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, February 20, 2024, at 5:00 p.m.
Roll call indicated Mayor Tom Quackenbush and Council Members Matt Smith, Denise Kerkhoff, Larry Arentson, and John T. Buckley were present, constituting a quorum. Council Member Jim Sandgren was absent.
Also present were City Administrator Keith Muetzel, Finance Director Kari Klages, City Attorney Trenton Dammann, Public Works Project Coordinator Jim Doering, and Deputy City Clerk Caitlin Kodet.
City Administrator Muetzel requested an addition to the regular agenda to discuss the City’s mailbox reimbursement policy.
A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the agenda with the addition of the Regular Agenda item 9G – Mailbox Policy Review. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve the February 6, 2024, minutes as presented. Motion passed by unanimous vote.
A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve the following items on the Consent Agenda:
1. Temporary On-Sale Liquor License – Redwood Area Library Foundation
2. Purchase of Police Department Handguns
3. Purchase of Street Department Asphalt Cold Planer
4. Backhoe Annual Trade
5. Purchase of Electric Department Pickup and Snowplow
6. Planning Commission Appointment – Kory Grey
Motion passed by unanimous vote.
Jake Bloedow, Thriveon Inc. vCIO was present to introduce Resolution No. 12 of 2024 – Authorization to Execute purchase of Server and Service from Thriveon Inc.
Mr. Bloedow stated currently, the City domain controller, print server, and Police Department (PD) servers are hosted at the RACC. The hardware is aged, and the goal; since implementing the modern workplace project started in 2021, has been to eliminate server hardware, which at that time was at a recommended replacement point. By moving servers to cloud-based solutions, Staff was able to eliminate roughly $46,000 in overhead costs every five years. Completing this project also eliminates the need of the dedicated air conditioning system currently set up in the RACC server room. This will eliminate roughly $1,200 in annual expenses and $8,000 in capital expenses every 5-8 years.
Mr. Bloedow stated the last transition is to eliminate the City domain controller and print server, both housed at the RACC, by implementing Azure active directory. After implementing the Azure, a new server for the police department will need to be purchased. The domain controller and file server for the PD are currently housed on the physical server at the RACC. Because of the sensitive nature of police department data, we will maintain a physical server instead of transitioning them to a cloud-based solution. The new PD dedicated server would be housed at a secure location in the Law Enforcement Center building.
Mr. Bloedow further stated there would be a monthly cost increase of $200 after implementation of the project to upgrade any City business standard accounts to business premium. There would be a decrease in monthly server backup costs of $300, therefore decreasing overall monthly costs by $100. This project has a total one-time cost of $56,446 and is included in the 2024 budget. Staff recommends approval of the resolution.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 12 of 2024 – Authorization to Execute purchase of Server and Service from Thriveon Inc. 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 2024 – Authorization to Execute purchase of Server and Service from Thriveon Inc. Motion passed by unanimous vote.
Owen Todd, Principal Engineer with Bolton & Menk, Inc. was present to introduce the Wastewater Treatment Facility Improvements and Authorization to Bid.
Mr. Todd stated Council approved Task Order 2022-5 for Bolton & Menk Inc. of which the scope of services included developing the plans and specifications, identify funding, solicit bids, and develop an award recommendation. Task Order 2022-5 was approved by Resolution 61 of 2022 on October 18, 2022. Bolton & Menk Inc. has developed the plans and specs for a disk filtration system designed to meet average wet weather flow and doing so, repurposing the denitrification building for this new plant to meet imposed River Eutrophication Standards and remove phosphorus. Also included in the $9.96 million dollar project with contingency will be the replacement of all valving between ponds, the ponds aeration and blower system, construction of an improved delivery road access and dumping station for the City Vactor, and septic haulers.
Mr. Todd stated the City would be awarded $7 million in PSIG grant dollars along with State revolving loan dollars dependent on the received bid amounts. Once bids are received and awarded the grant contract will be given along with the remainder of the project cost to be submitted for revolving loan dollars through the Public Facilities Authority (PFA). For transparency, the $9.96 million dollar project estimate was the 2022 engineers estimate needed at the time for grant and loan applications. The current bidding climate and accounting for inflation there may be a cost creep that would increase the amount of PFA loan dollars needed. The proposed bid date will be March 28th, 2024, and the construction schedule would be 700 days over two construction seasons.
A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the Wastewater Treatment Facility Improvements and Authorization to Bid. Motion passed by unanimous vote.
Assistant Police Chief Steve Schroeder was present to introduce the Police Officer Recruit Agreement.
Assistant Chief Schroeder stated at the January 16, 2024, Council meeting, Council approved an agreement between the City of Redwood Falls and a candidate who was in the process of completing education and training to be a police officer. As part of that process a background check was done on the candidate and, due to disqualifying information in the candidate’s background, that agreement was never signed. Since then, another candidate who is in the process of completing his education and training to be a police officer has come forward and applied for the Police Officer Recruit program. On January 31, 2024, City Administrator Keith Muetzel, Police Chief Jason Cotner, Assistant Police Chief Steve Schroeder, and Sheila Stage met with this candidate and interviewed him for the program. At the conclusion of that interview, the panel believed he was a good candidate for the program.
Assistant Chief Schroeder stated at this time, the candidate is completing his four-year degree at Southwest Minnesota State University and has been accepted to a law enforcement skill program this summer. A background screen is currently underway, and, at this time, no disqualifying information has been identified. Assuming the candidate completes all his education and training on time he should be eligible to apply for the vacant RFPD police officer position in July of this year. As before, the agreement provides the candidate with up to $7500 in tuition reimbursement for eligible education and training expenses in exchange for a three-year commitment to the Redwood Falls Police Department if he is hired as a full-time officer. If the candidate voluntarily leaves his police officer position prior to fulfilling the three-year commitment he will be required to reimburse the City of Redwood Falls the entire tuition reimbursement amount provided to him.
A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve the Police Officer Recruit Agreement. Motion passed by unanimous vote.
City Administrator Muetzel introduced the Water/Wastewater Superintendent Position Employment Offer.
Mr. Muetzel stated the current Water/Wastewater Superintendent will retire on January 31, 2025, and the hiring committee has completed the selection process for the next Superintendent. The position was posted internally, and an application was received from Blake Hagert. Blake has worked as a Water/Wastewater Operator for 11 years and he currently has a Class B water license and Class B wastewater license which meets our system licensing requirements. City administration is supportive of transitioning Blake into the Water/Wastewater Superintendent position. This transition will occur over a 12-month training period and become official on February 1, 2025. During the training period, Blake will shadow the current superintendent and share oversight of all department operations.
A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve the Water/Wastewater Superintendent Position Employment Offer to Blake Hagert. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 13 of 2024 – Authorization to Execute Task Order No. 2024-1 For Engineering Services for the 2024 Seal Coat Project.
Mr. Doering stated Task Order No. 2024-1 outlines the project scope for the 2024 Seal Coat project with an anticipated completion date of August 2024. The 2024 Seal Coat Improvement Project has a budget of $375,000.00 for streets, alleyways, and parking lots. Due to the continued rising costs of oil and aggregate, the task order includes splitting the previous area into a base bid and alternates to selectively award items and remain within budget. The engineers’ estimate for the base bid and alternates is estimated at $321,480.00. The project area is predominantly the east side of DeKalb Street and CSAH 101 including North Redwood. In addition, the scope also includes alleyways, trails, and parking lots that were removed last year due to budgetary constraints.
A motion was made by Council Member Kerkhoff and seconded by Council Member Smith to waive the reading of Resolution No. 13 of 2024 – Authorization to Execute Task Order No. 2024-1 For Engineering Services for the 2024 Seal Coat Project. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Buckley to approve Resolution No. 13 of 2024 – Authorization to Execute Task Order No. 2024-1 For Engineering Services for the 2024 Seal Coat Project. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 14 of 2024 – Authorization to Execute State of Minnesota Grant Agreement GMRPTC23-12.
Mr. Doering stated City Staff is recommending for approval by resolution of the grant agreement with the Department of Natural Resources GMRPTC23-12 reflecting the grant portion of $137,500.00 of the projected $144,500.00 total project cost. The current project scope includes installing a new unisex ADA-compliant bathroom by the Zeb Gray Shelter and playground area as well as constructing a lift station and water line at the Ramsey Falls bathroom. The projects need to be completed by June 30, 2025, due to the expiration date on the grant funds.
A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 14 of 2024 – Authorization to Execute State of Minnesota Grant Agreement GMRPTC23-12. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 14 of 2024 – Authorization to Execute State of Minnesota Grant Agreement GMRPTC23-12. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced the Mailbox Reimbursement Policy.
Mr. Doering stated the City’s current reimbursement amount for when mailboxes are destroyed by physical contact with City equipment during snow removal is $25.00. This amount does not reflect current costs for a USPS standard mailbox and green-treated 4x4 post which is about $75.00. Staff sampled fourteen Minnesota Cities with reimbursement policies, and they all cite the USPS standard design as the maximum design standard for eligible reimbursable costs. However, these cities range from $0 (anything planted or erected in the boulevard is at your own risk) to $150 with the average between $75 and $100.
Mr. Doering stated the City’s right-of-way ordinance states any decorative landscaping, plantings, etc. including mailboxes are at your own risk and not within individual property limits. The boulevard is for providing utilities and depositing/storage of snow. The mailbox must be destroyed or damaged due to direct physical contact with City equipment. Impact with snow coming off or being pushed by the plow are not eligible and deemed as poor maintenance by the owner due to deficient or rotted supporting materials. For every complaint received, the Public Works Project Coordinator visits the site and determines whether the mailbox in question was struck by City equipment or toppled by contact with snow. If it is not grossly apparent, the Public Works Coordinator works with the Street Superintendent and route driver to determine the cause of the damage.
A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the Mailbox Reimbursement Policy increase to $75.00. Motion passed by unanimous vote.
Public Works Project Coordinator Doering stated the Lake Redwood fishing pier has been delivered and will be installed as soon as the ice is off the Lake.
Public Works Project Coordinator Doering stated the Redwood River Watershed is requesting a representative to attend the meetings. Council Member Larry Arentson volunteered to be the City’s representative, and Council Member Jim Sandgren will serve as the backup representative.
City Administrator Muetzel stated the Reflections Development Project has a final completion date of July 26, 2024. As soon as the weather allows, Contractors will be working to finish bituminous paving, concrete work, lift station improvements, and final boulevard seeding.
City Administrator Muetzel stated the Southwest Minnesota Housing Partnership will be hosting an open house on March 21, 2024, at the Redwood Area Community Center to share information with the public about the proposed development project in the Reflections Prairie Addition as well as receive input from the community about rental housing needs.
Public Works Project Coordinator Doering stated the 4th Street Construction project will resume once the weather allows.
City Administrator Muetzel stated the Library Foundation will be hosting a fundraiser to benefit the Library Expansion project, at the Redwood Falls Golf Club on Friday, February 23, 2024, at 5:00 – 8:00 p.m.
City Administrator Muetzel reminded Council that the City Council Meeting regularly scheduled for March 5, 2024, will be canceled due to the PNP Election. The next City Council Meeting is scheduled for March 19, 2024.
Bills and Claims were presented to the 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 Buckley to adjourn the meeting at 6:03 p.m. Motion passed by unanimous vote.