City Council Agenda

AGENDA FOR THE REGULAR MEETING
OF THE ALBERT LEA CITY COUNCIL

City Council Chambers
January 13, 2020 at 7:00 PM

I. CALL TO ORDER AND ROLL CALL

II. PLEDGE OF ALLEGIANCE

III. CEREMONIAL ITEMS

A. Mayoral Proclamation Declaring National Mentoring Month
B. Water Fluoridation Quality Award
C. International City/County Management Association (ICMA) Voice of the People “Transformation in Mobility” Winner

IV. PUBLIC FORUM

V. CONSENT AND APPROVAL OF AGENDA

A. Approve Minutes Of The December 19, 2019 Regular Council Meeting
B. Resolution Establishing 2020 Appointments And Designations
C. Resolution Naming Official Newspaper For 2020
D. Resolution Designating Depositories Of City Funds-Signatories-Wire Transfers
E. Resolution Accepting Minnesota Historic Preservation Certified Local Government Grant
F. Resolution Granting A Variance To Structure Setbacks
G. Resolution Accepting Feasibility Report and Calling A Public hearing For 7:00 PM, February 10, 2020 for the 2020 Neighborhood Improvement Project (Job 2050)
H. Resolution Requesting Relocation of Dynamic Sign Installations on Highway 69 and Highway 13
I. Resolution Approving Agreement For Professional Engineering Services For Design, Bidding And Construction Management Services For Demolition And Replacement Of The Central Water Tower With Bolton and Menk, Inc. (Job 2055)
J. Resolution Approving State of Minnesota Joint Powers Agreements With The City of Albert Lea On Behalf Of Its City Attorney and Police Department
K. Resolution Approving Replacement Of Street Department Sander
L. Resolution Approving Non-Union Employee Salaries For 2020
M. Council Letter of Support From The Albert Lea City Council Regarding City Clerk Daphney Maras Application For The Position of Region VI Director Of The Municipal Clerks And Finance Officers Association of Minnesota (MCFOA)

VI. PETITIONS, REQUESTS AND COMMUNICATIONS

VII. UNFINISHED BUSINESS

VIII. NEW BUSINESS

A. Resolution Of Bancroft Township And The City Of Albert Lea Designating An Unincorporated Area As In Need Of Orderly Annexation And Conferring Jurisdiction Over Said Area To The Municipal Boundary Adjustments Office Of The Office Of Administrative Hearings Pursuant To Minn. Stat. § 414.0325
B. Ordinance 228,22d Amending The Zoning And Land Use Map For Property Annexed From Bancroft Township (1st reading)
C. Resolution Permitting An Agreement For Loan of City of Albert Lea Economic Development Revolving Fund And Economic Development Loan Fund With Infinite Recycled Technologies LLC

IX. MAYOR AND COUNCIL REPORTS

X. CITY MANAGER REPORT

XI. APPROVAL OF CLAIMS

A. Resolution Approving Contract With Councilmember Al D. Brooks
B. Resolution Approving Claims
(1). Presentation of Claims Over $25,000

XII. ADJOURNMENT

MEMO

To: Mayor and City Council
From: David Todd, City Manager
Date: January 13, 2020
Re: January 13, 2020 City Council Meeting Report (What’s Behind It)

V. CONSENT AND APPROVAL OF AGENDA

B. Resolution Establishing 2020 Appointments and Designations – The City Charter, Section 2-182 – 2-189, identifies that the City of Albert Lea establishes annual appointments and designations. Staff has consolidated the list of appointments and designations into one document rather than approving each by resolution. Staff recommends approval.
See attached resolution w/ exhibit.

C. Resolution Naming Official Newspaper For 2020 – The City Charter, Section 12.01, identifies that the City Council must annually designate a legal newspaper of general circulation with the City as the official newspaper. The attached resolution would identify the Albert Lea Tribune as the City’s designated legal newspaper for matters required by law to be published. Staff recommends approval.
See attached resolution.

D. Resolution Designating Depositories Of City Funds-Signatories-Wire Transfers – The City Charter, Section 2-501 – 2-502, identifies that the City Council has the power and authority to designate at the beginning of each term of the council, the legal depositories of the city and shall require each depository to assign securities to the city to secure the deposits of the city. The attached resolution identifies that US Bank of Albert Lea, Stifel and the Minnesota Municipal Money Market Fund (4M Fund) are hereby designated as depositories for City funds. The resolution also states that the transfer or withdrawal of funds requires the signatures of at least two of the four people identified in the resolution. Staff recommends approval.
See attached resolution.
E. Resolution Accepting Minnesota Historic Preservation Certified Local Government Grant – In March of 2019 City staff submitted a State Historical Preservation Office (SHPO) application for a Certified Local Government (CLG) grant in the amount of $10,000 to draft a Historic Preservation Chapter to be combined with the Comprehensive Plan Update (completed at a later date). In July of 2019 the City of Albert Lea was awarded that grant. Since that time, staff drafted and distributed an RFP to nine preservation specialist firms that were provided by the Minnesota Historical Society. Of those nine, two firms submitted a proposal. The Heritage Preservation Commission reviewed both proposals and has recommended approving of the proposal from New History in the amount of $14,000.
See attached resolution.

F. Resolution Granting A Variance To Structure Setbacks – The Board of Zoning Appeals met on December 13, 2019 to conduct a public hearing to consider a variance request from Rebecca & Dave McPherson, 511 Wedgemore Drive. The applicants have proposed a 276 sq. ft. accessory structure which will not meet rear yard (alley) setback requirements. The Board of Appeals found that the lot size and triangle shape create a practical difficulty not caused by the property owner and recommend approval. Staff recommends approval
See attached resolution.

G. Resolution Accepting Feasibility Report And Calling A Public Hearing For 7:00 PM, February 10, 2020 for the 2020 Neighborhood Improvement Project (Job 2050) – This item would accept a feasibility report and call a public improvement hearing for February 10, 2020 for City Job No. 2050, the 2020 Neighborhood Improvement Overlay & James Avenue Reconstruction Project. 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 would also 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 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 ft. to $23.85 per ft. 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 is tentatively scheduled for January 30, 2020.
See attached resolution.

H. Resolution Requesting Relocation of Dynamic Sign Installations on Highway 69 and Highway 13 – MNDOT is proposing to change both the speed and location of speed postings on TH-69 and Highway 13. This resolution is requesting approval from MNDOT to relocate the dynamic speed signs to the new posted locations. The proposed locations are southbound on TH-13 just north of Sunset Street, and northbound on TH-69 just south of West 9th Street. The attached resolution is a request to the Minnesota Department of Transportation to allow the relocation of the dynamic speed signs in the MNDOT right-of-way.
See attached resolution.

I. Resolution Approving Agreement for Professional Engineering Services For Design, Bidding and Construction Management Services for Demolition and Replacement Of The Central Water Tower with Bolton and Menk, Inc. (Job 2055) In 2018, the City of Albert Lea solicited proposals for engineering services for the East Side Chlorination and Pumping & Storage Evaluation. This project included an evaluation of the need for a new well, water treatment plant and water tower following the demolition of the Central Water Tower. From this study it was determined that a replacement 1 million gallon water tower was needed. The professional engineering services agreement is for design, bidding and construction management services for demolition and replacement of the existing central tank. The work will include the placement and type of tank. Staff is recommending hiring Bolton & Menk, Inc. for a fee of $189,200.00 to perform this work. Staff is also seeking authorization from the City Manager or Mayor to approve the service agreement with Bolton and Menk Inc. Staff recommends approval of the resolution.
See attached resolution.

J. Resolution Approving State of Minnesota Joint Powers Agreements with the City of Albert Lea On Behalf Of Its City Attorney and Police Department – The City of Albert Lea, on behalf of its Prosecuting Attorney and Police Department, shall enter into Joint Powers Agreements with the State of Minnesota, Department of Public Safety and Bureau of Criminal Apprehension to use systems and tools available over the State’s criminal justice data communications network for which the City is eligible. The Joint Powers Agreements further provides the City with the ability to add, modify and delete connectivity, systems and tools over the five year life of the agreement. Staff recommends approval.
See attached resolution and exhibits.

K. Resolution Approving Replacement Of Street Department Sander – This item is for the replacement of a 2011 Boss Snow Ex Sander that is used in the back of a Street Department Pickup. It is used to spread chips in alleys, sand/salt mix on streets and parking lots, and sometimes straight salt. This item is CIP STR-E-20-04. The cost of the new unit is $5,896.02. The budgeted amount of $16,000 includes the replacement of two sander units. At this time the Street Department is only prepared to proceed with one replacement. A new model has promised better performance. Once satisfied with the new unit’s performance, a replacement for the second unit will be requested. The unit being replaced will be sold using a competitive electronic bidding environment such as MnBidd. Staff recommends approval.
See attached resolution and exhibit.

L. Resolution Approving Non-Union Employee Salaries For 2020 – The City is in the process of having a compensation and classification study completed. Since the study has not been completed in the timeframe anticipated, the City would like to increase the non-union employees’ wage scale by 2.00% effective January 1, 2020. Staff recommends approval.
See attached resolution.

M. Council Letter of Support From The Albert Lea City Council Regarding City Clerk Daphney Maras Application For The Position of Region VI Director Of The Municipal Clerks And Finance Officers Association of Minnesota (MCFOA) – The attached letter states support for City Clerk Daphney Maras to apply for the position as Region IV Region Director for the Minnesota Municipal Clerks and Finance Officer (MCFOA) organization. Council is aware of the discipline required to fulfill this position and believes she is able to make the commitment needed for success.
See attached letter of support.

VIII. NEW BUSINESS

A. Resolution Of Bancroft Township And The City Of Albert Lea Designating An Unincorporated Area As In Need Of Orderly Annexation And Conferring Jurisdiction Over Said Area To The Municipal Boundary Adjustments Office Of The Office Of Administrative Hearings Pursuant To Minn. Stat. § 414.0325 – Freeborn Mower Electric Cooperative petitioned the City for annexation and connection to City sewer and water of its property located in Bancroft Township. Construction on the property is set to commence spring 2020. A joint Resolution has been prepared setting forth the terms and conditions for annexation and an ordinance has been prepared zoning certain properties I-1. Staff recommends the annexation and zoning of the properties.

B. Ordinance 228,22d Amending Zoning and land Use Map For Property Annexed From Albert Lea Township (1st Reading) – This is the first reading of the ordinance amending the Zoning map for property being annexed from Bancroft Township. Staff recommends approval.
See attached ordinance.

C. Resolution Permitting An Agreement For Loan of City of Albert Lea Economic Development Revolving Fund And Economic Development Loan Fund With Infinite Recycled Technologies LLC – The City has an Economic Development Revolving Fund and Economic Development Loan Fund. The funds are used, among other things, to create and retain good jobs, leverage private investment and increase the local tax base. The City seeks to enter into an Agreement with Infinite Recycled Technologies LLC, contingent upon the project meeting criteria for funding, for:
1. The Economic Development Revolving Fund permanent loan for $100,000 for a term of seven (7) years at three (3%) percent interest per annum; and
2. The Economic Development Loan Fund forgivable loan for $25,000 to create and retain fifteen (15) jobs until June 1, 2025. If the fifteen (15) jobs are created and retained through June 1, 2025, this loan is forgiven. Failure to create and retain the fifteen (15) jobs through June 1, 2025 will require the loan to be paid in full.
Staff supports approval.
See attached resolution.

XI. APPROVAL OF CLAIMS

A. Resolution Approving Contract With Councilmember Al D. Brooks – The attached resolution directs the Mayor and City Clerk to make payment in the amount of $80.12 on behalf of the City for a claim from Brooks Safety Equipment and to issue payment for filing the affidavit of official interest by the interested official, Councilor Brooks.
See attached resolution.

B. 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.