City Council Meeting – October 6, 2020

MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, OCTOBER 6, 2020

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, October 6, 2020, at 5:00 p.m.

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

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

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

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the September 15, 2020, minutes as presented. Motion passed by unanimous vote.

Mayor Quackenbush opened the public hearing at 5:01 p.m.

Director of Finance & Administrative Services Meyer introduced Resolution No. 47 of 2020 – 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.

Ms. Meyer further explained the delinquent process. Delinquent letters are first mailed to the utility account holders. Delinquent letters are then mailed to the property owners if not collected from the account holders. Electricity consumed by a tenant is not assessable to the property. Any unpaid balance is then brought to the Council to be approved by resolution. Any pending assessments passed by resolution and still outstanding as of November 1st will be charged a $50.00 fee and are then transferred to Redwood County to be assessed on the tax rolls.

No public comments were received at the hearing.

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. 47 of 2020 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to approve Resolution No. 47 of 2020 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.

Marty Seifert with the Coalition of Greater Minnesota Cities was present to give an update on the 2020 legislative session.

Library Director Teri Smith was present to introduce the Library Needs Assessment.

Ms. Smith stated the Redwood Falls Public Library is seeking approval to have a needs assessment done on the current library building and grounds. The Redwood Falls Public Library received quotes from ISG Architects and TSP Architects to have a needs assessment, a visioning session, and a master plan done for the future planning of the library. The library’s long-range plan needs an update and as a result of the recent library survey staff sought quotes to begin the process.

Ms. Smith stated the Library Commission is seeking approval to move forward with phase I of the quote, which includes the needs assessment. The Library Commission would wait for the results of the needs assessments before agreeing to the next phases with TSP Architects. Based on the quotes, TSP Architects has been chosen to perform the assessment for a fee of $5,000, plus expenses. The Redwood Area Library Foundation will be covering the costs.

A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to approve the Library Needs Assessment. Motion passed by unanimous vote.

Library Director Smith introduced Resolution No. 48 of 2020 – Accept Donation of an Outdoor Bench for the Story Trail.

Ms. Smith stated the Redwood Falls Public Library is seeking approval to accept a donation of an outdoor bench to add to the Story Trail project. The Redwood Falls Public Library was approached by a donor who would like to add an outdoor bench in the shape of an open book to the Story Trail. The bench will be made by Chicago Fiber Glass Works and custom artwork will be added based on the book, Oh, The Places You’ll Go, by Dr. Seuss. The donor will pay all expenses.

A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 48 of 2020 – Accept Donation of an Outdoor Bench for the Story Trail. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve Resolution No. 48 of 2020 – Accept Donation of an Outdoor Bench for the Story Trail. Motion passed by unanimous vote.

Public Utilities Superintendent Chuck Heins was present to introduce Resolution No. 49 of 2020 – Authorization to Execute DGR Engineering Task Order 11 for Professional Services for the Long Range Plan Update.

Mr. Heins stated Public Utilities is seeking approval to authorize DGR Engineering to update the Long Range Plan. Since the previous study was done by DGR in 2007, the City’s electric distribution system has changed considerably, due to the completion of the system improvements and continued

growth and development. The planning study is necessary to accommodate changes that have occurred in the past several years, and to determine if any improvements are required to maintain satisfactory service and provide growth potential. Resolution No. 49 of 2020 will authorize DGR Engineering to perform the scope of work outlined in Task Order No. 11 for the quoted amount of $32,600.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 49 of 2020 – Authorization to Execute DGR Engineering Task Order 11 for Professional Services for the Long Range Plan Update. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 49 of 2020 – Authorization to Execute DGR Engineering Task Order 11 for Professional Services for the Long Range Plan Update. Motion passed by unanimous vote.

City Administrator Muetzel introduced the Police Squad Purchase.

Mr. Muetzel stated the Redwood Falls Police Department (RFPD) has four fully equipped and functioning squad cars. RFPD also has a 2014 Ford Explorer marked squad car with 94,032 miles, however, it is not outfitted with the necessary equipment for patrol use and wear and tear has left this vehicle at the end of its life for patrol purposes. The department is in need of an additional squad vehicle.

Mr. Muetzel stated the RFPD has funding to purchase a new squad, along with all necessary equipment to make it a fully functioning squad car included in the 2021 budget request. At the time of the budget preparations, a quote from Marthaler Chevrolet quoted their 2021 Tahoe squad car at $49,105.00 and Weelborg Ford quoted the price of a 2021 Ford Explorer squad car at $34,575.00. To set up squad cars, RFPD utilizes a company based in Sleepy Eye, Minnesota. Squads are set up on a first-come, first-serve basis so early delivery ensures an earlier completion date. The cost difference to set up a Chevy or Ford squad car is negligible.

Mr. Muetzel further stated RFPD is seeking council approval to order one 2021 Ford Explorer from Weelborg Ford. If approved, RFPD would not take delivery until after January 1, 2021, and no funds would be expended until RFPD takes delivery of the vehicle.

A motion was made by Council Member Kerkhoff and seconded by Council Member Smith to approve the 2021 Police Squad Purchase in the amount of $34,575. Motion passed by unanimous vote.

Director of Finance & Administrative Services Meyer introduced the Proposal to Upgrade the Liquor Lodge Security Camera System.

Ms. Meyer stated the current Spectrum security system at the Liquor Lodge was installed when the store was constructed in 2002. Spectrum no longer supports this system version which requires an upgrade. Staff requested a quote from Alpha Wireless for an Avigilon system, which is consistent with systems at the Redwood Area Community Center, City Hall, and the Airport. Standard systems throughout our facilities make administration of them and updates to them more efficient.

Ms. Meyer stated Alpha Wireless quoted $17,515.36 for the Avigilon system. Alpha Wireless is a trusted provider of these systems as well as the radio systems throughout the City. Alpha Wireless provides all of the support and maintenance for this hardware as well. Therefore, there are no other quotes provided. The Liquor Fund will pay for the unbudgeted upgrade. Staff also requests approval to dispose of the old hardware at the Liquor Lodge.

A motion was made by Council Member Sandgren and seconded by Council Member Buckley to approve the Proposal to Upgrade the Liquor Lodge Security Camera System in the amount of $17,515.36 and declare the old equipment surplus property. Motion passed by unanimous vote.

City Administrator Muetzel introduced the recommendation to Schedule the Election Canvassing Meeting.

Mr. Muetzel stated due to the general election, there will not be a City Council meeting on November 3, 2020. Because of a court order relating to mailed absentee ballots for this year’s election, the City Council is required to meet and canvass the election results on either November 12 or 13, 2020. Council needs to select a date for the meeting. The November 17th City Council Meeting will remain scheduled.

Council Member Kerkhoff suggested November 12th, 2020 at 5:00 p.m.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to approve the date of the Election Canvassing Meeting on November 12th at 5:00 p.m. Motion passed by unanimous vote.

City Administrator Muetzel introduced the Proposal to Purchase City-Owned Real Estate Located at 321 S. Washington Street.

Mr. Muetzel stated the City of Redwood Falls owns the commercial building located at 321 S. Washington Street. The building originally housed a telephone company until that business was relocated and the building was gifted to the City and used as a senior center. In 1997, the City and School district partnered to relocate the senior center to the Ehlers Intergenerational Family Center which was connected to Reede Gray Elementary. At that time, Youth for Christ rented the space that was vacated by the senior center and remained there until around 2017.

Mr. Muetzel stated the building has been vacant since Youth for Christ moved out in 2017. While vacant, the building experienced damage from a water pipe leak and the building is also in need of roof repairs. Staff has shown the building to several prospective parties but the building’s floor plan is a limiting factor for potential uses. Rae Lynn Stands has looked at the building several times and is providing a proposal to acquire the building for $10,000. Staff recommends declaring the building to be surplus property and accepting the purchase proposal.

A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to approve the Proposal to Purchase City-Owned Real Estate Located at 321 S. Washington Street. Motion passed by unanimous vote.

Director of Finance & Administrative Services Meyer introduced Resolution No. 50 of 2020 – Proposal to Upgrade Audio Visual Equipment at City Meeting Facilities.

City Administrator Muetzel stated City Staff have been preparing proposals for projects that would be eligible for CARES funding. The proposals include options to improve the safety of the meeting spaces at City-owned locations and improve the quality of the equipment in order to better serve the Public.

Wayne Lusthoff, Account Executive with iSpace Environments, was present via Zoom to address any questions or concerns.

Ms. Meyer stated staff recommends an upgrade of the Audio/Video Systems at Redwood Area Community Center, City Hall, & Redwood Falls Public Library as well as the disposal of surplus property.

Ms. Meyer stated iSPACE Environments provided a quote in the amount of $233,182.85 for a comprehensive, user-friendly, multi-facility system, which will allow the City to offer meeting and conference room facilities for the public, governing boards, and staff. The total quote includes the three locations; Redwood Area Community Center in the amount of $148,473.07, City Hall in the amount of $48,586.54, and the Redwood Falls Public Library in the amount of $36,123.24. iSPACE Environments is a trusted provider of these systems for a multitude of organizations that include facilities such as these. This pricing is provided under the MN State AV Contract 152128 therefore, there are no other quotes provided.

Ms. Meyer stated staff requests approval of Resolution No. 50 to accept the proposal from iSPACE Environments, which includes a three-year maintenance agreement in the amount of $36,000. Staff also requests approval to dispose of the old hardware. The CARES funding received will cover this project in order to provide safe and effective meeting and conference spaces for the public, governing boards, and staff.

Ms. Meyer further stated staff requests to declare obsolete equipment as surplus property and approve the disposal of assets 001042-1 acquired in 2001, 200903 acquired in 2009, and 200618 & 201620 acquired in 2006/2016. All of the equipment is obsolete with no salvage value.

A motion was made by Council Member Sandgren and seconded by Council Member Smith to waive the reading of Resolution No. 50 of 2020 – Proposal to Upgrade Audio Visual Equipment at City Meeting Facilities in the amount of $233,182.85. Motion passed by unanimous vote.

A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve Resolution No. 50 of 2020 – Proposal to Upgrade Audio Visual Equipment at City Meeting Facilities in the amount of $233,182.85. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Buckley to declare the obsolete equipment as surplus property and to approve disposal of assets 001042-1, 200903, 200618 & 201620. Motion passed by unanimous vote.

City Administrator Muetzel gave an update regarding the utility assessment discussion from the City Council Work Session. Staff received two questions at the work session that required further research. Staff determined that property owners can utilize a power of attorney for the utility account holder to obtain utility data. This process is currently applied by staff when necessary. It is also current practice to allow an LLC to be listed as a joint utility account holder. Staff will communicate this information to the individual that requested it at the meeting.

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 Smith to adjourn the meeting at 6:40 p.m. Motion passed by unanimous vote.