City Council Meeting – June 18, 2019

MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, JUNE 18, 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, June 18, 2019, 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 Buckley to approve the agenda. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve the June 4, 2019, minutes as presented. Motion passed by unanimous vote.

Mary Reedy, CPA and CGFM Principal with CliftonLarsonAllen was present to give an overview of the 2018 audit results for the City of Redwood Falls. Ms. Reedy stated this was a clean audit with no compliance or internal control findings. The audit found one Minnesota legal compliance issue relating to the purchase of a dump truck in November of 2018. The purchase was approved by Council but staff unknowingly purchased from a company that does not participate in the state bidding program. City staff put checks into place to prevent this from happening in the future.

A motion was made by Council Member Smith and seconded by Council Member Buckley to accept the 2018 City Audit results and reports as submitted. Motion passed by unanimous vote.

Public Works Project Coordinator Doering presented the Ramsey Creek Trail repair quote.

Mr. Doering stated on July 3, 2018 there was a major flooding event that caused deposition of large trees and debris which damaged both the walk bridge abutments on Beecher Trail and undermined the new concrete walking path midpoint between the bridges. Staff solicited Ground Zero Services of Courtland who established the trail in 2015 to consider doing the repair work. Ground Zero has a large rubber tracked machine capable of placing the rip-rap and is the sole developer of the machine that created the path. Ground Zero fully understands and are capable of minimizing damage to the path as repairs are completed. The scope of the work includes filling scoured areas back to original conditions and fortifying them with erosion fabric under appropriately sized rip-rap. This is done to mitigate future damage and protect the park facilities. Any minor repairs if needed will fall under a separate scope of services.

Mr. Doering stated staff recommends approval of the quote from Ground Zero Services of Courtland, MN of up to $37,730.00 to replace and repair the west side of the wooden Ramsey Creek traffic bridge. The approval does not include the full quote at this time. The $29,420 portion of the quote is for an area of Ramsey Road that is being undermined by the creek and is showing evidence of movement. It is currently being resubmitted after an initial denial for mitigation funding. If the denial is overturned and if the City is approved for mitigation funding, that specific matter will be presented to Council at a future meeting.

Mr. Doering further stated staff for FEMA altered the scope of the quote to only allow repairs to be done to the areas in order to get them back to their pre-existing condition, they rejected the portion of the quote to fortify and protect the areas from future flood events. FEMA project consultants paired down the scope to only reimburse for $7,414.54 in order to replace the voided areas with original dirt/fill as before the flood. As a result, a deficit of $30,315.46 remains for fixing the area around the two bridges and concrete walking path. Staff is recommending the use of the Capital Project Fund to pay for the deficit.

A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve the Ramsey Creek Trail quote up to $37,730. Motion passed by unanimous vote.

Public Works Project Coordinator Doering presented Resolution No. 22 of 2019 – Authorization to Execute Minnesota Department of Transportation Grant Agreement for Airport Seal Coat Project.

Mr. Doering stated on May 7, 2019, Council awarded the contract to seal coat the airport entrance road, parking lot and west taxiway to Asphalt Surface Tech. Corp. out of St. Could, MN as the low apparent bidder. With award of the contract, staff is applying for a 70% cost grant through MNDOT Aeronautics to offset costs. The grant award will be final with the approval of this contract.

A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 22 of 2019 – Authorization to Execute Minnesota Department of Transportation Grant Agreement for Airport Seal Coat Project. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Smith to approve Resolution No. 22 of 2019 – Authorization to Execute Minnesota Department of Transportation Grant Agreement for Airport Seal Coat Project. Motion passed by unanimous vote.

Public Works Project Coordinator Doering presented the Middle Street repair quote.

Mr. Doering stated due to the wet summer and fall of last year, a large frost boil, 190’ x 32’, opened up on the west section of Middle Street. City staff excavated and performed the soil corrections and will have the full width section of road filled and compacted with class 5 gravel. The quote is for a three-inch base of bituminous with two-inch wear course. The length and width requires a full size paver to complete the project. Given that M.R. Paving & Excavating of New Ulm, MN is in town working on Dekalb and fixing the North Redwood trail, this repair maximizes efficiencies. Staff recommends approval of the M.R. quote for up to $25,840. The funds will be allocated from the Street Department miscellaneous repair and maintenance budget.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to approve the Middle Street repair quote for up to $25,840. Motion passed by unanimous vote.

City Administrator Muetzel reminded council members there will be no City Council meeting on Tuesday, July 2nd. The next City Council meeting will be Tuesday, July 16th and the Council Work Session will be on Tuesday, July 30th.

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 5:34 p.m. Motion passed by unanimous vote.