June 15, 2016

PRESENT: Mayor: Ed Mosser; Council Members: Jim Beach, Jeremy Henke, Pat Stenzel City Maintenance Operator: Bill Guggisberg; City Clerk/Treasurer: Nicole LaFrance

ABSENT: Council Member: Kaleb Bjornstad

Mayor, Edward Mosser called the meeting to order at 6:30 p.m.

City Clerk called roll.

Council Member Pat Stenzel motioned to approve the May 18, 2016 meeting minutes. Council Member Jim Beach advanced; motion carried.

Under Public Comment, resident Thomas Hamson was present regarding moving a house from the City of Conger to City of Freeborn. He would like to place it by the existing shed on parcel number R25.022.0030. The council spoke about a tile line that runs under the property, and the Planning and Zoning Department at Freeborn County will assist with the requirements before digging a basement and such. Water service connection/fees will be applied when hookup is requested. The city council discussed with Mr. Hamson about viewing the property prior to the house being relocated. This is usually done by two or three council members for viewing the condition of the property prior to relocation. Mr. Hamson also discussed that his neighbor to the south, may sell a portion of the property to Hamson. The city clerk will send a copy of the water service and fees Ordinance #52, and a building permit following the viewing of the property.

Under Engineer’s Report, Owen Todd, Principal Engineer from Bolton & Menk was present to speak about the current status of the water improvement project. Mr. Todd spoke about an additional representative that may be assisting with the engineering portion of the project. In the event that the current Resident Project Representative (RPR) is unable to serve the project, Mr. Michael Schmitz will be performing the duties and responsibilities that are required for the Water Systems Improvement Distribution contract through Bolton & Menk. Todd discussed that the water line from City of Hartland possibly being opened starting tomorrow, June 16th, 2016 depending on BCM’s foreman (Buzz) being present. He anticipates that Hartlands water tower will be online about the middle of July. Mr. Todd, city staff  and city council discussed the meter installation portion of project, and would like the city to sign that they are substantially completed.

Principal Engineer Todd, discussed the engineering fees being exhausted now or in next few days. An amended Owner-Engineer Agreement has been sent to USDA Rural Development’s State Engineer to allocate funds from the contingency fund of the water project, to pay for the additional fees that will incur over the next month for engineering services. Todd has not heard anything back on approval as of today, regarding amending the agreement, but did discuss that the city can pass a motion approving the amendment of the Owner-Engineer Agreement and estimated fees Bolton & Menk has presented, contingent on USDA Rural Developments approval. City Clerk, Nicole LaFrance discussed the change order requests that were already submitted through the contingency fund, and the remaining funds available to utilize. She wants to make sure the city council is aware of the current funds available to pay for this offset in the water project contingency fund, so that city funds are not tied into this payment for engineering services still needed for project. Mr. Todd went through the estimated amount still available in the fund, and believes the city will have enough available in contingency to pay for this offset. The estimation of RPR service for engineering services is based on $1,100.00 a day, which if project is completed by July 15th, around $38,000.00 will be needed from the fund. This is only a estimation. The city council discussed this amendment, and services already provided by Bolton & Menk, and would like to move forward in approving the agreement as long as USDA approves the change in Owner-Engineer Agreement. Council Member Jeremy Henke motioned to approve the Amendment to Owner Engineer Agreement, contingent on USDA approval. Council Member Jim Beach advanced; motion carried.

City Council member Jeremy Henke discussed the condition of the streets specifically the plans set forth for fixing the end of property owner’s driveway ends from contractors work. It’s been noted from residents that some driveways especially on 2nd Avenue are blocking in water. Todd discussed that this will all be taken care of by contractor, and gravel fill will be utilized for the sloping that occurring.

Under Maintenance Report, Bill Guggisberg spoke about requesting vacation time August 5th through August 14th, 2016. City of Hartland’s Maintenance Operator, Andy Flatness. will fill in while he is away. Guggisberg spoke about the pipe being installed from Hartland to Freeborn. He added a few extra water services, one south of gas station, and one behind the Legion. BCM and Guggisberg moved a hydrant a little north, for the purpose of snow removal access. A valve at the ponds needed repairs, and Brandon Flatness from Olson Excavating helped assist with the repair. He still is in process for digging up portion of 4th Avenue to check tile line back up. City of Albert Lea Maintenance Department will still assist, but Alden has a camera and the jetter company (Drain Works) that has newer equipment to better assist. Property owner at 302 Main Street requested Guggisberg’s assistance with a private plumbing company. A sinkhole was noted, and two tile lines run north/south and east/west. They discussed the hole, and the possibility that the 4th Avenue drainage issue noted in previous meeting minutes, could possible stem from this problem. This private tile line was fixed by the property owner.

Under unfinished business the city officials discussed when streets will be resurfaced. If project is complete in July, then Ulland’s will mobilize shortly after for repair.

Under unfinished business, city officials discussed City Ordinance #52-D Revision, an “Ordinance Relating to Municipal Water Service in Regulating Use & Connections Thereto/ An Ordinance Revising Utility Fees.” Changes were made to correspond to monthly utility billing and long term vacancies. Council Member Jim Beach motioned to approve Ordinance #52-D Revision. Council Member Pat Stenzel advanced; motion carried.

Under unfinished business dock removal from city property was discussed for parcel R25.040.0040. Mayor Ed Mosser will personally speak to the owner of the dock and see if the dock owner would like to take the dock back to his property, or leave for the city remove.

Under unfinished business, city council discussed yard mowing and other nuisance properties. Maintenance Operator discussed the sand by school, and the weeds growing there. He is currently spraying the weeds, but will need to put flags up after a spray so children know to stay away from that area. Letters are requested by city council for parcel number R25.013.0030 for TV’s that have been sitting outside of property, and parcel number R25.009.0040 for trimming of tall weeds around the property.

Council Member Jim Beach added under unfinished business that the Cancer Society will not be able to donate any excess funds from disbandment for park equipment. The donations made were for cancer related items and donations, rather than children’s park equipment noted in last month’s meeting minutes.

Under New Business , City Clerk Nicole LaFrance discussed the State Primary Election  that will be held on Tuesday, August 9, 2016. She discussed candidate filing period for city elected positions, absentee voting periods, election judge appointment, etc. LaFrance will post information on dates and periods for residents having any questions on the primary election information.

Under New Business, Council Member Jim Beach discussed a flag pole being suggested by the hospice tree. He also discussed sending thank you cards to Dale Ladlie and Vic Savick for volunteering their time to hang up city banners on poles around the city.

Under accounts payable and reconciliation reports, Council Member Jim Beach motioned to approve accounts payable  and reconciliation reports. Council Member Jeremy Henke advanced; motion carried. This includes payment requests for BCM Construction: PPE #7 $171,258.87; Dakota Supply Group: PPE#1 $54,094.90 Total Payment Request: $225,353.77 Payment on these invoices included are from PFA ($824.25 Principal Forgiveness Loan), PFA ($80,074.90 Loan), and UDSA RD Grant ($144,454.62).


Council Member Jeremy Henke motioned to adjourn the meeting.  Pat Stenzel advanced, motion carried.

Nicole LaFrance

-City Clerk-Treasurer