Um, so with that, we are I'm going to call the meeting to order. This is the uh city council minadist work session of June 2nd, 2025. And I'm going to start out with um introductions. I'm Lisa. I'm the mayor. And to my left are council
members Kathin, Peter Vicky, Buddy Lazy will be joining us a little bit later. And then we have Brian Govern. And then on the end we have staff um Allison Tulski our city engineer Gary Peters public works directors
um assistant administrator and then to my right Jasper Kugal our administrator Ryan Grim our finance director and then Chief Squires our public our chief police help that public safety department is just too long. So, all
right. So, we have a couple of things on the agenda for the work session. We're going to talk about our camera system and then discussion of our miscellaneous drainage items and then also assistant city administrator hiring process since Ally will be leading us. So, with that,
um I'm going to hand it over to Jasper. Yeah. Thank you, Madam Mayor, members of council. Um I'll give a little recap about how we got here today. We were um I believe back in April, we were talking about our camera security system. This basically the system that we have here
at city hall in the in the public safety building. Um indicated that those that system both the hardware and the software are end of life. Um and quality is fairly poor on on some of the cameras right now. Some aren't working. So, what we've done is we looked at doing a
replacement kind of a I don't know if you call it a maintenance project, but it's really a replacement pro project to to replace the camera system that we have here um on our facilities. Also, we were looking at expanding it um to some of our public works facilities, water
facilities such as our our wellhouses and our water towers and things like that. So, um really the the the core group um I'm kind of the facilitator. Um and really Craig and Gary are the ones that are looking at the products project or looking at the project meeting with
the vendor. So they've met with a series of vendors. Um today we have one uh present. Um Jake is it Freyland? Great. From security 101. And then we have a video from USA security. They're kind of
our current vendor for our system. So if you remember Chris from the April meeting, he has a little video. He he was not able to attend today. his son is graduating high school from from somewhere. I'm not sure what high school it is, but um and then we'll have um somebody from that cam uh camera vendor
uh group to answer any questions if there are any questions. So, we have a little bit of time. Um and so, and I'll let you know there were two other vendors that Gary and Craig put a lot of time in meeting with them. Um one of them frankly just said that they don't have the staff or uh ability to provide
us the service. So they're they didn't they met I think three times um with so quite a bit of time for staff to to meet with them for them to withdraw kind of the last minute. And then the other one um sent an email today saying that they they weren't ready to present but they
are willing to submit a quote or a bid um if once we get to that point or whatever the process um brings forward. So today we just have one new vendor that you haven't heard from yet uh from security 101. Um came from a a recommendation from a fellow city
administrator in Dayton. So Dayton uses them uh for their security system. So um that's that's where we're at. Hopefully we can get you know the vendors I told them kind of 15 minutes and then they'll have a short presentation and then there's questions from the group. Um
just kind of managing expectations. This is the first that staff has really seen a lot of these presentations and you know we're curious to see the Q&A um from there likely I think what you'll see is you know with feedback from city council at a future city council meeting
some direction as far as which way we're going to go um and you know the bidding threshold is is 175,000. So anything above that we'd have to bid. Anything below that we'd get quotes for unless directed otherwise by city council. So, um, with that, I don't know if there's any questions as far as the process goes
from from city council. If there if there isn't, then we'll let Jake come up and give a give a little presentation and start it off. Okay. So, welcome. Thanks, J. Yeah. I'm not used to
talking. Well, um, All right. So, I'm Jake from Iowa Security 101. Like Jasper said, I was referred into by another city administrator that we've done for for a long time. I was actually at their resident of the city of D as well. I was
at their trash removal day dumping some things off and Zach happened to uh recognize me. Just ran up to me real quick and said, "Hey, one of my good friends has an opportunity that I referred you to. He's going to be contacting me." And first thing I did
Monday morning after that was contact Jess. But um at any rate, what I'll do today is just give you a really brief brief background about myself, security 101, and then a quick recap of my meeting with the chief and then our recommended
solution and then anytime or any questions that you have fire. So the thing that makes me unique or security 101 unique compared to maybe other vendors that you that you meet with quite frankly we're in the industry is that we're
locally owned and operated. So I'm the the owner operator security 101. We're based out neighborhood. Um we started out as a franchise organization about 20 plus years ago. Over the course of time we've got 50 plus offices nationwide.
The unique benefit of this model is that we have the buying power with all the major manufacturers and then with that we get the national level tech support and we get national level um pricing. We're at the highest tier for all
manufacturers that we sell and service. So the benefit model to you is that you can work with a local provider. There's no bureaucracy. if you call in, you talk to me or my team, um, and we jump on any service requests that you may
have. And then the other benefit is you get to work, you get to work with with the local company. So if I was just standing up here at Jake Royland security company, the products that I have, if I wanted to sell them, they would.
So we hire highly specialized technicians and with that model we have system designers, project managers all at our fingertips. So we can operate as a as a big company with all the bureaucracy and then respond with our business remaining with our customers
needs. So we we've grown quite a bit in this market. We service a lot of cities. We service a lot of school districts. Um my biggest customer is the Oscill school district. Last year we did a camera refresher. 800 plus cameras. We work with so everything from local government
to education to manufacturing um to to software financial type work. So our main core competencies is access control surveillance and security detection visitor management integrated systems all those systems integrated
together and then we also have a lot of cloud based options. So here, like I said, we've grown over 50 offices nationwide. Started out in West Palm Beach. But, you know, the other nice thing is is having a network of offices. There's ever a technical
issue or anything that I need, I've got, you know, 40 other plus owners at our finger at our fingertips. So, if there's a challenge that someone's having, you know, we will send out an email to the owners group. So their strength their strength in in the numbers in the
national especially with our vendor vendor barbers giving that that pricing and that that technical support and then you can see that's that's our line card. So that's all the different um systems that we that we
represent. So we're we're factory certified certified with everything that that's that's on that list. I know it's one you can't see but some of the big name that you see on there is like JC Access Revo Eagle Eye to Native
Food. So when I met with the chief, these were kind of some of the things that he discussed with me. Basically where you're at right now is end of life hardware camera was down and was recommended potentially to replace replace the systems and and that you
wanted to go move more to cloud-based the servers on the brink. So the nice thing about moving to the cloud like the server issue or server failing you don't have to maintain there's I folks you don't have to maintain a server that goes away it's manage it's manage
firmware updates are automatically taken care of software updates are are automatic you don't have to have a dedicated server on site to make any changes so it's it's nice u the other nice thing is you're going to move from an analog coax to cat 6 cabling so both
that I've um submitted has you know us running a whole new CAD 6 cable to each camera location for the uh access control. We'll use existing wiring and device and replace the the hardware device end panels at the at the
locations and then the chief mentions some sieges requirements. So all the alarms and specific doors will be tied into the access control system so that there's alerts if anybody goes into that designated area that's that's a part. And then we just discussed some camera
placements and some blind spots and with the solution that we're going to be presenting. We'll have upgraded cameras. We'll have some multipety cameras to take care of blind spots and some some better placements. So those were the four main things that I took away from
uh my site walk with so being the fact this this is what we're recommending and the reason we're recommending it and through our my conversation with the chief is that sounded like you guys decided you want to move to a cloud solution. Uh so with
Gree is a cloud-based access control. They're the ones that pioneered their first to come out with with cloud access control. So they they're leading the way with with innovation. It's a time test proven solution across a lot of
government entities nationwide. Um the user feedback that we get from all our customers and regionally like partnering with it's e it's easy to use. Um and then you can also integrate it to a lot of different things. So you integrated into your HR somewhere HR software or
platform that you're using if you're using any sort of identity management within within the city it can integrate it with a lot of different things that you already that you already have in place. Um and then owns their sister company is Eagle
Eye. So I know it's important that when you see the doors they want to associate video with it. So Eagle is the company that will integrate with with Breable. So you're running this under under one pane of glass and then these would be the the
breathable readers that would go at the door locations. So I know that at the police station there's several that have keypads and then I know also that you'd want to incorporate mobile phone credentials so that employees who has access can use their
mobile phone as the credential versus using the standard file key file. The other reason I like that we like door is its open architecture. So with some of the other cloud systems that are out there, you're if you went with your locket, so for example, if you
wanted a certain type of camera, you have to use the camera that comes with that solution. With Bereo, it's it's open architecture. So, you can select you can use any camera that you want to with this system. So, in two three years, you don't have to rip or replace
a camera. The other nice thing is it has it's true cloud storage, meaning it's there's no SD card on the camera with a delay to the cloud. The video goes straight from the camera to the cloud and you can um change if you want to
have 30 days of storage, you can change it if you want to have 60 days of storage at any time. With some other vendors out there, you have to change you'd have to change out the camera if you want to change number of days on your business. Um like I said before, it integrates
with many HR platforms. And then you know it's cyber security uh is obviously very important. It's an IP connection. So it's important I hammered that you saw the enhanced cyber security measures are in place.
Jake, did you you met with the chief? Have you also been able to work director? No. So the day that I met with the chief
um I I believe you had an illness. We he couldn't make it. So we my goal would be that if after this meeting you guys are interested in the solution, we would you know take a a deeper dive and I would walk every every site. But I came into
this a little late in that chief just in the nick of time to be prepared for this. But I got the scope of work from Jasper. everything has been proposed. So I know um in pretty great detail what what each building needs. I just haven't
seen we have water towers and water they would need to be included in the system. So So I mean I don't there's no open. I didn't include my proposal in an open forum but I did send an official proposal this afternoon per se. you guys
can see bill the scope work and everything that we can do. I just want to caveat that this number will be very close but uh they'll do a final walk at every site. So yeah, and then the next step um with
Michael at least get to the point where you guys see a demonstration of the solution. Um the manufacturer engineer would actually do the demonstration online so that whoever's in charge of doing the administration of access
control and how it works. Uh we'll be able to see see that one. So, and then like I said, next steps we we would finalize proposal for the lineup sidewalks so I can see the remaining sites
and line up those numbers so that they're official. And then I said a couple different times in the proposal that I submitted that it's going to be it's going to be very close. Um, but sometimes you just don't know what you're going to run into if you haven't
been on site as far as getting fired at point A to point B actually seeing the site. But feel pretty confident we'll be building very close to the number that uh I stated that 171,000 would be the scope of work to do all the buildings written replace all the cameras and
replace all the readers all the panels for access control the requirements that chief and I have discussed if there's any other I guess requirements that process and then um we're talking about a demo
video, but do you also offer the training just in case? Oh, yeah. So, we I mean, we in our proposal two week training time. So, we we would uh we once the once the proposal wrapped up, we'd spend a day,
not even more than a day, training you on the new system and how it works. Um, so the cameras, do you own the cameras and we're renting them? How does that work with all the equipment or rebying it and you're just doing all the services and someone calls calls out?
Yeah. So you you will purchase the equipment and then all all the um labor it's is guaranteed for for one year and then all the product that we're selling has has a five year has a 5year warranty but then we guarantee the workmanship for a
period of 12 months. After 12 months like let's just say a camera goes bad. It's not necessarily our fault that camera went bad, but the manufacturer will replace it and you would just pay the hour later for us to come over as an
easy replacement. Yep. So, we would we would service all of that. Absolutely. Um and then let's just say for whatever reason hypothetically with security 101 years down the road for whatever reason you didn't like business with
us like breable for example dealer they keep track of the MAC address serial numbers that they would still be under seems like the technologies along the anticipation. Yes. The cameras that we are proposing
have a 5year warranty. A lot of companies will proactively do life refreshes every five to six years. But I mean, we've seen these cameras last 10 plus years. you have to replace the cameras for 14
plus years old. So, I mean, you can extend the life. And then the nice thing about going to a cloud solution, it's kind of like your your iPhone in a way where the software is always updating. So, you're you're you're futureproofing your security because you're still going to be able to take advantage of a lot of
the enhancements and fix that come with it because it's it's cloud based. So you don't necessarily have to replace the hardware and take advantage of some of all the software updates that are are coming into play. I mean things are advancing very dependent very fast.
That's again going back to the fact that it's always based you can always take advantage of those of those updates. Now those is the cloud hosting hosted in the United States overseas. It is hosted in the United States.
um you get that question a lot the the cloud services um what's the expected cost of the yearly cloud services or however monthly build yeah the the note I didn't include that
number I want to say for everything It's it's it's just under 20 grand. So that includes hosting your access control server in your cloud. That also includes the retention storage
for all the all the cameras and I don't go too but how we build is we we build once a four. I'm sorry. Can you tell me how many? Uh I think there was 100
some mistaken maybe a little less. Yeah, I'd say a little less probably around 60 550s. I'm not sure how many cable infrastructure that future proof us. So if we wanted to upgrade the
cameras for the future, we still get to use that further. Correct. Yeah. So a lot of the lot of the school projects that we do, they they refresh every 5 years where we're where it used to be cat 6
years. And a lot of places use still use cat 5. We just as a standard use cat 6. other uses for this security system for the past week. Well, I mean I I think I mean there's a
lot of analytics that you take advantage of with with cameras. Um but I would say for your case the majority of what you would be using for situational awareness and and security purposes. If you were running a a business and having a store,
there's a lot of analytics that can tell you nappy things coming in. You can still do that stuff for any deployment that you have. I just don't know. Does have any questions? How many security problems have we had since the
beginning of not a lot except in booking it's very important to have video in there. uh booking prison. So, um I think right now our biggest worry
is the service. So, um certainly these plans could be adjusted, but now that's big, you know, um I'm sure I'll fix that in short
term. Um but definitely important to have been working with the exterior our police department for um Jake said situational awareness. Good question. That's li liability issues
too. So if we go with you what what's the timeline you have this order like how long? So it we would take right now it's about one week to get the equipment. So we would order directly from the
manufacturer and then um you know our backlog right now mid July but we would be able to start mid July um they take about a month but my crew would be on the project
for we don't start a new job until Any other questions? All right. Well, I greatly appreciate you guys making time for me. I appreciate consideration. Thank you for coming. This is great information. Thank you very
much. Really good and easy to understand. Maddie, we're getting a little feedback here. Um, but we have a a video from USA Security and I think I believe see Yeah, Ryan Rasmus is uh is
is here to answer any questions as well. So, um, is that queued up? Ally, can you click the link? We'll see if it we'll see what it does with the audio. I might have to play it on my my end here just cuz normally it's gonna it's going to
start reverbing here. Hold on. All right. still want me to go kind of I wonder why it's not coming through like through go to webinar. Make sure
you're unmuted. Am I maybe you guys can hear it through there? Yeah. It can't come to our computers. It could, but I think um let me see how am I going to do this. Give me one second.
Wonder why it's not coming through your through the audio. Well, let's just play it through the computer. Police [Music] Department Let's say [Music]
security right now and even backs So I'd like to show you like acceptable. Well, I have to figure something else out. I'm not sure. I think if you do it Yeah. Wonder why it's not
working through system on that. No. Well, it it should be through here through through that. It should be like remote. Yes. Is there anything
there? There isn't much. So, I mean, we can we can send that out. It's it's pretty much So, the solution was the solution. And I just want to make it clear like that was like a onetoone replacement of what we have cuz that's what we're doing. USA security
also has the ability to do other stuff. I think they indicated that too. So it was just that was what Craig initially had talked to them about is replacing our system. So there are solutions. I think he indicated that there were you know um solutions that were maybe more
affordable but they were recommending this just for various reasons. So Yeah. What's the difference between we're deal you're locked in for the life of
all that says before you have to use hard. So you're very limited on any sort of integrations. very limited um um flexibility. It like you just decide that you have to decide up front what cameras you want to have specific
storage for. Once those cameras are installed, if you want to change the storage from 30 days to 60 days, you have to uh you have to rip out the camera and install new camera. Uh so that that's that's it.
I don't recommend mara for bigger deployments like this because needs cheap. Um I recommend if it's under um we we have the USA security rep. I think he's
Yeah. Can you hear me? Answer questions as well. So I don't Ryan, can you hear us? Yes. Can you hear me? Hello. Can you hear me? Can you Can you hear me now? How about now? Can you hear me now?
It appears he's unmuted. Hello. Can you hear me? And can you hear him? Hello. Hello. Can you hear me? Can you hear me? Maybe it would have been good at least here in person.
Yeah. Um, let's see. Yeah, I'm not sure what what what the deal is with the audio, but it doesn't [Music] appear the right. Hello. It's working with this. So, let's get back in here.
Hello. Can you hear me? Hello? Can you guys hear me? Hello. We have video now. Yeah. Can you hear me? Hello. Right. How about now? Can you hear me now?
I'm not sure what the We're not getting the right audio uh output ability on this computer now. So when I moved it probably um Can you hear me now? Yeah, we can't hear We can't hear you, Ryan. Okay. Try
to think. Try this one. You might have to use sign language. Yeah. All right. Um apologize for this. For some reason, it's not me. It's not. Of course, it's not working. One in there, too.
Um I think what we'll do is I tell you what we're going to do. Hang in there, Brian. And then maybe we'll go to our next um agenda item. And if we can get this working, then we can be better. Go back to this again.
Okay. Yeah. And and I think so the the idea is like we're not going to necessarily pick a vendor tonight. It's just like what's the solution, you know? Um and really to me I'm relying on basically Craig to to figure out what
what works best for them because they're the ones that use it. I don't think anybody here uses the camera system other than the police right now. And it's and it's kind of an insurance kind of policy to have. So we want to make sure it works unlike this audio. Yeah.
Um so a test so we can see the product security system now upgrade to it is fairly similar. So the next best step to compare verata versus the system need
for them to test it. Yeah I would say city council can be involved at whatever level they want. Um, I think at this at at some point I think it'll come down to, you know, what the price point is versus what works for the group for for
Craig's group. Um, so if you guys want to be involved with that, I'm I'm sure that there's plenty of opportunity to kind of demo the interface and things like that if we like. We're not going to be using it. The council isn't going to be using it. So, I think it's going to
be more important if Gary and Craig know how it operates, know how it works for their needs and what works best because yeah, we wouldn't know. So
I think next question to to look at the security 101 um the is it what was this bravio brievo system and then if that's the system that I think they they like then I think what would we come to like the June 16th
meeting and say hey we want to recommend moving forward with getting votes for this because I think if it's less than 175 If you're all right with that, then we just get quotes. Um, if it somehow creeps above 175, that would trigger us to bid it. So, if that would be the
case, you know, if that's the direction from the group, have Gary and and Craig work um directly with Jay to demo it and see if it's a good solution. And if that's the case, then we'd probably take kind of your your quote and we'd develop a quote package and and see if there's
any other vendors out there that would provide a quote if that's what you'd look at. Otherwise, we'd come back with a different recommendation probably at the 16th if that makes sense. Yeah. 16th area to give us their opinions
on you know how the other one works. Yeah. You know, you know how that Yes. Madame Mayor members council. I'd have to look at the calendar because I think the devel That's right. Yep. So, which is fine, I think. But you wouldn't have to I mean,
if you if you talk to Gary and you talk to Jasper um beforehand, then they can come back with a recommendation. Yeah. Okay. You'll be excused off to know about the updates. Yeah. Yeah. which we which we have um
you know for the VRATA update I think that that so there's a big cost difference right and I think that's something we should really consider um yeah so um we'll look at that and and we'll have them look at both of them and
bring back a recommendation on the 16th if that's all right and then so Craig doesn't have to be there we bring back the recommendation and if you guys are okay with that recommendation then probably a middle meeting or July 14th, we'd come back with a quote package or
or if you direct us to get quotes by then, we'd get quotes by then, I'm sure. So maybe maybe if it's a quote package versus bid, we could possibly have something for you guys to consider on the 14th of July July. Okay. Okay,
sounds good. Okay, thank you. Sorry. Um, so next, uh, we have, uh, drainage items and discussion. Yeah, madame mayor, members of council. Um, we talked about this a while back.
Apologize for getting back to this. My mic is being out a lot. Um, not getting back around to get a lot of stuff done here. So, um, we got some areas we just want to get some council direction on what they want to proceed with, but they don't want to. Uh the first being
Minneapolis Avenue. There's two areas on Minneapolis Avenue. I apologize for grab the second one, but it's a fire lane. The first one there's a at the very end of Minneapolis Avenue. There's a storage
pond on the north side of the hammerhead there. And that drains through pipe system down through the property at 1060 Bayside Lane. in the daylights out to the lake and that is starting to
erode down there. Looking at installing some rip wrap through there to slow that water um help maintain that shoreline through there. The other one is the fire lane area that is located um on Minneapolis Avenue that
is it's between the addresses of 5103 and 5107. That was a dedicated fire lane back there. Um, several right before I got here, this whole thing was redone. That's what I thought. Yeah, it was redone through a project I believe
with Hannah County maybe. Um, but it started to get it was a joint adventure was it was Yeah, it was right before I got here. So, um, the front entrance or the the inlets have been all redone up here with the project. Um it's the
outfall that the wershed made us aware of and the residents at P 103 also made us aware of. So we're looking at um a project through here to get that outfall um square way and prevent motion coming
through here. So um for these probably looking the the side lane drainage is not as bad. Um the one that is really bad though is the one that is in the fire lane probably looking 50 to
$75,000 um to get that squared away because there's a lot of tree removal that we have to do to get in there to get some equipment and start to get overgrowth in there. So and that's just you know and that's if we hire it out if our inhouse crew would go it be cheaper of course um depending on what you know
entails through there. So, um, just looking at whether, you know, what we want to pursue on these and stuff. So, those are the first two to consider there. I'd say probably for both, you know, that 50 to 75 range would probably get us through there if if it's
contracted out. The 1061's a little bit more complex because it's on private property and stuff. So, so for the the one on Minneapolis 7, the fire lane and one going down um that's a steep in
incline, right? That's the that's a steep. Yeah. Yeah. They both are pretty steep there at the very end. It's it's fairly flat in the beginning, but it does steepen all towards the lake. So, to both of those is roughly 75. Yeah, I
would say 50 to 75 probably. the east the fire lane um one is more open channel whereas the western one off the um side is more that one's just um at the east side fire it's more more
through the channel um with the last 100 ft or so on both of these is this on city property or is this on private property one is private property an easement that daylights through and then the other One is city property through the drainage
through the fire that is ours. So and the water's just coming off the road and going down there. Um the water yeah for Minneapolis takes all the water through Minneapolis. A lot of the area of Minneapolis was going through there through the fire lane. We
redid it wasn't a problem. It wasn't as bad as it was then. I mean, we did all the the area out front on the inflow side of it, but the outlet was not that bad. We picked up now that the drainage of the curb and stuff that's picked up through there, it's really increased the
amount of water that's coming through there. It used to come through a basically run through the yards or it would come through ditch systems to slow it down, but now we're getting a lot more water flow through there because of the curb and stuff coming through there. So, so we're going to need some check
dams in here at the very end because there aren't check dams as you come through here, but at the very end there's not. So, it's picking up speed and start washing out. So, the checks will help slow it down and slow that water down catch it and just kind of slow that flow
down. Could we approach the wershed district and the county about Probably not the county, but we could talk to the wershed. They're the ones that really kind of pointed out to us earlier this year. So, we get in touch base and see what they, you know, they would want to work with us on that. I
think they were the cost partner. They might be. So, they might be willing to, you know, partner again. So, we can definitely pursue that. That's that too. So, and then the Bayside one Bayside one that's on
private property. The pipe is on it through an easement through there on you know right between there. So, it's on the drainagement that's picking up all the drainage coming from Bayside Lane. So it comes through and goes into the whole deep pond there on that side and this is just overflow. But when we are getting these massive rains it's filling
up so fast but the pond was redone with the Minneapolis project too increased storage but with the massive amount of rain that we get on these little storms that come through. Um it is picking up it's this pipe it's picking up a lot of speed. It does it does have a drop heat
system in there to help slow it down through the piping system. But the very end there's just you know that slight area through there that's starting to wash up that we really need to address. So this one's not a real large area. I would say I'm just kind of looking at the measurements. You're maybe talking
maybe 50 ft 60 ft there. The other one's probably you know a good probably 150 ft that we'd have to maintain through there. Well, I bite that area. Okay. What's that? Doesn't that area have
Well, I don't believe it does. It's not a functioning one anymore. Yeah. And in the the problem is when that was developed back in the '9s, uh they weren't how do you say they they were told that this was their pond and
they had to maintain it. Whereas now when we do developments, we say your storm water ponds are yours and you have to maintain them, right? But that wasn't the case back in the 90s. So just the storm water that's coming up
roads and stuff. So I mean it's picking up everything from um about 23 of the development comes all the way through that way. But if we fix this on private property, won't we just have to fix everyone who has water brushing off the roads onto
the private property? Well, we may have to. Well, it's coming from city from the actual street low and we'd have to look at doing that. But a lot of these we don't have as many issues as you think coming through with
these. It's it's very um different to the older ones that we have. Um the new ones all are maintained through holding bonds a better catch system before it gets to the alcohol and stuff. This one um it's just at the very end it just
drops off so steep there that it's you know really getting like a fat. So, but we do have this all over where we have drainage systems from the streets that go to not only private ponds through, you know, through the easements, you know, into people's
backyards. So, um we're going to be at that challenge to start thinking about doing these storm water cleanup areas to get rid of the deltas that are built up from accumulating sand and debris that's coming through the leaves, the trees that are growing in there. We've already
done some over just to remove some of the trees out of it. Uh but we're going to see more and more where the system will go. So I guess the determination is going to be you know if it is HOA stuff and it's city drainage coming there who's responsible for it. So um person I
feel it is coming off all the city streets that we're you know maintaining the catch basin system they're coming through. So I do feel that we kind of do have a little bit of responsibility as far as the fall goes to the pond system itself to maintain that area around
there. The entire pond itself probably not if it's in the HOA that would be on them to maintain any of the growth coming in. But that delt area starting to build up in front of these the tree growth and stuff that is something that we should probably take care of as a city just
because if you start to system up all of a sudden now you're not getting drainage. So now you're catch basically be full. You're going to have water s. It's going to cause trouble as you keep going. So similar to you have a a san
backup. It starts going into home start going into the streets and flooding different areas. So that's my opinion. You guys are the bosses. If you guys don't want us to touch them, that's up to you guys. Um, you know, 100%. So we'll do that's drainage. So it's a
drainage from a public that's too. Well, would it not be an issue if the pond had been kept underneath source? No, this that um I don't recall the
plans for on that one. I think but I think it just had one to do with the volume of water there. Yeah, the pond is too small as my reflection. Pond was too small originally and then we did some work on it, didn't we, Gary? The pond
itself had silted in and filled in and it was enlarged. I think it was only made for the same size, but I think wasn't it this pond that it belonged to the city? It's one of those I think we have like what 10 or
12 or whatever ponds that are unknown as to who is responsive to if they are. This is one I'm just looking up here on our if this is uh we ever assess it looks like the drainage is all coming off Bayside Lane that they did have an
HOA. I presume that they would be assessing themselves pay for it. So it would be equitable to access the homes that are having their street drain into this into this maintenance. Well, so
yeah, so this is kind of an ongoing conversation that we've had about storm water pond management over the last three years. Um probably before that even. and we're going to eventually run into some situations where we need to figure out how who's going to maintain the bonds, how it's going to get paid
for. One of the options is assessment. We have to go through the 429 process and demonstrate that there is a benefit um to whoever we assess. So, there's there's that process. We've never done that. We have a storm water utility. Um, most It's going to start raining
here pretty soon, so but a lot of cities have a storm water utility and they they use that to maintain the pond. I would say that's the majority of them. I don't know, Allison, if you if you know of others. Um, but if you have a storm water utility and there's a publicly or
you know, one of our ponds that we own, we're we're going to maintain it. Where it gets a little sticky is the defunct HOAs that there is no we don't own it. They they have no way of paying for it. So that's where we have to kind
of kind of figure out and I think that's where this kind of lies, right? And you assess the people that are benefiting from it. where you have to then prove a benefit and they might come back and say, "Well, but it's a public street and it's the
water from the public street that's potentially causing this issue." So, so that that's the issue. But there's um what happened is in back in the day, they would create these storm water pumps, but then both whether they belong
to the HOAs or not, it was undetermined. Then back in the 2000s, what the city started to do is we said, "Okay, now they they say created a district actually. So
every time a development comes in now there's a district, a storm water utility district and it's all set up. So if we want to assess for storm water pond maintenance, it's all set up already and we can do that very easily.
Whereas these older developments, it's not like that. So you'd have to go through the whole process and you'd have to prove that there's a benefit and that might be a little bit difficult to see. I I just want to understand this. So if there's not a benefit, why do we have to
do? Well, I mean, but obviously if they're not complain, I guess there's no benefit to you, so we don't have to do anything. Yeah. I mean, complaining in this case, right? Because it's eroding their channel
or complaining for this basic consideration over 10 years. Yeah, I think I think the Bayside one is mostly, you know, that's a policy decision. And if we say no, we we're determining it's a it's a private
matter, it's on it's on the private citizens to fix it. I don't think it's tied to our storm water pond um MS4 permit obligation. So the reason why we are even talking about storm water ponds is because we have a permit through the
state that requires us to maintain them. So and it doesn't matter if they're public or private. We just we're in charge of all of them in our in our in our city. comes into play since we charge everybody a storm water fee and then we
say oh we're not fix why are we charing storm water fees this isn't necessarily storm water just the rain filling up pond I mean I realize it's all the same water but we don't know the pond is just overflowing and causing this versus if this was a
storm storm sewer system where the pipe was running out and then causing this the pipe goes into the pond correct Yes. All all the base two of the base comes into that and then it discharges on underneath
Minneapolis Avenue underneath yard to to the lake. But so then this channel is from the pond overflowing or the pipe under I guess I'm well continuous water from the pond.
Yeah. and from the east side. So, so I guess we'd have to ask Sarah legally what is our responsibility because um I do know that you can't put storm water runoff onto somebody
else's. In other words, if you were building a home, you'd have to make we ran into this Minneapolis. If you were building a home, you would have to make sure that all the storm water run off stayed on your property or whatever stays on your
property and you're responsible for that. You can't have it running off another person's property. So, we have to find out legally what we are liable for or what we're responsible for. I believe we're responsible for the
runoff, but maybe we can have Sarah. Yeah, because it sounds like the is running into the pond but the but it's it's also running into the pipe. So the overflow flows then out of that once that pond reaches a certain level and it
hits the overflow go to the lake. So you know we get the rain we just had. So now that's all running in there. So it gets that point then it hits that overflow and that's what's going through. So um the pond is designed to hold a certain amount of water once it reaches that you
know the max capacity then it starts to flow through the pipe. So it's a double-edged sword. Yeah. I mean and it is taking some of the area water from the surface too but a lot of it's coming off the base. So all of the all all the
drain is from basite land. Alison, did you Well, to mayor's point, I this this development um predates the city's requirements as far as having those one. So, so that's been one one challenge is trying to find
documentation, legal documentation with regards to that management. And I think the the second component is um something that Gary had mentioned as well as the the age that this went in um kind of predates some of the current storm water sizing requirements. And so there's
there's two two real competing components when it comes to this bond as far as you know show showing that this is to to put the onus of of um payment responsibility on the residents law. It's certainly something the council
could pursue and we would talk to the city attorney about we don't have anything right now like we do with the newer developments that say definitively this is your responsibility and like I guess the other component is I I would be willing to bet that this wasn't built
standards for no they they changed because of the um more more than more than 100 year that we have one was put into place. It was built 1994 was put in. Um owner just
says private. They don't they could not find anybody or any documentation as to who the owner was whether it was HOA or whatever. Um so we're evident we have the same conversation going right now with the retaining wall as you come in
that's on on the property first property coming in that we're discussing too that who's responsible for it. There's nothing on record. It just says retaining wall by others. So Sarah's kind of helping us out with that, trying to get a maintenance agreement with that. I mean, it looks like it's all on
property. So we just want to make sure our eyes start to get everything right. It's all the same with these ponds. So I mean, whatever you guys decided to do, but like this pond, it really doesn't have a true ownership, you know, and I mean, you know, why they
put in someone's backyard and not an outlot? I mean, that's the real, you know, unfortunate for the residents here at 1040. I mean, he's got it all on his property. I mean, you just say, "Hey, it's on your property. Congratulations. It's not yours." That's, you know, not
fair to them either because they're not personal owners, but very clear tax on them. you know, maybe we can work something out where we do the repairs um as they're suggesting, but then in the future we can have an agreement that the
Bayside residents maintain the pond. I think maybe something like that because just to walk away from it, I don't think is right. And also to charge everybody that's going to get pretty it's difficult. What does it take
to maintain? What's what's that look like? Depends on what maintenance needs to be done. A lot of the areas that we have are deltas that are built up from uh years and years of just the sand and soot, you know, flowing off the roadway
into that. Um it's depends on the pond itself. A lot of it's vegetation that's growing in on the sides and has, you know, decayed, kind of tipped in on each other, keep growing, decayed. So now your water body has shrunk in. So it needs to have all the sides cleared out
and that stuff. So um kind of depends on the pond itself what the determination is, but a lot of it's just going to be removing the sand deltas um you know making sure the current depth is there and then opening it back up to the original size. That's going to be a big
termination. We had um back in 2014 we had the huge rainfall. We did have a blowout on one on Heaven's Way that the home association did take care of you on that one. So I mean it it has been done through the some HOAs that are
ineffective what it is. So um you know that that's but that's going to be the issue as to you get these monsoon rains that don't you know that I think 2014 it was some great ines and we've had blowouts everywhere.
I mean, we had um so much storm drainage wave damage that we were trying to correct this stuff. Thank goodness for FEMA came in with a lot of money to help us out. But, you know, we're running into these problems that these rainfalls aren't just, you know, hard here anymore. We're getting two to three inch
rainfalls and you know, we're finding these older systems weren't designed for that, you know, so that's the issue. So, like I say, um your director I want to go with these. We have some we can discuss too here. But um you know the
one that you know this one is yes is a private bond public roadway. The other one is you know pretty much our city drainage has always been there and they've always used it for that. So we're kind of going
to be on for that no matter what. So but like I say these and the upcoming private ones that's going to be up to you guys to decide what you do or how you want to pursue. So, well, what's the ongoing maintenance for this channel with the brick? I mean, do you have to maintain it? Do you have to fix it every
couple years, every five years, every how often? It kind of depends on what how much soap gets built up in them, but I would say you can probably get by for 10 to 15 years, you know, on them. I mean, depending on, you know, like I say, how much is actually going through there. Um, with this system, you're not
getting, you know, the way this works on the Bayside, the pond itself is raising elevation. So, you're not just directly taking, you know, right from the road to, you know, the lake itself. You're not getting the the sand and the soot and debris. So, it does have a chance.
The pond's doing what it's supposed to do. It's catching all that. It's letting it build up and then just water exiting. Um, but the velocity that's coming through there, the pipe, it does pick up speed. It does have two drops in it to help slow it down a little bit, you know, but it's still causing the very
end wash out there. So, um, the pond is doing what it's doing. It's clean water for Minneapolis Avenue. Everything's filtering through all the way through down through a channel. So, um, most of it's good. It's the last few, you know, 150 ft that really needs attention
because it's again picked up speed through there coming through there. Um, I think originally I think if I think it was more we've added more shamps in the beginning and stuff with the project and done a little more. I think originally if I remember right
bubbles on twigs and sticks up they had a pump together stuck on the sides. It was kind of a a new concept back then that the wershed want to try work great for establishing the banks wasn't so great for working uh in there. We did
the same thing on Kingswood that we that they just redid. They had, you know, lines of basically uh, you know, 10 to 15 foot logs or sticks tied together staying down to help slow it down. Great concept. The only problem is wood on, you know, and
stuff. So, same thing that's happened here over time. Looking back, you know, should with the project, yeah, we probably should have gone farther, but at that time it wasn't as bad. So, now it's just kind of picked up at the end. And I I think too when we look at the
the vir the the check dams that are already in place upstream I mean those are 14 years old and they're holding up well um it's usually more of a maintenance of um vegetation and that's usually at top
might get some further down. So, um, you tend to see a little bit longer. Well, I mean, we would definitely discuss with them what what the plan is. I mean there's really no other options, you know, except to do that, you know, that's we would present that and say we
we would need a right of entry to come through there. They did fence out their property. They knew it was there. So the fences are unique sections so that if we ever did need to get through here, they did discuss it with us. They know that that is there um you know, so that they
are they were planning for future uh maintenance. So I don't think it'll be that much of an issue with them where it is you know because it's between basically two properties you know in a suit for each way I think on one property though yeah that's my question
here too is that between 1060 and the 5135 no this is the lake my apologies I I'm in that so the that the one figure two is in the fire and then figure one shows
the other area that shows pretty much all the way to the length with the last little bit. So, I I think we should just do both and but it would be nice to be able to um get Sarah involved and find out how we
could maybe transfer ownership of the pond to the HOE or or to the neighborhood if there's some way of doing that. I know they did have an HO at one time, but I don't know if it's
even still. Yeah, it doesn't appear to have we we look through the files um and it doesn't appear that there is any active one right now. Yeah, there's no active one, but they have there. Yeah, we can talk with Sarah and figure out if there's a
way that we can solidify something to make that, you know, people are on side of main residents to have it maintained. So, but right now right now the swamp score is 91.95. So, it's very high,
pretty good. Yeah. So, I mean that it'll be a while before that's going to need any attention. Um, you know, probably long after my tenure here hopefully. So, that deal with it, but uh eventually somebody will have to deal with it. So, it would be nice to have something place not only for this one, but we have these
ponds everywhere. There's Maple Forest has one. Um we have alle there's several of these around the older developments that have these. So something once the plan gets in place for one maybe it's going to be the model
and we kind of start moving through and figure out where you know who on these private areas that quote unquote the HOAs aren't there who's going to be so well that I guess it would be a question for Sarah who can create a
district that has in those homes to those ponds there isn't a functioning HOA with the erosion control the erosion channel the fire to go through a 420 house water. Correct. We can we can work with them. They're the ones that kind of point it
out. We can ask, "Hey, you want to partner in and get that, you know, the rest of the area fixed up and see what there is removal can have take place." Um, you know, just the, you know, the growth that's come in there. I mean it it was doing really well for such a long time. But I think with adding the you
know curb and getting that water to concentrate there you know and that on myself that we did not look at the fall there think that because we figured they didn't d
I also needed that at that time that we're going to miss down there. So, are those four homes there? Are those rebuilt or they're the rebuilds? I don't know when the one on the to the what would be the east side of there. It's been there for a while. The other one is
a newer the one on the west side of the fair was just done maybe half dozen years ago was a tear down and rebuild. Most of these are in there that you know they tear down the the cabinet that was there and put up the big houses. There's
sever that are in process now. All right. So council I think Gary is kind of looking do you want to just do these two projects? And there there's some other ones looking at but maybe just to kind of do something
and we can come and we can get some estimates back to you too so you have a little bit more clear definition. We can get some contractors to look at it just kind of give us our figures to give us a little bit closer. Okay. I
think so. Should take a while. We can probably bring that back by definition maybe the first one in July or there's some July. So we can probably bring back in July. We have plenty of time to get them done but we can probably price at least underestimates what you know we're
hopefully they come in a lot more than we're estimating but uh please don't uh shoot me if they come in on air for some reason. Um and then moving on the second one would be on the corner of 110 15 to1
um on the north end of town there's a drainage that's basically comes through from underneath the town on the county side north side of 151 under the road um into you see in the photo and figure four the out wall there you know so it's
all sealed up trying to help work with the county to help us out here so we're looking at would be kind of a small stemming pond here to hold that water back. And then we don't have a picture of the drainage, but if you look at figure three, you kind of see how that has eroded through there really bad. We
have a manhole that's right there and the water it runs right past that manhole. The man's exposed and it's coming through the cracks and stuff and that manhole where the joints are. Have a lot of eye coming in there. would really like to get something done through this area just to maintain that.
Um that the homeowner at 810 who's new um he just bought the place you their backyard gets flooded now because it's the drainage ways clogged up. So we be looking at doing between the two homes clearing that out in a pipe section here
to get it past our van pool. um get that short up to prevent this all that clean water we're getting charged for, you know, through that council to, you know, be charged to process it. So, and then, you know, basically the the channel
going down, we would, you know, kind of say, hey, we'll take care of this. The onus is on them to finish out the rest of it if they want to do anything, you know, with it. So, why why didn't Hampton County say that it's not an issue for them to [Music]
So the this was a few years ago. Um I reached out to Hing County about this and so their response was that taking area drainage through there. Now I I want to go back to the county because it's connected to the storm sewer system
there. Um and I think that we should continue to talk to them about them coming to the to the table as well. Um but I did want council to know that we have road we can't factor put down to
that. That's adjacent up there. So technically the water is not it is their water too. We'll keep no longer can put it into our system if we want. If we want unless you allow other people to put if you want
to. Yeah, we could. It is going into our system. We could you could say you no longer can do that. um unless you provide unless you allow what is it 905 and 925 to to tap into that same system. I mean why should they be allowed to do
it but others can't and it is an awful big pipe that got put in for some reason. going to be a 20-in PVC pipe. It is big. It's a very big pipe for that, you know, you know, on the place. I don't know. This is a pipe parcel glass.
Is that the 20inch pipe? No, no, that's their So, um on the property there where I there's a little pump house basically right there. Cornets are actually a pump house that they keep in this thing runs year round because they have sprays that only so it comes up at their house. So
they pump it on their house and they're capturing it from their yard. They pump it up to the catch basin that's in the house and prayer. What I understand somewhere along line from there to there is rer has broken. Um, you know, so I I
think that, you know, we did put it in or I should say we the city and it was city staff what I understand from all doation put it in. But as far as maintenance goes, I don't know if there there's no agreement in there for maintenance wise and stuff, but I would
think the onus would fall on them to correct that. But I do I never thought of Lisa's idea. I mean, yes, we could discontinue and say we are going to block this out because it's into our system. So, right, that's we'd have to
ask this, you know, legal what the standpoint would be, but that would be an option to say, hey, you know, if you if you don't like that, you know, you're going to we're not allow you to use it. Yeah, I like that. I like someone that Okay. All right. Check
with Sarah. See if we can do that. Um, at least it might force them to cooperate. handling. Yeah. Right. There might have to be some agreement between the homeowners there, you know, who's going to, you know, in future years. They might have to share
maintenance and operational costs, whatnot. But I think, you know, they need to work, they need to work together. Yeah. And we can, you know, we'll check with Sarah on that, see what her thoughts on that are, you know, what what we can do. So, you know, that's perfect on that one. Um the last one
then is the Duchine Lane where we have two different upfalls. one um being as you come in there's a actual creek that's a lot of flowage that's coming through uh from the west and along Duchine Circle that crosses
under Duchaine uh into um ravine area there between the homes and there's another one upstream between I believe it's the two addresses here at here 6925 and
Is that what Yeah, there's a lot of erosion that's happened there. And this a lot of this, you know, has this, you know, the shade been there a long time. The water has run there a long time. But again, increase of water events. I'm sure a lot of this, you know, was 2014. I'm sure really hammered this area um
because the water does flow through there so heavily. Um so they're looking at some um ideas of what we, you know, how the city can help them in that. Um, unfortunately, you're talking, if you actually go down and look at it, you're talking street glaring, you know, you're
talking a lot of loads of fil the um the way it was. One reason this came up was there was a house on North Branch Road that contact I believe was the watershed for protection of I
don't know what it was a firm of some sort or something they had or some of their gardens down there and they were looking to do a project with I believe the watershed at that time and that's when all this started happening. So they started talking to the neighbors
here monster joint project and stuff. So but the house got sold and I think the wershed just kind of you know said hey you know if they're not going to pursue we're not going to car anymore but the homeowners are still on are still
looking for some ideas of what the city and how much you know participation they would have. We've talked about, you know, installing some, you know, um, settlement ponds before right off the road. Um, with a few check dams to help slow it down before it gets into here,
uh, into the ravine area. But, you know, that that that's not too expensive a fix, but when you get into the ravine, you're probably talking 100 to 150,000 in here to get them maintained.
Uh again, you know, how how much appetite you have for the duchen stuff. There's another one down below that's the same way. Um but again, we could put a right off, you know, as it comes out of the road in the right way. You could add in a pond area. I'll slow it down
with check dams, you know, against I think you might want to So here's my opinion. You might want to do that because of the erosion of the road because if it keeps eroding, you know, the road is right there and we just redid the one the one end is closer.
This one that's up on the other end is is farther again, but eventually it'll all wash. Yes. Right. Right. We could price out a few, you know, and talk to the neighbors up there and see, you know, if they're, you know, intent of putting like, you know, settlement
pond there with a couple checks to at least help slow it down. Um, we have some temporary kind of rock check dams in there now to help with it, but the pond would help with a few things. You know, it would cool the water, let it drain slowly, hit a couple check dams on the way out.
do it would help. Um, as far as what the ravine would go, you know, I I don't think we can that too much and it's all right. Unfortunately, you know, just to get
equipment in there. Yeah. So we can definitely talk to them about what we can do on the top before it gets here. Same with the you know the other one down below. We could open that up.
Okay. Yeah, we could relay that again. We can get some. All right. Is that everything? Um, yes. That's it. We can talk to more people. No, no,
that's fine. He's making up for lost time. All right. Um, next we're going to talk about process for city assistant administrator. Yes. Uh, Madame Mayor, members of council, as you are likely
aware, um, Ally is leaving us here, um, I think June 20th. You haven't accepted her resignation letter yet, so feel free to reject that. Uh, but so I just wanted to make sure that the group was okay with the
process that we've developed and I worked with the personnel committee, um, Peter and Kathleen to develop the process. So, um, the position has been posted, uh, and we have been receiving applications. The applications are due
by June 10th. Um, so we've gotten a few, I don't know how many total, probably 10 or so, something like that. So, people are in everybody to market and we're trying to get as many as we can so we can have a good good pool to look at. Um so if
you look at the timeline in the packet, June 2nd, we're here today to talk about this. Um applications are due June 10th. Uh we would look to score internally um the applications June 11th through the 13th
and then bring in uh three to five candidates, maybe three to four, something like that. Depends on where the clear break line is in the in the scoring. But that first round of interviews would be uh the 16th through the 20th of June. And that would uh
entail department heads, support staff, and then uh personnel committee. It' be kind of two panels uh that we would split between the two or between the candidates and they would go back and forth. Um from there, hopefully we can get it narrowed down to two to three
candidates and then bring them into city c have city council interact and interview with with them the second round. That would be the 23rd through the 27th depending on scheduling. Um we'd have to notice those meetings. So from there if there you deliberate and
things like that. Aren't you going to be 23rd 27th of June? Aren't you going to be up in the We will be. So hopefully we can get it done that Monday, Tuesday, Wednesday. Um I think you're going to be in Duth too, right? Possibly. Yeah. So
LMC conference is that week. Um, but so we're going to try to try to get it in there, but we're going to have to notice the meeting. What I would look for after that is direction on on a candidate and you know, you'll obviously get me to weigh in and and and um let you know my thoughts on on it, too. So, um, but then
from there, hopefully we can can get an offer letter and then possibly on the uh 14th of July uh approve an offer uh to get this candidate. That might mean two weeks or 30 days depending on the notice period for the candidate to get them in
here. Um potentially beginning to mid August. That's best case scenario. It's kind of expedited. There might be scheduling issues. There might be some other things. So um that's it. Well, yeah. I mean there it could be. So um we have everything handled internally uh as
far as operations go. So we'll be able to to maintain between now and then. So, I just wanted to make sure the group is okay with the process that's outlined. Um, kind of make sure that you all know that you're going to be engaged uh in the process and then also, you know, the department heads and then the support
staff. So, our um admin assistants of Darcy and Renee and Angie and and um Ann will all be involved in the process because they work really closely with that position. So the the question is um basically the first round would be these personnel committee which consists of
Kathleen and Peter and then staff and then they'll they'll whittle it down maybe three or maybe four two or four um candidates that they feel are highly qualified and that'll come back to the council and then we'll figure out
a way to interview them or whatever two groups and interview them and then the final decision is that so the three of us really won't be involved until the final Brian and Claudia that if you're okay with that
okay the only question I had um review and score applications that be further up in the process if that's an objective way to applications are due on the 10th so it starts the Oh, I see.
Okay. Yeah, they are scored before they start before they're even invited. Yeah. So, we'll look and see where the clear kind of cut off line is for grouping the top candidates and that'll determine how many we interview the first time around.
Yeah, we're gonna get Okay, I think we're we're good. Okay, thank you. More to come. Yeah. So, with that then um we are done with our agenda and um we can take a break if there's a motion to adjourn the work session. So,
thank you. Is there a second? Second. Thank you, Peter. All those in favor signify. I I oppose. Motion passes 5 and we will reconvene for our regular city council meeting at 10 o'clock. This is a drive.