Winsted City Council Minutes

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City of Winsted
City Council Work Session
Conference Room – Lewis Room
April 7, 2009
5:00 p.m.
Present: Mayor Steve Stotko
Council Member Tom Ollig
Council Member Bonnie Quast
Council Member Dave Mochinski
Council Member Tom Wiemiller
Staff Present: Brent Mareck, City Administrator
Deb Boelter, City Clerk-Treasurer
Jamason Stotko, Maintenance Lead
Dave Meyer, Maintenance Lead
I. Call To Order
Mayor Stotko called the meeting to order at 5:00 p.m.
II. Administrative Fines
Mareck presented an e-mail that he sent to both Senator Steve Dille and Representative Ron
Shimanski asking for their support in opposing the bill that would limit the amount and number of
offences that can be used for issuing administrative fines. The bill would impact the
revenue the City receives from administrative fines that are issued by the Winsted Police
Department.
Mareck shared the e-mail response he received from Senator Dille. Mareck stated that he has
not received a response from Representative Shimanski.
III. Council Chambers – Winsted Township
Mareck presented the draft letter that he prepared for Winsted Township on behalf of Mayor
Stotko regarding the use of the City Council Chambers for their monthly Board meetings.
The City Council recommended that the proposal in the letter include an annual leasing fee of
$2,400 and that the letter state that the lease would be renewed annually.
IV. Street Sweeping
Mareck presented Greg Gehrman’s, Winsted Hardware, 161 Main Avenue West, concerns
regarding the Public Works Department not sweeping the City streets before the heavy rain and
the salt and sand, used for snow and ice removal, washed into the lake and the storm sewer
drains.
Stotko, Jamason and Meyer were in attendance at the meeting and presented their schedule for
sweeping the streets. Meyer stated that the Public Works Department has evaluated the storm
sewer drains and they are not clogged with sand.
The City Council discussed the sweeping of the streets and directed Stotko, Jamason and Meyer
to continue the Public Works Department’s current schedule for sweeping streets.
V. Updates
Mareck gave updates on the following:
a) Future Land Use Plan Meeting – Wednesday, April 8, 2009 at 6:00 p.m.
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Mareck presented the proposed Future Land Use map. He reminded the City Council of
the next Future Land Use Plan meeting on Wednesday, April 8, 2009 at 6:00 p.m. in the
Vollmer Room at City Hall.
b) Vollmer Room Rental – Sunday, April 5, 2009
Mareck stated that a resident of Winsted rented the Vollmer Room for a Bridal Shower on
Sunday, April 5, 2009 and there was damage to the room. Mareck informed the resident
that the City was going to withhold part of the damage deposit they paid for renting
the room and use it to pay for the repair of the damage. The resident disapproved of
Mareck’s decision to keep the damage deposit and Mareck worked with the resident to
achieve a resolution.
Mareck asked the City Council for direction on how to address future rental of the Vollmer
Room to avoid issues like this one. The City Council discussed and directed Mareck to
leave the rental application, policy and fees as they are.
c) City Council and Staff Retreat – Wednesday, April 29, 2009
Mareck reminded the City Council that the City Council and Staff Retreat will be held on
Wednesday, April 29, 2009 from 8:00 a.m. to 5:00 p.m. in the Vollmer Room.
d) Board of Review – April 21, 2009
Mareck stated that the McLeod County Assessor will be conducting the annual Board of
Review on Tuesday, April 21, 2009 at 5:00 p.m. in the Council Chambers. There will be
no City Council Work Session on April 21, 2009.
e) Mareck gave an update on the issues between the City and the property owner of 163
Main Avenue West.
f) Mareck gave an update on the Rental Housing permit application approval for the
building located at 121 Main Avenue West.
g) “McLeod For Tomorrow” Leadership Program in the City of Winsted – April 23, 2009
Mareck stated that the “McLeod For Tomorrow” Leadership program will be held in the
City of Winsted on April 23, 2009. It will begin in the Vollmer Room at 8:00 a.m. Mareck
invited the City Council to attend.
h) Mareck gave an update on the Liquor licensing violation that was issued to Papa Tom’s
Bar and Grill, 111 – 1st Street North.
VI. Adjourn
Quast motioned to adjourn. Ollig seconded. Motion carried 5-0.
Respectfully submitted,
Deborah R. Boelter
City Clerk-Treasurer

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City of Winsted
City Council Meeting
Council Chambers
April 7, 2009
6:00 p.m.
Present: Mayor Steve Stotko
Council Member Bonnie Quast
Council Member Tom Ollig
Council Member Dave Mochinski
Council Member Tom Wiemiller
Staff Present: Brent Mareck, City Administrator
Deb Boelter, City Clerk-Treasurer
Fran Eggert, City Attorney
Mike Mensen, Police Officer
1) Mayor Stotko called the meeting to order at 6:00 p.m.
a) The Pledge of Allegiance was taken.
Mayor Stotko read a Proclamation recognizing and congratulating the Howard Lake-Waverly-
Winsted (HLWW) High School Boys Basketball team for their championship win in the Section
5AA high school basketball play-offs and 4th Place in the State of Minnesota Class 2A Boys
Basketball Tournament.
Mayor Stotko read a Proclamation recognizing and congratulating the Howard Lake-Waverly-
Winsted (HLWW) High School Girls Basketball team for their championship win in the Section
5AA high school basketball play-offs and 2nd Place in the State of Minnesota Class 2A Girls
Basketball Tournament.
2) Consent Agenda
Mochinski motioned to adopt the Consent Agenda as presented. Quast seconded. Motion
carried 5-0.
a) Minutes - City Council Work Session – March 17, 2009
Accepted the minutes of the City Council Work Session of March 17, 2009.
b) Minutes – Regular City Council Meeting – March 17, 2009
Accepted the minutes of the Regular City Council Meeting of March 17, 2009.
c) City Hall Closed – April 10, 2009
Authorized the closing of City Hall on Friday, April 10, 2009 at 12:00 noon.
d) Land Lease – Jim Hausladen
Approved a lease with Jim Hausladen to farm approximately six (6) acres adjacent to the
City of Winsted Wastewater Treatment Plant for two (2) years for $1,800 ($900 annual
payment).
e) Maintenance Agreement – McLeod County
Approved a two (2) year maintenance agreement with McLeod County, exchanging
plowing and street sweeping services for seal coating in the amount of $13,750.
f) Handrail System – Winsted City Hall
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Authorized the purchase of a handrail system for the front plaza of City Hall by
Millerbernd Design and Fabrication for $2,120.
g) Fire Protection Agreement – Winstock Country Music Festival
Approved a Fire Protection agreement between the City of Winsted and the Church of the
Holy Trinity for fire protection services by the Winsted Volunteer Fire Department during
the Winstock Country Music Festival held on June 11, 12, and 13, 2009.
h) Fire Protection Agreement – Higher Ground Music Festival
Approved a Fire Protection agreement between the City of Winsted and the Church of the
Holy Trinity for fire protection services by the Winsted Volunteer Fire Department during
the Higher Ground Music Festival held on August 14 and 15, 2009.
i) Flagship Bank of Winsted – Pledged Securities
Approved the Pledged Securities that Flagship Bank of Winsted has purchased for the
City of Winsted for the month of April, 2009 in the amount of $1,500,000 and the Federal
Deposit Insurance Corporation (FDIC) in the amount of $250,000.
j) Temporary On-Sale Liquor License – Holy Trinity Spring Fling Dinner
Approved a one (1) to four (4) day temporary On-Sale Liquor License for Holy Trinity’s
Spring Fling Dinner and Auction on April 18, 2009 at the Holy Trinity School Gym.
k) Claims
Approved the Claims List for April 7, 2009 in the amount of $ 88,796.49, check
numbers 7800-7818, 500263E, 500271E and 15214-15274.
3) Public Hearings
a) Sign Ordinance – Ordinance O-09-04
Mareck stated that over the last several months, the Planning Commission has reviewed
possible changes to the sign ordinance. Specifically, the Planning Commission
addressed amendments to temporary and/or portable signs and the placement of signs in
the right of way and on city property.
Mareck presented the proposed amendments.
Mareck stated that the draft sign ordinance was revised and presented to the Planning
Commission at their March 11, 2009 meeting where they unanimously recommended
approval of the ordinance. In addition, the sign ordinance amendments were presented
at the last general membership meeting of the Winsted Area Chamber of Commerce
(WACC).
A suggestion was made during the WACC meeting that the ordinance should regulate
the length of time that a sign advertising an event with a specific time and date can be
erected. The Planning Commission’s goal for the amended ordinance was to provide
adequate regulation with limited permitting and enforcement criteria; consequently, no
such language is included in the proposed amendment to the ordinance.
Don Guggemos, 137 Fairlawn Avenue East, addressed the City Council. Guggemos
stated that the membership at the WACC general membership meeting discussed the
time limit that a temporary and/or portable sign should be allowed to remain erected after
an advertised event is over. Guggemos stated that the WACC membership believed that
a time limit should be stated in the Sign Ordinance.
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Quast stated that all temporary and/or portable signs should be required to be removed
three (3) days after an advertised event is over.
Ollig motioned to adopt Ordinance O-09-04 amending certain sections of the
Winsted Sign Ordinance with the addition that temporary and/or portable signs be
removed within seventy-two (72) hours after an advertised event is over. Quast
seconded. Motion carried 5-0.
Wiemiller motioned to close the Public Hearing. Mochinski seconded. Motion
carried 5-0.
4) Old Business
a) Storm Sewer Outlet – Lake Bank
Mareck stated that at the March 17, 2009 Regular City Council meeting, the City Council
authorized the City Hall Construction Committee to review options to repair a storm sewer
outlet that was constructed during the city hall project. The outlet failed due to the
inability of the contractor to follow the specifications for construction. Greystone
Construction Company (Greystone) had proposed to reconstruct the outlet using a
“beefier” specification compared to the original specification. The proposal specifically
included a larger style “rip-rap” to be used in stabilizing the lake bank in the project area.
The Committee met with the City Engineer, Jake Saulsbury, and reviewed Greystone’s
proposal, as well as a manhole system to correct the problem. The Committee found that
the manhole system option provided the best long term solution and countered
Greystone’s proposal by submitting that Greystone be responsible for fifty percent (50%)
of the estimated project costs to construct the manhole. Greystone found these terms to
be acceptable on the condition that the City waive them of any future liability on erosion
issues that may occur along the lake bank.
Mareck presented the cost of the proposed options to repair the storm sewer outlet:
Greystone Rip-Rap (Option A) - $5,489
Manhole System (Option B) - $16,489 ($8,244.50 – fifty percent (50%))
Mareck stated that the City Hall Construction Fund has a balance sufficient to cover the
constructions costs for this project.
Mareck stated that Saulsbury believes that the manhole system option provides the best
long term solution for the repair of the storm sewer outlet. Due to the cost and the added
benefit the manhole system option provides, it’s highly likely that Greystone would
provide a legal challenge to paying one hundred percent (100%) of the project costs for
such a manhole system.
The “rip-rap” option would be susceptible to regular maintenance and would prolong the
City’s relationship with Greystone on this project. Under the manhole option, the city
would bid and select a contractor for the project.
Mareck stated that regarding future erosion issues along the lake bank, the $3,000
difference between the “rip-rap” option and the “manhole” system option will be sufficient
to correct existing erosion issues. It would be difficult to hold Greystone Construction
responsible for potential future erosion issues along the lake bank.
Mareck presented Saulsbury’s “Engineer’s Estimate” and sketches for the proposed
options.
Mareck also presented the “Memo of Understanding” between the City of Winsted and
Greystone Construction Company which states:
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1. Greystone Construction Company shall provide to the City of Winsted by April 15,
2009 a change order issuing a credit in the amount of $8,244.50 for work relating to
the construction of a storm sewer outlet for the “Winsted City Hall Project”.
2. The City of Winsted shall assume responsibility for the construction of and be
responsible for any related construction expenses for the repair of the storm sewer
outlet (exhibit a).
3. The City of Winsted shall hold harmless Greystone Construction Company and their
subcontractors from any claims and/or damages arising from the original construction
of the storm sewer outlet.
4. The City of Winsted shall hold harmless Greystone Construction Company and their
subcontractors from any claims and/or damages relating to current or future erosion
related deficiencies along the lake bank (exhibit b).
This document in no way waives or relieves Greystone Construction Company or their
subcontractors from any other warranty or construction liability for the “Winsted City Hall
Project.”
Mareck stated that the “Memo of Understanding” has been reviewed by the City Attorney,
Fran Eggert, and he has found it to be in good form and order.
Wiemiller asked if the City has the $8,244.50 available in the City’s budget. Mareck
stated yes, the money is available in the City Hall Construction Fund.
Wiemiller motioned authorizing an agreement to be executed waiving future
liability against Greystone Construction Company for potential claims resulting
from the construction of the storm sewer outlet or erosion that may occur along
the lake bank in exchange for Greystone Construction Company issuing a change
order in the amount of $8,244.50 as a credit for this phase of the construction.
Quast seconded. Motion carried 5-0.
5) New Business
a) Street Maintenance Plan
Mareck stated that last year the City Council adopted a schedule, breaking the
City’s streets into seven (7) zones for seal coating. An amended schedule has been
created that will allow seal coating to better coincide with crack filling, providing a better
overall maintenance plan for the street system. In addition, as a cost saving measure,
the updated seal coat schedule represents a switch from crushed granite to pea rock.
Mareck stated that this switch should save the City approximately $12,000.
Mareck presented the map detailing the zones.
In 2009, the schedule involves Zone 2 which includes the streets in Westgate, Andy
Avenue, and Albert Avenue.
2009 Street Repairs – Budget
Project Cost
Crack Filling $15,000
Seal Coating $17,000*
Miscellaneous Patching & Repair $19,000
Total $51,000
* With McLeod County participating with $13,750 of the estimated Zone 2 costs of
$30,277.
Mareck recommended that over the next year the City should work on creating a crack
filling schedule for the City’s streets.
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After reviewing the Seal Coat Zones schedule, Wiemiller asked if the seal coating for Shady
Creek should wait until the year 2013. Saulsbury stated that it would be best for it to be
completed sooner than 2013. Mareck stated that if the Public Works Department evaluates
the streets and they believe that Shady Creek should be seal coated before the year 2013, it
can be moved up on the schedule.
Ollig motioned to adopt the amended City of Winsted Seal Coat Schedule.
Wiemiller seconded. Motion carried 5-0.
Ollig motioned to authorize crack filling ($1.07 per lb.) by Bargen, Incorporated in
coordination with the seal coat schedule at a cost not to exceed $15,000. Quast
seconded. Motion carried 5-0.
b) Pavement Management Plan
City of Winsted Engineer, Jake Saulsbury, Bolton and Menk, Incorporated, outlined the
process associated with developing a Pavement Management Program (PMP) for the
City of Winsted. Saulsbury stated that the purpose of a PMP is to maintain serviceable
street and utility infrastructure capable of meeting the needs of the citizens of Winsted in
a reliable and cost effective manner. The program will guide uniform evaluation of
facilities and establish priorities based on need and community benefit. The overall goal
is to provide safe and usable local infrastructure wherein each street and utility line meets
an acceptable condition standard, while at the same time fairly allocating the costs of the
improvements.
At present, Winsted has approximately ten (10) miles of bituminous streets that need to
be maintained. Approximately sixty percent (60%) of these streets were constructed over
forty (40) years ago and are past their useful life or are nearing the end of their useful life.
Structural composition, age, poor soils, and inadequate drainage render normal
maintenance activities an unfeasible option for preserving a significant percent of these
roads in an acceptable pavement condition.
Saulsbury outlined the Work Plan for preparing a PMP:
1. Obtain infrastructure information and background information – Has Been
Completed
a. Street and utility base maps, record plans, previous planning reports,
etcetera.
b. Street data – age, widths, lengths, maintenance records, curb & gutter
types, etcetera.
c. Utility data – age, material types, lengths, maintenance records, etcetera.
d. Known problems, concerns, etcetera.
2. Evaluate the existing system – Has Been Completed
a. Determine the pavement condition index of each street segment.
b. Determine the appropriate method of rehabilitation for each street
segment.
c. Tabulate necessary utility repairs.
d. Calculate the present cost of recommended street and utility work.
3. Create an assessment policy – Draft Policy Has Been Completed
a. Determine an equitable cost sharing approach.
b. Address the corner lot issue.
c. Present draft policy to the City Council.
d. Revise and adopt.
4. Prepare a draft PMP
a. Obtain staff and/or City Council directive for acceptable funding levels.
b. Determine individual projects.
c. Rank priorities and establish schedules.
d. Identify funding sources.
e. Present draft plan to the City Council.
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f. Conduct a public open house – either as informational or to receive
input.
5. Prepare the final PMP
a. Revise PMP based on City Council, staff, and public input.
b. Input projects and costs into the City’s Capital Improvement Plan (CIP).
c. Present the final plan to the City Council.
d. Adopt the PMP and implement it.
Saulsbury outlined the costs associated with developing the PMP for the City
of Winsted. Bolton & Menk, Incorporated proposes to assist in the preparation of
Winsted’s Pavement Management Program for a lump sum fee of $7,500. This fee is
based on the remaining work plan outlined above and assumes attendance at two
Council meetings, two Council workshops, and one public meeting. Of the work plan
identified above, please note that the City is approximately halfway through this entire
process and would be able to start on step three (3), the creation of the assessment
policy.
Mareck stated that the fee is proposed to be split into two (2) phases. Phase one (1)
in the amount of $4,500 would be billed in 2009, and then phase two (2) in the amount
of $3,000 would be billed in 2010.
Saulsbury stated that additional items such as sanitary sewer televising and/or sanitary
sewer flow metering could be completed to assist in identifying the City’s needs and
priorities. The management and coordination of these items are not included in the
proposed fee. These items could also be addressed later as projects are identified. The
City is currently experiencing excessive inflow and infiltration. This is easily tabulated by
looking at the flow increase through the wastewater treatment facility during and after rain
events. Televising the City’s sanitary sewer mainlines and/or performing flow metering at
targeted locations would identify the areas that are contributing to this and what would be
needed to correct it.
Quast motioned to authorize Bolton and Menk, Incorporated to prepare a Pavement
Management Plan for the City of Winsted in the amount $7,500 to be paid in
phases, Phase one (1) in the amount of $4,500 to be billed in 2009 and Phase two (2)
in the amount of $3,000 to be billed in 2010. Ollig seconded. Motion carried 5-0.
c) 2009 Winsted Municipal Airport Improvement Project – Acceptance of Bid
Mareck gave an overview of the proposed 2009 Winsted Municipal Airport Improvement
Project.
Saulsbury stated that on March 31, 2009 eleven (11) bids were received for construction
of the 2009 Airport Improvements at the Winsted Municipal Airport. The proposed
improvements include the reconstruction of three (3) hangar taxi lanes, associated
drainage improvements, and removal of on-airport obstructions in the Runway 27
approach. The low base bid summarized in the attached bid tab was $150,386.31. K.A.
Witt Construction, Inc. of New Prague, Minnesota, submitted the low base bid.
Evaluation of the bids indicates the bidding process was very competitive. The low bid
submitted was twenty-two percent (22%) below the engineer’s estimated amount of
$193,416.00 and forty-six percent (46%) below the high bid of $277,026.00. The bid also
included an alternate for the reconstruction of the apron area and a portion of the taxiway
connecting the three reconstructed taxi lanes to the runway. K.A. Witt’s bid price for the
alternate was $86,522.69.
Saulsbury recommended award of the project to K.A.Witt Construction of New Prague,
Minnesota. The award price is $150,386.31 if the City only wishes to proceed with the
base bid. The award price is $236,909.00 if the City wishes to also include the alternate.
The original price in the Capital Improvement Plan is $305,000 which also includes
obstruction removals. The following table summarizes the award options, the resulting
estimated total project cost, and the resulting estimated City share for each option:
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Award
Option
Low Bid
Amount
Engineering,
Administration &
Miscellaneous
Project Costs
Total Est.
Project Cost
City Share
(5%)
Base Bid Only $150,386.31 $64,000 $214,386.31 $10,719.32
Base Bid + Alt. Bid $236,909.00 $74,000 $310,909.00 $15,545.45
Saulsbury stated that the award is recommended to be contingent on receipt of grant
funds from the Federal Aviation Administration (FAA). It is anticipated that the FAA will
issue a grant to cover ninety-five percent (95%) of the total project costs. Due to a
Congressional delay with the passing of the funding bill, the grant request due date of
April 15, 2009 has been pushed back approximately one (1) month. Therefore, it is
recommended that the contracts not be completed until after the City receives
confirmation of the FAA grant. This results in an estimated construction start date of
early to mid June, 2009. Grant requests can still be accepted at this time. The FAA is
anticipated to begin writing grants by late May, 2009.
As previously discussed, this work will be funded by a Federal Entitlement grant. We
recommend that staff submit a grant request to the FAA for an amount equal to the total
estimated project cost of the selected option to cover this work and to avoid losing any
portion of your Entitlement funds.
Quast motioned to accept the base and alternate bid for the 2009 Winsted Municipal
Airport Improvement Project from K.A. Witt Construction of New Prague, Minnesota in
the amount of $236,909.00. Ollig seconded. Motion carried 5-0.
6) Department Report
a) People Service, Incorporated
Dan Wroge, People Service, Incorporated, reported on the following:
Presented a Certificate of Commendation that the City of Winsted and People
Service, Incorporated received from the Minnesota Pollution Control Agency
(MPCA) recognizing exemplary effort expended in the year 2008, to comply with
the MPCA’s Permit Program for the operation of the City’s Wastewater
Treatment Facility(WWTF).
Lift Station repairs have been completed and there are future repairs that will be
needed.
The WWTF’s generator is being repaired and should be back tomorrow.
The fall, 2008 sludge hauling to complete the required pond abandonment.
Pond #1 has three (3) million gallons of sludge that needs to be removed. The
schedule submitted to the MPCA says it will be removed this fall, 2009. Wroge
will be obtaining quotes for the cost to remove the sludge and will be looking for
farm land to dispose of the sludge. The City can request an extension for getting
the sludge removed. Wroge will let the City Council know if it will be necessary
to request an extension.
Status of the City’s MPCA Permit for the WWTF.
Wroge asked Saulsbury to present the process for developing a Facility Plan for any
improvements that may be needed at the WWTF to treat phosphorus limits. Saulsbury
stated that the City of Winsted has not received the MPCA Permit requirements at this
time so a Facility Plan could not be developed until the City knows what the MPCA is
going to require. Saulsbury did state that a Facility Plan is necessary to apply for Public
Facilities Authority (P.F.A.) grant funding for improvements.
Don Guggemos, 137 Fairlawn Avenue East, addressed Saulsbury and stated that in the
1980s the City considered growing a particular type of weed in Winsted Lake to treat
phosphorus limits and asked if this option could be presented to the MPCA. Saulsbury
stated that it is highly unlikely that the MPCA would approve this option because their
policy is to keep phosphorus out of lakes and any body of water. Saulsbury stated that
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the Facility Plan would look at the chemical treatment versus the biological treatment of
phosphorus limits.
Mochinski asked if the sludge in the sludge storage tanks can be sold to farmers as
fertilizer in the future. Wroge stated no. It requires an extensive licensing process.
Wiemiller asked Wroge if the City should purchase another back-up generator in the
future. Wroge recommended that the purchase of another generator be included in the
Facility Plan.
7) No Open Forum.
8) Announcements
a) Board of Review – April 21, 2009
Mareck reminded residents that on Tuesday, April 21, 2009 at 5:00 p.m. the McLeod
County Assessor will be available in the City Hall Council Chambers for the annual Board
of Review giving residents an opportunity to challenge the assessment value of their
property.
9) Adjournment
Quast motioned to adjourn. Mochinski seconded. Motion carried 5-0.
Respectfully submitted,
Deborah R. Boelter
City Clerk-Treasurer


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