City Council Meetings

MINUTES OF THE Mayor Steve Washburn WATERTOWN CITY COUNCIL Deborah Everson Regular Meeting Tuesday, November 12, 2019 Lindsay Guetzkow Adam Pawelk Michael Walters 1. Call to Order and Roll Call Pursuant to due call and notice thereof, the regular meeting of the Watertown City Council was called to order at 6:30 p.m. Tuesday, November 12, 2019 in the Council Chambers of City Hall by Mayor Steve Washburn. Council Members present: Washburn, Michael Walters, Deborah Everson, Lindsay Guetzkow, and Adam Pawelk. City Staff present: City Administrator Shane Fineran, City Engineer Andrew Budde, Utilities worker Logan Pysick, Public Works Superintendent Mike Dressel, and Clerk/Treasurer Lynn Tschudi. Guest: Seth Peterson with Bolton & Menk. 2. Adopt Agenda GUETZKOW MOVED, EVERSON SECONDED A MOTION TO ADOPT THE AGENDA AS PRESENTED. MOTION CARRIED 5-0. 3. Consent Agenda Discussion and Approval All items listed under the consent agenda are considered to be routine by the City Council and will be enacted by one motion on an affirmative vote by roll call of a majority of the members present. There will be no separate discussion of these items unless a Council member or citizen so requests, in which event, the item(s) will be removed and discussed prior to the adoption of the consent agenda. PAWELK MOVED, WALTERS SECONDED A MOTION TO ADOPT THE CONSENT AGENDA AS PRESENTED. MOTION CARRIED 5-0. A. Adopt a motion to approve City Council Workshop Meeting Minutes from October 29, 2019 B. Adopt a motion to approve City Council Regular Meeting Minutes from October 29, 2019 C. Consider Resolution #2019-144, Approving Intoxicating Liquor Retail Licenses for 2020 D. Consider Resolution #2019-145, Approving 2:00 a.m. Liquor License for Riverside Bar & Restaurant E. Consider Resolution #2019-146, Approving Retail Tobacco Licenses for 2020 F. Consider Resolution #2019-147, Approving Movile Home Park Licenses for 2020 G. Consider Resolution #2019-148, Approving Solid Waste Hauler Licenses for 2020 H. Consider Resolution #2019-149, Establishing PollingPlace for 2020 Election Season I. Consider Resolution #2019 150, Approving 2020 Fire Service Contract Rates J. Adopt a Motion to approve Pay Application #1 for the 2020 CIPP Project 4. Open Forum 5. New/Old Business Page 1 of 4 A. St Paul's Lutheran Church Utility Credit City Administrator Fineran explained that the city was contacted by St. Paul’s Lutheran Church after a high utility bill. The church discovered they had a leak in their pipe heating system underneath the church. They are requesting the portion of the bill relating to the sewer charges be waived. The leak was not entering back into the sanitary sewer system. WALTERS MOVED, GUETZKOW SECONDED A MOTION TO ADOPT RESOLUTION 2019- 156, APPROVING UTILITY BILILNG CREDIT FOR 505 WESTMINSTER AVENUE SOUTHWEST. MOTION CARRIED 5-0. B. Authorize Plans & Specifications for Waste Water Treatment Facility Expansion City Engineer Andrew Budde reiterated the need for a new waste water treatment facility: capacity, age, and affluent level requirements. Budde said the city has received their permit from the MPCA, and they must become compliant by 2024. The new plant will be built to support a population of 7,200. Total cost is estimated at $12.5M with a portion being funded by PSIG grants. In order to improve chances of becoming eligible for the grant, plans and specs must be prepared and submitted by March 2020. The engineering costs to create the plans and specs is about $780,000 and can be paid with cash from the utility capital fund. Seth Peterson with Bolton & Menk said the $780,000 covers the entire process through receiving bids. Washburn asked if the engineering cost is a fixed fee and how can he assure that the city is getting a good deal. Peterson explained that he foresees this being a savings to the city when all is said and done. Peterson explained that the fees are not all due up front and are paid throughout the project. Council discussed the up-front costs for creating plans and specs. Peterson explained the process of Bolton & Menk completing the work, and then getting paid for it. Pawelk stated that a trusted vendor such as Bolton & Menk would not propose an unreasonable fee to the city. He said the $780,000 is only about 7% of the total project, which is well below what they charge for other projects. Washburn expressed his concern for the high cost of the engineering fees to be paid to Bolton & Menk. Seth Peterson explained the extent of work to create the plans and specs and the number of individuals who will be working on the project. Guetzkow asked if Peterson could share the detail behind the quote. Peterson said he is able to provide the detail, however there is also a deadline to meet. WASHBURN MOVED, GUETZKOW SECONDED, A MOTION TO DIRECT STAFF TO PREPARE THE BREAKDOWN OF THE $780,000 AND PRESENT TO COUNCIL. MOTION FAILED 1-4, WITH WASHBURN VOTING AYE. WALTERS MOVED, GUETZKOW SECONDED A MOTION TO ADOPT RESOLUTION 2019- 151, AUTHORIZING PLANS AND SPECIFICATIONS FOR THE WASTE WATER TREATMENT PLANT EXPANSION PROJECT WITH A MODIFICATION TO RESTRUCTURE BILLING TO ACCOUNT FOR TIME AND MATERIAL, NOT TO EXCEED $780,000. MOTION CARRIED 5-0. Page 2 of 4 C. Authorize Plans & Specifications for 2020 Capital Investment Paving and Trail Projects Engineer Budde said the city is proposing to group together the mill & overlay projects with some of the trail projects. This would include the Luce Line connection as well as the fire station parking lot, and the Grove Street hockey rink resurface. The mill & overlay would include areas in the Wildflower development. Guetzkow asked about a storm sewer sink hole on the Arnica trail. Dressel explained the location for Budde. He stated they will assess the sink hole and decide if it can be repaired. Budde said the Luce Line connection will be completed with the help of a $150,000 grant. Guetzkow asked about paving or laying gravel on the secondary rink at Grove Street Rink. Dressel said gravel would look unappealing during the summer. He said there is not much room for snow removal between the two rinks. Pawelk asked about the board removal. Dressel said city staff will remove the boards, but are hoping to re-use the posts and the fences. Everson asked the age of the boards. Fineran said about 12 years old. EVERSON MOVED, PAWELK SECONDED A MOTION TO ADOPT RESOLUTION 2019-152, AUTHORIZING PLANS AND SPECIFICATIONS FOR THE 2020 PAVEMENT REHABILITATION AND TRAIL PROJECT. MOTION CARRIED 5-0. D. Authorize Plans & Specifications for 2020 Cured in Place Pipe Project Engineer Budde said they will continue to line the sanitary sewer in order to reduce the amount of I & I as well as prolong the life of the pipes. The CIPP lining is a five year program with 2020 being year two. Budde explained the process of CIPP lining. Budde showed the area on a map for the 2020 lining. He explained that because the cost is under $175,000, Bolton & Menk can solicit quotes rather than go out for bid. GUETZKOW MOVED, WALTERS SECONDED A MOTION TO ADOPT RESOLUTION 2019- 153, AUTHORIZING PLANS AND SPECIFICATIONS FOR THE 2020 CURED IN PLACE PIPE LINING PROJECT. MOTION CARRIED 5-0. E. Website Update Fineran said the website update was on the CIP for 2019. Staff narrowed their preference to the vendor Civics Plus. Highlights of this vendor’s product are: mobile friendly, searchable, ADA compliant, document review, synced calendars, ability to accept payments. A demonstration was given by Civics Plus where staff received additional feedback to provide to Civics Plus. Fineran said the total cost of the website is $24,100 with an additional $5,000 annual licensing fee. Fineran said the annual fee allows for a site refresh every four years. Fineran said there was lack of participation in the photo contest so he recommends to engage with a professional photographer to gather website photos. The timeline for the project is 16-24 weeks. Pawelk clarified the remaining budget for photographer is $4,000. Fineran said yes. Everson asked if the Mobile 311 will still be utilized. Fineran said Mobile 311 will be used rather than adding the citizen request tracker through Civics Plus. Washburn would like to see a review task force created while the website is being developed. Pawelk suggested using the commission members and council to create a task group. Page 3 of 4  EVERSON MOVED, GUETZKOW SECONDED A MOTION TO ADOPT RESOLUTION 2019- 154, APPROVING WEBSITE UPDATE CONTRACT AND STATE OF WORK WITH CIVICS PLUS. MOTION CARRIED 5-0. F. Managed IT Services Fineran said that he has interviewed a number of third party managed information technology (IT) services companies. Fineran said there is a gap in how the city is currently being supported for their IT needs. A change in vendor would provide support of hardware, software, networking, and server backup. Currently the city does not have offsite backup of the server. Fineran said Loffler took the most time to evaluate the current systems as well as analyze current gaps in the server and firewall. Pawelk asked how long the contract will be. Fineran said three years. Fineran highlighted the main reasons for choosing Loffler. GUETZKOW MOVED, EVERSON SECONDED A MOTION TO ADOPT RESOLUTION 2019- 155, APPROVING CONTRACT FOR MANAGED IT SERVICES. MOTION CARRIED 5-0. 6. Other Reports Fineran updated that winter parking began November 1st. No overnight parking on city streets or parking lots between 2:30 am and 6 am. Annual holiday senior dinner will be on Tuesday, December 3 at 4:30pm. Pawelk updated there will be a park commission meeting at 6:30 pm on November 20th to review playground equipment at Sunset Ridge. Guetzkow updated that community education will be meeting on Thursday, November 14th. Everson updated that the Fire Advisory Board approved their budget at the last meeting. 7. Claims PAWELK MOVED, EVERSON SECONDED A MOTION TO APPROVE THE CLAIMS ROSTER FOR THE 2019 BUDGET. MOTION CARRIED 5-0. 8. Adjournment Members of the City Council and City staff may convene directly following the adjournment of the meeting at the Luce Line Lodge in a purely social event. Membes of the public are welcome to attend. GUETZKOW MOVED, WALTERS SECONDED A MOTION TO ADJOURN THE MEETING AT 8:30 PM. MOTION CARRIED 5-0. Page 4 of 4