The Melrose City Council met in a Regular Meeting on Thursday, July 19, 2018 at 6:00 p.m. at the Melrose City Center pursuant to due notice being given thereof. Present were Council Members Dick Christenson, Tony Klasen, Justin Frieler, and Mayor Joe Finken, City Administrator Michael Brethorst, and City Clerk Patti Haase. Council Member Josh Thieschafer was absent. Mayor Finken presided thereat.
The Council then recited the Pledge of Allegiance.
A motion was made by Mr. Frieler, seconded by Mr. Klasen and unanimously carried to approve the agenda as amended.
Mayor Finken then opened the floor to public comment. There were no comments.
The following items were considered for approval under the Consent Agenda:
a. The minutes from the April 19 Special Joint Meeting with MADA and the June 21 Regular Meeting.
b. list of bills in the amount of $597,592.89.
c. list of investments for the month of June.
d. Streets/Parks Worker Keith Dobmeier’s will complete three years of service with the City on August 10. Streets/Parks Supervisor Gary Middendorf has conducted Mr. Dobmeier’s review and it is favorable; therefore, recommends he receive a step increase from Step 5 to Step 6.
e. Office Assistant III Felicia Fruth will complete one year of service with the City on July 18. Police Chief Maus has conducted Ms. Fruth’s review and it is favorable; therefore, recommends she receive a step increase from Step 2 to Step 3.
f. Donation Resolutions:
1) Resolution No. 2018-31, donation from the various sponsors and contributors towards the City of Melrose Parks and Recreations Capital Fund from the Golf Scramble Fundraising Event.
2) Resolution No. 2018-32, donation in the amount of $35 from the New Munich Jaycees to the Melrose Area Chamber of Commerce Beautification Project.
g. Gambling Resolutions:
1) Resolution No. 2018-33, Resolution Approving Gambling License to St. Mary’s Church for an exemption from lawful gambling license to conduct a bingo and a raffle on October 28, 2018, St. Mary’s School at 320 5th Ave SE in Melrose.
h. Fire Chief Tom Budde is requesting Council approval to hire Anthony Santana and Andrew Bergstom. Hiring of Mr. Santana and Mr. Bergstom are contingent upon successful background investigations and passing pre-employment physicals.
A motion was made by Mr. Christenson, seconded by Mr. Frieler and unanimously carried to approve the Consent Agenda items.
Police Chief Craig Maus presented the Police Department’s June report. He noted there were 463 calls for service during that month, compared to 296 for June 2017. A total of 31 citations were written for the month of June. The year-to-date number of calls is 2,589 compared to 1,660 in 2017. For the month of June 2018, the Department received 30 agency assist calls. Abatement issues will be due next week. As of today, July 19, neither party has addressed their issues. Chief Maus reminded the public that Tuesday, August 7 is Night to Unite. The event will be held at the Sauk River Park. Hotdogs and chips will be served, sponsored by Freeport State Bank.
Development Director Lisa Atkinson reported on the Planning and Zoning Commission’s July 2 Regular Meeting:
• Casey’s Preliminary and Final Plats have been recommended for approval by the Commission with one revision at the meeting regarding landscaping that has been shown on their revised landscape plan and will be reviewed by the City Council.
• Ordinances continued or tabled from the June meeting were discussed and the portable storage and mixed-use ordinances were recommended for approval by the Commission.
• Preliminary and Final Plat – Melrose Casey’s Addition
1. Extensive comments and conditions were noted in the staff report. The applicants have revised their plans to meet the majority of the plan change requests. Anything that is not met will be a condition of approval of the resolution.
2. A Development Agreement is required by Subdivision Code. Staff prepared a less cumbersome Letter of Understanding in lieu of the Development Agreement. Signing of this document is a condition of approval.
• Fence Ordinance. Fence ordinance allowing 0 foot setback when meeting specific criteria. The proposed ordinance revisions were verified after the last Council meeting and it is recommended for approval on the July Council agenda.
• Mixed Use C-5 Ordinance and associated mixed use ordinance revisions. The Mixed Use Ordinance amendment will allow parcels near the downtown to be rezoned to be C-5, Downtown Mixed Use which would allow residential on the first floor, although primarily not facing public right-of-way. Other than this change and an additional five feet in maximum height, the ordinance is very similar to C-1, Commercial Downtown. Staff recommends approval of this ordinance amendment.
• Portable/Temporary Storage Units. The temporary storage ordinance has been extensively revised. Staff provided a detailed overview of the revisions in your packet. Generally, the proposed ordinance allows smaller POD type structures for residential, semi-trailer type containers without wheels for medical and public zoning districts, and semi-trailers for commercial and industrial uses. The quantity, location and length of time allowed have been revised and are detailed in the chart in the draft ordinance.
• Coborn’s Rezoning. Coborn’s Grocery Store would like to add additional parking. Fourteen additional parking spaces are proposed. The new parking area is located on land zoned R-1 and requires rezoning.
• Sign Ordinance. Postponed from June and will be reviewed at the August Planning and Zoning Commission meeting.
• City Billboards. MADA met on July 12, 2018 to discuss. One billboard is proposed to have graphics related to the City, one related to the school district, and one related to energy efficiency as it will be partly paid for by Missouri River Energy Services.
• St. Mary’s Church has requested a pre-application meeting with staff to learn about the City’s application process.
• Duane Kemper is looking to add some additional land to his property on the rear/west of his parcel. He also wants to add a small outlot on the southeast corner of his lot to his parcel. This will be done through platting.
• Proliant Dairy is looking to add a conference room on the south side of their property. Staff is awaiting receipt of an anticipated the minor lot line adjustment application.
• Burger King has been doing background work related to cleaning and repairing their site related to the sewer line break. Their structural engineer has confirmed with Burger King that the building is structurally sound. Burger King has informed staff that they plan to do a full-store remodel during the time that they are closed. Staff is glad they are continuing to move forward with the efforts and look forward to receiving the plans for a new store.
City Attorney Scott Dymoke was not in attendance. Mr. Dymoke’s report was entered into record. During the period from June 13, 2018 through July 11, 2018, significant attention has been given to the following projects on behalf of the City of Melrose:
• Charter Cable Franchise: Reviewed proposed franchise renewal agreement and discussed potential amendments to cable franchise ordinance with City Administrator and Charter representatives.
• 5th Avenue SE: Reviewed property records and prepared opinion regarding nature of Melrose’s right of way easement in 5th Avenue SE.
• Data Practices: Reviewed data practices request and advised City staff as to response.
• Zoning Ordinance: Reviewed drafts of amendments revising fence regulations and creating a C-5 district and storage unit regulations. Prepared and forwarded comments to City staff.
Mayor Finken stated that staff has reviewed the Melrose Casey’s Addition Preliminary and Final Plat and related documents. The Planning and Zoning Commission report fully documents the site details and the issues that needed to be resolved as of the Commission meeting. The majority of the plan revisions requested have been completed. Mike Nielson, City Engineer, has revised his 06/14/18 comments with a memo dated 07/11/18. Stearns County Highway Department has reviewed the plat and their letter, dated 6-14-18 outlines their requirements and conditions. They are requiring their letter be recorded with the County due to their restricted access requirement, which the applicants are also depicting on their plat. Staff has drafted a resolution for City Council approval that attaches all relevant memos and plat/plan sheets. It also has an attachment labeled “Letter of Understanding” which the City is accepting in lieu of a more lengthier Development Agreement, required by the Subdivision Code. Staff has not revised the earlier Planning Commission Staff Report (07/09/18), due to the late submission of revisions by the applicant. However, in an effort to keep the project moving forward through the review process and still make sure that everything is consistent with the intended process, staff has added the following condition to the resolution, “All relevant requirements and comments noted in the Planning Commission 07/02/18 Staff Report, the City Council 07/19/18 staff report, the 07/11/18 memo from Mike Nielson of WSB (an update from the earlier 06/15/18 WSB memo), and the 06/14/2018 Stearns County Highway Department Letter shall be complied with, even if they are not specifically noted in this Resolution.” The only changes that were made to the Planning Commission Staff Report were to modify the language regarding the landscaping that was requested by the Planning and Zoning Commission and also to add a note about requiring a Letter of Understanding in lieu of a Development Agreement. We do acknowledge and appreciate that most of the requested plan revisions were made by the applicant. Staff feels comfortable recommending the project be approved subject to the conditions noted in the resolution.
Council Member Christenson introduced Resolution No. 2018-34, Resolution Approving Case No. Pp-5-2018-2004 And Fp-5-2018-2005 Preliminary and Final Plat Requested By Casey’s Retail Company, subject to conditions noted therein, including but not limited to signing of the Letter of Understanding in Lieu of requiring a more formal Development Agreement. The motion was seconded by Mr. Frieler with a roll call vote recorded as follows: FOR: Council Member Christenson, Frieler, Klasen and Mayor Finken. AGAINST: None. ABSENT: Council Member Thieschafer
Mayor Finken stated that the City of Melrose has been awarded the Minnesota Department of Employment and Economic Development Small Cities Development Program for an owner-occupied and commercial rehabilitation program. The Central Minnesota Housing Partnership, Inc. (CMHP) drafted the application on behalf of the City. The CMHP wrote the grant allowing to use funds within the grant to administer the program. As per the contract provided, CMHP will perform all work associated to the grant and provide templates as needed to support the various requirements for the grant.
A motion was made by Mr. Frieler, seconded by Mr. Klasen and unanimously carried approving the contract with CMHP to perform all work associated with grant administration. Small Cities Development Program (SCDP) Policies. To become eligible to receive funds under the SCDP, the City must adopt the following policies:
1. Drug-Free Work Place
2. Income Re-Use Plan Melrose
3. Residential Anti-displacement
4. Fair Housing Plan
5. Prohibition of Excessive Force Policy
6. Section 3 Plan
A review of the policies to those of the City’s current practice has been completed. The City has already adopted the policy or is actively practicing it without policy. The only exception to this is the Section 3 Plan. It states that under a HUD program, the City must attempt to recruit low income residents. The City of Melrose complies with this through the operation of the Melrose HRA and Rose View Manor. The City also contracts with Tri-Cap for bussing services; however, the City does not maintain a list of Section 3 businesses for HUD-funded programs. Efforts will be made with the guidance of CMHP to ensure we develop a list of possible contractors. The funding for the CMHP administration of this program will come from the grant itself. Administration costs are eligible costs. Due to the complexity and amount of time required to administer the program, the assistance of CMHP is required. Ed Zimney from CMHP was in attendance to discuss the policies and answer any questions.
A motion was made by Mr. Frieler, seconded by Mr. Klasen and unanimously carried adopting the Small Cities Development Program Policies listed below:
1. Drug-Free Work Place
2. Income Re-Use Plan Melrose
3. Residential Anti-displacement
4. Fair Housing Plan
5. Prohibition of Excessive Force Policy
6. Section 3 Plan
Mayor Finken stated that there are a variety of sections that are amended, because the addition of a new zoning district affects lots of areas of the zoning code. Each of these changes, some of which are fairly minor, are called out with an underline indicating the addition of new text or struck text indicating the proposed removal of text. An effort was made to allow this zoning district to be very similar to the C-1 zoning district.
• The height for C-5 was increased allowing a 45-foot maximum height. The C-1 has a maximum height of 40 feet.
• Zero foot setbacks are proposed similar to the C-1 zoning district. However, 10% of the lot is required to be landscaped, which balances out the zero setback somewhat while giving increased flexibility to the developer and the City regarding where the landscape areas are best suited for each site.
• Maximum structure coverage is 90 percent.
• The Wind Energy section of the code does not seem very relevant for this zoning district, but we should identify the requirements that pertain to each zoning district.
• No off-street loading area is proposed to be required at this time.
Prior to drafting the C-5 ordinance, at their May 7, 2018 meeting, the Planning and Zoning Commission held a public hearing and considered an ordinance amendment that proposed to amend and modify the existing C-1, Commercial Downtown zoning district to allow first floor apartments. The Commission felt uncomfortable making that change apply to the entire downtown area and stated a preference to see a new zoning district (C-5) created that would allow first floor apartments with downtown setbacks and regulations. The C-5 public hearing notice was published for a public hearing and held at the June 4, 2018 meeting regarding consideration and adoption of the attached mixed use (C-5) zoning ordinance. At the June 4, 2018 meeting, instead of recommending the Ordinance to the City Council, the Planning and Zoning Commission directed staff to obtain information for store front parking, handicap parking, and residential parking in a mixed-use district.After the meeting, staff reviewed the current parking ordinance along with the ordinances of other communities regarding mixed uses and found that the City’s current parking ordinance gives sufficient parking for mixed uses, including the following:
“Proof of Parking” allows banking of up to 25% of the parking requirements through the site plan review process, which allows the parking spaces to be designated on the site plan but not to be constructed or used for anything else in case additional parking is needed until the site plan is amended with the City.
• “Joint Parking Facilities” allows a reduction of the total number of spaces when the peak use times differ for mixed uses in a project requiring fewer parking spaces overall. However, it does not allow reduction beyond the minimum number of parking spaces for the use which requires the most parking. If it was a commercial/housing set of uses, whichever use has the highest parking would be the minimum spaces required. The applicant, if desiring to reduce their overall parking, would need to demonstrate that the extent that the use(s) with the fewer parking needs would be able to be meet the parking requirements of the combined uses.
The Commission recommended that parking be required as it would elsewhere in the City (outside of the C-1 Downtown Commercial area) as they did not want to burden the downtown with additional on-street parking demands.
As such, the new C-5 District is proposing regular parking requirements be met, which would allow joint parking and proof of parking and doesn’t burden the downtown by with excessive off-street parking, should additional properties rezone to this zoning district in the future. Staff recommends adoption of the proposed C-5 ordinance.
Council Member Klasen introduced Ordinance No. 07-19-2018-2, An Ordinance Amending Zoning Ordinance No. 1989-1-A, As Amended, Adopted By Reference As Chapter 153 Of The Melrose City Code Relating To Mixed Uses And Creating A C-5 Commercial/Residential Downtown District. The motion was seconded by Mr. Christenson with a roll call vote recorded as follows: FOR: Council Members Klasen, Christenson, Frieler, and Mayor Finken. AGAINST: None. ABSENT: Council Member Thieschafer
A motion was made by Mr. Frieler to adopt the Official Title and Summary, Ordinance No. 07-19-2018-2. The motion was seconded by Mr. Christenson with a roll call vote recorded as follows: FOR: Council Members Frieler, Christenson, Klasen, and Mayor Finken. AGAINST: None. ABSENT: Council Member Thieschafer
Mayor Finken stated that the City has been receiving numerous fence applications and requests. The City is commonly asked if the fence can be located on the property line. For this reason, an ordinance amendment was drafted that would allow fences to be closer than three feet from the property line while adding additional conditions to just those fences which mitigate most of the concerns that arise from it being located that close to the property line.
These issues are generally:
1) Where exactly in relation to the property line is it constructed. This will be mitigated by requiring inspections when fences are closer than three feet to the property line. Fences are typically approved as a zoning permit. No inspection is conducted. When fences are closer than three feet to the property line, it is important that the property stakes are exposed and that the location of the fence is verified both before construction and after construction. Two inspections would be needed. The City’s Building Official has agreed to conduct these two fence inspections for fences that are closer than three feet from the property line. There would be a $50 Fence Setback fee and the Building Official would get paid based on his usual fee ratio.
2) The “nice” side of the fence faces away from the house constructing the fence. If the fence is on the property line, this is unclear. This is required to be agreed to in writing and will be added to a form that will be required for fences closer than three feet.
3) Who pays for and maintains the fence is less clear when the fence is on a shared property line. This is required to be agreed to in writing and will be added to a form that will be required for fences closer than three feet.
4) The process for removal, if and when that is ever necessary, is less clear when the fence is on a shared property line. This is required to be agreed to in writing and will be added to a form that will be required for fences closer than three feet.
This ordinance was drafted to address concerns that have been brought up by residents. It is up to the Council to determine if this is a good fit for Melrose or if the three-foot fence setback is okay the way it is. Any concerns or changes should be noted and discussed. If the Council is comfortable with the ordinance as proposed, it can be forwarded to the Council for their review with a positive recommendation. The Planning and Zoning Commission, on June 4, 2018, held a public hearing and discussed the proposed change. The Commission recommended the Council review and approve this ordinance amendment. City Attorney Scott Dymoke reviewed the proposed change and recommended that the ordinance be amended to require the written agreement between property owners be filed with the County Recorder. A $50 Fence Setback fee is recommended by the City Building Official who feels the fee covers the cost for the two required inspections to ensure the fence is constructed on the property line.
Council Member Frieler introduced Ordinance No. 07-19-2018-3, An Ordinance Amending Zoning Ordinance No. 1989-1-A, As Amended, Adopted by Reference as Chapter 153 of the Melrose City Code Amending Section 1600, Fence and Wall Regulations. The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: FOR: Council Members Frieler, Klasen, Christenson, and Mayor Finken. AGAINST: None. ABSENT: Council Member Thieschafer
A motion was made by Mr. Christenson to the adopt the Official Title and Summary, Ordinance No. 07-19-2018-3. The motion was seconded by Mr. Frieler with a roll call vote recorded as follows: FOR: Council Members Christenson, Frieler, Klasen, and Mayor Finken. AGAINST: None. ABSENT: Council Member Thieschafer
Mayor Finken noted that in accordance to the terms and payment agreement between the City of Melrose and Breitbach Construction for work relating to 1st St NE, Pay Voucher #2 is submitted. The project is 42% complete and is anticipated to be complete less the final punch list items by July 31. The total award for said project is $662,680.75. Pay Voucher #1 was pre-approved as part of the Council’s May 17, 2018 Regular Meeting in the amount of $121,018.48. Pay Voucher #2 has been reviewed by WSB Engineering and City of Melrose. It is recommended to approve Pay Voucher #2 in the amount of $153,116.30 less a 5% retainer for a payment of $145,460.48.
A motion was made by Mr. Christenson, seconded by Mr. Klasen and unanimously carried to approve Pay Voucher #2 in the amount of $145,460.48 and authorize staff to release the final retainer once final punch list are complete.
Mayor Finken stated that in accordance to the terms and payment agreement between the City of Melrose and Asphalt Surface Technologies (ASTECH, Pay Voucher #1 is submitted). The project is 97% complete and is anticipated to be complete less final punch list items by August 31. The total award for said project is $105,283.03. Pay Voucher #1 has been reviewed by WSB Engineering and City of Melrose. It is recommended to approve Pay Voucher #1 in the amount of $105,283.03 less 5% retainer for payment of $100,018.88.
A motion was made by Mr. Frieler, seconded by Mr. Christenson, and unanimously carried to approve Pay Voucher #1 in the amount of $100,018.88, and authorize staff to release the final retainer once final punch list are complete.
Mayor Finken stated that Minnesota General Governmental Competitive bidding threshold increased from $100,000 to $175,000. The Melrose Purchase Policy reflected the $100,000 limit. A revision to the Policy is proposed to match that of the State Law. It removes the dollar amount and defaults to the state Law Limit. Two additional changes are proposed to increase the purchase order threshold from $200 to $1,000. The purchase order is for local tracking only for purposes to tracking inventory. This is a duplication of efforts as the Departments already provide this information to Accounts Payables and Finance Officer verbally and tracked. The third proposed change is to reflect actual practices. Time is of the essence purchases occur from time to time. These purchases are made only when it is known that the prices are most likely to save monies or to consolidate the purchase with another order. The process defined is to receive approval from both the Department Head and City Administrator followed by a notification to the appropriate Chairperson followed by formal board action at the next regular meeting. The Public Utilities Commission has reviewed this and has adopted the change at their July 9, 2018 meeting.
A motion was made by Mr. Frieler, seconded by Mr. Christenson ad unanimously carried concurring with the Public Utilities Commission approving the revisions to the Purchasing Policy.
Mayor Finken stated as per the direction of the Public Utilities Commission at the May 14, 2018 meeting, a meeting was held with the Union to discuss the wage scale for the Apprentice Lineman. Also discussed was the Summer 750-hour Electric intern. The initial pay scale was presented to the Union. They have countered with an adjusted scale for Start. The Union has stated that they would accept the terms as outlined in the scale they presented. They started their offer at $24.84, which is Step Zero of the Lineman pay scale. It was discussed and determined that $20.46 would be acceptable by the Union. A review of similar MRES members that responded to our survey shows a % of pay at 60%-65% of the Journey Lineman pay scale. Relating to the Summer Intern, under the PELRA rules, anyone who works greater that 67 days for at least one hour in that day is eligible for Union representation. The Summer Intern is 750 hours which is more than 67-day rules. Therefore, after discussions with the Union, they are willing to waive the interest in this position as it is only temporary in nature and considered an intern. A Letter of Understanding has been presented to the Union. The Public Utilities Commission, at its June 11, 2018 meeting, approved the Apprentice Lineman pay scale and Memo of Understanding.
A motion was made by Mr. Christenson, seconded by Mr. Klasen and unanimously carried concurring with the Public Utilities Commission approving the Apprentice Lineman pay scale and Memo of Understanding.
Mayor Finken noted that Stearns County will be completing three County State Aid Projects within the City limits of Melrose prior to end of 2018 construction season. This will include 2nd Ave (County Road 13) from approximately Coborn’s to I-94 (NO 073-613-026), Main Street (County Road 65 – 1800 feet west of the west City limits to east City Limits of Melrose (NO 073-665-020), 5th Street (County Road 168) From Thunder Road to County Road 13 (school intersection) (CP 168-018-021). The County Engineer has reviewed the project and find it in compliance with our shared and mutual agreements. The Melrose City Engineer has also reviewed the project; therefore, it is recommended to approve the plans as presented. The City is partnering with Stearns County to install the sidewalk and pedestrian ramps for County Road 65. The plan as presented includes the pedestrian ramp, miscellaneous concrete work and a small portion of storm sewer only for the proposed City project. The County will be replacing the majority of the pedestrian ramps that adjoin their mill and overlay projects to bring them into compliance with the ADA standards. The County has offered to include our pedestrian ramps into their project. The estimated costs for the pedestrian ramp and associated concrete work and storm sewer is estimated at $71,853. Because the City is participating in the project, they are obligated to pay a percentage share of the mobilization costs based on the estimate of the project costs which is approximately $7,400 of the $71,853. The funds to pay for this would come from the funds planned to pay for the County Road 65 project that was planned. The City planned to pay for costs associated to a seal coat on County Road 65; however, since the County is performing a mill and overlay, there are not costs, so the cost allocation for that project would be used to pay for the associated pedestrian ramp, concrete and storm sewer work. The remaining portion of the sidewalk, retaining wall and associated sidewalk improvements would become a City project in the Spring of 2019. The funds for this would be paid from a sidewalk improvement project funded by Jennie-O Turkey Store and a portion from Melrose sidewalk fund or if needed from CentraCare fund. The County has stated, that it is best to do the pedestrian ramps in 2018 as part of this project than 2019, due to the impact to the newly paved County road. The County has established a practice as has the City of Melrose of not to cut into freshly paved roadways as it decreases the life of the road and is costly as the funds to pave that area will have been wasted.
Council Member Frieler introduced Resolution No. 2018-36, Resolution Approving County Project Within Municipal Corporate Limits of Melrose, Minnesota/Stearns Mill and Overlay. The motion was seconded by Mr. Klasen with a roll call vote recorded as follows: FOR: Council Members Frieler, Klasen, Christenson, and Mayor Finken. AGAINST: None. ABSENT: Council Member Thieschafer
Mayor Finken stated that on July 11, 2018, the City received a letter from Minnesota Department of Administration State Historic Preservation Office, Environmental Review Program Manager Sarah Beimers. In the letter, they are recommending a Phase 1 archeological survey be completed. WSB contracts with Blondo Consulting, LLC for Phase 1A Architectural Surveys. For just the Rock Arch Rapids, the cost is anticipated to be $7,000. Staff acknowledges that a similar report will likely be necessary for the Riverview/former Kraft lot EAW and sees merit in having Blondo conduct this work for both projects at the same time. Staff is recommending that the City Council approve the action noted below.
A motion was made by Mr. Klasen, seconded by Mr. Frieler and unanimously carried authorizing Blondo Consulting LLC, subcontracted by WSB, to conduct the Phase 1A Background Literature Search and Development of Site Specific Historic Context for the CSAH 13 Realignment Project/Rock Arch Rapids and the Riverview project, with an estimated cost of $7,000.
. Mayor Finken stated that a request has been submitted to the City to install a fence adjacent to the East Public Works Shed. An initial concept sketch has been recreated to meet the current fencing code requirements. To meet the base standards for the proposed fence it would need to be 100 feet in length extending north and south on the west property line on west of the new electric feeds that were burring in 2017 / 2018 to feed Jennie-O Turkey Store. Cost estimates are being developed to reflect a maintenance free fence at 100 feet in length. It is estimated to build 6’x6’ tan Belmont privacy vinyl fence panel kit at $55 per section and would be approximately 102 feet with 17 sections ($935). Plus, the cost of cement (34 bags at $8 per bag=$272). Miscellaneous materials and equipment is estimated to cost $250. It would take three staffers at least eight hours to prep the and install the fence. Between the City and Utility, they have the equipment to install the fence. Not including the cost of the staff to install the fence, it is estimated to cost approximately $2,392. It is noted, the current project list would push the fence project to late fall if staff were to install the fence. A second option to consider is to build the fence to the same standard as Willow Trucking less the two-foot berm, which was built to reduce the likelihood of lights impacting the adjacent neighbors. A quote was received to same vendor that is installing the Willow Trucking fence to match the same fencing material and design that would be identical to that of the Willow Trucking fence. The cost for fence installed and mater is $14,285 plus sales tax. Plus, there would be a cost for a 16-inch wide mow strip. This cost would include a sod cutter, cement and labor. It is anticipated this work could be done in house; however, this mow strip would occur late Fall 2018 or Spring 2018 if City staff were to do that. A review of the code and requirements, the public works building is not required to install a buffer as it is not expanding the foot print of the building. The Utilities is considering pouring a cement slab to store transformer to the west of the Public Works building. If this were to occur, this would trigger the fence / buffer strip clause. The Utilities Commission, at its June 11 meeting, approved the installation of fencing along the west property line to extend. The Council tabled the action pending a quote to match that of the Willow Trucking style fence. If the City were to move forward and order the fence and its installation, it would be completed in September 2018.
• Option 1: Standard “Menards-Standard” six-foot Fence $2,392 + plus sales tax + staff labor + 16-inch mow strip to be complete later Total Estimate: $5,500
• Option 2: Eight-foot fence identical to Willow Trucking $14,285 including material and labor + plus sales tax + 16-inch mow strip to be complete later Total Estimate: $17,500
The Utilities Commission, at their July 9, 2018 meeting, voted to install Option 2 fence at their cost, but to partner with the City to install the 16-inch mow strip. As per Streets/Parks Supervisor Gary Middendorf, the cost for the cement is less than $1,000 and staff would be able to install the mow strip. The fence will be installed in Fall 2018.
Mayor Finken stated that the Council, in September 2017, updated its master sidewalk plan to add a sidewalk to along CSAH 65 to support the additional pedestrian traffic in the area. The original cost estimate for the project was approximately $82,500. Stearns County had agreed to include this sidewalk project into the CSAH 65 mill and overlay project. The County has completed their final engineering estimate and are planning to bid the project in late July 2018 for a project to be complete in late Fall 2018. The engineering estimate has come in at a cost of $238,923.50. Their cost estimate is noticeably higher than the City’s. The City’s estimates were based on recent bid awarded for City sidewalk work. The County has used numbers that reflect prevailing wage scale, late Fall construction plus contingency estimates, retaining wall work and driveway repairs. The City is actively updating cost estimates to City coordinated retaining wall and driveway work. Estimates to be provided once received.
1) Bid out pedestrian ramps only / remove all other sidewalk, retraining wall, driveway work
a. City of Melrose to complete project in FY 19 (bid late winter / early Spring / Summer construction of sidewalk, retaining wall, driveway work
2) Eliminate entire sidewalk portion from CSAH 65 project and install bike lane / pedestrian pathway on County Road 65 on north side of road (signage and street marking to designate pathway, eliminate parking on north side of road)
3) Move sidewalk to north side of road This option has been explored and due to cost of relocating utilities and retaining walls, this option has been eliminated from consideration.
4) Another option is to reduce cost by using bituminous versus cement.
After further discussion, a motion was made by Mr. Klasen, seconded by Mr. Frieler and unanimously carried directing staff to confirm with Stearns County that they would allow installing only the curb work for the project and authorizing staff to obtain bids for curbing and the pedestrian ramps. The Council will make a determination based on the outcome of the bid.
Mike Nielson provided an update on the 1st Street NE project. Mr. Nielson stated that the underground utilities have been completed and Class 5 Aggregate Base has been placed as of July 12, 2018. The curb and gutter will be place starting July 13, 2018. It will most likely be completed the week of July 16, 2018. Following 4-5 days of cure time, the sidewalk construction will begin with bituminous paving to follow as soon as possible. The post office and other businesses will have access from the south side. First Street NE will be closed until the curb and gutter and sidewalk are completed. The accesses to City Center will be done one at a time to provide access at all times. Mr. Nielson noted that the work on 4th Avenue NE has been complete except for the signing and striping. Some work at the intersection with 1st Street NE including the curb and gutter and pedestrian ramps will be completed with the 1st Street NE work.
Mike Nielson provided an update on the 5th Avenue NE Bridge/Channel Relocation/ Arch Rock Rapids. Mr. Nielson reviewed the schedule. The schedule above was based on starting construction in the winter of 2018. Based on the lack of bridge funding for construction in 2019 and the current funding cycles for both the LCCMR and Lessard Sam’s grant funding we are holding off on preparing the CLOMR until after we get comments back from the EAW and final approval just in case there are any changes that may be required. The EAW comment period ends July 25, 2018. Mr. Nielson stated that City Administrator, Michael Brethorst, made his presentation to the LCCMR board and was asked for additional information. Hopefully that is a good sign that we made the short list and are under consideration for funding.
Mayor Finken stated that the biennial City election will be held on Tuesday, November 6, 2018. The Mayor and two Council Members’ terms expire at yearend 2018. Filings open on Tuesday, July 31 and close on Tuesday, August 14 at 5:00 p.m.
The following informational items were reviewed:
a. On July 18, Streets/Parks Maintenance Supervisor Gary Middendorf received his 35-year recognition award of $200 as outlined in City Personnel Policy – Employee Recognition Program. Mr. Middendorf was commended for his years of service.
b. City staff will meet in a budget working group meeting with the Council in August where the 2018 preliminary budget and the Five Year Capital Improvement Plan will be reviewed. In the past, this was done proceeding the regularly scheduled August meeting. The revised preliminary budget will be brought back to the Council for approval in September to certify the preliminary tax levy to Stearns County.
c. The minutes from the Utilities Commission’s June 11 Regular Meeting.
d. Correspondence from Charter Communications.
e. 2nd Quarter Ambulance Report.
A motion was made by Mr. Klasen, seconded by Mr. Frieler and unanimously carried that the meeting be adjourned at 7:10 p.m.
Patricia Haase, City Clerk