City Council Meeting – October 15, 2024

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 15, 2024, at 5:00 p.m.

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

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.

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 October 1, 2024, minutes as presented. Motion passed by unanimous vote.

A motion was made by Council Member Sandgren and seconded by Council Member Buckley to approve the following item on the Consent Agenda:

1. Quote for Community Center Door Replacement

Motion passed by unanimous vote.
Mayor Quackenbush opened a public hearing at 5:02 p.m. to discuss delinquent utility accounts, maintenance charges, and surcharges.

Finance Director Klages introduced Resolution No. 65 of 2024 – Resolution Adopting Assessments for Delinquent Accounts, Resolution No. 66 of 2024 – Resolution Adopting Assessments for Unpaid Maintenance Costs, and Resolution No. 67 of 2024 – Resolution Adopting Assessments for Unpaid Surcharges.

Ms. Klages stated the proposed Resolutions are to adopt assessments for delinquent utility accounts, maintenance cost charges, and surcharges 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. Klages 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 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 one was present to voice any concerns.

Mayor Quackenbush closed the public hearing at 5:05 p.m.

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 65 of 2024 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Buckley to approve Resolution No. 65 of 2024 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.

A motion was made by Council Member Sandgren and seconded by Council Member Arentson to waive the reading of Resolution No. 66 of 2024 – Resolution Adopting Assessments for Unpaid Maintenance Costs. Motion passed by unanimous vote.

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve Resolution No. 66 of 2024 – Resolution Adopting Assessments for Unpaid Maintenance Costs. Motion passed by unanimous vote.

A motion was made by Council Member Buckley and seconded by Council Member Arentson to waive the reading of Resolution No. 67 of 2024 – Resolution Adopting Assessments for Unpaid Surcharges. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Smith to approve Resolution No. 67 of 2024 – Resolution Adopting Assessments for Unpaid Surcharges. Motion passed by unanimous vote.

Public Works Project Coordinator Jim Doering introduced Resolution No. 68 of 2024 – Authorization to Execute Task Order No. 2024-8 For Redwood Falls Municipal Airport Taxiway Connector A2 Relocation And Taxiway Turnaround Project.

Mr. Doering stated Resolution No. 68 authorizes Task Order No. 2024-8 with Bolton and Menk, Inc. (BMI) to provide the listed scope of planning, design, and bidding services for the Redwood Falls Airport Taxiway Connector A2 Relocation and Taxiway Turnaround Construction Project. Completion of the project scope is anticipated to facilitate construction during the 2025 and 2026 seasons. Task Order 7 approved by Council on October 1, 2024, did not include moving the A2 apron as shown on the map and the runway 12 turnaround. City Staff and Bolton and Menk Consultants had a meeting with the Federal Aviation Administration on September 30, 2024, to confirm funding for these two items in addition to the lighting, Navaids and runways 12/30 mill and overlay. They did confirm they would fund the two additional items. However, Task Order 2024-7 was already published and in the Council Packet for the October 1, 2024 meeting so additional action needs to be taken to approve the Airport Taxiway Connector A2 Relocation And Taxiway Turnaround Project.

Mr. Doering stated Council approved the Airport CIP on September 17, 2024. This project is listed in the CIP for 2025 construction and the 2025 proposed budget. To facilitate construction of the project in 2025 and obtain the allotted funds under contract before expiration, engineering and design work needs to start this fall to have the project ready for bidding in April of 2025. Council should be aware the pre-application for the earmarked funds is due in June with bid results, approved plans and specifications. The execution of the Federal and State grants by Council is anticipated to take place at the first meeting in August 2025. Construction can then commence upon execution of the grant. The first draw of the grant to cover accrued expenses would be September 2025. Staff recommend approval of Task Order 2024-8.

A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 68 of 2024 – Authorization to Execute Task Order No. 2024-8 For Redwood Falls Municipal Airport Taxiway Connector A2 Relocation And Taxiway Turnaround Project. Motion passed by unanimous vote.

A motion was made by Council Member Arentson and seconded by Council Member Smith to approve Resolution No. 68 of 2024 – Authorization to Execute Task Order No. 2024-8 For Redwood Falls Municipal Airport Taxiway Connector A2 Relocation And Taxiway Turnaround Project. Motion passed by unanimous vote.

Public Works Project Coordinator Jim Doering introduced the 2024 Street Seal Coat Improvements – Final Pay Request.

Mr. Doering stated the final contract price is $268,655.56. The original bid award was $277,114.00. The reduced final amount was due to a field change in scope and the decision to not seal coat the trail from Activeaid Road to North Redwood because of it being soft due to previous water inundation. The trails around Johnson Park were also removed from the project because they are too narrow, and Pearson Brothers could not seal coat under ten feet in width. This action will also set the 1-year maintenance period and final acceptance date as October 15, 2025.

A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve the 2024 Street Seal Coat Improvements – Final Pay Request in the amount of $268,655.56. Motion passed by unanimous vote.

Kathy Vanderlinden was present from the Redwood Area Animal Shelter Board.

Ms. Vanderlinden stated due to cost increases, the Redwood Area Animal Shelter is requesting an increase in monthly funding from the City of Redwood Falls for the animal shelter operations from $2,500 to $5,000. The increase in funding would be used for daily operational expenses. The animal shelter runs on donations from Redwood Area donors and volunteers.

Mayor Quackenbush stated Council approved the preliminary 2025 budget at the previous meeting and wouldn’t be able to add any funding requests to the 2025 budget. Council would review the request and discuss increasing the budgeted amount for the Redwood Area Animal Shelter in 2026.

No action was taken.

Finance Director Klages introduced the Updated Purchasing Policy.

Ms. Klages stated the City’s current purchasing policy is over ten years old. The proposed updates are consistent with Minnesota laws and align purchasing authority thresholds with industry standards to better reflect current economic conditions and purchasing practices, while also maintaining sufficient internal controls. The most notable updates include, updating the threshold that requires council approval from $10,000 to $50,000; Adding a new tier that requires City Administrator approval from $25,000 - $50,000; Require the consideration of availability, price, and quality of supplies, materials, or equipment available through the Minnesota Cooperative Purchasing Venture for any purchase greater than $25,000 as required by state law; Increasing the threshold of professional service agreements requiring Council approval from $10,000 to $25,000. This is applicable only to agreements of one year or less, any agreements over one year must still be approved by Council; Adding a section outlining exceptions to the Competitive Bidding Law; and simplifying the section regarding purchases using federal funding to refer directly to federal guidance to avoid having to update the policy as federal guidance changes. Staff recommend approval of the updated policy.

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

City Administrator Muetzel introduced the IT Coordinator Position.

Mr. Muetzel stated the City of Redwood Falls currently receives information and technology services through a third-party vendor. Under this arrangement, department heads and staff members work with staff from the City’s IT services vendor to resolve IT issues and plan/implement technology improvements. At this time there is not a designated lead contact for the City to oversee IT needs. Thus, IT services are provided on a case-by-case and department-by-department basis by multiple staff members, which lacks efficiency due to a lack of uniform coordination and oversight.

Mr. Muetzel stated City Staff have evaluated the IT service delivery over the last couple of years to develop a recommendation to create a designated IT Coordinator position. Under this scenario, the IT Coordinator will oversee all systems and services that support City operations. Having a single point of contact will improve service delivery and ensure compliance with security protocols and regulatory standards. The preliminary 2025 operating budget includes funding to establish an IT Coordinator position. The cost of the position has been allocated to the General Fund and Enterprise Funds based on estimated technology needs. The establishment of this position will reduce, but not eliminate, reliance on the current third-party vendor and the operating budget reflects those cost savings.

Mr. Muetzel further stated to fill this position by January 2025, Staff is requesting approval of the proposed IT Coordinator job description. If approved the position will be posted this fall with hopes of selecting a finalist by year-end. Staff request approval of the IT Coordinator job description and authorization to advertise to fill the position.

A motion was made by Council Member Smith and seconded by Council Member Buckley to approve the IT Coordinator Position Job Description and Authorization to Fill the Position. Motion passed by unanimous vote.

City Administrator Muetzel introduced Agenda Item 9F - Establish City Council Work Session Agenda.

Mr. Muetzel stated the next City Council work session is scheduled for October 29, 2024. In order to prepare for the meeting and ensure adequate time is allowed for each agenda item, Staff is requesting Council formally establish the work session agenda. The following items have been suggested as agenda items:

1. Discover Downtown Committee Requests
2. Cannabis Licensing

A motion was made by Council Member Smith and seconded by Council Member Kerkhoff to approve the City Council Work Session Agenda as presented. Motion passed by unanimous vote.

Mayor Quackenbush stated he has been working with CentraCare to discuss mental health concerns around the election season. CentraCare is developing a one-page handout focusing on mental health around the election season.

Mayor Quackenbush stated he will be attending, along with City Administrator Muetzel, the Minnesota Commercial Association of Real Estate/Realtors (MNCAR) Commercial Real Estate Expo in Minneapolis on October 30, 2024. Colliers will also be in attendance to continue marketing the commercial real estate for sale in Redwood Falls.

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 Arentson to adjourn the meeting at 5:54 p.m. Motion passed by unanimous vote.