Springfield City Council Meeting

SPRINGFIELD CITY COUNCIL MEETING MARCH 26, 2013 5:15 PM The March 26, 2013 council meeting was called to order by Mayor Mark Brown at 5:15 PM. Those present include Brown, Lowell Helget, Mike Rothmeier, City Attorney Paul Muske, City Manager Mac Tilberg and City Clerk Amy Vogel. Absent was Phil Jensen. Others present include Doris Weber, Tom Olinger with Abdo Eick and Meyers, Bryan Page with Mead & Hunt, Jim Miesen, Barry Reindl, Scott Johnson, John Nicholson, Steve Huiras, Colette Aarons, and Kent Salonek and Ryan Breisch with Saloneks.

Motion by Rothmeier, second by Helget to adopt the agenda. All ayes.

Olinger presented the 2012 audit report and management letter. The general fund realized a loss of $36,484. A single audit will be needed since the amount of federal grants exceeded $500,000. This is due by September. They noted that an adjustment was needed to record the ARMER radio grant, which also increased the fixed assets. This was considered a material weakness audit adjustment. This grant was administered by the City of New Ulm. All grants shall be recorded in the future.

Motion by Helget, second by Rothmeier to accept the 2012 audit report. All ayes.

Motion by Helget, second by Rothmeier to approve the Feb. 19 and 28, 2013 council minutes. All ayes.

Motion by Rothmeier, second by Helget to approve payment of the audited claims along with the list of additional claims as presented. All ayes.

Motion by Rothmeier, second by Helget to approve the consent agenda as listed. All ayes.

Brown asked if council members had any names of interested individuals for the vacant Ward 2 councilor position. Chetter Bisel has indicated interest. Motion by Brown, second by Rothmeier to appoint/elect Bisel to fill the vacancy through 2014 until a general election is held to elect a replacement for the remaining 2 years. All ayes.

The council reviewed Salonek’s pay estimate #6 for $19,315.55 for the SRE building. The FAA did allow release of most of the retainage less twice the amount of work to be completed. A discrepancy was discovered with the grading and earth work where an extra 48 yards was excavated and replaced. Page stated that if Salonek’s produce documented proof of the units, Mead & Hunt would do a change order to include those units in the contract. It amounts to about $2,200. The change order would be an agreement between the owner and the contractor. The engineer is a 3rd party to the agreement. Saloneks have the load slips and will send them to Mead & Hunt so that a change order can be drafted. Motion by Helget, second by Brown to approve pay estimate #6 for $19,315.55 to Salonek’s for the SRE building. Ayes – Brown and Helget. Abstain – Rothmeier. Motion passed.

Page presented task orders for engineering services to complete the tree obstruction and the master plan/airport layout plan. The tree removal would be $7,300 for engineering and would be funded 70/30 with the state. The contractor’s amount would also be funded 70/30. The task order for the master plan/ALP amounts to $96,566. This would be subject to federal funding at SPRINGFIELD CITY COUNCIL MEETING MARCH 26, 2013 5:15 PM the 90/10 ratio. There is about $222,000 of FAA entitlements that could be used before Oct. 2013. Tilberg mentioned that neither of these projects was budgeted for. There may be a chance that city staff could clear some of the tree obstructions.

Tilberg also stated that the loader has been having issues and needs repairs or replacing. This could be funded with the FAA entitlements. A new one is estimated at $180,000 to $200,000 before trade-in which is estimated at about $70,000. The city’s share would be 10% of the net purchase price. It wasn’t scheduled for replacing until 2014 so the FAA will have to agree to move it up to 2013. He recommended postponing the master plan/ALP since there are no current projects hinging on it. He also recommended moving forward with the tree obstruction with state funds and the replacement of the loader with federal funds. Page mentioned that the single audit costs of $2,000 will be included with one of this year’s projects.

Motion by Rothmeier, second by Helget to pursue the loader replacement and single audit costs with this year’s projects and to table the master plan/ALP and tree obstruction clearing to next year. All ayes.

Steve Huiras has requested to purchase the city-owned lot adjacent to his property for $4,000. This lot was acquired through the FEMA buyout after the 1993 flood and is unbuildable. The property value was at $12,800, but the County has agreed to decrease that to $6,500 after becoming aware that it is unbuildable. Huiras’ offer included the condition that there would be no special assessments on the west and north sides of that property. Muske said that he doesn’t believe this council can speak for future councils as far as special assessments are concerned. However, he noted that a benefit of improvement has to be shown in order to place special assessments on a property. It may be possible to use the purchase price towards the first special assessments that occur. The council noted that there may be a need to acquire an easement on the north and west sides of this property. Muske will look into possibilities for the April meeting. Motion by Helget, second by Rothmeier to table this to the April meeting. All ayes.

Pay estimate #6 for $18,072.57 for Schmidt Construction was reviewed. This is for the purchase of the sleuce gates, less retainage, that have not been installed yet. Motion by Rothmeier, second by Helget to approve payment to Schmidt Construction for $18,072.57. All ayes.

The council discussed if it was necessary to place either gravel or asphalt on top of the levee. Rothmeier noted that Andy Kehren stated that it wasn’t designed for truck traffic. Johnson said that if there is a looming flood, they will drive a pickup up there to get set up. He said it would be a lot better if it was at least graveled. Motion by Helget, second by Rothmeier to approve the alternate that includes gravel on the top of the levee contingent on the engineer’s approval. All ayes.

Tilberg said that the Rec Complex has reviewed the Sticker Field improvement project and its funding. They have agreed to contribute $10,000 to the project and may request the city and school to contribute $25,000 each above the Rec Complex contribution. They also authorized Salonek’s to make the necessary repairs to the grandstand ($13,000) and to have repairs/upgrades made to the softball concession stand ($1,500). The Softball Assn wants to make a few improvements on their own including a batting cage and moving the shed from between the SPRINGFIELD CITY COUNCIL MEETING MARCH 26, 2013 5:15 PM tennis courts to the west side of the courts to allow for easier storage of softball equipment. Motion by Helget, second by Rothmeier to approve the baseball and softball improvements except for moving the shed. All ayes. Moving the shed will be reviewed at the Rec Complex park walk-through on April. 8.

Another inspection of the park/campground bathrooms was done in order to put together a list of needs for each one. Items needed in the various bathrooms include stainless steel vanity tops with sinks, mirrors, grab bars, toilet paper holders, hand driers and some remodeling. Salonek’s have quoted on each bathroom to furnish and install according to its specific needs. The city will get another quote for sealing the floors and walls. Motion by Rothmeier, second by Helget to accept Salonek’s quote totaling $5,460 for all the bathrooms’ needs. All ayes.

The council reviewed the planning commission recommendations for the conditional use permit application from Spfld Public School. The school applied for the CUP to place a greenhouse and compost bin on the property located at 307 W Central. The planning commission recommended approving the CUP with the following conditions: signs cannot be more than 32 sq. ft., the compost bin will be moved if there is an odor, the sitting area has to be park quality, the pond feature can’t have standing water, and the greenhouse lighting will be screened if it adversely affects neighbors. Motion by Helget, second by Rothmeier to accept the planning commission’s recommendation and approve the CUP for the school with all the conditions listed above. All ayes.

The personnel committee has recommended advertising to permanently fill the Street/Park Supt position. They also recommended the position remain overtime exempt and have a starting salary range of $35,000 to $40,000 depending on qualifications. There was also a request to allow the street dept. to work more hours Monday to Thursday and complete the week at noon on Fridays during the summer. There was a concern raised if the mowing did not get done by Friday noon that there would be overtime involved to get it done before the weekend. The committee recommended not changing the work hours. Motion by Rothmeier, second by Helget to approve advertising the position as recommended with the salary being set depending on experience and qualifications. All ayes.

Motion by Rothmeier, second by Helget to approve contributing $2.00/sq. ft. for the sidewalk replacement at 201 S Ray and that the sidewalk must meet the city’s requirements. All ayes.

Brown County worked with the City of Sleepy Eye this past winter to have the City perform the snow and ice control needed on county roads in the city limits. There are 0.66 miles of county roads in Springfield. Brown County would reimburse Springfield $2,868.62 if they would perform snow and ice control on the county roads in the city limits. Motion by Rothmeier, second by Helget to approve the snow and ice control agreement with Brown County for 2013- 14 winter season. All ayes.

Sealed bids were reviewed on the 1992 Ford pickup that was declared surplus property. Three bids were received ranging from $105 to $545. Motion by Helget, second by Rothmeier to accept the high bid of $545.00 from Robert Veerkamp for the 1992 Ford pickup. All ayes. SPRINGFIELD CITY COUNCIL MEETING MARCH 26, 2013 5:15 PM Muske stated that the EDA is looking at GO Tax Abatement Bonds for Springfield Lodging LLC. The bonds could save them up to $20,000 annually on debt service payments. This is in the early stages and more information will be available at a later date if it is feasible.

There was much discussion with semi-tractor and/or trailer parking in the city, and also with transferring animals from one truck to another. This will be looked into further.

Johnson stated that the council is invited to the CMMPA Regional meeting to be held in Springfield on April 18 at 5 PM at the Community Center.

Rothmeier stated that the Mead & Hunt documents still speak of a taxiway. Tilberg said that it is only noted. Since there is no political backing in Springfield and there is no likelihood of enough federal and/or state funding to construct it, the project is not likely.

Motion by Helget, second by Rothmeier to adjourn at 7:45 PM. All ayes.

Submitted by City Clerk Amy A. Vogel