Pretty good. Sorry. Uh you want the extra page? The second one? I have a standing one. I just didn't have that. Yeah. Nope. I didn't get the one that I picked up. I was just going for the sofa. No, thank you. Hey, Terrence. Come on over. Oh, you're back. Are you replacing Mike? Oh, okay. You should. Oh, vice president.
I don't know. He didn't he's not bus driving or not? Is he? No? Okay. So yeah. It has to come. Uh when I start the meeting, okay? Um beforehand so. Okay. Sure. Yeah. Just. No. Hold on here. You just want to sit down. Oh yeah, totally. Yeah. Oh, yeah. Absolutely. And if you don't need to stay the whole time. That's why you guys are right at the beginning.
Nope. You don't have to sit for everything. Okay. Next guest. Yeah. Yeah. There's two spots. For real. Hi, But it's still Mother's Day. Hey. We're going to the back of your head. Go ahead. That's okay. Yeah. Alright. At six o'clock I'll ask everyone to stand to the pledge of allegiance I pledge allegiance to the flag of the United States of America and to
god, indivisible, with liberty and justice for all Well, we're in a interesting situation. I think all of you guys were coming. Uh we don't have a porum. So I'm going to call our fourth and see where he's at. Well, if I don't answer then, you have to reschedule a meeting, right? We're waiting on Sean to get here, Tom. Oh, darn. Okay. Um. He hung up so
he's walking in the door. Yeah. Yeah, probably. Uh so as we wait for Sean I'll just let the minutes reflect that Tom is calling in. Um via cellphone out in sunny California Tom. Cloudy rainy California. What's the temperature? Sixty-three. Yeah it's twenty-eight here. Quiet. Hey. Hey. I'm coming back tomorrow. Okay. We're Zoe. It's
all good. Alright. Sean's on his way. So. Citizens Forum? We can do any business until we get a quarantine. No, we're going to do the Citizens Forum though. I'll at least open it. Uh everyone that's here is on the agenda anyway. So, if there's anybody from the public that would like to address the council, now would be the time to do so. You guys are all on the agenda. Every single one of you. Jeff, unless you want to just You just dropped it. Yes,
okay. That's. Okay. Um yeah so now only. Tom, you can hear us all well. Yes. Okay. Yeah so Council members Mike Nelson, Scott Northwest you via phone and Sean should be here shortly. Oh okay. So Wayne and Eric aren't there? Wayne, Eric, and Scott E are not here tonight. No. Okay. And then in front of me is everyone I
mentioned earlier with the addition of Tara Johnson and Nick Wood now as well. So, we got a full house. Charge admission. Yeah. We were kind of hoping you were going to show up again tonight with hundred-dollar bills in your pocket like you did last meeting. I know they're kind of getting down low in my pocket so Hm. She got Don't leave me leave my dog my brothers.
I think Karen. Come on in. There's a spot over there, Karen. We're waiting for one more council member so you're not even the last one. Yeah. Don't I You tell Sean he's interrupting my afternoon nap. What time is
it out there, Tom? Four o'clock. Okay, You gotta get ready for supper anyway. Anyone else ordered iPads? Figure that out? Nobody's responding what they want. That's good. Well. So I ordered Tom. Tom, I ordered your iPad today. Well, Monday. Okay. So, it should be here by the end of the week and then I'll get it. Um I'm leaving Sunday for Mexico for a week. Nice. Nice. It's supposed to get warmer here. It's supposed to get
warmer in Southern California so. But I'll get it all ready for you and then I'll just leave it on my desk. So, if you come next week or you know, whatever. I'll leave the passcode and everything for you. Okay. In order to get Sean hooked up on your MacBook I need all of the you gave me the MacBook but you didn't give me like the charger and everything back so I'll need that to be able to turn on the MacBook or the Chromebook Chromebook sorry yeah okay alright Sean's
arrived sorry you're good okay so moving on to the consent agenda letter C accounts payable mounts in the pocket but I'll just read read them $19, 998 and two cents again one nine comma nine 9 8 period 02 and then letter D the accounts prepaid in the amount of $297, 000 664 and 49 cents again 297 comma 644 period 49 I need a motion to approve so
move second and motion Mike second Scott N all in favor aye aye I'll post motion passes Moving on to the agenda, Tom, you mentioned you had two things to add to it. Well, actually, actually three. Um under old business, a discussion and visible building options. On what? Under old business. Yup. Bespoke building options. Okay. Under new business, a street repair plan and liquor store hearing. Okay.
So, we'll do under old business, we'll do municipal building options and then under new business, we'll do letter D liquor store hearing Tom okay any other one was a street repair plan yes and we'll do E for street repair plan okay thank you yes any other additions or subtractions from the council everyone know resolution under E yeah under new business letter C letter C under the EDA we have
resolution 2026 dash oh one dash oh one revolving loan grant. Any other additions or subtractions to the agenda? Okay. Hearing none. I need a motion. Okay and motion from Scott. Second from Tom all in favor. Hi. Hi. Hi. Okay. Motion passes. Okay. Uh more engineering. Brandon, you're up first actually. I actually don't have a whole lot like the first event. Yeah, but I don't have a lot. Um just wanted to
stop by and see if how things were going. I haven't been here in like I think two months but I saw a draft intended use plan for the clean water and drinking water lister to stay. Hopefully, that'll come out later this later this month so then I'll circle back with and part of that might come into when we start kind of figuring out what that next step look like what we will say look at the streets and see maybe what streets could be included in that a lot of the disco round
of sewer water replacement it'll be sewer and water on the same stretch and so instead of patching it'll be more sure of that full reconstruct but kind of more to come so but all reality, I'm just stopping by to say hi and see if you guys need anything for me. Okay. Anybody got anything for Brandon? Tom you could hear him alright or was it? Yeah I heard him fine. Okay. No I have nothing. Perfect. Yeah cool. It's nice and easy huh? Yeah. Yeah. And then I've got an invoice. No
I'm yeah. You always Okay. Uh let's see. Uh Tara Johnson, if you want to Tara, if you, we all know you of course but if you want to come up and speak on the microphone, introduce yourself and yeah, ask away. Yeah and I type mine as well. Keep it short and sweet too. So, first of all, good evening Mayor Hints and members of the City Council. My name is Tara Johnson and I'm here on behalf of Ada Biogros. First, I want to sincerely thank you for the support you provided last year to help us get this program off the ground and running. Your donation made
a meaningful difference and Ashley went above and beyond to help secure resources for our finale fiveK event. A little background on BioGirls for those of you who are not familiar. Bio stands for Beautiful Inside and Out and it is a non-profit evidence-based program for girls in grades two through six focused on improving self-esteem, mental wellness, and leadership through a 12-week curriculum combining non-denominational devotions, life skills, large and small group mentoring, and non-competitive physical activity. The program is one00% volunteer led including my
position as site director. We rely on sponsorships and donations from the and local businesses. Because of your generosity last year we were able to experience a very successful first year program by serving 20 girls. I truly believe that investment had a direct and positive impact on our community. As I personally experienced each girls growth throughout the 12 week program. This year the need for our services has continued to grow as we have expanded to a 40 participant program. So we can serve more girls. With that comes more mentors and more money to be raised. And I am
committed to meeting that need responsibly and effectively as I would like to see this program stick around for many years to come. Tonight I am respectful requesting your consideration for another donation to help us continue this work. Your support would allow us to reach more girls and maintain a successful program and ensure that these services remain accessible to those who rely on them. Ada Bio Girls values our partnership with the City of Ada and are grateful for your continued belief in our mission. Thank you again for your past support and for your time and consideration this evening. Tara. Okay. Tara, what are you
asking for monetary note obviously? Um yeah. So last year it was five hundred and this year Ashley and I talked and I thought a thousand? Okay. It's I should probably let you know it's five thousand to bring the program to Adot. So Tom do you hear that? Yes I have a question. How much do we have in that that's my question. Gambling fund. So it starts over new at the beginning of the year technically. Yes. Starts over new. We got $1900 from the last month in there. Um obviously it'll continue to grow every month. I'd make a motion for $500 at this point maybe more
later. I would second that. Okay. I got a motion from Tom in a second from Scott Inn and the amount of 500 dollars. Any further discussion. I just like to thank Tara for bringing me up to date on what Biogirls is because I never heard of it before so. You're welcome. Thanks. Perfect. Any further discussion? All in favor? Aye. Aye. Motion passes. Alright. Thank you all. Thanks Jeremy. So, we're down to 1400 just an FYI. Yeah. Karen, you're up. Come on over again. You want to
be third? Yeah, you don't want to be third. I feel bad for Nick. Hey, my name is Karen Bromanchenkle and I'm here as well representing for the it's a beanbag tournament in honor of Katie Brumenchenkle Vilmo that will be going on this weekend over at the House at LRC and I'm just requesting a donation you guys have donated in the past and I was just looking if you guys would want to donate again that goes towards a scholarship in memory of Katie and it we've I think we've given out for the past two years to three different
kids in the last two last years are both in kids from Fertile and from Ada so it goes to a scholarship for kids going to something towards AID. Cool. Awesome. Is this part of the AIDS Scholarship Foundation? No. No. No. Different sound. It's 501 C three. Yeah. Katie, what are you looking for then too or what? Uh last year, I think you guys donated $500. 500. Any amount? I'd make a motion for 500 again. Okay. I
got a motion for Mike in the amount of $500. The second. Okay. Second from Scott and any further discussion? Yeah, question. What is the qualifications for the scholarship? Um the qualifications post-secondary education majoring in agriculture or egg related business in Northwest Minnesota Foundation or the Northwest Minnesota region and you have to be going to school for over a year or two in order you get it in your second semester I
think but it has to be egg related it doesn't have to be a four year it can be a post secondary or two year tech. So it's not limited to graduates from Aid of West? No it's I think there's I don't know how many schools but I mean it goes all the way up to Bemidji. There's a girl that received it two years ago from Amidji but it goes it spreads out to Hillsborough I think and to North Dakota but I think it ends at Twin Valley and maybe to the east. There's quite a few schools but it's not just to the Adaborough region.
Any other questions, Tom? No, my only comment is that our our donations are usually to the benefit of people from Ada. Mm hmm. Yup. And. It seems a little bit widespread. And Ada graduates can apply for it. One received it last. Being all necessary in giving it. Yeah, the one got it last year, correct? Yup. Yeah. Yup. Yup. Mike made a motion. It's called motion. Yup. I got a motion from Mike in a second from Scott and any further
discussion. Okay, all in favor. Aye. Aye. Aye. All opposed. Aye. Motion passes. Perfect. Thank you guys. Karen. Thank you. Thank you, Karen. Hogie. Nick, you're up. Uh my name is Nick Wynn for those of you who don't know me. I'm here representing the Heart of the Valley Golf Course. Um we are requesting $500 for our annual banquet. Um this goes towards our mission on providing free golf to kids
under the age of 18 in Ada and surrounding communities. Um we've seen a big uptick in the use from those kids. Uh last year was our biggest one. I couldn't tell you how many what there were but you could drive by golf course any night when you'd find a kid out there so yeah again I'm just going to request for $500 for our annual banquet which goes towards our mission for providing that free golf for kids under the age of 18 can I ask can I ask Nick here is the golf course showing
in profit do they need our donation or are they doing well so this is for the foundation not for the for profit side I guess Yeah. Foundation runs in golf course though, doesn't it? Correct. Yeah. So. You could profit. That I don't know. I can let you know when we have our financial meeting I don't know when that is. I think that's in February. But our bank if you're making a profit then we don't need to subsidize
them. We can use it for somebody else. I'll make a motion for $500 to the golf course. Okay. I got a motion from Mike and one of five hundred dollars if I have a second. I'll second. I got a second from Sean. Any further discussion Tom? Okay, all in favor. Aye. Aye. Aye. All post. Aye. Motion passes. Thanks, Nate. Thank you. Thank you, Nick. Okay. Uh Tony, you're up next. Best meetings cruise in a
while? Yes. Well, we haven't hit the good stuff. Yeah. Yeah, if you want to just introduce yourself to the council and the community members that are present and let's chat. Sure, my name is Tony Hewitt. I own the grocery store in town here and speaking of that golf course, I'm not sure if I donated last year but I know I've donated to that few other times. So, once again, I guess I was learned that our off sale, city off sale loses money every year. I shouldn't say every year as the last couple years and I have two other
grocery stores that I have attached off sales to. So, and they work well and do well in the community. I guess I would like to petition the city to consider that opening up to the public and I would if that's the case and if I could get a license, I would open up our remodel the portion of the grocery store there. I'm going to call it the garage area. We have two backrooms of the grocery area. The one behind the check stands. Basically, we don't use it much
for except for a little bit of overstock inventory. I would have put a new front door on it obviously because off sales need a separate entrance and once again, customers cannot enter it from the grocery store portion. They would have to go outside, come back in and that's the way it works in two of my other stores. Uh so I would remodel that section you know back there and put in shelving and I know the city has a lot of money tied up in their off sale if if this would work out I would buy their inventory buy most of their
equipment and shelving everything that I could possibly use which most of it I probably would and you know help save some city some money I'm sure they got I don't know what their inventory is in there but it's gotta be a chunk of change so once again I'm not familiar with the local bars in town here but do they have off sale no and I would think that they would be in favor of it I'm once again think I'm not speaking for them but when people are in the local bars
having a beer or something you think they would want to you know maybe pick up a six pack of beer on the way home I would think you know that's something they might be interested in once again I have two other stores that do it and it works well and I don't expect a decision from anybody you know today I would like you to consider it and kick it around and and down the road make a decision and let me know I would remodel it make it look nice and I see I have stopped
in the city off sale it's very nice but no offense but I couldn't afford to lose that kind of money on any business every year after year you know so and So does anybody have any questions for me? What would be the hours of operation of your store? I would probably just be basically the in my other stores where we close at eight. Uh Monday through Friday. I think Saturdays we close at seven and and Sundays at six.
Once again I would probably keep mainly the same hours. Uh once again I would guess the local bars would want an off-sale license also. My point being is they didn't if I wasn't open and they wanted to go over there you know depends the customer wants to go. If I close at eight o'clock and somebody wants a six pack of beer at you know nine o'clock I'm guessing the local bars which you know certainly sold one. So. Probably pretty close to the store hours. For as long
as I've been on this council we've never had someone approach the city for an off-sale license. Um none of the bars through multiple owners in all of them have never approached the city about an off-sale liquor license. Um Ash and I've talked to our lawyers a little bit about this and we need to ask a few more questions. Sure. Um and obviously we're not going to make a decision tonight anyway but I didn't expect. Um Tony what. You have to have a public hearing anyways. Yeah. Um it's going to get asked now that
it's out in public that you are interested in doing something like this Tony. Do you have any interest in in purchasing the building that our current liquor store is again? I know it's not attached to the grocery store but right. Like you mentioned you know we just we had a huge Mahal seven years ago and we had a lot of money tied up into that building. Yeah. Not just the inside but now the outside with the brick and the roof. Um we I mean we'd have a building that honestly if there wasn't a liquor store we wouldn't have a use for. Right. Um you know so that's just questions that I'm
thinking as we're talking about. I mean would you have any interest in that building? Well the only I'll say no bluntly but same with my other stores. We don't like in in my particular case I would we have that I when I bought the grocery store I catch the grocery store to that back garage area you know through it's about eight foot wide area this and that and in my stores we just have doorbells back there or door when somebody walks in and one of one of our employees goes back and sells them the beer so once again I
couldn't make money you guys can't make money if you have somebody sit there all day long so in the current location you'd I'd have to have somebody sit there all day long and I'd lose money just like the city does yeah and then my hours would be obviously a little bit maybe better hours than the city off sale has. I guess what time do you guys close your off sale at? 10 o'clock every night. Nine o'clock? Ten o'clock. Oh ten o'clock. Oh we are. Okay. And then and my other ones too though we are open Sundays. Not a big deal. I think Minnesota State Laws like 10 to five or something. Yeah.
Yeah. Is there any rule on earliness like. That's what I was going to ask. Okay. I mean. Yeah. I think it's eight o'clock in the morning. Okay. That was good. And I'm I'm not going to put in money on it but I think it's about eight o'clock. Okay. Do you open the other ones up eight when you're. Yeah. The other place. Usually right at eight o'clock and the reason I'm almost positive it's eight o'clock because our grocery store is open at seven and I make sure that they don't open the the doors till eight. Okay. And once again we're connected from the grocery store to the off sale. Uh it's only like 10 15 feet away and for that reason
we can utilize the same labor. Obviously they gotta be eighteen. Mm hmm. To sell it. Yeah. And of course anyone to drink it but yeah something for you guys to think about I know the city loses some money and I knew I'd heard the rumor I didn't know it but you guys had invested a lot of money in the building and it's a beautiful place yeah how timeline Tony I mean no timeline okay it just I guess I started thinking about this a month or so ago two months ago and and once again
it would take me you know a month or two to remodel it and get ready for it so I don't know how much the city is actually losing I looked at something online but I sent you guys all a 15 years stock report yeah yeah so once again I would be able to buy what How do you do in 2025 do we have? We don't have the final numbers yet but remember Tom we had THC sales so I'm hoping that there's so I'm hoping we're going to have a better numbers than what we had last year.
Last year was our biggest loss yet. Um and I'm not surprised by it. Twenty-four was? Uh twenty-four was our biggest loss yet at sixteen thousand. 16000. Um every year before that was a thousand 6000. 2020. Um we may a profit of 6000 and so it's been four years now and of losses. 20 25 I don't have the numbers Tom yet. We don't even have the final our auditors will come in and do the final inventory count here
with Jerry soon so. Jerry. Yes so once again I don't expect a decision this week next week or or next month you know you're waiting for your numbers and THC products once again we don't sell that much of that I don't know if you guys are familiar with your THC sales well we're doing pretty well I I printed your report and I'll leave my words yeah and THC of course yeah our profit for last month was what 1500 on it or
1100 on it but helping us enough to get into the black it's helping us enough to be more profitable than the year last year right so again we won't know until the end of the year sure but it is helping us somewhat and this is our first year not saying that it it's the end all day full year right isn't it right first full year of it we didn't start it until January of 2025 it was January November yeah we started talking about in November December and our first sales went in January so Tony just from the brief discussions that
Ashley and I have had with our lawyers. I mean, we technically cannot deny you an off-sale liquor license. Um and I'm just going to be frank with you and Frank with the community. I mean, you can come in here and ask for off-sale liquor license next month and we'd have to grant it. You know, if you have all your licensing. I'm kidding. Everybody quit shopping at the grocery store. Let me tell you. Yeah. So, I mean, is is this a is this a situation you're going to do it no matter what? No. No. If the I won't do without the city's permission. Okay. And and I basically I need you almost. So
I shouldn't say that because my labor factor is not that much. I'd have to put somebody on a little bit more here and there. Don't get it wrong. Sure. But no I would not do it without the city's permission and the city and Okay. Well, I think what I'd like to do we have an EDA meeting on Friday morning. Um I'd like to start it there. Just a brief discussion. We have two of the city council members on that committee and then I'm with you Tom. I'd like to you know, if you want to
have a a citizen's form or a public form. I I think that. We have to have a public hearing if you've lost two out of three consecutive years. Yeah. We have to have a public hearing. And we we have Yeah. Yeah. Yeah. But I guess I would like just some community input too. Um so you know I think we can start there Tony and check the baby steps and then we'll just keep in contact. We appreciate that our communication that you've had and go from there. Yeah and I couldn't do anything without the city's provision which we're good. So Okay.
Okay. Awesome. Any other questions for Tony guys. Nope. Okay. Awesome. Okay. Well, thank you. Thank you. Appreciate it. Okay. Uh Rhett, you're up next. Hey, good evening. Rhett Fismas, architect with Rhett Architecture. I'm going to provide just a real brief summary on the status of the public works project and then if there's questions and you you can you can ask that we are
over 50% done with the construction documents. We are were scheduled for having all of the drawings and engineering complete mid the 12th of February with advertising for bid beginning on February 19th and then a March 12th bid opening but this schedule now is going to be adjusted because of the addition of in floor and ad alternate for floor heat to
to be put into the existing facility so right now it's there's kind of four projects in one there's replacing the existing building of Bluedown there's an addition an annex shop annex to that that would be for the public works which is just additional shop space that's an ad alternate so it's kind of that's architectural jargon for all la carte on the bid so it'll be a a bid so you can kind of pick and choose
what parts of the project you want to include so you'll have an option for the annex which is additional public workshop space then there's another alternate ad alternate you know which is an a la carte option to add a city hall which would have three offices a council chamber and then a bathroom and a storage closet and then there's another a la carte option for you to have the police station relocated and this design is already been finalized I mean it's it's an
engineering phase the mechanical electrical design structural design and then over the Christmas holiday per you know me coordinating with Brian at Public Works there's an option to tear out the existing floor concrete floor of the shop that has in-floor heat in it already and then just replace it with the new concrete floor so we haven't talked about that yet in the council I put it on the okay I know Sean you were the one that I'm updating you with this yeah
hasn't heard so this is and this is all new here through the just over the over the holidays so this is the this is the thing for you to consider and approve well I thought it was approved so we're moving forward my engine. They haven't worked on it yet. So, if you want to kill it, now it'd be or sooner rather than later. Can we talk more now? We can talk about it now. The rent's up there, right? And obviously, he knows. I I just I just have a really hard time putting a brand-new building on a forty-some-year-old slab of
concrete and forty-some-year-old tubing. Um now that I think about it a little bit more since our meeting, that system's been open now for how many months? Is it froze? Is it broke? We have no idea. And the only way. But yeah. You did blow it up. Okay that's that's that's beneficial. You know that's going to help right? Okay I did not know that. Yeah we absolutely blew it out. Okay. I knew it wasn't going to be covered but. I I just underneath we don't know. I just feel that we would be
ridiculous to put a brand new building on forty some year old concrete and forty some year old too. I'll guarantee you this new stuff is way more efficient. They didn't do a lot of insulating underneath it before. You know, a lot of it just went in the sink and put a lot of insulation underneath it. So, I guarantee you most of that heat probably just goes in the ground and not up into where we want it. You know talking to some of the contractors I mean they've been
all over the board anywhere from an extra 40 grand to an extra 80 grand you know kind of all over the board I guess we were talking at the meeting just for the actual shop area to have the floor heat like it is now not the office you know we don't want well floor heat in the office and so I can clarify that so right now you guys if you want to change it you're you're the boss we'll we'll accommodate you. Right now, we are preparing to have an floor heat in the annex
option which would be brand new. Correct. And then the current building that's just existing to remain. This would be tear out the existing and just replace it with a new floor. The advantages of that would be it's a newer, more efficient system. Yeah. Uh the other advantages would be we have now have a chance to add additional floor drains. Right now, you can't if we puncture that floor in any way, it's you're screwed. Right. Right? Or if it is punctured right now
and we don't know it you're screwed or it will have to be replaced because it's it's it's difficult you know everything's embedded into the concrete. That's why you can't just drill holes anywhere because you're going to pop it into an existing floor heat area. Um so these are the pros and concrete we can check anyway we can check the existing floor to see if it's punctured. You can pressure test it but it's twenty-four degrees outside. Right? I mean, I just, I know Brian talking to Brian at the minute. He said, they used to
add water and whatever it is to it sometimes, right? I'm not sure if there's a small lake somewhere. It's not a lot of water but we've had to add water. Or is it just evaporation? Couple of months. Oh, while it goes, I don't know. So, it's gotta in my mind, it has to be starting to leak it. It's what I assume. Yeah. And obviously, it's not going to get any better. Maybe worse though. You never know. And then also, the addition of floor heat around the three feet of the perimeter of the city council and the the
council the city hall and the police station that's another alternate where so that's not floor heat in the whole building they just put floor heat around the perimeter which is a more elegant solution than like the electric baseboards that are just for supplemental heat and it's a nice way of just kind of around the perimeter kind of adding a level of comfort that's something very that's something I do almost standard when for offices you know banks or more commercial projects and that would be an again an all la
carte ad alternate on the bid where it's a line item that's separate from the base bid where you're like oh bids came in under under budget good let's just start spending some more money you can put that in there or bids come in more than you are hoping and you're like we gotta see where we can trim the fat that would be one of the you know one of the alternates so so this is the change from when I've met with you last or the change in the design my most of my team you know staff myself included and my engineering team has been
not in the office very frequently last two weeks with vacation time and so this has been the first full week where we're now hit you know back hitting the gas pedal full steam and I have not gotten my engineer to commit to a timeline on that added scope and so that's why I'm going to be pushing for you know ideally we just keep going on this keep you know just add another task within the timeline that we've
agreed to he hasn't committed to that without looking at their workload but I do not want to have the bid we're going to have a bid opening in March okay I thought we were going to do bidding like trying to get it at the end of January beginning of February I thought that was always two months later than we were told yeah so I will I will we and you are correct and things have been getting back and push back. So it's good thing time we're having this conversation. There's been a little bit of a
I don't have a good I don't have a good response to that. So here's what feedback I need from you now here today. If it's critical where you're like no we need this bid on well I guess January 29th, we can make some adjustments it's not going to include some of these other you know added features I I just thought that's like our timeline we wanted to get it to contractor like signing up and well the you know I'm
comfortable with the with the February bid it's it's it's it's April it's not good I mean we can't have anything with the word April and we would need to have I think my recommendation is you want to make sure that your contractors picked in the you know by March yeah that's what you were saying yes first Meetings like. And so right now this would be a March 12th. Right now we would you would know who your contractor is on March twelfth. That's the timeline that I currently have. I'm I'm obviously not an architect but to me it doesn't
seem like it's that hard to add concrete. No I. To a plan and and push it back two to 3 weeks. Uh I that just seemed astronomical to me. No no yeah and I'm not I I I was requested to join this meme just yesterday and I haven't had a chance you know. But the to I I if could've had another day to get my engineer to commit to a time right now everyone is committed to that timeline of a hundred percent drawings on February twelve that's the the current I think that needs to
be a hard time yeah well and I think yeah I'm I'm kind of with Sean a little bit because I so it's a it's a February 1200% drawings and then there's three weeks for advertising and then you can have the bid opening at the end of the third week of advertising and that's standard right three weeks yeah that's you're still talking in the February which yeah so that's that's still the end a couple weeks from the March date Well our. Can I ask the question? What's what's this going to cost an additional architect fees for these ala carte ones?
The nothing. Nothing Tom. Perfect. Okay. Well and again and I and I want to reiterate this because Tom we've had a discussion and I've had discussion with community members too. Um we still don't know what price. This is a la carte right now. You know until we get the bids and open everything up. We don't know what we're going to spend. We don't know anything. We don't know if we're going to well we're going to do something but you know we don't know if we're going to spend anything outside of insurance money until we get the bids and I I think everyone needs to take a deep breath and remember that every once in a while and our March meeting is
March third I think if I'm understanding Sean correctly you'd probably like to have some stuff done that first week in February so that that three-week window can open bids on on the 3rd of March whenever our thing is you know is that we're going to get outside I mean that's this is right from you here two months ago like you're like oh we'll just have we'll have it ready for February and now it's getting
pushed back I I that doesn't sit well with me Again, I'm not an architect. I don't know how long it takes. Man, burn some midnight oil or something. Yeah. Well, we can always have a special meeting after the bids come in but I'd like to have a few days to look at the bids when they come in. What's the March third meeting that's our regular council meeting well I wouldn't do a bid opening we wouldn't do a
bid opening during our Tuesday can we do it can you do it just a day before does it have to be no because well I mean we can it's up to the council but you guys know how much we all hate getting stuff the day of council meetings that doesn't give you guys enough time to A talk to the community B cycle through it all. Um I mean I don't like that but again that's your guys' call. There's going to have to be a special session tomorrow. Well it'll have to be. Yeah. Yeah. So but that first week. Not the twelfth, third, 19th. Well I
mean what if he even did in the the tenth and the eleventh is the following week beyond. Right. Uh and then you're up to the twelfth so that's fine anytime 10th to the 12th you get the bids by meeting on the third so we can discuss them a little bit and get them out to the public and then have a special meeting a week later you know if you do if you do the tenth it's a week yeah yeah let it all sink in but we going to have the so you're thinking we'd have the bids go out to people in February well why can we do it earlier late
February special meeting you have to you have to advertise for three weeks so once the bidding packets put together they have to advertise it and then you said the second and then we have to leave it open for how many weeks for people to submit their bids like two. No, it's three week. It's a that's a three week total. Yeah and yeah. Goal right now is February twelve so just hearing everyone's conversation is everyone okay with that we'll have our March 3rd meeting open
them then and then we'll have a special meeting that following week which we'll decide at the third meeting and discuss and digest and figure out and actually we know we need time to talk to Brian and the guy I don't know if you do the bid the the bid opening during the council we know but we should have a discussion about it at the council yeah so it needs to be he'll bring the bid opening to us yeah so the bid opening will it's typically at one or two o'clock Yeah. On like on a
we just did it for Monday, a Tuesday, Wednesday, Thursday. Yeah. Yeah. Right here in the. Gotcha. Yeah. Yeah. But we'll we just need it before the cultivate is what I'm saying so that we can discuss it after. No but if you if you're eager to discuss this on March third, I don't want the bid opening on March third. No, either do we. Yeah. Yeah. Yeah. Yes. Brandon. With your AIA contracts, right? Yeah. Um you can hold the bid for 60 days? Mm hmm. So, you don't have to make it. You don't have to like open bids and award a contract that night. You'll have the bid numbers locked in but it's not
like you gotta get it. Oh, you're not making a decision. Yeah. But if you want to sit and review. Yeah. No. No. I think everyone understands that. I think just the conversation you should start because again, the community is invested in this. Yes. Um and the we need to do a good job of communicating with them and getting the information out so that that they to make a good decision. What do you guys want to do? February 12th, I mean do it do we have to make a motion to
like improve that change or you just going to or how does that work well I think we should we gotta explore it so I mean it totally makes sense on that Sean I mean I would go forward with that by the March third meeting right and then we can set a special council meeting after that yes if we if there is issues with the flooring the I mean it could be a potential where I can go back to insurance and say I I you know
I don't know at this point when we did the concrete study back in September everything was fine and so we submitted to insurance that the concrete was fine and so that and I think that was just structurally right the foundation the foundation yeah like we didn't know how deep it was if I remember correctly double hole and foundation is much yeah we we yeah correct the I think you would have a legitimate case when it comes to the floor yeah because that's all part of it's been exposed now building that's yes collapsed and also
something that when you have you have your foundation the perimeter and then that foundation wall is insulated but the interior floor slab is not insulated because the idea is it's enclosed and the heat is not it doesn't have a chance to get under that concrete and heat well now you're you've got a full winter where there's nothing protecting that floor from heaving where when you have the building protecting it than you do so I think your insurance would have a legitimate I think we would have and from the basic
estimates we have money available still from insurance we haven't hit that threshold you can ask the insurance yeah adjusters to come back and look at it now so I I'll make it I'll call our gal okay we're going to stay on the same schedule okay well so regarding schedule here that it doesn't sit well with me if I have a clients who are frustrated with
a February 12th drawing deadline not a January 31st deadline, which you you and Ashley just kind of express like hey I thought we're going to have this done in the end so that's a two week that's a two week thing and you said hey burn the midnight oil I'm an architectural response to that like five clients frustrated like hey welcome it's two weeks different than when we talked about this in November I can you know I can certainly crack a whip and make that you know fear is just because of the conversations we
had and making sure that we make we get to contractors while they're looking for jobs because we've always talked about that timeline of January February is when they're looking for jobs and I'm I'm scared if we get too far out we've done it before in street projects where we rebid we waited six months again and rebid it in January because our bids came back in was it streets or sewer I don't remember what project it was but we rebid it and it came back in a lot lower six months later so I just and we don't have that ability to put this project off so I just want to
make sure that we're not getting too far out and then our bids are higher because I guess what we've always been told is there earlier in the years the better and so that's just my fear but if everybody else is comfortable and you're comfortable with that I'm comfortable with it this bidding climate is the best it's ever been I was concerned that with maybe interest rate all of a sudden there'd be a boom and right now there's not it's contractors are I'm getting calls from Twin City contractors continually asking
about projects okay they don't call North Dakota to ask about work unless they're very hungry okay so so that's good now knock on wood because this but you've had experience where you know you bid it out six months later it's totally different and sometimes it's hard to understand why the weather the bidding climate changes that are Yeah. But you know if if you're unsettled here with the timeline I kind of you say hey you've gotta you sorry. I just want to get well. No but I I'd
rather your expectations master reality is a disappointment and you know I I want to be at this meeting here to align expectations with reality because when that doesn't happen that's a frustration and so it's a good conversation to to have. Anybody else have questions? Did you did you indicate that you could get the yellow cart call qualifications prepared and get them out first part of February? So we could get the the bids back end of February ready for our March 3rd meeting
yes this is a February 12 yeah February 12 is what Rhett saying is yeah that's their hard deadline to get the the open for bids the open for bids open for bids or bids out opening for the bids the advertising of the well February 12 my deadline for the drawings yeah and then that's a Thursday you know like they go out at the 16th that's the next Monday is all you're saying yeah I mean you know I don't
you okay you know engineers put it on my desk at 4: 59 PM or or even 1159 oh we got it there on the day well if we hit it up February 12, so 21 days three weeks notice will put us in the March ready. Right. Yeah. And we'll we'll be past our March meeting on the third. So I think it's gotta be done the very first week in in February that the bids get out. It requests go out so we can get the bids back the end of
February so we can review them on the third. Well your calendar lines up with mine Tom. Um is that a possibility? Can we get it done? Can they go out on the twelfth? Instead of being done on the twelfth. No the twelfth will still be too late. Too late. Yeah students. The 12th is too late for a March third. Yeah. So we need the big proposals or requests to go out the end of January or first
week in February. Can it be done? It can be done if I crack the whip and twist arms and so I gotta kind of cash in on I I I choose my battle so it would be not necessary I'd rather not have to go back and and you know rally the troops with the Iron Fist but at the same time I'm accountable to you so I I want to be account because we
we have I mean I'm not we had set some expectations that it would be the last week of January and this is two weeks off yeah what would we need by the the February regular session then we should have them like we should have the drawings here available or even before that you're saying well it's it's more the bid documents that you're talking about it needs to be put together yeah it's assembling all the bid documents yeah I sent out the drawings a couple of week like well you know I know that but I'm just saying are we oh yeah okay so the bids we got it their bid are what
they're saying right I'm getting confused now too. Um well Rhett why don't you let me know if that works and if it doesn't then we'll have then we'll have to have a special session a week later and we might have to have two special sessions in March. Yeah, I mean. The only the better. Yeah. Yeah, I mean. It's all I can say. We're we're going to have to no matter what. We're going to have to and it's fine but Anything else from the council? Let me let me have an answer,
Ashley. I'm we're we're hoping to have meeting with you and Brian on Monday. Next Monday? Uh this coming up Monday. Should be gone. Oh you're you're heading to Mexico. Okay. I'm going to have I'll have one with with Brian on his side of things. Okay. For sure to keep keep things going. Okay. Um and then all so so I had a little agenda here. I'll just give you more updates on the status of the project. Sorry. Um we you know drawing design is probably 62thirds completed. Uh the
reason for this little two weeks is we had a very late start on the the site survey and so it's really that site survey information that is kind of just and then the mechanical engineers don't kind of delay getting their sewer and all that located because of this the site survey delay. Um I've got a you know, I'm not here to go through the details but we've worked on with the interior designers. We've got some concepts like this done just interior finishes. Um before this project's all done, I'm
going to schedule a team online meeting with all of the user groups so that be city, you know, there's three user groups. There's public works. There's city hall and then there's the police to to do a what we call a page turn where we walk through the drawing and we say, okay, here, you know, here's where. The outlet. Here's where the this is where the TV, you know, where like council chambers is going to have two TVs in the front, one TV in the back. I mean, I want you to Understand what you're getting. Here's a this type of
unit heater. Um here's where all the the secured entries are for the you know that kind of thing. It's called the page turn. We'll do that at the end of the month. Um and then that time from the page turn to when the bid documents are complete. It's just us in a closet cranking away at drawings, dimensions, notes. Um and so so that's that's the status of where we're at. It's a good conversation because of the so we're continue with the floor heat as an option and we are
going I'm going to see what I can do about having that bid opening two weeks earlier than what it's currently or bringing it back to what was the original timeline that has now been delayed by two weeks well and keep in mind too we can we can have a special session anytime so we know that we've and we know that we've been throwing yeah different things and different stuff and it's a lot so so having it March 12
would certainly put me in a I don't have to play my cards with with pushing for a more aggressive timeline that that's would be my preference but again I don't it doesn't sit well with me if I've got a someone who says it doesn't sit well this is two weeks behind what we had talked about so okay I'll follow or are there questions and Ashley when are you leaving for for Sunday well did you mention on March 12th is that going to be the bid opening no or the bid awarding
I think you meant February 12th right oh yeah sorry nope yeah that's fine yeah yeah you just said March you're pushing for March 12th no March 12th is right now when you would get the bid you know you need oh I thought you meant March 12 is when you or February 12th is February 12 is when February 12th is when the bid documents are completed yes then you need to add three weeks to that Yes. That puts us into March. Correct. After our council meeting, correct? Yes. Yes. Yeah and we'll have to. He said we can have a special session,
Tom. And then we have to have another special session. Let's move it. After the public has got a chance to comment on it and review it too. Right. Well, you guys might get to come and see Mary every week in March. Alright, yeah. I I don't know why we can't get the the bids before the March third meeting though. We gotta try if if he if he has to twist arms and get his staff to work a little faster it's not our fault we were promised in January we'd have the bids out and be able
to review the bids proposals and now we're talking March I I think somebody's gotta twist some arms and