City Council Meeting – December 3, 2019

MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, DECEMBER 3, 2019

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, December 3, 2019, at 5:00 p.m.

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

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

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

A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to
approve the November 19, 2019, minutes as presented. Motion passed by unanimous vote.

Stephen Lien, Technology Director for the Redwood Area School District, was present to address the Council regarding concerns he has with the City outsourcing Information Technology (IT) needs as opposed to having an on-site staff member. Mr. Lien stated he became concerned after an incident with Wi-Fi capacity at the Redwood Area Community Center (RACC).

Director of Finance & Administrative Services Meyer addressed some of Mr. Lien’s concerns and stated the City is aware of the Wi-Fi issues at the RACC and staff is currently working on a solution.

Mayor Quackenbush thanked Mr. Lien for bringing his concerns to Council’s attention and stated he is interested in receiving a more detailed update from staff regarding the progress the City made with the current IT provider, Thriveon, over the last eleven months.

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

1. Business License Renewal Applications

Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced the Sanitary Sewer Inflow & Infiltration Reduction Program Inspection Process.

Mr. Doering stated the Public Works Committee convened on Monday, November 25, 2019 to discuss policy and procedural concepts in regards to the revised I & I Ordinance approved on November 5, 2019. The committee consisted of Council Members Larry Arentson and Jim Sandgren, City Administrator Keith Muetzel, Director of Finance and Administrative Services Missi Meyer, Public Works Coordinator Jim Doering, Building Official/Zoning Administrator Tim Hanna, and Chris Larson P.E., ISG Consulting Engineer.

Mr. Doering stated the discussion centered on two issues: 1) completing the sump pump inspections and
2) the owner’s requirement of televising their sewer lines to the City main if they do not have a sump pump(s). Discussion continued on the current concept that the sump pump inspection is a free service to owners if conducted by ISG but the responsibility of televising structures without sump pumps would be at the owner’s expense. The outcome of the discussion is that both initial inspections, whether a general sump pump inspection conducted by ISG or required initial televising inspections for lack of a sump pump(s) would be completed at the City’s expense. If an owner does not want ISG to complete the inspection, then the owner is responsible for the cost of hiring a licensed plumber to conduct the initial inspection.

Mr. Doering further stated the discussion continued with the topic of smoke testing versus televising all connections and the public perception of the smoke testing efficiency and uncertainty of results. The outcome of this discussion is that all sanitary sewer services will eventually be televised at the City’s expense. City staff will televise and inspect the public sanitary infrastructure in each zone simultaneously. The Public Works Committee recommends the approval and adoption of the following policies:

1. All connections will have a sump pump inspection conducted by ISG; or
a. Owners will be able to decline a free sump pump or televising inspection and choose to use their preferred licensed plumber to inspect and provide an inspection affidavit on their behalf. All costs derived from the owner hiring their preferred licensed plumber to conduct the inspection(s) will be at the owner’s expense.
2. All sanitary sewer service connections will be televised.
a. Initial televising will be paid for by the City at a pre-determined set rate.
b. Residents without sump pumps can notify the City at the time of inspection scheduling that they do not have a sump pump – i.e. slab on grade, no basement, crawl space and be immediately moved to the televising list.
3. Televising will be performed by approved licensed plumbers.
a. Public solicitation by quote will be conducted to determine a base market inspection rate and prepare a preferred vendor list of approved licensed plumbers.
b. Televising inspections requiring additional plumbing services as a result of the inspection i.e. fixture or drain access removal and replacement etc. will be reimbursed on a time and material basis approved by City staff on a case by case basis, determined prior to the inspection.
4. Develop supporting documentation for the proposed process outlined above.
a. Authorize staff, ISG, and the Public Works Committee to develop supporting policy documentation in order to implement items 1-3 above, such as inspection forms, quote development, financing program, televising inspection criteria, etc.

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the Sanitary Sewer Inflow & Infiltration Reduction Program Inspection Process as presented.

Police Chief Jason Cotner was present to introduce the Installation of Stop Signs at Uncontrolled Intersections.

Chief Cotner stated on November 6, 2019, Redwood Falls Police Commission took up the issue of uncontrolled intersections within the City. The commission focused on uncontrolled intersections that, due to

their location or traffic conditions, create a hazard to vehicle or pedestrian traffic. In addition to safety concerns the commission weighed the need for traffic to flow as freely as possible without excessive stops along any
particular route. The Police Commission decided on six intersections to bring to Council for approval. The six intersections include: Cook Street at Schmahl Drive, Meadow Lane at Veda Drive, 2nd Street at Veda Drive, Spring Street at Halvorson Street, Sunrise at Knollwood, and Drew Street at 2nd Street.

City Administrator Muetzel stated this is the first step to address some of the uncontrolled intersections around the City. Council should expect more recommendations for stop signs in the future.

A motion was made by Council Member Smith and seconded by Council Member Sandgren to approve the Installation of Stop Signs at Uncontrolled Intersections.

Public Utilities Superintendent Chuck Heins was present to introduce the Final Pay Request for South
Substation Switchgear Replacement.

Mr. Heins stated the original contract price for the South Substation Switchgear Replacement project totaled $580,750. There were two change orders totaling an increase in the contract price of $25,080 bringing the final contract price to $605,830. However, this was a project that was paid based on quantities used which reduced the price by $25,553.34. After the change order additions and subtractions for unused materials the total all in contract price is $580,276.66. Harold K. Scholz submitted all the necessary paperwork and DGR has approved the final pay request in the amount of $29,013.83.

A motion was made by Council Member Sandgren and seconded by Council Member Kerkhoff to
approve the Final Pay Request for South Substation Switchgear Replacement to Harold K. Scholz in the amount of $29,013.83.

Director of Finance & Administrative Services Meyer introduced Resolution No. 41 of 2019 – Enabling
Water, Sanitary Sewer and Storm Sewer Rates.

Ms. Meyer stated DGR Engineering developed water rates to provide an increase of 6% per cubic foot sold and 6% per infrastructure base charge. The sanitary sewer rates were developed to provide an increase of 3% per cubic foot used and 3% per infrastructure base charge. The storm sewer rates were developed to provide an increase of 5% per infrastructure base charge.

Ms. Meyer stated that by being proactive in making marginal increases it allows for better future planning and prevents the need to assess property owners for large improvement projects.

A motion was made by Council Member Arentson and seconded by Council Member Smith to waive the
reading of Resolution No. 41 of 2019 – Enabling Water, Sanitary Sewer and Storm Sewer Rates. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve Resolution No. 41 of 2019 – Enabling Water, Sanitary Sewer and Storm Sewer Rates. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced the DNR Water Supply Plan Approval.

Mr. Doering stated staff is recommending the certification and adoption of the revised City of
Redwood Falls Water Supply Plan approved by the Minnesota Department of Natural Resources, Division of Waters on October 22, 2019. The plan addresses the City of Redwood Falls water system description/evaluation, emergency response procedures, and water conservation planning. The plan highlights .602 million gallon per day (MGD) usage over the past 5 years. The plan also reviews the performance of the 2010 water treatment plant with 1,200 gallons per minute reverse osmosis blended output. The plan projects the 2040 water demand to be upwards to .629 MGD with a maximum demand of 1.16 MGD. The drinking water treatment plant has a maximum output of 1.8 MGD that will meet consumption demands well into the future based on an estimated 0.36% demand increase per year. The plan also reviews the sustainability of the wells and aquifer along with public education of water consumption and conservation.

Mr. Doering further stated a study by the American Water Works Association (AWWA) Research Foundation (Residential End Uses of Water, 1999) found that the average indoor water use for a non-conserving home is 69.3 gallons per capita per day (gpcd). The average indoor water use in a conserving home is 45.2 gpcd and most of the decrease in water use is related to water efficient plumbing fixtures and appliances that can reduce water, sewer and energy costs. In comparison to the study, the City of Redwood Falls has an average of 43.3 gpcd per home and a 40 gpcd per commercial/institutional/industrial category. Overall, there has been a downward trend in residential consumption and a steady to slightly declining trend in commercial/industry/institutional usage. Water consumption for the City of Redwood Falls meets the water conservation standard. Staff recommends approval of the Water Supply Plan.

A motion was made by Council Member Sandgren and seconded by Council Member Arentson to
approve the DNR Water Supply Plan.

Public Works Project Coordinator Doering introduced the Final Pay Application No. 2 for the 2019 Seal
Coat Improvement.

Mr. Doering stated the final contract price totals $249,535.85. This action will set the final acceptance
date of November 19, 2019 and set the 2-year maintenance period until November 19, 2021. Staff is recommending approval of the Final Pay Reimbursement No. 2 to Allied Blacktop Company for the “2019 Seal Coat Improvement” for $12,476.79.

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve
the Final Pay Application No. 2 for the 2019 Seal Coat Improvement in the amount of $12,476.79.

Public Works Project Coordinator Doering reminded Council that the City will be hosting an open house on Thursday, December 5, 2019 from 1:00 p.m. to 7:00 p.m. at the Redwood Area Community Center. The open house will be for all residents of the City to attend. ISG will also have a team at the open house to assist with questions.

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 Smith and seconded by Council Member Arentson to adjourn the meeting at 5:53 p.m. Motion passed by unanimous vote.