City Council Agenda

AGENDA FOR THE REGULAR MEETING
OF THE ALBERT LEA CITY COUNCIL

City Council Chambers
February 10, 2020 at 7:00 PM

I. CALL TO ORDER AND ROLL CALL

II. PLEDGE OF ALLEGIANCE

III. CEREMONIAL ITEMS
A. Proclamation Supporting Albert Lea Public Library ‘Food For Fines’ Campaign

IV. PUBLIC FORUM

V. CONSENT AND APPROVAL OF AGENDA
A. Approve Minutes Of The January 27, 2020 Regular Council Meeting
B. Approve Minutes Of The January 27, 2020 Work Session
C. Approve Minutes Of The February 1, 2020 City Council Annual Meeting
D. Licenses & Permits (None requested)
E. Resolution Accepting Bids And Awarding Contract For North Water Tower Inspection And Painting (Job 1916)
F. Resolution Approving Replacement of Street Department Motor Grader (Unit 785)
G. Resolution Approving Replacement of Street Department Pickup Truck (Unit 133)
H. Approve Albert Lea Public Library Policy Regarding Adoption Of 1st Amendment Audit

VI. PETITIONS, REQUESTS AND COMMUNICATIONS
A. Presentation Of Flood Mitigation Alternatives For US 65 (East Main Street) – Barr Engineering

VII. UNFINISHED BUSINESS

VIII. NEW BUSINESS
A. Resolution And Public Hearing Ordering Improvement And Preparation Of Plans For The 2020 Neighborhood Improvement Overlay And James Avenue Reconstruction Project (Job 2050)
B. Resolution Approving Purchase of Mini-Rescue Apparatus For Albert Lea Fire Rescue

IX. MAYOR AND COUNCIL REPORTS

X. CITY MANAGER REPORT

XI. APPROVAL OF CLAIMS
A. Resolution Approving Claims
(1). Presentation of Claims Over $25,000

XII. ADJOURNMENT

MEMO

To: Mayor and City Council
From: David Todd, City Manager
Date: February 10, 2020
Re: February 10, 2020 City Council Meeting Report (What’s Behind It)

V. CONSENT AND APPROVAL OF AGENDA
D. Licenses & Permits (None requested.)

E. Resolution Accepting Bids And Awarding Project For North Water Tower Inspection & Painting (Job 1916) – City Engineers and Bolton & Menk, Inc. have reviewed the bids opened Tuesday, February 4, 2020 for the North Tower Inspection & Painting project. The project involves sandblasting and repainting the interior and exterior of the 300,000 gallon elevated storage tank. The work also includes several minor modifications to the tank to improve safety and operations. Eight bids were received. Engineering is recommending the low bid of $489,950 as submitted by Classic Protective Coating Inc. of Menomonie, WI. The Engineer’s estimate was $475,000.00. Staff recommends approval.
See attached resolution and bid memo.

F. Resolution Approving Replacement of Street Dept. Motor Grader (Unit 785) – The attached resolution is for the replacement of a 2005 CAT 143H Motor Grader used by the Street Department for grading alleys and streets, shouldering, and snow removal operations. The unit is CIP item STR-E-20-01 and was budgeted for $300,000. The replacement unit is a 2020 CAT 140 Motor Grader and will be outfitted with a wing to aid in efficient snow removal. The new unit will be purchased through the Minnesota State Bid Contract. The total cost of the new equipment will be $263,800.00. The replaced unit will be traded to the dealer against the price of the new equipment and the trade in allowance is reflected in the price shown above. Staff recommends approval.
See attached resolution.

G. Resolution Approving Replacement of Street Department Pickup Truck (Unit 133) – A resolution is attached to approve replacement of a 2005 F-550 Pick-Up Truck used by the Streets Department for sign installation and maintenance operations. The unit is Capital Improvement item STR-E-20-08 and was budgeted for $70,000. The replacement unit is a 2020 Chevrolet Silverado 3500 and will also have a custom truck bed added to the chassis to allow tool and material storage. The new unit includes a small crane to aid in the installation of sign posts using a pneumatic jack hammer. Both the truck chassis and custom bed will be purchased through the Minnesota State Bid Contract. Total cost of the new equipment will be $70,276.23. The 2005 unit will be sold as surplus equipment using MnBidd, a competitive electronic bid process. Staff recommends approval.
See attached resolution and quotation.

H. Approve Albert Lea Public Library Policy Regarding Adoption of 1st Amendment Audit First Amendment audits are now occurring in Minnesota. Because libraries are legally defined as non-public forums it has been recommended that public libraries adopt policies to protect their patrons. The Albert Lea Public Library has developed a policy and staff guidelines that outline the appropriate response to a 1st Amendment audit. The policy has been developed to protect the privacy of library patrons who are visiting our facility. It is important to remember library data is protected information.
See attached resolution and policy.

VI. PETITIONS, REQUESTS AND COMMUNICATIONS
A. Presentation Of Flood Mitigation Alternatives for US 65 (East Main Street) – Barr Engineering has completed a study of the short term and long term flooding that occurs on US 65 (East Main Street). Barr Engineering will be presenting the results of the study and outlining flood mitigation alternatives for this 1,200 foot section of roadway. MNDOT will also be at the meeting for this presentation.

VIII. NEW BUSINESS
A. Resolution And Public Hearing Ordering Improvement And Preparation of Plans for The 2020 Neighborhood Improvement Overlay And James Avenue Reconstruction Project (Job 2050) – A public hearing is being held for public input on the 2020 Neighborhood Improvement Overlay & James Avenue Reconstruction Project (Job 2050). The proposed project involves the bituminous overlay of streets in various parts of the City and complete reconstruction of the one roadway. The streets are as follows:

Mill and Overlay:
Sunset Street – Lake Chapeau Drive to 127 ft. east of Meadow Lane
Campus Drive – Lake Chapeau Drive to the cul-de-sac
Campus Lane – Campus Drive to Trollwood Drive
Trollwood Drive – Sunset Street to Campus Lane
Meadow Lane – Sunset Street to Sunset Street
Seath Drive – Westwood Drive to C.R. 74
Westwood Drive – Ashley Court to Seath Drive
Hale Drive – Quisley Street to the cul-de-sac
Crystal Drive – Hale Drive to 134 ft. south of Silver Lane
Silver Lane – Crystal Drive to the cul-de-sac
Quisley Street – Crystal Drive to Bridge Avenue
Plaza Street – 292 ft. east of Bridge Avenue to Ekko Ave
Ekko Avenue – Sykes Street to Plaza Street
Frank Hall Drive – South Shore Drive to 7th Street
10th Street – Margaretha Avenue to Halverson Elementary School

Complete Reconstruction:
James Avenue – 8th Street to 7th Street

The project will involve milling the existing bituminous street surfacing for a 6-foot width along each concrete gutter line so the new bituminous layer will match with the level of the concrete gutter. A 2-inch thick layer of bituminous will be laid over the entire width of the street. The project also would involve replacing sections of curb and gutter that have settled and are causing drainage issues. Sidewalk will be replaced where it is damaged or uneven, and causing a tripping hazard. Additionally, all of the sidewalk pedestrian ramps will be replaced to bring them into compliance with current ADA standards. Per the assessment policy, 25% of the costs to replace damaged or displaced sidewalk will be assessed to the abutting properties.

The City costs are for side yard credits, work in the intersections and for work along City-owned property. The Sanitary Sewer Fund costs are for repairs to manholes that will be completed as part of this project and done prior to placement of the overlay. The average age of these streets is 30 years old. Only two of the streets have been overlaid in the past. The last overlay was placed in 1996. Typically Engineering has tried to extend the life of the roadways by performing an overlay between year 20 and 30, and every 15 to 20 years thereafter. The goal is to extend the life of the roadway to an approximately 75 year life. This is the estimated life of the underground utilities. The total centerline footage of the project is approximately 15,363 linear feet (2.91 miles).

Complete Reconstruction – James Avenue
This portion of the proposed project involves the complete reconstruction of James Avenue from 7th Street to 8th Street. This would include replacement of the bituminous surface, curb and gutter, watermain, sanitary sewer and storm sewer.

The underground utilities were installed between 1954 and 1958, while the bituminous surface and curb and gutter were constructed in 1963. The watermain has experienced a large number of breaks in recent years, with the Utilities Department needing to spend more and more time and resources repairing these breaks.

The age and condition of the storm sewer, bituminous surface and curb and gutter warrant reconstruction at this time as well. Engineering is in the process of evaluating the condition of the sanitary sewer to determine if full replacement is warranted, or if this can be sliplined using cured-in-place-pipe methods. For purposes of this report, the higher cost option of complete reconstruction is being presented. New sidewalk is being proposed along the east side of James Avenue.

Assessments
There are 254 properties to be assessed as part of this project (241 properties in the overlay areas and 13 along James Avenue). The overlay area assessments depend on the width of the roadway and range between $22.21 per foot, to $23.85 per foot. The preliminary assessment rate for the work on James Avenue is $131.01 per foot. The preliminary assessment rate for sidewalk replacement for this project is $2.74 per square foot and for the new sidewalk along James Avenue, it is $2.12 per square foot. Following the Assessment Policy, the assessments will be over 10 or 15 years. The interest rate will be based on bonding in 2020. The estimated project cost is $1,619,415.63 and would be paid for with assessments, general obligation bonding money, sanitary sewer funds and water funds. The neighborhood meeting was held January 30, 2020 to discuss the project with the affected residents.
See attached resolution and exhibit.

B. Resolution Approving Purchase of Mini-Rescue Apparatus For Albert Lea Fire Rescue – Albert Lea Fire Rescue is requesting approval to purchase a Mini-Rescue apparatus through the City’s Central Garage Fund. The Mini-Rescue Apparatus is the primary medical response vehicle used to carry technical rescue equipment, and is essential to the department. It was originally scheduled to be purchased in 2022, however, the motor in the apparatus is damaged and unrepairable. The apparatus would be purchased through the Houston-Galveston Area Council (HGAC) or the Minnesota State Bid Process. Both of these programs utilize a structured competitive bidding process. Said purchase will be made at the lowest cost possible and will not exceed $250,000. Staff recommends approval.
See attached resolution.

XI. APPROVAL OF CLAIMS
A. Resolution Approving Claims – The attached resolution directs the Mayor and City Treasurer to issue the payment of Claims as presented in the Detail of Claims report.
See attached resolution and claims report.

(1). Large Claims Over $25,000 – Staff will present and display claims over $25,000 for the public’s viewing, transparency, and education.