Meeting Minutes of the Richmond City Council

Wednesday October 5, 2011

Regular City Council Meeting

Item #1: Call to Order

Mayor Hemmesch called the meeting to order at 6:30 p.m. at the Richmond City Hall and asked those present to stand and recite the Pledge of Allegiance.

Members noted as being present: Jim Hemmesch, Mike Mathiasen, Tim Paczkowski, Jeff Mackedanz and Scott Kron.

Also present were: Martin M. Bode, City Administrator; Adam Ripple, City Attorney; Chuck Merten, Fire Chief; Greg Stang, PeopleService; Josse Hernandez, Tom Schroeder, Maxine Weismann, Ernie Dold, Troy Niewind and Ryan Meyer, Local TV Channel 10 camera operator.

Item #2: Approval of Agenda

Mayor Hemmesch asked if there were any additions or corrections to the agenda.

A Motion was Made to Approve Agenda. Motion Made by Mackedanz, Second by Kron. Motion Passed Unanimously.

Item #3: Approval of City Minutes of September 7, 2011 and September 15, 2011.

A Motion was Made to Approve the City Council Minutes of September 7, 2011 and September 15, 2011. Motion Made by Mathiasen, Second by Paczkowski. Motion Passed Unanimously.

Item #4: Consent Agenda.

Mayor Hemmesch read aloud the list of the following consent agenda items:

a. Approval of Just and Correct Claims

b. Purchase Requisitions

c. Removed

d. Resolution 177-11 Approval of 2011 and 2012 RLCA Part Time Employees

e. Resolution 178-11 Acceptance of September 2011 Journal Entries

f. Resolution 179-11 Approval of Amending Rinke Noonan Retainer

g. Resolution 180-11 Authorization of Tax Exempt Gambling Permit For Richmond Legion 11/26/2011

A Motion was Made to Approve the Consent Agenda as amended (Remove Item C). Motion Made by Kron, Second by Mackedanz. Motion Passed Unanimously.

Item #5: Presentation of Action Items

Joint Meeting With Richmond Planning Commission Regarding Sale / Swap of City Property with Minnesota Department of Natural Resources (DNR).

Ripple stated that under Minnesota law any time a city sells property it should go before that cities planning commission to ensure that the sale is consistent with city comprehensive plan and then make a recommendation to the city council. Essentially there are two triangles of property approximately 1/10 of an acre each located on the old rail corridor which is now known as the Glacial Lakes Trail, near 307 Ivy Avenue SE. The City owns one triangle, the DNR owns the other triangle and they don't match up and their on opposite sides of the trail. Essentially this is a swap between the DNR and the City of Richmond. The DNR will take care of preparing all the appropriate necessary paper work.

After a brief discussion it was the consensus of the Commission that this transaction does meet with the City's comprehensive plan and further recommends that the City Council move forward with the land sale / swap.

Consideration of Resolution 181-11, A Resolution Approving The Sale Of City Property To DNR.

A Motion was Made to Approve Resolution 181-11. Motion Made by Kron, second by Mathiasen. Motion passed unanimously.

Item #6: Emergency Management – Director Jesse Kollman

Kollman reported that the new equipment for the City civil defense sirens have been put on a waiting list, however the equipment has now arrived and is expected to be installed within one week. Kollmann also reported that the original quote from Ready Watt for the purchase of the equipment was misquoted by $600.00 to low. Ready Watt has indicated they will make up the difference.

Item #7: EDA – President Sheldon Lang

Lang reported to the Council that Steve Danner owner of Crown Specialties who had previously purchased a parcel of land at the Tower Acres site for the purpose of moving his business has now changed his mind and purchased a piece of property in the City of Cold Spring. It appears that the Danner property at Tower Acres will then be coming back into the EDA’s possession.

Lang informed the Council that the EDA has been approached by a perspective buyer for the parcel of land next to the water tower. The EDA has informed this perspective buyer that he will have 90 days in which to make a formal offer or the property will go back on the market.

Lang reported to the Council that progress continues to move forward regarding the construction of Glacial Lakes Trail Pavilion just South of the Richmond Post Office. Lang reminded the Council that the construction is being handled by the Richmond Civic and Commerce and once the Pavilion is completely constructed it will be donated to the City of Richmond. The bid process is complete and bidding has come in under budget by approximately $7,600.00 and donations of in-kind service by various contractors came to approximately $9,090.00.

Lang informed the Council that the Music in the Park Committee has formally set the date of October 8, 2011 from 10:00 a.m. to 2:00 p.m. to hold an Oktoberfest. There will be music provided by two different bands along with food, clowns, face painting and pumpkin carving and a “moon walk bouncy ball” for kids to play in. Admission is three dollars per person.

Item #8: Water / Wastewater Operator Report – PeopleService Operator Greg Stang

Stang reviewed with the Council his written report. Noting that both plants are running well and this past week he had successfully switched the oxidation ditch’s over. Stang also reviewed with the Council a letter the City received from an inspector with the Minnesota Pollution Control Agency (MPCA) regarding the City's recent inspection at the Wastewater Treatment Plant (WWTP). The letter basically had general comments, there were no major areas of concern.

Stang presented to the City a check in the amount of $2,691.00. This check represents a refund to the City regarding the maintenance agreement between PeopleService and the City and PeopleService coming in under budget on the maintenance agreement.

Item #9: Fire Department Report – Fire Chief Chuck Merten

Chief Merten reviewed, with the Council, his submitted written report. Noting that for the month of September there was a total of 12 calls: 9 medical, 1 mutual aid fire and 2 electrical.

Merten informed the Council that the City has received five applications for the two open firefighter positions. Interviews will be conducted in the upcoming month.

Item #10: City Attorney Report – Adam Ripple

Nothing Additional

Item #11: City Administrators Report – Martin M. Bode

Bode reviewed with the Council the following written report that was submitted by City Engineer Randy Jenniges:

· Main Street

The Main Street electrical improvements are moving along at a healthy pace. Xcel Energy is starting the work in the alleys on October 3, 2011 and anticipates about 2 weeks of work. The proposed power pole locations are set and are shown on the attached exhibit.

The Main Street business owners have all submitted agreements for the Small Cities Development Program funds except for the two that did not submit an application which is Pat Evans and Todd Havisto. See previous memo for more details regarding their properties.

We held a meeting with the business owners and electricians on Wednesday, September 28, 2011 to discuss the quotes and contracts for the private electrical work. The business owners were provided the power pole location exhibit with a list of electricians. The electricians were provided a complete quote package form for the project which included a list of businesses, wage rates, quote form, and Small Cities requirements. The deadline for quotes is October 12, 2011.

In order to expedite the award of the electrical contracts, we ask that Marty and myself be granted authority to award the contracts as they come in as long as the quotes meet the grant requirements and program budget. We would also contact each business owner before awarding the contracts. The other option would be to wait until all of the quotes are in and then hold a special council meeting to complete the awards. This may be difficult since we need to discuss with the business owners as well.

Action Requested: Authorize Marty and Randy to award contracts to electricians that are within program guidelines and budget.

The City Council approved Resolution 142-11 approving of specific electricians for the project. Since that time, some business owners have requested electricians not on the approved list. In addition, due to the time constraint of completing the improvements it would be warranted to increase the list to assure the work is completed before November 30, 2011.

Action Requested: Revise Resolution 142-11 to include additional electricians as noted on the attached sheet.

· Safe Routes to School Trail

MnDOT informed me that they are almost done reviewing the plans for the project and expect comments to be sent to us early next week. Once they come in we will review possible bidding dates with the County. I anticipate the need for Marty and I to meet with Jodi Teich to work out the bidding date details. It is apparent that we will not get the construction completed this year and will provide options for the Council to consider going forward. We will inform the public of the timing when things get ironed out next week.

Consideration of Resolution 182-11, A Resolution Granting Authority to Award Contracts to Electricians

A Motion was Made to Approve Resolution 182-11. Motion Made by Paczkowski, second by Mackedanz. Motion passed. Hemmesch abstained.

Consideration of Resolution 183-11, A Resolution Approving Amending the Appointed Electrical Contractors for the Moving of Certain Main Street Electrical Power off of Main Street and into The Back Alleys.

A Motion was Made to Approve Resolution 183-11. Motion Made by Kron, second by Paczkowski. Motion passed. Hemmesch abstained.

Item #12: Council Reports -

a. EDA, next meeting to be held on 10/24/11, 6:00 p.m. at the City Maintenance Building.

b. Planning Commission, next meeting to be held on 10/27/11, 6:00 p.m. at City Hall.

c. ROCORI Trail, next meeting to be held on 10/06/11, 9:00 a.m. at City Hall in Rockville.

Item #13: Additional Purchase Requisitions

For the sake of the public the Council reviewed the purchase requisitions that had been approved under the Consent Agenda item i.e. the Public Works Department proposed cold storage building to be constructed in the southwest corner of Royals Park. It was further noted that the funds for this project come from a portion of the savings the City received by reducing administrative expenses in the year 2011. Also, it was the consensus of the Council that the Public Works Director stake out the proposed site of cold storage building so the Council would have a better understanding of exactly where the building would be constructed.

Item #14: Closed Meeting Attorney/Client Review Joint Powers Agreement

Mayor Hemmesch at 7:25 p.m. closed the regular meeting.

Mayor Hemmesch at 8:00 p.m. reconvened the Council meeting.

It is Item #15: Other Matters and Related Issues.

It was the consensus of the Council that, per The Law Enforcement Service Agreement between the City of Richmond and the City of Cold Spring item #16 of said agreement, to authorize Administrator Bode to sign a Memorandum of Understanding between the City of Cold Spring and the City of Richmond regarding said contract.

The Council reviewed the budget and its policy and procedures regarding the River Lakes Civic Arena (RLCA). It was noted that for the past several years the General Fund has transferred funds to the RLCA Fund to help keep that fund in the black. The Council reviewed the current staffing procedures at the RLCA and inquired if it was possible for Director Mooney to shift some of his daytime hours more towards the time when the arena is actually open. Thereby possibly eliminating the need for some part-time help.

Consideration of Resolution 176-11, Approval of 2011-2012 RLCA Part Time Employees

A Motion was Made to Approve Resolution 176-11. Motion Made by Kron, second by Mathiasen. Motion passed unanimously.

The Council reviewed the current job description / responsibilities regarding the position of Administrative Assistant for the City of Richmond. It was the consensus of the Council to provide additional training as needed in order for the current Administrative Assistant to perform the duties that the position requires.

The Council reviewed letter received from State Auto Insurance Companies regarding their denial to pay the Twin Spruce Farm's claim for damages that were incurred when an implement owned and operated by Twins Spruce Farms tore down overhead wiring and poll at 34 2^nd St S. on 05/19/2011. Council directed Administrator Bode to forward a second notice of the invoice to Twin Spruce Farm's.

Adjournment.

Mayor Hemmesch asked if there were any additional items for the Council to consider. Hearing no further comments, he asked for a motion to adjourn the meeting.

A Motion was Made to Adjourn. Motion Made by Mackedanz, Second by Paczkowski. Motion Passed Unanimously.

Mayor Hemmesch declared the meeting adjourned at 8:44 p.m.

Respectfully Submitted,

Martin M. Bode

Administrator/Clerk/Treasurer