City Council Meeting – April 21, 2020

MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, APRIL 21, 2020

Pursuant to due call and notice thereof, a regular meeting of the Redwood Falls City Council was called to order by telephone and other electronic means on Tuesday, April 21, 2020, at 5:00 p.m.

Roll call indicated Mayor Tom Quackenbush and Council Members Matt Smith, Larry Arentson, Jim Sandgren, John T. Buckley, and Denise Kerkhoff were present constituting a quorum.

Also present were City Administrator Keith Muetzel, Director of Finance & Administrative Services Melissa Meyer, Public Works Project Coordinator Jim Doering, City Attorney Amy Busse, and Council Secretary Caitlin Kodet.

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the agenda. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to approve the April 7, 2020, minutes as presented. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve the April 14, 2020, Board of Equalization and Review minutes as presented. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the following items on the Consent Agenda.

1. Approve 2019 Drinking Water Report
2. Approve On-Sale Liquor and On-Sale Sunday Liquor License – Barney’s Burger & Brew

Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

Public Utilities Superintendent Chuck Heins was present to introduce the Electric Department Bucket Truck Replacement.

Mr. Heins stated in order to keep a fleet of trucks that does not require expensive repair bills, bucket trucks are kept in service for 10 to 12 years. The truck needing to be replaced was purchased in 2008, and over the last several years it has required more maintenance of the aerial device each year. The crew looked at several options and decided that the Versalift would be a good fit for the department. ABM is a respected dealer and has been around for a long time. Mr. Heins stated he worked with Jason Halvorson and the salesman from ABM to discuss the desired truck options for the department. ABM holds the State contract therefore no other bids were necessary. The purchase price from ABM is $103,609.00.

Mr. Heins stated two quotes were solicited for the chassis, with the lower of the two coming from the local Ford dealership. Both companies were given an identical list of the options for the chassis which will be a Ford 550 4X4 Extended Cab Truck. The Weelborg price was $50,307.00 and the ABM price was $50,904.00. With the replacement of this truck, the replacement of the digger truck several years ago, and a change in the way the street department trims trees, the City has three pieces of equipment to trade-in to ABM. They reviewed the equipment and gave the City pricing for each. The 2008 IH with Texex boom is priced at $18,000.00; 2001 GMC with Terex digger derrick is priced at $9,500.00; and the 1992 IH Altec boom is priced at $3,000.00. With the trade, ABM assumes the liability for the used equipment. The 2020 Capital budget included the purchase of a new bucket truck and $225,000.00 was included in the budget. Not including tax, transfer fees and license this truck is priced at $153,916.00.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to approve the purchase of a new Versalift aerial platform and fiberglass body, from ABM Equipment & Supply per State Contract Pricing (Contract #167794) in the amount of $103,609.00. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the purchase from Weelborg Ford of a bare chassis with needed options in the amount of $50,307.00. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Arentson and seconded by Council Member Smith to declare the 2008 IH with Terex Boom, 2001 GMC with Terex Digger Derick, and 1992 IH with Altec boom as surplus property to be traded to ABM Equipment for a total of $30,500.00. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

Parks & Rec Director Ross Nachreiner was present to discuss the current status of 2020 Park and Recreation Programs, Aquatic Center, and Campground Operations.

Mr. Nachreiner updated the Council on plans for spring and summer facilities and programs within the Parks and Recreation Department. As the weather continues to show signs of improvement, the City is still planning to transition our emphasis to ball fields, parks, and the aquatic center. Staff is planning to re-open the RACC on Monday, May 4th. The Park & Rec department will be taking extra measures to decrease gatherings and stress social distancing.

1. The Parks and Recreation Department suspended all youth and adult leagues and activities until June 1st. Registrations are being accepted for activities that start after June 1st and later.

2. Park bathrooms will be opened the week of April 27th. A slight delay from previous years partly due to COVID-19, but also to do with the cooler weather we occasionally have in April.

3. The Redwood Falls Aquatic Center is scheduled to open Friday, June 5th. Park & Rec received guidance from the state pool inspector to hold off on any decisions on whether to open as scheduled, delay the opening, or not open the pool at all this summer. They are suggesting to wait until May 4th \or later to make that decision. Park & Rec will rely on guidance from the League of MN Cities as well as Southwest Health & Human Services on making that decision.

4. At this time all private and public campgrounds and dispersed camping sites must remain closed to recreational camping. Ramsey Park Campground will continue to follow all guidelines provided by the Executive Orders and plan to open the campground after May 4th.

Public Works Project Coordinator Jim Doering introduced Resolution No. 21 of 2020 – Authorization to Expend Portion of Committed Funds for the Lake Redwood Reclamation Project.

Mr. Doering stated the Redwood-Cottonwood Rivers Control Area submitted a request for $372,042.54 in contribution reimbursement for the acquisition of the Confined Disposal Facility property. Council committed up to $900,000.00 in cash to match the project. This partial contribution reimbursement will be a portion of the agreed purchase price of $1,050,225.00 with the remaining balance coming from the State of MN general obligation bond funds.

Mr. Doering stated staff recommends Council approve the contribution/payment of $372,042.54. Payment will be made from the Capital Project fund that currently has $582,000.00 dedicated to this project and will receive an additional $417,000.00 from the Electric Utility as part of the 2020-budgeted transfer to meet the contribution commitment.

A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 21 of 2020 – Authorization to Expend Portion of Committed Funds for the Lake Redwood Reclamation Project. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Arentson and seconded by Council Member Smith to approve Resolution No. 21 of 2020 – Authorization to Expend Portion of Committed Funds for the Lake Redwood Reclamation Project. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

Public Works Project Coordinator Jim Doering introduced Resolution No. 22 of 2020 – Resolution for the Adoption of the Redwood County All-Hazard Mitigation Plan.

Mr. Doering stated under the Disaster Mitigation Act of 2000 (Public Law 106-390), State, local and tribal governments are required to develop a hazard mitigation plan as a condition for receiving certain types of non-emergency disaster assistance. Hazard mitigation planning is the process State, local, and tribal governments use to identify risks and vulnerabilities associated with natural disasters, and to develop long-term strategies for protecting people and property in future hazard events. The process results in a mitigation plan that offers a strategy for breaking the cycle of disaster damage, reconstruction, and repeated damage, and a framework for developing feasible and cost-effective mitigation projects.

Mr. Doering stated staff recommends the adoption of the updated Redwood County All-Hazard Mitigation Plan (AHMP) to guide planning initiatives that reduce or eliminate long-term risks to people and property from natural or manmade disasters. The adoption of the AHMP is also a condition of eligibility for hazard mitigation funding used to offset direct costs of utility projects designed to minimize outages and continue services to residents in the City of Redwood Falls.

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 22 of 2020 – Resolution for the Adoption of the Redwood County All-Hazard Mitigation Plan. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve Resolution No. 22 of 2020 – Resolution for the Adoption of the Redwood County All-Hazard Mitigation Plan. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

Public Works Project Coordinator Jim Doering introduced Resolution No. 23 of 2020 – Authorization to Apply for Hazard Mitigation Grant Funding.

Mr. Doering stated the recent intense rainstorm events over the past six years have caused flooding, property damage and landslides. Resolution No. 23 is to apply for a grant through the Hazard Mitigation Grant Program (HMGP) offered by FEMA and administered through the State of Minnesota Homeland Security and Emergency Management office. The HMGP program has the objective to mitigate hazards, preserving life, property, and reducing risk from future disasters. The City of Redwood Falls administered a previous HMGP grant that aided in the relocation of two local businesses and one residential home from sliding into the Redwood River.

Mr. Doering stated the HMGP program is a 75/25 voluntary grant. This grant encompasses one lot that is eminently threatened of sliding into Ramsey Creek. The total estimated project cost for acquisition of the lot and demolition or removal of the house located on the lot is estimated at $500,000.00. The projected match would be $125,000.00 and would be allocated to the owners of the property. Staff time for project facilitation and management can be used as cash match back to the project to reduce the match reimbursement recommendation. The previous HMGP grant was able to receive matching State Hazard Mitigation funds from the DNR to make up the 25% match requirement and those funds would be sought again. This is a voluntary participation program and the owners can choose to participate or make the decision to opt-out at any step throughout the process.

A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 23 of 2020 – Authorization to Apply for Hazard Mitigation Grant Funding. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Smith and seconded by Council Member Buckley to approve Resolution No. 23 of 2020 – Authorization to Apply for Hazard Mitigation Grant Funding. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

Public Works Project Coordinator Jim Doering introduced Resolution No. 24 of 2020 – Authorization to Execute Award of Contract for the 2020 Seal Coat Improvements.

Mr. Doering stated in response to the Advertisement for Bids, the City received three proposals for construction of the 2020 Seal Coat Improvements. The low responsible bidder was Pearson Bros, Inc. of Hanover, MN for the 2020 Seal Coat Improvements per bid unit prices for CRS2P bituminous oil, FA-2, Class A Aggregate, flexible chip seal markers and CSS-1h fog seal. The resulting base bid was $126,861.56 and the engineer’s estimate was $211,216.00 based on previous years’ pricing. In accordance with Minnesota Statute §16C.285, Pearson Bros, Inc. furnished the executed Responsible Contractor Verification and Certification of Compliance form. The bidder did not indicate that any subcontractors will be used.

Mr. Doering stated it is unlikely that re-bidding the project would result in more bids or more competitive bids. Staff recommends that the contract be awarded to Pearson Bros, Inc. of Hanover, MN. The current approved budget is $190,000.00 under street maintenance. The anticipated start date would be after August 17, 2020, to allow the Street Department time for patching and bituminous maintenance of the project area. The Parks Department budgeted $24,000.00 to cover costs relating to the sealcoating of the pool and

baseball field parking lots that are shown in this year’s project scope. The Liquor Lodge also budgeted for the liquor store parking lot as well. The project area consists of all streets and frontage roads south of TH 19/71, east of Gould Street and West of Dekalb Street

A motion was made by Council Member Sandgren and seconded by Council Member Smith to waive the reading of Resolution No. 24 of 2020 – Authorization to Execute Award of Contract for the 2020 Seal Coat Improvements. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve Resolution No. 24 of 2020 – Authorization to Execute Award of Contract for the 2020 Seal Coat Improvements. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

City Administrator Muetzel introduced the Agreement for Interim Criminal Prosecution Services.

Mr. Muetzel stated City Attorney Amy Busse announced her resignation effective May 7, 2020. During the time period that the City Attorney position is vacant, the Walton Law Group of Olivia agreed to provide prosecution services for criminal offenses that occur within the City of Redwood Falls. The services covered by the agreement include all prosecution and legal assistant support services.

Mr. Muetzel stated the agreement is proposed to begin on May 8, 2020 and may be terminated with a two-week notice. The fees for legal services are $150.00 per hour for attorney time and $35.00 per hour for legal assistant time. The agreement also provides legal services for civil matters. The specific nature of civil matters will determine whether the matter is handled by the Walton Law Group or another firm.

A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve the Agreement for Interim Criminal Prosecution Services. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None

City Administrator Muetzel gave an update regarding COVID-19. Mr. Muetzel stated the State and the Governor’s office have done a great job in communicating response efforts. The City has paid close attention to the Governor’s Executive Orders and implemented the recommendations provided in the Orders. The City will be phasing in the opening of City facilities once the Stay Home Order has been lifted. A plexiglass screen was installed at the Liquor Lodge and staff is in the process of installing similar screens at other locations that work with customers at a counter.

Mr. Muetzel stated in regards to the budget, staff is less concerned about expenses due to COVID-19 and more concerned about loss of revenue due to the closures. Expenses have not significantly increased because of COVID-19 like they would with other emergency efforts. Staff will update Council at the next meeting with approximate revenue losses due to the COVID-19 closures.

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 Sandgren and seconded by Council Member Kerkhoff to adjourn the meeting at 6:23 p.m. Motion passed by the following roll call vote.

AYE: Council Members Arentson, Sandgren, Smith, Buckley, and Kerkhoff
NO: None