MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, NOVEMBER 7, 2023
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, November 7, 2023, at 5:00 p.m.
Roll call indicated Mayor Tom Quackenbush and Council Members Matt Smith, Jim Sandgren, Larry Arentson, and John T. Buckley were present, constituting a quorum. Council Member Denise Kerkhoff 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 the addition of Regular Agenda Item 9K – Approve Appointment of Justin Jensen to the Redwood Falls Fire Department.
A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the agenda with the addition of Regular Agenda Item 9K – Approve Appointment of Justin Jensen to the Redwood Falls Fire Department. Motion passed by unanimous vote.
A motion was made by Council Member Sandgren and seconded by Council Member Arentson to approve the October 17, 2023, minutes as presented. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the following items on the Consent Agenda.
1. Parade Permit Application – Redwood Area Chamber & Tourism
2. Write-Off of Delinquent Electric Utility Charges
Motion passed by unanimous vote.
City Attorney Dammann introduced Ordinance No. 87, Fourth Series – An Ordinance Amending Redwood Falls Code of Ordinances §9.10 Relating to Weather Emergency.
Mr. Dammann stated the proposed Ordinance was introduced at the October 17, 2023, City Council Meeting. City Staff annually confront the issues of vehicle parking on city streets and private property during declared weather emergencies. The current section of City Code regulating the declaration of such emergencies and citizens’ obligations during such emergencies (Section 9.10) has led to a certain level of confusion amongst citizens that has been heard at administrative hearings as well as difficulties amongst City Staff with enforcement. Proposed Ordinance No. 87 is an amending ordinance that was drafted after reviewing and using examples of language in similar ordinances already approved by other Minnesota cities. Removed language has been stricken through and added language has been underlined for easier comprehension of the proposed modifications.
Mr. Dammann stated the proposed modifications include but are not limited to: 1) giving every emergency an effective end date and time to be included in the weather emergency announcement instead of relying on the cessation of precipitation or the completion of street maintenance (plowing, clearing, salt and sand); and 2) allowing citizens to park vehicles on non-impervious surfaces such as lawns on residential premises during the effective times of an emergency to allow for easier compliance with on-street parking regulations.
A motion was made by Council Member Sandgren and seconded by Council Member Smith to approve Ordinance No. 87, Fourth Series – An Ordinance Amending Redwood Falls Code of Ordinances §9.10 Relating to Weather Emergency. Motion passed by the following roll call vote.
AYE: Council Members Smith, Sandgren, Buckley, and Arentson
NO: None
ABSENT: Council Member Kerkhoff
Public Utilities Superintendent Jason Halvorson was present to introduce the Drew Street Electric Distribution Relocation Project – Final Pay Request.
Mr. Halvorson stated the final contract price for the Drew Street Distribution Relocation was $745,041.23. The original contract price was $155,108.73 less than the final but more material and labor were required than the engineers estimated, along with the Change Order of the Reflections Addition. Castrejon, Inc. has submitted all the necessary paperwork, which DGR has signed off on, and has submitted the final pay request in the amount of $41,227.81.
A motion was made by Council Member Buckley and seconded by Council Member Smith to approve the Drew Street Electric Distribution Relocation Project – Final Pay Request in the amount of $41,227.81. Motion passed by unanimous vote.
Public Utilities Superintendent Halvorson introduced the 2023 Electric Distribution System Improvements – Final Pay Request.
Mr. Halvorson stated the final contract price for the 2023 Electric Distribution System Improvements was $433,911.00. The original contract price was $9,929.00 more than the final but less material and labor were required than the engineers estimated. Castrejon, Inc. has submitted all the necessary paperwork, which DGR has signed off on, and has submitted the final pay request in the amount of $40,866.55.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the 2023 Electric Distribution System Improvements – Final Pay Request in the amount of $40,866.55. Motion passed by unanimous vote.
Finance Director Klages introduced Resolution No. 62 of 2023 – A Resolution Establishing Procedures Relating to Compliance with Reimbursement Bond Regulations Under the Internal Revenue Code.
Ms. Klages stated in order to use the proceeds of a bond issuance to reimburse project expenditures made prior to the issuance of those bonds, IRS regulations require that the City make a declaration of intent to reimburse itself not later than 60 days after the expenditure is actually paid. Staff is currently working with DGR, the City’s electric engineer, as well as Shannon Sweeney, the City’s Financial Advisor on a recommendation to issue bonds to fund 2023-2025 electric capital projects. In order to use any bond proceeds to cover some of the 2023 capital expenditures, the City must make this declaration of intent to reimburse. Resolution No. 62 of 2023 authorizes the City Finance Director to make these declarations on behalf of the City.
A motion was made by Council Member Buckley and seconded by Council Member Arentson to waive the reading of Resolution No. 62 of 2023 – A Resolution Establishing Procedures Relating to Compliance with Reimbursement Bond Regulations Under the Internal Revenue Code. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 62 of 2023 – A Resolution Establishing Procedures Relating to Compliance with Reimbursement Bond Regulations Under the Internal Revenue Code. Motion passed by unanimous vote.
City Attorney Dammann introduced Resolution No. 63 of 2023 – Approving Memorandum of Understanding Between the City of Redwood Falls and Redwood Area School District ISD #2897 Concerning School Resource Officer.
Mr. Dammann stated since 2002, the City of Redwood Falls and the Redwood Area School District have cooperated in placing a School Resource Officer ("SRO") in the High School/Middle School building of the District in an effort to proactively address school safety, diversionary programming, and inappropriate student behaviors; and in 2014 that agreement was formalized into a Memorandum of Understanding that has automatically renewed on an annual basis.
Mr. Dammann stated in 2023, Minnesota lawmakers included two provisions in the education bill amending Minn. Stat. Chapter 121A which governs student rights, responsibilities, and behavior. These provisions limit the use of force toward students by School Resource Officers and officers contracted with a school (agents of a school). The change in the law became generally known to law enforcement and legal communities in the middle of August 2023 as the new school year was about to begin. Due to concerns and questions over the proper use of force by SROs in school settings and possible criminal, civil, and professional liability that SROs could incur, several agencies throughout the State of Minnesota removed their SROs from school facilities prior to or at the beginning of the school year.
Mr. Dammann further stated the Minnesota Attorney General is empowered by law to issue binding guidance on legal issues relating to public schools. The AG has exercised this power twice now regarding the amendments to Chapter 121A, once on August 22, 2023, and again on September 20, 2023. Given the AG’s September opinion and LMCIT analysis of that opinion, City Staff is recommending that the SRO program continue but with new terms and conditions as outlined in a new Memorandum of Understanding which has already been reviewed and approved by the school board of the District.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 63 of 2023 – Approving Memorandum of Understanding Between the City of Redwood Falls and Redwood Area School District ISD #2897 Concerning School Resource Officer. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve Resolution No. 63 of 2023 – Approving Memorandum of Understanding Between the City of Redwood Falls and Redwood Area School District ISD #2897 Concerning School Resource Officer. Motion passed by unanimous vote.
Human Resources Coordinator Stage introduced Resolution No. 64 of 2023 – Setting and Adopting the 2024 Contract Renewal of Group Health Insurance and the Employer’s Share of Premium for Health Insurance Coverage.
Ms. Stage stated City staff worked with the City’s Insurance Broker, Jenny Van Denise, from Gallagher Insurance Consulting to obtain Group Health Insurance proposals for 2024. Three vendors responded to the renewal and marketing summary. Jenny renegotiated with the City’s current health insurance provider, United Healthcare as well as two other providers. At the time of renewal, the City was running a 122% loss ratio with United Healthcare. Staff recommends accepting the renewal of the current group health plan with United Healthcare in 2024 at an increase of 25.4% in premiums. This proposal maintains the same coverages provided in 2023.
A motion was made by Council Member Buckley and seconded by Council Member Sandgren to waive the reading of Resolution No. 64 of 2023 – Setting and Adopting the 2024 Contract Renewal of Group Health Insurance and the Employer’s Share of Premium for Health Insurance Coverage. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 64 of 2023 – Setting and Adopting the 2024 Contract Renewal of Group Health Insurance and the Employer’s Share of Premium for Health Insurance Coverage. Motion passed by unanimous vote.
Human Resources Coordinator Stage introduced Resolution No. 65 of 2023 – Setting and Adopting the 2024 Contract Renewal of Group Dental Insurance and the Employer’s Share of Premium for Dental Insurance Coverage.
Ms. Stage stated City Staff worked with the City’s Insurance Broker, Jenny Van Denise, from Gallagher Insurance Consulting to obtain Group Dental Insurance proposals for 2024. Jenny renegotiated with the City’s current dental insurance provider, Delta Dental of MN to renew the current contract. Staff recommends accepting the renewal of the current group dental plan with Delta Dental in 2024 at an increase of 4.7% in premiums. This proposal maintains the same coverages provided in 2023. The proposal is a 100% employee-paid benefit plan for 2024. Staff recommends accepting the Delta Dental Pathfinder 3 Plan for 2024.
A motion was made by Council Member Sandgren and seconded by Council Member Buckley to waive the reading of Resolution No. 65 of 2023 – Setting and Adopting the 2024 Contract Renewal of Group Dental Insurance and the Employer’s Share of Premium for Dental Insurance Coverage. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve Resolution No. 65 of 2023 – Setting and Adopting the 2024 Contract Renewal of Group Dental Insurance and the Employer’s Share of Premium for Dental Insurance Coverage. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 66 of 2023 – Authorization to Execute Task Order No. 2023-4 For Airport Geotechnical Survey.
Mr. Doering stated Resolution No. 66 authorizes Task Order No. 2023-4 with Bolton and Menk, Inc. (BMI) to provide a listed scope of services for a geotechnical survey of runways 12 & 30 and preliminary design for a full mill and overlay rehabilitation. The FAA is in agreement that they will sponsor at 90% cost share on the full 4000’ x 100’ runway rehabilitation. The survey and preliminary design are also needed to finish the Master Plan Update that BMI is currently finishing.
Mr. Doering stated the City has requested $3.368 million in bonding from the State Legislature to do a full-depth reclamation which the FAA deems as a full reconstruction. The FAA has declared that they will not participate at 90% cost share for the full reconstruction of the runway. As noted in the task order the Airport has not met minimum requirements. They will only cost-participate on a 3400’ x 75’ runway. To the amount of $3.282 million. Completion of the project scope is anticipated for November to May 2024.
A motion was made by Council Member Smith and seconded by Council Member Arentson to waive the reading of Resolution No. 66 of 2023 – Authorization to Execute Task Order No. 2023-4 For Airport Geotechnical Survey. Motion passed by unanimous vote.
A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve Resolution No. 66 of 2023 – Authorization to Execute Task Order No. 2023-4 For Airport Geotechnical Survey. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 67 of 2023 – A Resolution Accepting Grant Navigator Funding.
Mr. Doering stated the City of Redwood Falls has been awarded the League of Minnesota City’s Grant Navigator funding for the build-out of the Reflections Trail Loop Project. The award is for $5,000.00 to engage Bolton & Menk Inc. to assist with finding additional grant funding, develop preliminary assessments, and work with the project from concept design through construction. Council approved the application for the grant by enacting Resolution No. 50 of 2023 on September 19, 2023. The league will be sending a formal award letter and grant funds through the mail. Staff was notified by email of the award with a draft version of the resolution that is required to receive the grant funds.
A motion was made by Council Member Buckley and seconded by Council Member Smith to waive the reading of Resolution No. 67 of 2023 – A Resolution Accepting Grant Navigator Funding. Motion passed by unanimous vote.
A motion was made by Council Member Sandgren and seconded by Council Member Arentson to approve Resolution No. 67 of 2023 – A Resolution Accepting Grant Navigator Funding. Motion passed by unanimous vote.
Finance Director Klages introduced Resolution No. 68 of 2023 – Resolution to Accept Minnesota OSHA Safety Program Grant.
Ms. Klages stated at the October 3, 2023, Council meeting, Staff was authorized to submit an application to OSHA’s Safety Grant Program to help cover the costs of updating the City’s current trench box and confined space gas monitoring system. The Safety Grant Program awards employers a dollar-for-dollar match on qualifying projects. The total cost to replace both items is $13,539. The awarded grant is a total of $6,769.50 which will cover 50% of the total cost. The City will be responsible for a 50% match of $6,769.50. The cost will be split between the water and wastewater budgets.
A motion was made by Council Member Smith and seconded by Council Member Buckley to waive the reading of Resolution No. 68 of 2023 – Resolution to Accept Minnesota OSHA Safety Program Grant. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Sandgren to approve Resolution No. 68 of 2023 – Resolution to Accept Minnesota OSHA Safety Program Grant. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced the Request for Qualifications for Airport Engineering Services.
Mr. Doering stated at the October 19, 2023, regular meeting, the Redwood Falls Airport Commission moved to recommend soliciting an RFQ for the Redwood Falls City Council’s consideration and approval. The Federal Aviation Administration of the U.S. Department of Transportation has set a five-year limitation on airport sponsors for using the same consultant for aviation consulting services under Advisory Circular No. 150/5100-14E. Every five years, airport sponsors must use qualifications-based selection procedures in the selection and engagement of consultants in the same manner as Federal contracts for architectural and engineering services negotiated under Title IX of the Federal Property and Administration Services Act of 1949.
Mr. Doering stated at the scheduled December 21, 2023, Airport Commission meeting, the Commission will rank and determine a clear candidate for recommendation to Council. If a clear candidate is not apparent, a shortlist selection of 3 consultants based on qualified submittals will be developed and invitations sent for scheduled presentations at a special Airport Commission meeting with the date to be determined. A single consultant of the three shortlist candidates will be selected and recommended to the Redwood Falls City Council at the regularly scheduled first business meeting of 2024. Upon approval, the selected consultant will help develop a service agreement that will enable them to provide services listed in the RFQ to aid the City of Redwood Falls Municipal Airport in CIP planning and implementation for up to five years.
A motion was made by Council Member Buckley and seconded by Council Member Smith to approve the Request for Qualifications for Airport Engineering Services. Motion passed by unanimous vote.
City Administrator Muetzel introduced the Appointment of Justin Jensen to the Redwood Falls Fire Department.
Mr. Muetzel stated in October, the hiring committee conducted interviews to fill a vacancy on the Fire Department. The hiring committee interviewed three applicants and selected Justin Jensen. Mr. Jensen’s background check has been completed and approved. Staff is recommending Council approve the hiring of Justin Jensen to the Fire Department.
A motion was made by Council Member Arentson and seconded by Council Member Buckley to approve the Appointment of Justin Jensen to the Redwood Falls Fire Department. Motion passed by unanimous vote.
City Administrator Muetzel stated a request was received from residents to add a speed limit sign along County Highway 24 between State Highway 67 and County Highway 1. Redwood County had also received feedback from residents and local Law Enforcement regarding the rate of speed in the area along County Highway 24 by St. John’s Lutheran School and the CentraCare Hospital. The Redwood County Highway Department made the decision to reduce the speed limit in that area to 45 mph and install new speed limit signs.
City Administrator Muetzel presented Council with a draft packet of the marketing materials for the Reflections Ridge Business Park.
Public Works Project Coordinator Jim Doering stated the Reflections Ridge Business Park and the Reflection Prairie housing development are both nearing completion. November 24, 2023 continues to be the substantial completion date for infrastructure work. Great Plains Natural Gas has not been installed yet but underground electric is 75% complete. As soon as the infrastructure is complete, the individual lots previously sold can begin construction.
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 Sandgren and seconded by Council Member Smith to adjourn the meeting at 6:01 p.m. Motion passed by unanimous vote.