City Council Meeting – July 16, 2019

MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, JULY 16, 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, July 16, 2019, at 5:00 p.m.

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

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 Buckley to approve the agenda. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member ­­­Smith to approve the June 18, 2019, minutes as presented.  Motion passed by unanimous vote.

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

  1. Approve KLGR Advertising Exchange
  2. Approve Block Party Request – 600 E. Chestnut Street
  3. Approve Temporary On-Sale 3.2% Malt Liquor Application – Church of Saint Catherine’s

Motion passed by unanimous vote.

Mayor Quackenbush opened a public hearing at 5:02 p.m. to discuss delinquent utility accounts.

Director of Finance & Administrative Services Meyer introduced Resolution No. 23 of 2019 – Resolution Adopting Assessments for Delinquent Accounts.

Ms. Meyer stated the proposed Resolution is to adopt assessments for delinquent utility accounts 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.

No one was present to voice any concerns.

Mayor Quackenbush closed the public hearing at 5:04 p.m.

A motion was made by Council Member Smith and seconded by Council Member Arentson to waive the reading of Resolution No. 23 of 2019 – Resolution Adopting Assessments for Delinquent Accounts. Motion was carried by unanimous vote.

A motion was made by Council Member Buckley and seconded by Council Member Smith to approve Resolution No. 23 of 2019 – Resolution Adopting Assessments for Delinquent Accounts. Motion was carried by unanimous vote.

Building Official Tim Hanna was present to introduce the Variance request for 107 East Oak Street by Denis Zeug.

Mr. Hanna stated the City received a request for a variance from Denis Zeug at the property located at 107 E. Oak Street to reduce the side yard setback from 8’ to 1’ in order to construct a garage extension. When Mr. Zeug’s property was purchased in 1989, it was noted by a land survey that the lot lines were incorrect, placing the northern part of the house on the property owned by the Golf Club. While negotiating the purchase of the property, the legal description was adjusted 12 ft. to the north but still placed the home closer than anticipated to the Golf Club property.

Mr. Hanna further stated in addition to adjusting the legal description, the Zeug’s negotiated an Easement and License Agreement with the Golf Club, allowing a 16.5 ft. easement from the Golf Club on the northern property line. Included in the easement agreement are restrictions allowing the Zeug’s first right of refusal to purchase the real property 16.5 feet to the north, on the side where the setback would be reduced. The agreement also states that the Golf Club will not object to Zeug’s request for the necessary building permits or variances for the construction of a garage on their own property. Traditionally, the Planning Commission has not approved a request to significantly decrease the setback requirements but based on the information provided by Mr. Zeug, the Planning Commission recommends approval of the variance request.

Mr. Zeug was present to discuss the request.

Mr. Zeug stated he approached the Golf Club to purchase the 16.5 ft. section of land that they currently have the easement on but the Golf Club needs a membership vote to sell the land. The members meet annually in the spring and this does not allow him enough time to finish his garage extension this year without receiving the variance. Mr. Zeug intends to approach the Golf Club again in the spring of 2020 to purchase the land.

A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the Variance request for 107 East Oak Street. Motion passed by unanimous vote.

City Administrator Muetzel introduced the proposed changes to the City Cell Phone Policy.

Mr. Muetzel stated with the upcoming changes to the MN “Hands Free Law” beginning August 1, 2019, the City needs to update our current Cell Phone policy. Changes were made to the policy to reflect compliance with the new law.

A motion was made by Council Member Arentson and seconded by Council Member Smith to approve the proposed changes to the City Cell Phone Policy. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced 2019 McPhail and Fallwood Sanitary Sewer Connection Quote.

Mr. Doering stated the sewer connection at McPhail and Fallwood will help relieve future sanitary surcharges and regulate flows in that area. Staff solicited quotes from MR Paving and Excavating of New Ulm, Schmidt Construction of Redwood Falls, and TNT Kerkhoff Construction of Morgan. Schmidt Construction provided the low responsible quote of $24,450.00.  TNT declined to quote due to a full construction season schedule.

Staff recommends the approval of the quote from Schmidt Construction of Redwood Falls, MN of up to $24,450.00 to install a sewer connection at the intersection of McPhail and Fallwood.

A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the 2019 McPhail and Fallwood Sanitary Sewer Connection Quote from Schmidt Construction. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced the Authorization to Solicit Bids for the 2019 RACC Roof Top Unit (RTU) Replacement Project.

Mr. Doering stated the 2019 RACC RTU Replacement Project has a replacement estimate of $155,000.00 for RTUs two (2) and three (3) that have reached the end of their life expectancy. Both units have begun to have mechanical issues and reduced efficiency. These replacements were budgeted for 2019.

Mayor Quackenbush requested hail guards for both units be added to the scope of work before advertising for bids.

A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve the Authorization to Solicit Bids for the 2019 RACC Roof Top Unit (RTU) Replacement Project. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced the Ramsey Park Road Repairs Quote.

Mr. Doering stated this portion of the quote of $29,420.00 is for an area of Ramsey Road that is being undermined by the creek and due to recent rains has moved considerably more causing an emergency situation to prevent losing part of the road.  In June, the Council approved the entire quote except for this portion. Staff recommends the approval of the final portion of the quote from Ground Zero Services of Courtland, MN of up to $29,420.00 to repair the road slide 160 feet south of the Ramsey Creek Bridge.

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the Ramsey Park Road Repairs Quote. Motion passed by unanimous vote.

City Administrator Muetzel introduced the Proposal to Prepare Small Cities Development Grant Application.

Mr. Muetzel stated the State of MN Department of Employment and Economic Development administers the Small Cities Development Program (SCDP).  The SCDP provides cities and counties with funding for housing, public infrastructure, and commercial rehabilitation projects.  For a project to qualify for funding it must benefit people of low and moderate incomes, eliminate slum and blight conditions, or eliminate an urgent threat to public health or safety.

Mr. Muetzel further stated representatives of the City recently met with staff from United Community Action Partnership to discuss our eligibility for a SCDP grant. The outcome of the meeting is a recommendation that the City of Redwood Falls apply for a comprehensive SCDP grant. It is anticipated that the grant application will request funding to rehabilitate local housing stock and rehabilitate downtown commercial buildings.  The maximum grant award for a comprehensive project is $1.4 million and it is anticipated that our application will request between $1 million and $1.2 million. The process to apply for a SCDP grant consists of a survey, submittal

of a pre-application, and submittal of a full application. United Community Action Partnership is proposing to provide the services to complete the required survey for a cost of $2,000. Assuming the survey results support the submittal of a grant application, United Community Action Partnership will prepare the pre-application and full application for $5,500.

A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve the Proposal to Prepare Small Cities Development Grant Application. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 24 of 2019 – Authorization to Submit Grant Application and Execute Memorandum Agreement with the Greater Minnesota Parks and Trails Commission.

Mr. Doering stated staff recommends approval of Resolution No. 24 which authorizes the grant application to the Greater Minnesota Parks and Trails Commission and signing of the Memorandum Agreement for Ramsey Park. The grant application will provide water and sewer to the current campground. Install a new unisex bathroom by the Zeb Gray Shelter along with sewer and water, as well as run a lift station force main sewer and new water connection up to Pleasant Street. The grant application is projected to be $798,080.00 or 81% with a match of ineligible costs of $108,115.00 or 19% of the total project.

Parks & Rec Director Ross Nachreiner was present to address questions from the Council.

A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 24 of 2019 – Authorization to Submit Grant Application and Execute Memorandum Agreement with the Greater Minnesota Parks and Trails Commission. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Smith to approve Resolution No. 24 of 2019 – Authorization to Submit Grant Application and Execute Memorandum Agreement with the Greater Minnesota Parks and Trails Commission. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 25 of 2019 – Authorization to Execute Work Order No. 2019-3 for Professional Services for the Swayback Bridge Repair Bride #89859-MSAS 118 Over Redwood River.

Mr. Doering stated staff recommends approval of Resolution No. 25 that will authorize Work Order 2019-3 with Bolton and Menk, Inc. to develop specifications, bid documents, bidding and coordination with the Swayback Bridge #89859 repair due to the damage caused by the spring flooding and ice flow.

A motion was made by Council Member Arentson and seconded by Council Member Buckley to waive the reading of Resolution No. 25 of 2019 – Authorization to Execute Work Order No. 2019-3 for Professional Services for the Swayback Bridge Repair Bride #89859-MSAS 118 Over Redwood River. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 25 of 2019 – Authorization to Execute Work Order No. 2019-3 for Professional Services for the Swayback Bridge Repair Bride #89859-MSAS 118 Over Redwood River. Motion passed by unanimous vote.

City Administrator Muetzel discussed the agenda for the Tuesday, July 30, 2019, City Council work session.

Mr. Muetzel stated City Council Members suggested several agenda items for the City Council work session. To prepare for the meeting, and to ensure adequate time is allowed for each agenda item, staff is requesting the Council formally establish a work session agenda.

City Council Work Session Agenda Topics

  1. Update on County Projects – Justice Center and Former Highway Department Property Redevelopment
  2. Proposed Amendments to Dog Licensing Program
  3. Increase to Police Department Staffing
  4. Update on Housing Committee Activities
  5. MPCA Waste Water Permit Renewal
  6. Request for Proposals for the Current Hospital Site

A motion was made by Council Member Smith and seconded by Council Member Arentson approving the City Council work session agenda for Tuesday, July 30, 2019. Motion was carried by unanimous vote.

Council Member Buckley reminded the Council that the 2019 Archery Deer Hunt applications are now available until August 9, 2019 and the proficiency qualification process has changed from previous years. The new selection process will require hunters to shoot five (5) arrows in a five-inch circle at 20 yards, in order to be part of a draw. 20 hunters will be randomly selected from the pool of qualified shooters.

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 Buckley and seconded by Council Member Arentson to adjourn the meeting at ­­­­6:06 p.m.  Motion passed by unanimous vote.