Packet text, October 11, 2022
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- 10.11.22 Council Agenda Packet packet · 26k chars
- 10.11.22 Council Minutes minutes · 5k chars
Highlighted passages are the agenda items linked from the meeting page.
AGENDA
CITY COUNCIL REGULAR SESSION
October 11, 2022
7:00 PM
I. CALL TO ORDER AND ROLL CALL
II. CITIZEN COMMENTS
III. ADOPT AGENDA
III.A Approval of Minutes and Appointments
Summary Report
9-13-2022 City Council Mtg.doc
III.B Adopt Agenda
Summary Report
10-11-22 Agenda Council Meeting.docx
IV. CONSENT AGENDA
**All items listed with asterisks (**) are considered routine and non-controversial by the
Council and will be approved by one motion. There will be not separate discussion of these
items unless a Council member, City staff or citizen so requests, in which case the item will be
removed from the Consent Agenda and considered in its normal sequence on the agenda.
V. APPROVAL OF MINUTES and APPOINTMENTS
VI. PRESENTATIONS/PUBLIC HEARINGS
RECOGNITIONS/PROCLAMATIONS
VII. ENGINEERING
VII.A 2023 Street Improvements Project Scope
Summary Report
01.1_2023 Street Improvements Scope.pdf
VIII. LEGAL
VIII.A Nuisance Property Violation - 1 Langford Av. update
Summary Report
IX. FINANCIAL
X. OLD BUSINESS
X.A Discussion on future of Depot Park Shelter
Summary Report
DOC081022-001.pdf
XI. NEW BUSINESS
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XI.A Administrative Policy 33 – Electronic Funds Transfer Policy
Summary Report
ADMINPOLICY#33 Electronic Funds Transfers 10-22docx.docx
XI.B Reschedule November Council Meeting
Summary Report
XI.C Schedule Meeting to Canvass 2022 Election Results, November 11-18
Summary Report
XI.D Schedule Budget Work Session to Review Enterprise Funds (Sewer, Storm Sewer,
Liquor Store)
Summary Report
XII. F.Y.I. - Department Updates
XII.A FYI
Summary Report
10-11-22 FYI.pdf
XIII. COUNCIL AND STAFF GENERAL COMMENTS
XIV. ADJOURNMENT
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AGENDA ITEM NO. III.A
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: Agenda
AGENDA SECTION: ADOPT AGENDA
SUBJECT: Approval of Minutes and Appointments
SUGGESTED ACTION:
City Council Meeting Minutes of September 13, 2022.
See attached minutes below.
Appoint Travis Washburn to Part-Time Liquor Store Employee
ATTACHMENTS:
9-13-2022 City Council Mtg.doc
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Pursuant to due call and notice thereof, a City Council Meeting was duly held in the City Council chambers
at 7:00 p.m. on the 13th day of September 2022. The meeting was called to order by Mayor Henke.
The following members were present: Mayor Doug Henke, Council Members Dan Rechtzigel, Kim
Helgeson, and Mary Bailey
Absent: Molly Ryan
Also, present: Administrator Mark Vahlsing, Engineer Derek Olinger, Finance Clerk Kathy Flikke,
Administrative Assistant Holli Gudknecht, Public Works Director Wayne Ehrich, Police Chief Jeff Sjoblom,
County Commissioner Todd Greseth
The meeting opened with the Pledge of Allegiance.
CITIZEN COMMENT
County Commissioner Todd Greseth gave an update on the happenings in the County.
ADOPT AGENDA
Motion by Bailey, second by Henke to approve the agenda.
Motion carried 4-0-0.
CONSENT AGENDA
Motion by Rechtzigel, second by Helgeson to approve the Consent Agenda, which includes payment of
check numbers 74007 through 74126; 4164E through 4212E.
Motion carried 4-0-0.
PRESENTATIONS/PUBLIC HEARINGS/RECOGNITIONS/PROLAMATIONS
ENGINEERING
North Street Drainage Improvements Updates
City Engineer Olinger stated that Decook has completed the North Street Drainage Project.
Approve (Partial) Pay Application 1
Motion by Rechtzigel second by Bailey to approve partial pay application No. 1 to Decook in the amount
of $45,533.55. Motion carried 4-0-0.
Pearl Creek Sanitary Improvement Project
City Engineer Olinger stated that the sanitary sewer mains in the Pearl Creek and Forest Street areas are
both in need of improvements. However, the Pearl Creek sanitary main is the highest priority and should
be ready for bidding in spring of 2023. Forest Street sanitary improvements are currently scheduled for
2025 and 2028.
Final Design Proposal
Motion by Helgeson, second by Bailey to approve Bolton & Menk’s proposal for final design and
bidding services at an estimated cost of $118,135.00. Motion carried 4-0-0.
LEGAL
Nuisance Property Violation – 1 Langford Avenue
Attorney Riggs stated that the process has been started to enforce action against 1 Langford Avenue for cleanup.
Their attorney did respond and was to have a plan submitted by now, but did not follow through. If the plan is not
received by the end of the week, Riggs will proceed with enforcement.
Lot Split and Combination Application – 413 Skogen Dr – Elden
Attorney Riggs stated that Elden and Eileen Ehrich requested approval to split the lot at 413 Skogen Drive into two
halves and then combine each half with the adjacent lots on each side.
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Resolution 2022-20 Authorizing Minor Subdivision and Lot Combination Property at 413 Skogen Drive
Motion by Rechtzigel second by Helgeson to adopt Resolution 2022-20. Motion carried 4-0-0.
OLD BUSINESS
NEW BUSINESS
Resolution 2022-19: Adopting the 2023 Preliminary Budget and Levy
Administrator Vahlsing stated that the proposed budget and levy were reviewed at the Council work session
on September 7. It was decided to set the maximum levy at 6.8%. The preliminary maximum levy
certification resolution must be submitted to Goodhue County by the end of September. The final levy must
be adopted by the end of December. The levy can be lowered between now and the end of the year, but it
cannot be increased.
Motion by Henke second by Rechtzigel to adopt Resolution 2022-19 adopting the 2023 preliminary budget
and levy, which is a maximum of 6.8%. Motion carried 4-0-0.
Motion by Henke second by Helgeson to recommend setting the Truth in Taxation meeting for December 6
at 6:30 pm. Motion carried 4-0-0.
2023 City Hall Roof Replacement
Administrator Vahlsing stated that the roof of City Hall needs to be replaced. It was inspected
after sustaining damage from storms in June and found to be in poor condition. Replacement will
be scheduled for 2023.
Lacey’s Kitchen & Cocktails Liquor License Renewal
Motion by Rechtzigel second by Helgeson to renew Lacey’s Kitchen & Cocktails liquor license
including Sunday and outdoor service area sales. Motion carried 4-0-0.
Wastewater Treatment Plant – Replace Sludge Mixing and Loadout Pump System
Public Works Superintendent Wayne Ehrich explained his request to order a new sludge pump and mixing system to
replace the existing pump. This item is in the 2023 budget, but the cost is $5,000.00 cheaper if ordered now. The
estimated delivery time for the pump is 20 weeks or longer.
Motion by Rechtzigel second by Bailey to approve replacing the sludge pump and mixing system at a cost of
$48,600.00. Motion carried 4-0-0.
Schedule of Upcoming Meetings
KMU Meeting: Monday, September 19th @ 2:00 p.m.
City Council Meeting: Tuesday, October 11 @ 7:00 p.m.
COUNCIL AND STAFF GENERAL COMMENTS
Administrator Vahlsing thanked everyone involved with Rose Fest. The committee did a great job and
attendance was up.
Councilman Rechtzigel commented that a lot of people came to together to make Rose Fest happen.
Motion by Bailey second by Henke to adjourn the meeting at 7:41 p.m.
Motion carried 4-0-0.
_____
Holli Gudknecht, Administrative Assistant Douglas Henke, Mayor
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AGENDA ITEM NO. III.B
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: Agenda
AGENDA SECTION: ADOPT AGENDA
SUBJECT: Adopt Agenda
SUGGESTED ACTION: See October meeting agenda below
ATTACHMENTS:
10-11-22 Agenda Council Meeting.docx
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AGENDA
CITY COUNCIL MEETING
October 11, 2022
Recite Pledge of Allegiance
7:00. I. CALL TO ORDER AND ROLL CALL
II. CITIZEN COMMENTS
III. ADOPT AGENDA
IV. CONSENT AGENDA
** All items listed with asterisks (**) are considered routine and non-controversial by the Council and will
be approved by one motion. There will be no separate discussion of these items unless a Council member,
City staff or citizen so requests, in which case the item will be removed from the Consent Agenda and
considered in its normal sequence on the agenda.
V. **APPROVAL OF MINUTES and APPOINTMENTS
A. City Council Meeting Minutes of September 13, 2022
B. Appoint Travis Washburn and Mitchell Sabotta to Part-Time Liquor Store Employees
VI. PRESENTATIONS/PUBLIC HEARINGS
RECOGNITIONS/PROCLAMATIONS
VII. ENGINEERING
A. 2023 Street Improvement Project Scope
VIII. LEGAL
A. Nuisance Property Violation - 1 Langford Av. update
IX. FINANCIAL
**A. September 2022 Treasurer’s Report
**B. Payment of Claims
X. OLD BUSINESS
A. Future of Depot Park Shelter
XI. NEW BUSINESS
A. Administrative Policy 33 – Electronic Funds Transfer Policy
B. Reschedule November Council Meeting
C. Schedule Meeting to Canvass 2022 Election Results, November 11-18
D. Schedule Budget Work Session to Review Enterprise Funds (Sewer, Storm Sewer,
Liquor Store)
XII. OTHER BUSINESS
A. Schedule of Upcoming Meetings
1. KMU Meeting: Tuesday, October 18th @ 2:00 p.m.
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1. City Council Meeting: Tuesday, November TBD @ 7 p.m.
2. Township Fire Contract Meeting: Tuesday, December 6th @ 6 p.m.
3. 2023 Budget & Levy Public Meeting: Tuesday, December 6th @ 6:30 p.m.
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XIII. COUNCIL AND STAFF GENERAL COMMENTS
XIV. ADJOURNMENT
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AGENDA ITEM NO.
VII.A
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Engineering
ITEM TYPE: Engineering
AGENDA SECTION: ENGINEERING
SUBJECT: 2023 Street Improvements Project Scope
SUGGESTED ACTION: The City Engineer and Public Works director have prepared a scope
recommendation for the 2023 street improvement project. The
proposed project would consist of asphalt repairs and overlays to
selected streets. The streets selected are at the mid-point of their
overall service life. The proposed project will not address streets that
are already in poor condition and in need of more significant repairs.
Further information is contained in the memo from the City Engineer
attached below.
The City Engineer is seeking Council approval to proceed with the
2023 street improvement project. He will have a proposal for the
required engineering services at an upcoming meeting for Council
approval.
MOTION NEEDED
ATTACHMENTS:
01.1_2023 Street Improvements Scope.pdf
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2023 Street Improvements Project Scope
During the August 30th Special Meeting, council directed the City Engineer and Public Works director to prepare a scope
recommendation for the 2023 street improvement project, which will consist of asphalt repairs and overlays to various
streets throughout town. The purpose of these improvements is to preserve and improve streets at the mid-point of their
overall service life. This project will not address streets that are already in poor condition and in need of more significant
repairs.
Derek and Wayne reviewed the applicable streets in the infrastructure management plan in late September. We also met
with a local paving contractor to discuss improvement options and projected pricing. The streets recommended for
inclusion in the upcoming project and estimated costs are listed below.
ESTIMATED
CONTRACT STREET SCOPE COST*
BULLIS (1ST - 2ND)
WASHINGTON (2ND - 3RD)
WASHINGTON (4TH - 5TH) MILL & OVERLAY W/
BASE PROJECT $ 499,900.00
8TH (BULLIS - FOREST) PATCHING
7TH (6TH - WASHINGTON)
7TH (WASHINGTON - SPRING)
ADD ALTERNATE 1 STATE (7TH - 8TH) RECLAIM / MILL & REPAVE $ 76,800.00
ADD ALTERNATE 2 WASHINGTON (7TH - 8TH) RECLAIM / MILL & REPAVE $ 67,800.00
**Note: CIP budget for project is ~$515,000
As we understand from contractor discussions, asphalt pricing is projected to be higher than previously estimated. For this
reason, we are recommending that two streets (State St and Washington St in the SEMCRA/ Countryside Meadow
Development) be included as “add alternates”. The remainder of the project will be bid normally. The use of add
alternates will allow the city to easily remove portions of the work if bid pricing is consistent or higher than we’re
currently projecting and spend consistent with the amounts planned in the street capital improvement plan.
It should also be noted that that both State and Washington Streets have deteriorated significantly since pavement ratings
were last completed in 2020. To address the current needs of these streets, work would include the complete removal of
pavement, partial regrading and repaving. With the exception of some partial full depth replacements, the remainder of
streets in the project would be milled along the edge of the road, then overlaid with 2 inches of new pavement.
A map of the project area is included on the next page
Requested Action:
Motion directing the city engineer to proceed with the project as described above.**
** Note: If approved, Bolton & Menk will return at a later meeting with a proposal for engineering services
required to prepare plans.
H:\KENYON_CI_MN\_General\Council Meetings\2022\10 - October 2022\01.1_2023 Street Improvements Scope.docx
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Page: 2
2023 Street Improvement Map
WASHINGTON
7TH ST
WASHINGTON
7TH ST
STATE ST
8TH ST
ADD ALTERNATES
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AGENDA ITEM NO.
VIII.A
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: Legal
AGENDA SECTION: LEGAL
SUBJECT: Nuisance Property Violation - 1 Langford Av. update
SUGGESTED ACTION: The city attorney will provide an update on the clean-up enforcement
action against 1 Langford Av.
ATTACHMENTS:
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AGENDA ITEM NO. X.A
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Public Works
ITEM TYPE: Old Business
AGENDA SECTION: OLD BUSINESS
SUBJECT: Discussion on future of Depot Park Shelter
SUGGESTED ACTION: Public Works Superintendent Wayne Ehrich, and the Park Board
have discussed needed improvements to the Depot Park Shelter. In
the short term the current shelter building needs updates to several
areas including flooring bathrooms and windows. The Park Board
has also discussed the concept of constructing a new shelter building
in Depot Park. This is being discussed as a possible future project.
Attached are some concepts for a new shelter building. The existing
depot shelter could also be renovated. Cost estimates have not been
determined. We are seeking a consensus from the Council on the
future direction for either retaining and improving the existing depot
or constructing a new shelter. Whichever direction is selected by the
Council can be added to 2023 next strategic plan.
ATTACHMENTS:
DOC081022-001.pdf
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AGENDA ITEM NO. XI.A
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Finance
ITEM TYPE: Agenda
AGENDA SECTION: NEW BUSINESS
SUBJECT: Administrative Policy 33 – Electronic Funds Transfer Policy
SUGGESTED ACTION: One of the findings of the 2021 audit was for the City to adopt a
Electronic Fund Transfer Policy. This policy would govern how the
City conducts electronic payments including ACH, Wire Transfers,
and other electronic payment types. A copy of the proposed policy is
attached.
ATTACHMENTS:
ADMINPOLICY#33 Electronic Funds Transfers 10-22docx.docx
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CITY OF KENYON
ADMINISTRATIVE POLICY 33
ELECTRONIC FUNDS TRANSFER POLICY
I. Definition
Electronic payments are financial transactions that are initiated through the use of
computer terminals, online banking automated phone systems or other methods of
electronic funds transfer in effort to reduce cost and improve security and efficiency.
II. Purpose
The purpose of this policy is to provide guidance in which the City of Kenyon (City)
may make electronic funds transfers.
III. Policy
It is the policy of the City to abide by Minnesota Statutes § 471.38, subds. 3 and 3a and
124E.16, subd. 1 when making electronic funds transfers.
IV. Transfers Allowed for Certain Purposes
The City may make an electronic funds transfer for the following:
1. For a claim for a payment from an imprest payroll bank account or investment of
excess money.
2. For a payment of tax or aid anticipation certificates.
3. For a payment of contributions to pension or retirement funds; and
4. For vendor payments.
5. For payment of bond principal, bond interest, and a fiscal agent service charge from
the debt redemption fund.
V. Policy Controls
The City will only make payments via electronic funds if the following policy controls
are met:
1. The City Council delegates authority to make electronic fund transfers to the City
Administrator or their designee.
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2. The disbursing bank must keep on file a certified copy of the delegation of
authority.
3. The initiator of the electronic transfer must be identified.
4. The initiator must document the request and obtain an approval from the City
Administrator or their designee before initiating the transfer.
5. A written confirmation of the transaction within one business day
6. A list of all transactions made by electronic funds transfer must be submitted to the
City Council at the next regular meeting after the transaction.
VI. Delegation of Authority
The City Administrator is responsible for electronic funds transfers and activities under
the direction of this policy. The City Administrator may delegate certain duties to
appropriate staff but shall remain responsible for the operation of electronic fund
transfers.
Adopted by the City Council October 11, 2022
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AGENDA ITEM NO. XI.B
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: New Business
AGENDA SECTION: NEW BUSINESS
SUBJECT: Reschedule November Council Meeting
SUGGESTED ACTION: Due to the General Election the November Council meeting will need
to be rescheduled. Since the election results will need to be
canvassed on after November 11th the meeting should be held the
week of the 14th. (Just a side note but I will be out of the Country
Nov. 10-19).
ATTACHMENTS:
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AGENDA ITEM NO. XI.C
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: New Business
AGENDA SECTION: NEW BUSINESS
SUBJECT: Schedule Meeting to Canvass 2022 Election Results, November
11-18
SUGGESTED ACTION: The Council needs to canvass (certify) the election results sometime
between November 11 and 18. The election results could be certified
during the rescheduled November Council meeting.
ATTACHMENTS:
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AGENDA ITEM NO. XI.D
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: New Business
AGENDA SECTION: NEW BUSINESS
SUBJECT: Schedule Budget Work Session to Review Enterprise Funds
(Sewer, Storm Sewer, Liquor Store)
SUGGESTED ACTION: A budget work session needs to be scheduled to review the enterprise
funds including Sewer, Storm sewer, and the Muni. I am
recommending the week of October 24.
ATTACHMENTS:
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AGENDA ITEM NO.
XII.A
Agenda Item Summary
CITY COUNCIL AGENDA ITEM REPORT
DATE: October 11, 2022
SUBMITTED BY: Holli Gudknecht, Administration
ITEM TYPE: Miscellaneous
AGENDA SECTION: F.Y.I. - Department Updates
SUBJECT: FYI
SUGGESTED ACTION: Monthly Department updates are attached below.
ATTACHMENTS:
10-11-22 FYI.pdf
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