Minutes of the Regular Meeting of the Bird Island City CouncilMay 8, 2017 at 7:00 PM

Council members present: Sander, Seidl, Engelmann, Wolff, ProkoschThe regular meeting was called to order by Mayor Sander.A motion was made by Engelmann and seconded by Seidl to authorize payment of the claims and to approve the minutes of the last regular meeting. Passed unanimously. Three land use permit applications were reviewed. The Sheehan’s Gas Company storage building is located in the B-1 Commercial District where no setbacks are required. Todd Sheehan agreed to the 5’ side setback requested by Jeff Weis for location of a storage shed. A motion was made by Engelmann and seconded by Wolff to approve the land use permits for Mark Gass (deck), Sheehan’s Gas (storage/maintenance shop) and Jeff Weis (storage shed). Passed unanimously.

Office Copier The City Office copier/printer/scanner/fax is over 10 years old and maintenance has been hard to complete as parts are becoming obsolete. Bids were received from Marco ($3850) and Metro Sales Inc. ($4117) to replace the machine with one that would also print color copies. There is money in the Capital Projects Fund to purchase the copier. A motion was made by Engelmann and seconded by Seidl to purchase the copier from Marco at a cost of $3850. Passes unanimously. The City’s service contract with Marco will continue.

Municipal Building The heating/air conditioning systems present in the Municipal Building were discussed.Heat/Air The boiler system is around 60 years old and many band-aid fixes have been attemptedConditioning over the last 10 years. Engelmann is working on soliciting proposals to replace the

system with high-efficiency boilers that have an automatic water-filling component. It was also discussed to possibly convert to a mini split system for the air conditioning in the building. The hope is to have proposals prepared for the June Meeting. The City will also solicit bids for the addition of insulation under the roof.

Library/City Hall The lighting in the Library is in need of improvements due to noisy ballasts and flickeringLighting lights. Engelmann offered to replace the fixtures with LED lights for the cost of the

rebate the City will receive from Xcel Energy. A motion was made by Wolff and seconded by Seidl to accept Engelmann’s offer of the donation of the LED lights and labor to install. All voted in favor except Engelmann, who abstained. Bids will be solicited for conversion to LED lights in the Municipal Building.

Rehab Wraps/ Rehab Wraps is looking to expand its business and has inquired as to the availability ofCity Lots two city lots along Hwy. 212: The lot by the ball park west of Manderscheid’s property,

and the lot west of the Ballroom. The lot by the ball park is used for parking and has been suggested as a trail head location. The lot by the Ballroom was conveyed to the City by MnDOT, at no cost, provided the land be used for a public purpose. Should the City want to sell to a private business, they would have to deed the property back to MnDOT and purchase the land for the appraised value. Other possible locations along the Highway and Main Street were discussed. Before the City sells either of their lots to a private business, the Council suggests that alternative locations be seriously considered.

Beer Licenses A motion was made by Wolff and seconded by Seidl to approve two 1-day beer licenses for the Olivia Legion on June 3rd at the Fairgrounds (Trails 4 Transplants) and June 17 at the City Park (Island Days). Passed unanimously.

Island Days The Island Days Committee is again requesting temporary street closures for events taking place on June 14, 16 & 17. A motion was made by Wolff and seconded by Engelmann to approve the temporary street closures, as presented. Passed unanimously.

Resolution 3-17 A motion was made by Wolff and seconded by Engelmann to adopt Resolution 3-17, recognizing October 15th as National Pregnancy & Infant Loss Awareness Day. Passed unanimously.

Island Market Discussion continued regarding the need to repair/improve the sidewalk west of IslandSidewalk Market. With direction from the Bird Island Enterprise Board, a sidewalk repair proposal

was submitted by Randy Vogt. There were questions raised regarding the level and slope of the sidewalk being replaced. Discussion was tabled to get further information from Randy Vogt regarding the proposal.

Mosquito Spraying A quote of $5923.36 was received from Clarke to purchase a London Fog Mag ULVEquipment Machine with remote spray and 5 gallons of DUET chemical. This amount was included

in the 2017 Budget; therefore, a motion was made by Engelmann and seconded by Wolff to purchase the machine/chemical from Clarke for $5923.36. Passed unanimously.

Dust Control Bids were received from SW Dust Treatment Inc. ($.59 per running foot x 18’ wide, at rate of .27 gallons per sq. yd.) and J&J Dust Control ($.60 per foot x 18’ wide at rate of .27 gallons per sq. yd.) to apply calcium chloride to the gravel roads in town. A motion was made by Engelmann and seconded by Wolff to accept the low bid of SW Dust Treatment to apply calcium chloride to the same gravel roads that were treated last year. Passed unanimously.

Water Tower 10-year contract proposals were received from Maguire Iron ($4950) and KLMMaintenance Engineering ($8100) to clean and inspect the inside/outside of the City’s water tower in

2017, 2020, 2023 and 2026. A motion was made by Engelmann and seconded by Seidl to approve and sign the 10-year contract with Maguire Iron. Passed unanimously.

Storm Water Following inspection of water flow in manholes, videotaping lines and smoke testing,Infiltration several locations in town were identified where storm water may be entering the

sanitary sewer system. One situation has been corrected via valve operation. Staff will follow-up with researching solutions to correct the other areas where noncompliance exists. The smoke testing equipment has been returned to MRWA.

13th Street An update was given on the 13th Street project. Prior to the 3rd week in May, all topsoil and seeding should be completed. The week of May 22nd, the Contractor will raise manhole castings and the City is to raise all gate valve boxes. The final wear course will be completed between June 1st and July 31st.

Street Discussion continued regarding the condition of some of the streets in town, and theMaintenance/ need to formulate a plan for maintenance and improvements; to include crack filling,

Improvements patching, seal coating and total reconstruction. Staff was directed to draft a plan, and timeline for completion, for the Council’s review/consideration. The condition of some of the sidewalks in town was also discussed.

Private Contractor The question arose as to whether City staff should be performing work for privateWork contractors. Concerns were raised with staff needing to spend time completing City

tasks. Possible liability issues were also discussed. City staff may only assist private contractors during emergency situations and when no other help is available.

Summer Help The Committee presented recommendations for the Summer Help position. A motion was made by Seidl and seconded by Prokosch to accept the recommendation to offer the position to Riley Weis at $10/hour for an average of 32 hours per week for three months; and if they are interested, to add Zach Chapman and Matt Sorem to the part-time help list. Passed unanimously.

MPCA Inspection The Council reviewed the Compliance Evaluation Inspection Report completed by theReport MPCA. Two influent samples were missed and there were three pH effluent limit

violations. DMRs have been amended where snow precipitation numbers were not converted to rain. An updated Phosphorus Management Plan is due to the MPCA by May 17, 2017.

Advertise On-Call The Council reviewed a draft help wanted ad for on-call, as-needed assistance forHelp specific tasks. There would be no deadline to apply and applications would be received

on a continuous basis. A motion was made by Engelmann and seconded by Seidl to approve the ad and to raise the wage for on-call help (excluding mowing & painting) to $13/hour. All voted in favor except Wolff, who abstained.

Emergency A motion was made by Engelmann and seconded by Seidl to increase the hourly CivilManagement Defense Director wage to $13/hour. All voted in favor except Wolff, who abstained.

Meeting adjourned.Deb Lingl, City Administrator