MINUTES
REGULAR COUNCIL MEETING
CITY OF REDWOOD FALLS, MINNESOTA
TUESDAY, OCTOBER 17, 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, October 17, 2023, 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.
City Administrator Muetzel requested to add Regular Agenda item 9J – State of Minnesota Fire Department Grant Application.
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 9J – State of Minnesota Fire Department Grant Application. Motion passed by unanimous vote.
A motion was made by Council Member Kerkhoff and seconded by Council Member Arentson to approve the October 3, 2023, 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. Approve City Assistance with Celebrate Redwood Falls – Haunted Hotel
2. Declare Portable Radios as Surplus Property and Authorize Sale
Motion passed by unanimous vote.
Mayor Quackenbush opened a public hearing at 5:02 p.m. to discuss a delinquent utility account.
Finance Director Klages introduced Resolution No. 58 of 2023 – Resolution Adopting Assessments for Delinquent Accounts.
Ms. Klages 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. 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 5:03 p.m.
A motion was made by Council Member Kerkhoff and seconded by Council Member Buckley to waive the reading of Resolution No. 58 of 2023 – 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 approve Resolution No. 58 of 2023 – Resolution Adopting Assessments for Delinquent Accounts. Motion passed by unanimous vote.
Sheila Stage, HR Coordinator was present to introduce the Compensation Study – Establishment of Comparison Organizations.
Ms. Stage stated on September 5, 2023, Council gave the approval for Staff to go ahead with a Compensation Study to be done by David Drown & Associates (DDA) in 2024. The next step in the process is to select the benchmark communities in the region to serve as a comparison group for the study. Mark Goldberg from DDA met with Staff on September 26, 2023, to get the benchmark communities selected and the process started for the Compensation Study. Staff selected 20 communities in the State that are similar to Redwood Falls in terms of size, service offerings, tax capacity, and with whom the City may compete for employees. After careful review, staff is recommending that the 20 presented communities be used as Comparison Organizations in the Compensation Study for 2024.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the Comparison Organizations for the 2024 Compensation Study. Motion passed by unanimous vote.
City Attorney Dammann introduced Resolution No. 59 of 2023 – Resolution to Adopt a Comprehensive Schedule of Offenses and Establish Administrative Penalties.
Mr. Dammann stated the City Council previously adopted Ordinance 91, Third Series, an ordinance establishing a procedure for adjudicating administrative offenses and providing for a schedule of offenses and administrative penalties. Over the years the Council has supplemented Ordinance 91 with several Resolutions adopting a schedule of offenses and establishing administrative penalties. The last resolution to do so was Resolution No. 4 of 2023.
Mr. Dammann stated given recent changes in City Ordinance creating new petty misdemeanor offenses within Chapter 10, an update to the schedule of offenses and administrative penalties is needed. These updates include providing for new fine amounts for the use of cannabis in a public place (10.20), keeping more than 5 dogs in a single household (10.46.4.D), and allowing dangerous or potentially dangerous dog in the City dog park (10.46.16.E.2). Within the Resolution, Chapter 10 was also renumbered correctly to correspond with the current City Code. Amendments and additions are underlined within the resolution.
A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to waive the reading of Resolution No. 59 of 2023 – Resolution to Adopt a Comprehensive Schedule of Offenses and Establish Administrative Penalties. Motion passed by unanimous vote.
A motion was made by Council Member Smith and seconded by Council Member Sandgren to approve Resolution No. 59 of 2023 – Resolution to Adopt a Comprehensive Schedule of Offenses and Establish Administrative Penalties. Motion passed by unanimous vote.
Public Works Project Coordinator Doering introduced the 2023 Street Sealcoating Improvements – Final Pay Request.
Mr. Doering stated the final contract price totals $277,908.00. This action will also set the 1-year maintenance period and final acceptance date of October 17, 2024. Any material deficiencies observed during the maintenance period must be brought to the attention of the Contractor, in writing, before the final acceptance date.
A motion was made by Council Member Sandgren and seconded by Council Member Smith to approve the 2023 Street Sealcoating Improvements – Final Pay Request in the amount of $277,908.00. Motion passed by unanimous vote.
Public Works Project Coordinator Jim Doering introduced Resolution No. 60 of 2023 – Resolution Supporting Pursuit of 2023 Local Road Improvement Program Funding From MnDOT for the C.S.A.H 24 Turn Lane Improvements.
Mr. Doering stated Resolution No. 60 authorizes the Local Road Improvement Grant (LRIP) Application for the two required future turn lanes on C.S.A.H 24 for the Reflection’s Prairie and Ridge Developments. The deadline for the application is December 8, 2023. Staff is recommending the approval of Resolution No. 60 that will enable the submission of the grant application to secure up to the $1,500.000.00 maximum in State funds. LRIP funds can be used for 100% of the construction costs. The turn lanes are to be constructed by the end of the 2026 construction year. A dated project estimate put the construction costs at $1.2 million. Bolton and Menk Inc. is currently updating the estimate according to current bid costs and projected inflation. There is an expected high demand for the grant dollars available and in the event the project is not approved, a subsequent application will be made in 2024. Municipal State Aid Street funding can also be used to construct the turn lanes in the event LRIP funding does not come through.
A motion was made by Council Member Sandgren and seconded by Council Member Buckley to waive the reading of Resolution No. 60 of 2023 – Resolution Supporting Pursuit of 2023 Local Road Improvement Program Funding From MnDOT for the C.S.A.H 24 Turn Lane Improvements. Motion passed by unanimous vote.
A motion was made by Council Member Arentson and seconded by Council Member Kerkhoff to approve Resolution No. 60 of 2023 – Resolution Supporting Pursuit of 2023 Local Road Improvement Program Funding From MnDOT for the C.S.A.H 24 Turn Lane Improvements. Motion passed by unanimous vote.
Finance Director Klages introduced Resolution No. 61 of 2023 – Designation of Annual Polling Place.
Ms. Klages stated all cities and townships must pass a resolution each year establishing the polling places for any elections scheduled for the following year. An annual resolution is required even if the polling place does not change. Resolution No. 60 designates the 2023 polling place as the Redwood Area Community Center located at 901 East Cook Street, Redwood Falls.
A motion was made by Council Member Smith and seconded by Council Member Sandgren to waive the reading of Resolution No. 61 of 2023 – Designation of Annual Polling Place. Motion passed by unanimous vote.
A motion was made by Council Member Buckley and seconded by Council Member Arentson to approve Resolution No. 61 of 2023 – Designation of Annual Polling Place. Motion passed by unanimous vote.
City Attorney Trenton Dammann introduced Ordinance No. 87, Fourth Series – An Ordinance Amending Redwood Falls City Code of Ordinances § 9.10 Relating to Weather Emergency.
Mr. Dammann stated 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 Arentson and seconded by Council Member Buckley to waive the reading of Ordinance No. 87, Fourth Series – An Ordinance Amending Redwood Falls City Code of Ordinances § 9.10 Relating to Weather Emergency. Motion passed by unanimous vote.
City Administrator Muetzel introduced the Shop Mechanic/Street Maintenance Worker Employment Offer.
Mr. Muetzel stated the pending retirement of Vern Stage will create a vacancy for the Shop Mechanic/Street Maintenance Worker position. The vacancy was posted internally and externally, and one application was received, and the candidate was interviewed on October 12. Following the agenda packet deadline for this meeting, the hiring committee made the decision to offer the position to Brock Linsmeier contingent on Council approval. Mr. Linsmeier will start at Pay Grade 4, Step 5 with a six-month probationary period. Mr. Linsmeier’s anticipated started date is November 20, 2023. Staff is recommending approval of the Shop Mechanic/Street Maintenance Worker Employment Offer to Brock Linsmeier.
A motion was made by Council Member Kerkhoff and seconded by Council Member Smith to approve the Shop Mechanic/Street Maintenance Worker Employment Offer to Brock Linsmeier. Motion passed by unanimous vote.
City Administrator Muetzel introduced the Street Maintenance Worker Employment Offer.
Mr. Muetzel stated the promotion of Darren Hacker created a Street Maintenance Worker position vacancy. The vacancy was posted internally and externally, and seven applications were received, and all seven candidates were interviewed. Following the agenda packet deadline for this meeting, the hiring committee made the decision to offer the position to Nicole Bunting contingent on Council approval. Ms. Bunting will start at Pay Grade 4, Step 5 with a six-month probationary period. Ms. Bunting’s anticipated started date is January 8, 2024. Staff is recommending approval of the Street Maintenance Worker Employment Offer to Nicole Bunting.
A motion was made by Council Member Buckley and seconded by Council Member Kerkhoff to approve the Street Maintenance Worker Employment Offer to Nicole Bunting. Motion passed by unanimous vote.
City Administrator Muetzel introduced Agenda Item 9I - Establish City Council Work Session Agenda.
Mr. Muetzel stated the next City Council work session is scheduled for October 31, 2023. 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 or make a motion to cancel the work session.
Mayor Quackenbush stated due to a lack of agenda items, Council is requesting to cancel the City Council Work Session.
A motion was made by Council Member Smith and seconded by Council Member Arentson to approve the request to cancel the City Council Work Session on Tuesday, October 31, 2023. Motion passed by unanimous vote.
City Administrator Muetzel introduced the State of MN Fire Department Grant Application.
Mr. Muetzel stated Fire Chief Joe Probst identified a grant opportunity to help fund a portion of the budgeted turn-out gear replacement. The 2023 budget included $30,000 for the gear replacement. The grant application was approved for $2,500 and would require a $2,500 match from the Fire Department. Staff is requesting authorization of the grant application and acceptance of the grant award in the amount of $2,500.
A motion was made by Council Member Sandgren and seconded by Council Member Kerkhoff to approve the State of MN Fire Department Grant Application and accept the grant award in the amount of $2,500. Motion passed by unanimous vote.
Mayor Quackenbush stated members of Council and City Staff attended the Kwik Trip Grand Opening on October 17, 2023. At the Grand Opening, Kwik Trip presented a $1,000.00 donation to the Redwood Falls Police Department and a $1,000.00 donation to the Redwood Area Community Center.
Council Member Smith discussed the Senate Bonding Tour that took place on October 3, 2023 and the requirement that the Library needs to have all of the funding for the Library Expansion in place prior to receiving any Bonding dollars. Council Member Kerkhoff stated the Library has currently raised $1.4 million and are continuing to make progress with additional fundraising. They are not concerned about the bonding requirements.
Public Works Project Coordinator Doering gave an update on the 4th Street reconstruction as well as the Reflection Prairie and Reflection Ridge developments. Mr. Doering stated contractors are working to complete the third block of 4th Street. 4th Street will be paved, and preliminary landscaping will be installed as well as all equipment and barriers will be removed for the winter season. 4th Street will be open to traffic and snow removal. Contractors will return in the spring of 2024 and begin work on the remaining three blocks of the project.
Mr. Doering stated weather has caused a few issues at the Reflection Prairie and Reflection Ridge Developments but the substantial completion date for curb, gutter, and bituminous remains as November 24, 2023.
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 Arentson to adjourn the meeting at 6:03 p.m. Motion passed by unanimous vote.