City Council Meeting – May 7, 2019

MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, MAY 7, 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, May 7, 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 Kerkhoff to approve the agenda. Motion passed by unanimous vote.

A motion was made by Council Member Buckley and seconded by Council Member ¬¬¬Arentson to
approve the April 9, 2019, Board of Equalization and Review minutes as presented. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Sandgren to approve
the April 16, 2019, minutes as presented. Motion passed by unanimous vote.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to
approve the April 16, 2019, Board of Equalization and Review minutes as presented. Motion passed by unanimous vote.

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

1. Declare Memorial Park Scoreboard as Surplus Property
2. Approve Fire Department Appointments

Motion passed by unanimous vote.

Library Director Teri Smith and Easton Quast were present to introduce the request to install a story trail
at the Redwood Falls Public Library as an Eagle Scout project.

Mr. Quast stated the story trail would require the installation of seventeen posts and frames around the exterior of the library. The story trail will contain the deconstructed pages of a children’s book so children and families can read the book as they move along the trail doing different activities between each post.

Ms. Smith stated the story trail will be installed along the edge of mulch around the barnyard and the library. The story pages can be easily changed to allow for new story books.

A motion was made by Council Member Sandgren and seconded by Council Member Kerkhoff to approve the request to install a story trail at the Redwood Falls Public Library. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 10 of 2019 – Authorization to Execute Minnesota Department of Transportation Grant Agreement for Airport Maintenance and Operation.

Mr. Doering stated the MnDOT Maintenance and Operation funding for the Redwood Falls Municipal Airport is a 2-year contract. The contract is for $39,634.50 per fiscal year totaling $79,269.00. The fiscal year is July 1st to June 30th. All eligible costs will be reimbursed on a quarterly basis as described in the contract.

A motion was made by Council Member Smith and seconded by Council Member Arentson to waive the reading of Resolution No. 10 of 2019 – Authorization to Execute Minnesota Department of Transportation Grant Agreement for Airport Maintenance and Operation. Motion passed by unanimous vote.

A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to approve Resolution No. 10 of 2019 – Authorization to Execute Minnesota Department of Transportation Grant Agreement for Airport Maintenance and Operation. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 11 of 2019 – Authorization to Execute Award of Contract for the 2019 Airport Seal Coat Improvements.

Mr. Doering stated in response to the invitation for Bids, the City received two proposals for the construction of the 2019 Airport Seal Coat Improvements.

The bids ranged between $18,948.07 and $20,537.60. The low bidder was Asphalt Surface Tech. Corp. of St. Cloud, MN. The low bid was 4% above the Engineer’s estimate of $18,205.10 and the second low bidder was 8% above the low bidder.

ln accordance with Minnesota Statute §16C.285, Asphalt Surface Tech. Corp. has furnished the executed Responsible Contractor Verification and Certification of Compliance form. The bidder indicates there will not be any subcontractors engaged on the project.

It is unlikely that re-bidding the project would result in more bids or more competitive bids. It is staffs understanding that Council desires to proceed with the project. Therefore, staff recommends that the contract be awarded to Asphalt Surface Tech. Corp. of St. Cloud, MN.

The total estimated cost with professional services is $19,592.35. The cost and services are eligible for reimbursement through the Maintenance & Operation (M&O) agreement with the State. That being stated, staff is preparing a grant request to secure 70% from the State preserving M&O funding for other annual expenses for maintaining the lights, runways and facilities at the airport.

A motion was made by Council Member Sandgren and seconded by Council Member Buckley to waive the reading of Resolution No. 11 of 2019 – Authorization to Execute Award of Contract for the 2019 Airport Seal Coat Improvements. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve Resolution No. 11 of 2019 – Authorization to Execute Award of Contract for the 2019 Airport Seal Coat Improvements. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 12 of 2019 – Authorizing Grant Application for the 2019 Airport Seal Coat Improvements.

Mr. Doering stated Resolution No. 12 of 2019 authorizes the submission for a grant request to MnDOT Aeronautics for the reimbursement of up to 70% of costs associated with the 2019 Airport Sealcoat improvements.

A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 12 of 2019 – Authorizing Grant Application for the 2019 Airport Seal Coat Improvements. Motion passed by unanimous vote.

A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve Resolution No. 12 of 2019 – Authorizing Grant Application for the 2019 Airport Seal Coat Improvements. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 13 of 2019 – Agreement of Local Road Improvement Program Grant Terms and Conditions.

Mr. Doering stated this agreement is to secure the $1,000,000.00 in Local Road Improvement (LRIP) grant funds for the Courthouse Square project. The agreement could not be signed until bids were opened and determined that the project could proceed. Staff is recommending the execution of this grant agreement.

A motion was made by Council Member Sandgren and seconded by Council Member Arentson to waive the reading of Resolution No. 13 of 2019 – Agreement of Local Road Improvement Program Grant Terms and Conditions. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve Resolution No. 13 of 2019 – Agreement of Local Road Improvement Program Grant Terms and Conditions. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 14 of 2019 – Authorization to Execute Award of Contract for the 2019 Courthouse Square Improvements.

Mr. Doering stated in response to the invitation for Bids, the City received three proposals for construction of the 2019 Courthouse Square Improvements.

The bids ranged between $1,222,805.00 and $1,702,043.00. The low bidder was Schmidt Construction Inc. of Redwood Falls, MN. Their bid was read at the bid opening and was $1,440.00 lower than the calculated bid of $1,222,805.00. The low bid was 3% below the Engineer’s Estimate of $1,257,027.50 and the second low bidder was 15% above the low bidder. With the low bid for construction, the total project cost adding testing and engineering is estimated at $1,519,544.00. Anticipated costs may also be less due to the scope overlap of the Northeast corner of this project with the County Courthouse Project.

In accordance with Minnesota Statutes §16C.285, Schmidt Construction Inc. has furnished the executed Responsible Contractor Verification and Certification of Compliance form. The bidder indicates the following subcontractors will be engaged on the project; AAA Striping Service Co., St. Michael, MN; Van Ort Services,

New London, MN; Hoffman Concrete, Mankato, MN; M. R. Paving Inc., New Ulm, MN; and All States Traffic Control, Cold Spring, MN.

It is unlikely that re-bidding the project would result in more bids or more competitive bids. It is staff’s understanding that Council desires to proceed with the project. Therefore, staff recommends that the contract be awarded to Schmidt Construction of Redwood Falls, MN.

A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 14 of 2019 – Authorization to Execute Award of Contract for the 2019 Courthouse Square Improvements. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve Resolution No. 14 of 2019 – Authorization to Execute Award of Contract for the 2019 Courthouse Square Improvements. Motion passed by unanimous vote.

City Administrator Muetzel introduced the Consideration of Electric Line Foreman Internal Employment Offer.

Mr. Muetzel stated the announcement of Kent Taber’s retirement, effective May 31st, opened up the Line Foreman position. The interview team, which included himself, Human Resources Coordinator Sheila Stage, and Public Utilities Superintendent Chuck Heins interviewed two internal candidates. The team offered the position to Jason Halvorson at Pay Grade EW10, Step 3 and will include a six-month probationary period. At the end of the probationary period, Mr. Halvorson will be eligible for a step increase, upon a satisfactory job performance evaluation.

Mr. Muetzel further stated with Mr. Halvorson filling the Line Foreman position and the retirement announcement of Line Worker Wade Plotz, effective May 31, the City will begin the process of hiring two Electric Line Worker positions.

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the employment offer of the Electric Line Foreman position to Jason Halvorson. Motion passed by unanimous vote.

Public Works Project Coordinator Doering introduced Resolution No. 15 of 2019 – Authorization to Execute Work Order No. 2019-2 for Professional Services for the Development of the Carris Health Facility.

Mr. Doering stated Resolution No. 15 of 2019 authorizes Work Order No. 2019-2 with Bolton and Menk, Inc. (BMI) to complete the 2019 Carris Health Development Project (New Medical Campus).

Staff recommends approval of Resolution No. 15 that will approve the professional services to be conducted by BMI related to the review and approval of the plans and the monitoring of the installation of the Municipal Improvements and the Developer Improvements as they directly or indirectly impact the Municipal Improvements. Work Order 2019-2 will not exceed the amounts per task categories listed without prior written authorization from the Council in conjunction with pre-approval from Carris.

Legal representatives from Carris reviewed and approved the tasks and estimated fees as outlined in Work Order No. 2019-2.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 15 of 2019 – Authorization to Execute Work Order No. 2019-2 for Professional Services for the Development of the Carris Health Facility. Motion passed by unanimous vote.

A motion was made by Council Member Sandgren and seconded by Council Member Arentson to approve Resolution No. 15 of 2019 – Authorization to Execute Work Order No. 2019-2 for Professional Services for the Development of the Carris Health Facility. Motion passed by unanimous vote.

Lenny Madsen, a Redwood Falls resident, was present to discuss his concerns regarding a large amount of cats running in his neighborhood.

Mr. Madsen described the cat problem in his neighborhood and throughout town. City staff and Council will research the agreement with the Redwood Area Animal Shelter and animal ordinances regarding animals running at large.

City Administrator Muetzel stated progress continues on the US 71/E Bridge Street traffic signal installation. MnDOT will focus on activating the traffic signals, finishing the concrete work along Bridge Street, and the permanent road striping will take place later this year.

Mr. Muetzel stated there has been some concern on when the animals will return to the zoo. The animals will return after Senior Clean-Up Day on Tuesday, May 14th.

Mr. Muetzel stated the Swayback Bridge is open to traffic but the bridge is still being evaluated for damage due to the flooding.

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 Kerkhoff and seconded by Council Member Smith to adjourn the meeting at ¬¬¬¬5:56 p.m. Motion passed by unanimous vote.