of $10,500.00 for the topographical survey at the Library.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the Quote for Library Topographical Survey. Motion passed by unanimous vote.
Finance Director Klages introduced the Redwood Falls Firefighters Relief Association Bylaw Amendment.
Ms. Klages stated in August, members of the Fire Relief Association Board of Trustees and staff met to discuss an increase in the annual benefit level for the lump sum pension plan. The last increase took place in 2023. Following a review of the financial condition of the Fire Relief Association, a consensus was reached to propose an increase to the annual benefit amount of $150. This increase would move the current annual pension benefit for each firefighter from $3,450.00 to $3,600.00 per year of service. This change is projected to maintain a surplus of assets over liabilities and will not require a City contribution in 2025.
A motion was made by Council Member Sandgren and seconded by Council Member Kerkhoff to approve the Redwood Falls Firefighters Relief Association Bylaw Amendment. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 53 of 2024 – Resolution Supporting Grant Application And Plan Development Proposal For An Airport Clear Zone Acquisition Plan.
Mr. Doering stated Resolution No. 53 authorizes the MnDOT Clear Zone Acquisition Plan (CZAP) Grant Application and plan development proposal from Bolton & Menk for the development of the plan and to develop exemption requests on the identified parcels. Staff is recommending approval of Resolution No. 53 which will enable the development of the CZAP. MnDOT Aeronautics has earmarked the 70/30 grant funds for the plan development. The total cost of the project is not to exceed $10,000.00 with the state share of $7,000.00 and local share of $3,000.00. MnDOT grant ranking weighs heavily on having a CZAP in place for future requests.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 53 of 2024 – Resolution Supporting Grant Application And Plan Development Proposal For An Airport Clear Zone Acquisition Plan. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Sandgren to approve Resolution No. 53 of 2024 – Resolution Supporting Grant Application And Plan Development Proposal For An Airport Clear Zone Acquisition Plan. Motion passed by unanimous vote.
Library Director Connie Lechner was present to introduce Resolution No. 54 of 2024 – A Resolution Accepting A Donation To The City.
Ms. Lechner stated Resolution No. 54 is to accept a donation from the Redwood Area Library Foundation in the amount of $82,788.87. The donation amount was adjusted from the first Resolution provided to Council after a corrected invoice was received from Flagship. Flagship submitted two invoices for the completion of moving the Outdoor Literacy Area to its new space making room for the Expansion. Staff is requesting approval to accept the financial donation from the Redwood Area Library Foundation for the Outdoor Literacy Area for the amount due on the invoices.
A motion was made by Council Member Arentson and seconded by Council Member Smith to waive the reading of Resolution No. 54 of 2024 – A Resolution Accepting A Donation To The City. Motion passed by unanimous vote.
A motion was made by Council Member Sandgren and seconded by Council Member Buckley to approve Resolution No. 54 of 2024 – A Resolution Accepting A Donation To The City. Motion passed by unanimous vote.
Public Utilities Superintendent Jason Halvorson was present to introduce Resolution No. 55 of 2024 – Authorization To Execute DGR Engineering Task Order 16 Amendment To The Master Agreement For 2025 Distribution Improvements.
Mr. Halvorson stated planning has begun for next year’s underground electric line conversion project. The areas to be converted from overhead to underground electric distribution are between Ramsey Street and Drew Street in the east-west direction, and between Chestnut Street and Tin Street in the north-south direction. These improvements are Phase 2 of the Long-Range Plan. Some of this work will be completed by a contractor and some of the work will be completed by the electric department staff. DGR has provided Task Order #16 for the preliminary phase, estimated material, and construction cost of this project. The cost estimate for this project is $2,488,000.00 and the proposed engineering fee is $208,800.00. Staff requests approval of the engineering proposal.
A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 55 of 2024 – Authorization To Execute DGR Engineering Task Order 16 Amendment To The Master Agreement For 2025 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. 55 of 2024 – Authorization To Execute DGR Engineering Task Order 16 Amendment To The Master Agreement For 2025 Distribution Improvements. Motion passed by unanimous vote.
Finance Director Klages gave an overview of the preliminary levy and budgets for 2025 as addressed in Resolution No. 56 of 2024 – Setting Proposed Certified Levy Ad Valorem Taxes for the Year 2025 and Resolution No. 57 of 2024 – Approving 2025 Preliminary Budgets.
Ms. Klages stated State law requires local units of government to adopt the preliminary levy and budget and to certify the proposed tax levy to the County Auditor by September 30th of each year. Cities must also provide the County Auditor with the date, place, and time of the regularly scheduled meeting at which a final budget and levy will be determined. The preliminary levy can be lowered when setting the final levy, but it cannot be increased.
Ms. Klages stated the proposed budget includes a tax levy increase of 7.9%. Based on preliminary tax capacity calculations provided by the County Assessor, the City’s tax capacity has increased less than a quarter percent (.16%), resulting in an estimated increase in the City’s overall tax rate of 5.9%. Staff will continue to fine-tune the budget over the next few months. The proposed final levy and budget will be reviewed by the budget committee and a recommendation will be presented to Council. The date when the final levy and budget will be discussed and approved and at which the public will be allowed to speak will be set for December 17, 2024, at 6:00 p.m. in the City Council Chambers.
A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 56 of 2024 – Setting Proposed Certified Levy Ad Valorem Taxes for the Year 2025. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 56 of 2024 – Setting Proposed Certified Levy Ad Valorem Taxes for the Year 2025. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 57 of 2024 – Approving 2025 Preliminary Budgets. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve Resolution No. 57 of 2024 – Approving 2025 Preliminary Budgets. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced the Airport Capital Improvement Plan.
Mr. Doering stated in correlation with the 2025 budget, the Airport CIP plan outlines the projects planned for 2025. Currently, the airport capital improvement funds contain sufficient match to accomplish projects listed in the CIP for 2025 and are subject to bid actuals. Most of the projects listed are pavement and lighting related and will be bundled together under one bid package except for the 80x80 hangar and the hangar door replacement.
Mr. Doering stated the Federal Highway Administration through the FAA has reduced the 10% local cost share requirement down to 5% for Federal Fiscal Years 2025 and 2026. In addition, MnDOT has agreed to contribute half of the local share or 2.5%, leaving the remaining 2.5% as the local share for the Airport Capital Improvement Fund. The total realized savings in local share is approximately $498,400.00 allowing for more projects to come to fruition. The Airport Commission has reviewed the revised list and is supportive of making use of this substantial cost savings. Staff recommends Council approval of Redwood Falls Municipal Airport five-year capital improvement plan (CIP).
A motion was made by Council Member Arentson and seconded by Council Member Buckley to approve the Airport Capital Improvement Plan. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering provided an update on the Zeb Gray Shelter and Memorial Field bathroom construction projects. Progress is being made at the Zeb Gray Shelter bathroom and has a substantial completion date of November 1, 2024. The Memorial Field bathroom is currently under construction and is scheduled to be completed for the spring baseball season.
Mayor Quackenbush requested City Staff review the current procurement policy and suggested increasing the current amount that would require Council approval. The procurement policy currently requires Council approval for any purchases over $10,000.00. City Staff will review the policy and make a recommendation at a future meeting.
Bills and Claims were presented to the Council for informational purposes. No questions, comments or concerns were raised.
There being no further business, a motion was made by Council Member Arentson and seconded by Council Member Smith to adjourn the meeting at 5:39 p.m. Motion passed by unanimous vote.