City Council Agenda

AGENDA FOR THE REGULAR MEETING OF THE
ALBERT LEA CITY COUNCIL
City Council Chambers
February 11, 2019 at 7:00 PM

I. CALL TO ORDER AND ROLL CALL

II. PLEDGE OF ALLEGIANCE

III. CEREMONIAL ITEMS
A. Presentation of Lifesaving Awards – Albert Lea Fire & Rescue

IV. PUBLIC FORUM

V. CONSENT AND APPROVAL OF AGENDA
A. Approve Minutes Of The January 28, 2018 Regular Council Meeting
B. Approve Minutes Of The January 28, 2018 Work Session
C. Licenses & Permits (None requested)
D. Approve Purchase of Parks Department Wide Area Mower Replacement (Unit No. 575)
E. Approve Purchase of Parks Department Wide Area Mower Replacement (Unit No. 583)
F. Approve Purchase of Parks Department Tractor Replacement (Unit No. 584)
G. Approve Purchase Of Parks Department Mower Replacement (Unit No. 601)
H. Resolution Accepting Feasibility Report and Calling A Public Hearing For March 11, 2019 Regarding Newton Avenue Reconstruction & Concrete Pavement Rehabilitation Project – Pearl Street to 4th Street (Job 1902)
I. Resolution Waiving Blazing Star Trail Joint Powers Board Annual Audit

VI. PETITIONS, REQUESTS AND COMMUNICATIONS

VII. UNFINISHED BUSINESS

VIII. NEW BUSINESS
A. Resolution and Public Hearing Approving Tax Abatement For Certain Property Pursuant to Minn. Stat. 469.1813
B. Ordinance 221,9d Amending Chapter 22, Article XIII, Sec. 22-502 Tree Service License Requirements And Regulations (1st reading)

C. Ordinance 222,9d Establishing Chapter 22, Article XIII, Sec. 22-503 Through 22-506 Regarding Tree Service License Requirements and Regulations (1st reading)
D. Ordinance 223,9d Amending Chapter 22, Article XI, Sec. 22-431 Tobacco License Requirements And Regulations (1st reading)
E. Resolution Awarding Contract For The NW Sewer & Water Project – Phase II Stables Area (Job 1702)

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
Chad M. Adams, City Manager
221 East Clark Street, Albert Lea, MN 56007
(507) 377-4330 – cadams@ci.albertlea.mn.us

To: Mayor and City Council
From: Chad M. Adams, City Manager
Date: February 11, 2019
Re: February 11, 2019 City Council Meeting Report (What’s Behind It)

V. CONSENT AND APPROVAL OF AGENDA
C. Licenses & Permits – No licenses or permits requested.
See attached list.

D. Approve Purchase of Parks Department Wide Area Mower Replacement (Unit No. 575) – The Parks Department has a Year 2014 – 14’ Land Pride All Flex Mower due for replacement (Unit 575). Staff has selected a model that has similar capabilities and capacity as the replaced equipment. The total purchase price on the new equipment is $15,560.45. The replaced unit will be traded in for a value of $5,250. The total price after trade-in will be $10,310.45. This pricing is made available through a cooperative purchasing agreement that yields prices lower than those available to Minnesota State Contract prices (a competitive bidding environment). The Parks Department uses this equipment to assist with mowing 420 acres of parks, athletic fields, public boulevards and other turf areas. The unit is one of two similar units used by the City to maintain these areas. This attachment is paired with a tractor and would be essential to maintenance operations of the parks. Staff recommends approval of the attached quotation.
See attached exhibit.

E. Approve Purchase of Parks Department Wide Area Mower Replacement (Unit No. 583) – The Park Department’s 2014 11’ Land Pride All Flex Mower is due for replacement (Unit 583). Staff has selected a model that has similar capabilities and capacity as the replaced equipment. The total purchase price on the new equipment is $14,826.20. The replaced unit will be traded in for a value of $5,250. The total price after trade-in will be $9,576.20. This pricing is made available through a cooperative purchasing agreement that yields prices lower than those available to Minnesota State Contract prices (a competitive bidding environment). The department uses this equipment to assist with mowing 420 acres of parks, athletic fields, public boulevards and other turf areas. The unit is one of two similar units used by the City to maintain these areas. The attachment is paired with a tractor. This equipment is essential to the maintenance operations of our parks. Staff recommends approval of the attached quotation.
See attached exhibit.

F. Approve Purchase of Parks Department Tractor Replacement (Unit No. 584) The Park Department’s 2008 John Deere 6430R Tractor with flail mower attachment is due for replacement. This is CIP Item PARK-E-19-04 and was budgeted at $100,000. Staff has selected a tractor and mower model that is similar in size and capacity as the unit to be replaced. The tractor will be a 2019 John Deere 6130M. The total purchase price on the new tractor is $94,813.53. The replaced unit will be traded in for a value of $39,000, for a total price of $55,813.53. It will be fitted with a side and rear mower attachment that will stay permanently attached. The mower attachment price is $35,951.00. Both the tractor and mower attachments are on state contract (a competitive bidding environment).

The Parks Department uses this tractor to manage tall grass, brush, small trees and other vegetation in ditch areas, open areas, boulevards, and other property owned by the City. This unit mows the transfer station, Blazing Star Landing and MnDOT right of ways. Some of these areas get mowed several times per season, others get mowed every couple weeks. The overall aesthetic appeal of the community would suffer if this equipment was not at the disposal of the department. If this work wasn’t completed by City staff, it would have to be contracted out. Staff recommends approval of the attached quotation.
See attached exhibit.

G. Approve Purchase of Parks Department Mower Replacement (Unit No. 601) – The Park Department’s 2014 Toro 4010-D is due for replacement (Unit 601). This is CIP Item PAR-E-19-02 and was budgeted at $95,000. Staff has selected an identical new model that has similar capabilities and capacity as the replaced equipment. The total purchase price on the new equipment is $81,675.64. The replaced unit will be listed for sale on MnBidd to maximize the remaining salvage value. If the auction is unsuccessful, it will be traded in for a value of $15,000. The total price after trade-in will be $66,675.64 or less. This pricing is made available through the National Intergovernmental Purchasing Alliance (a competitive bidding process).

The Parks Department uses this equipment to assist with the mowing of 420 acres of parks, athletic fields, public boulevards and other turf areas. The equipment is essential to the maintenance operations of city parks. Staff recommends approval of the attached quotation subject to results of the auction.
See attached exhibit.

H. Resolution Accepting Feasibility Report and Calling A Public Hearing For March 11, 2019 Regarding Newton Avenue Reconstruction & Concrete Pavement Rehabilitation Project, Pearl Street to 4th Street (Job 1902) – This item would accept a feasibility report and call a public improvement hearing for March 25, 2019 for City Job No. 1902. The proposed Newton Avenue Reconstruction & Rehabilitation Project includes the removal of existing pavement, repairs to the existing utility infrastructure, storm drainage improvements, sidewalk replacement, and reconstructing the roadway to meet State Aid/Federal Aid standards from Pearl Street to 2nd Street. Newton Avenue from 2nd Street to 4th Street will undergo Concrete Pavement Rehabilitation (CPR). This process will involve replacing panels of damaged or settled concrete pavement and curb and gutter. Miscellaneous damaged or settled sidewalk will be replaced in this section as well.

The proposed improvements include reconstructing the existing concrete roadways to meet Municipal State Aid Standards. The sidewalk along both sides of the street is proposed to be replaced as part of this project The proposed utility improvements include the replacement of 1,087 feet of watermain, and 1,188 feet of storm sewer. There is a short section of sanitary sewer north of the railroad crossing that no longer has any sewer services connected to it and is proposed to be abandoned. The remaining sanitary sewer from the railroad crossing to 2nd Street was televised by the City Utilities Department and was found to be in relatively good condition given its age. Engineering is proposing to slipline the sanitary sewer using cured-in-place-pipe (CIPP) methods. This process involves pulling a resin-soaked sock through the existing pipe. The sock is then inflated to fill the existing pipe and the resin is heat cured using steam or hot water. This process essentially results in a brand new pipe encased within the existing sewer line. Soil borings performed last fall indicated the possibility of some problem wet soils in the depths where the sanitary sewer is located. Rehabilitating the pipe using CIPP methods will allow us to avoid digging in these soils and should speed the overall construction process.

Engineering is proposing to change the existing street widths along this corridor. From Pearl Street to the railroad crossing, Newton Avenue is currently configured for parallel parking on the west side and diagonal parking on the east side. This configuration does not meet current State Aid standards for street width due to the diagonal parking. Engineering believes parking needs will still be met if the diagonal parking were to switch to parallel parking. Engineering is proposing to narrow this section to 40 feet which will allow for parallel parking on both sides while meeting State Aid standards for street width.

The rest of the reconstruction portion from the railroad crossing to 2nd Street is a 44 ft. wide roadway with parallel parking on both sides. Engineering is proposing to narrow the street to 40 feet. This will meet State Aid standards while maintaining parking on both sides and will save in construction costs while providing a wider boulevard. There is already sidewalk on both sides of the street the entire length of the project, and this is proposed to be replaced.

Engineering evaluated the corridor both for the addition of bike lanes and/or widening one of the sidewalks into a 10-ft wide shared user path. These amenities are not being recommended for a number of reasons. The right-of-way width along the corridor is relatively narrow (66 feet) and would not allow for the street widening needed for bike lanes or the additional width for the shared user path vs. the standard 5-ft wide sidewalk. These amenities would also essentially just stop at Pearl Street with no connectivity to Main Street or the rest of the pedestrian system

This project was initiated through the recognition of the following conditions within the project area:
 Deterioration of the existing concrete pavement including joint deterioration and displacement, and faulting/cracking of the pavement panels.
 Pavement from Pearl Street to the railroad tracks was originally constructed in 1933 and has been overlaid several times.
 Pavement from the railroad tracks to 4th Street was built between 1958 and 1969 (50-61 years ago)
 Existing underground utilities were constructed between 1907 and 1938 and have reached the end of their useful life.
 The sanitary sewer pipe was televised in the fall of 2018 to determine its condition and suitability for possible sliplining. The pipe was found to be in good condition with only a few minor repairs that will be required in order to be able to slipline the pipe.
 The existing sidewalk has numerous problems with deterioration and tripping hazards and is in need of replacement or repair.

While the street will be reconstructed with a concrete surface, assessments will be levied to the benefiting properties based upon constructing the street as a standard residential street width of 33-feet with the City minimum standard of 4 inches of bituminous over 8 inches of aggregate base. The proposed preliminary assessment rate is $129.22 per front foot.

Assessments for the rehabilitation portion will be based on spreading the costs of the rehabilitation evenly along that portion of the project. The proposed assessment rate for this work is $16.51 per front foot. A preliminary assessment roll is attached to this report. The City Council recently amended the Assessment Policy to reduce the assessment rate for sidewalks to 25% of the replacement costs. The proposed assessment rate for the sidewalk is $1.54 per square foot.

There are 34 properties proposed to be assessed as part of this project. A preliminary assessment roll is attached to this report. A summary of the proposed residential assessments is as follows:

Average Assessment: $6,246.80
Median Assessment: $1,086.03
Lowest Assessment: $590.73
Highest Assessment: $39,129.00

Following the assessment policy, the assessments will be over 10 years. The interest rate will be based on bonding in 2019. The estimated project cost is $1,450,323.65 and would be paid for with assessments, Municipal State Aid funds, and water and sewer funds. Staff recommends approval.
See attached resolution and memo.

I. Resolution Waiving Blazing Star Trail Joint Powers Board Annual Audit – The City of Albert Lea and City of Austin have formed a Joint Powers Authority (JPA) entity for the Blazing Star Trail. As part of the JPA, the audit is not warranted. The City of Albert Lea and Austin agree that the audit can be waived for 2018. Staff recommends approval of a resolution waiving the audit.
See attached resolution and memo.

VIII. NEW BUSINESS
A. Resolution and Public Hearing Approving Tax Abatement For Certain Property Pursuant to MINN STAT. 469.1813 – A Public Hearing is being held to consider abatement of property taxes levied by the City on the following properties identified as tax parcel numbers:
Address Parcel Number
1727 Keystone Drive 34-235-0711

Council adopted the Tax Abatement Policy to provide incentives to encourage construction of new owner occupied and rental residential housing units within the City. Persons constructing a single family home, duplex, or multi-family complex that file an application and obtain formal approval from the appropriate local jurisdictions between January 1, 2017 and December 31, 2019 shall be eligible to receive 100% tax abatement of the City’s share of the increased real estate taxes resulting from the newly constructed housing unit for a period of five (5) years. Staff recommends approval to grant tax abatement.
See attached resolution and exhibit.

B. Ordinance 221,9d Amending Chapter 22, Article XIII, Sec. 22-502 Tree Service License Requirements And Regulations (1st reading) – The City is seeking to amend its tree service license requirements and regulations. General requirements for licensing would include all persons and businesses to be registered with the Minnesota Commission of Agriculture, provide a certificate of registration issued by the Commissioner of Agriculture and provide a certificate of public liability insurance for coverage concurrent with the license term. All persons and businesses must comply with complete licensing requirements and regulations as listed in Sec. 22-502 License Requirements & Regulations. Staff recommends approval of the first reading of this ordinance.
See attached draft ordinance.

C. Ordinance 222,9d Establishing Chapter 22, Article XIII, Sec. 22-503 Through 22-506 Regarding Tree Service License Requirements and Regulations (1st reading) – This ordinance addresses requirements and regulations for trees located in the boulevard or on public property in the city. It addresses shade tree pests and disease, damage and trimming trees in the boulevard as well as other violations. Staff recommends approval of the first reading.
See attached draft ordinance.

D. Ordinance 223,9d Amending Chapter 22, Article XI, Sec. 22-431 Tobacco License Requirements And Regulations (1st reading) – At the meeting of January 28th, Council directed staff to draft a first reading of an ordinance for potential consideration of raising the tobacco sales age from 18 to 21 years of age in the City of Albert Lea. The City Council has invited community members to participate in a community dialogue at this and future meetings.
See attached draft ordinance.

E. Resolution Awarding Contract For The NW Sewer & Water Project – Phase II Stables Area (Job 1702) – On September 10, 2018 a Pubic Improvement Hearing for City Job No. 1702 was held and the project was authorized to proceed. This project provides sanitary sewer and water to the Stables area and properties along Country Club Road, as well as accommodates a future extension of the sanitary sewer and watermain north, along CSAH 20, to the West Plaza Area. Roadways being reconstructed as part of this project include Belgrade Drive, North Trail, East Trail, West Trail, Elm Street and Country Club Road. This is an area where, due to small lot sizes, many of the properties have noncompliant septic systems and no way to construct a system that would meet the requirements. There are 52 lots in the Stables area and 10 lots in the Country Club Road area. In addition, there are a few other lots in this area that have requested annexation. Approving the plans and specifications, and ordering advertisement for bids, was approved on September 24, 2018 and bids were opened on November 20, 2018. Council approved Resolution 18-205 accepting those bids on November 26, 2018.

In order to try to reduce the cost of the project, the City of Albert Lea applied for Public Facilities Authority Funding. The City submitted a Preliminary Engineering Report and Facilities Plan for servicing the Stables Area. These plans were approved by the Minnesota Pollution Control Agency and Minnesota Department of Health. The project is now eligible for low interest loans and grants. With the funding now in place, Engineering recommends awarding the low bid of $3,048,901.77 as submitted by Holtmeier Construction Inc. of Mankato, Minnesota. 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.

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

Minnesota state law (Chapter 156 of the Session Laws of 2005) requires that "a city or county with a population of more than 15,000 must annually notify its residents of the positions and base salaries of its three highest-paid employees." For the City of Albert Lea, titles and salaries as of Jan. 1, 2019, are: City Manager, $138,375.12; Director of Public Works/City Engineer $110,780.80; and Director of Public Safety $103,646.40. Date of publication: January 23, 2019.