to the flag of the United States of America and to the republic for which it stands one nation under God indivisible with liberty and justice for all All right Um start out with our consent
agenda Items listed below are considered routine and non-controversial by the city There will be no separate discussion of these items unless requested by a council member staff or citizen If removed the item will be discussed at the end of the regular agenda Item A approval of minutes
Approve the minutes of the following City Council work session January 8th 2025 City Council regular meeting January 8th 2025 City Council work session January 21st 2025 City Council
regular meeting January 21st 2025 Item B resolution R-25-07 permit fee schedule building mechanical and plumbing code Adopt resolution R-25-07 amending the permit fee schedule
for building mechanical and plumbing code in the city of Winstead Item C service contract Time Clock Plus LLC Authorize the city administrator to execute a 60-month service contract with Time Clock Plus LLC to provide and
implement employee time and attendance solutions and licensing for the city of Winstead Item D resolution R-25-08 League of Minnesota Cities Insurance Trust Sanitary Sewer Backup and Water Main Brake Protection Adopt
resolution R-25-08 establishing uh limited cleanup and property damage protection for sewer backups and water main breaks for water and sewer customers in the city of Winstead Item E public works department
mower acquisition authorizes city administrator to execute a quote from Rec Tech Sales and Service for the purchase of a 2024 Xark 60in mower for an amount not to exceed $21,679 Um item F public works building floor
drain repair authorizes city administrator to execute a quote for Iring Concrete Incorporated to remove and replace the floor drain at the public works building located at 433 6th Street South for a cost not to exceed
$9,800 Item G hours of operation Winstead City Hall Approve hours of operation for the Winstead City Hall to be open to the public with the hours of 8:00 a.m to 4:30 p.m Monday through Thursday and 8:00 a.m to 12:00 p.m on
Fridays from January 1st to December 31st of each year Item H resolution R-25-09 Winstead Volunteer Fire Department donations Adopt a resolution
R-2509 accepting donations from multiple donors in memory of Miss Elaine Sherping to be dedicated to the Winston Volunteer Fire Department's capital improvement plan Item I Resolution R-25-10
uh EER A part-time police officer enrollment Adopt resolution R-25-10 making a request for certain part-time employees to be accepted as members of the public employees police and fire plan in conjunction with the public employees retirement
association Item J uh full-time officer to uh Mr Larry Orzeka Approve a conditional offer of employment for Mr Larry Orzeka for the position of full-time police officer with the Winstead Lebury Police
Department contingent upon passing a criminal background check psychological examination and a drug and alcohol test Item K part-time police officer Mr Darren uh Yonke Um approve a conditional
offer of employment for Mr Darren Yonke for the position of part-time police officer with the Winstead Leester Prairie Police Department contingent upon passing a criminal background check psychological examination and a drug and alcohol test Item L appointment Winston
Volunteer Fire Department Appoint Miss Lindseay Krauss to the position of emergency medical responder with the Winston Volunteer Fire Department Um contingent upon passing a criminal background check pre-employment
physical and a drug and alcohol test Uh item M resignation Winston Volunteer Fire Department accept the voluntary resignation of Mr Corbin Stender from the Winstead Volunteer Fire Department effective February 5th
2025 Item N Security Bank and Trust Company uh pledge securities Approve the pledge securities that security bank and trust company has purchased for the city of Winstead for the month of January 2025 Item O building permit report
January 2025 Approve the building permit report for the month of January 2025 Item P financial report December 2024 Approve the financial report for the month of December 2024 Item Q claims approve the claims
list for February 18th 2025 That is the consent agenda I would entertain a motion Mr Mayor a motion to approve the consent agenda as presented and I abstain from voting on item N We have a
motion Is there a second i'll second All in favor i I Motion carries Um next new business uh 2025 sanitary sewer rehabilitation
project Um we have our next three projects will all involve our city engineer Mr Xstein is here to talk about all three of them I do just want to mention that all three have been budgeted for and um should be ready to go for projects Go ahead Josh Thank you
Neil M Mr mayor members of the council Um so yeah the first project here that we have the sanitary sewer rehabilitation project Um the project includes restoration of sanitary sewer pipes that are within or under the
streets within the city of Winstead Um this will restore the old pipe in like new or new condition and it reduces the amount of INI or inflow and infiltration into the sanitary sewer system Um if you remember every gallon of water that
comes into this system we have to treat at the treatment plant So if we get rain water ground water any clean water that comes into that system that's supposed to be a closed system uh just costs us more money on the back on the back end So we kind of get two kill two birds
with one stone here by reinstating old pipe in new condition We've got quite a bit of older um either cast iron or or clay tile pipe um within town the city um so we can reinstate that to a new condition and reduce INI So those are
kind of the goals of the project Um we have completed these projects in the past um and we kind of like to do but off kind of smaller chunks on an annual or semianual basis So we haven't done one in a couple years would like to kind of get back on track doing them either
annually or semiannually We can talk about that a little bit at budget time Um but we do have this one uh budgeted for um and we'll be moving forward if um it's approved for constru or plans and specs we look at in that May time frame
Um we'd go out for bids in June Um and then in July we would come back look for um authorization of the construction contract to the low bidder and then somewhere in that late July all the way through even September the work would be
done We like to have a a wide window that we offer these guys to come in the project we put together here in Winston aren't relatively large so we give them a wide window so they can fit it in between other larger projects So we do um give them through through the end of
the year to complete the work Um in general yeah we are recommending to continue this rehabilitation program Mostly this project area consists of of sewer that's south of Main Avenue so southern portion of town
Um also the area where we're considering uh street reconstruction the next street reconstruction and and our goal is to try to align the sanitary sewers ahead of that project We want to get the sewer mains um replaced new condition before we
would move into a the street reconstruction portion of that So that is why um some of the the streets that we've selected are on that list Um so in order with that we recommend in order to keep up with the rehabilitation
needs of the overall sanitary sewer system recommend to continue the lining projects Um we recommend authorization of the 2025 CIP project as outlined in figure one Any questions
this has been done in town before and other sections of the Yep And it's worked well Yep It works well Yep So what's our cost savings if you said "Okay we'll do the cured in in place pipe versus hey we got to tear up the road put the new pipe in."
Yeah I mean it you know it's a 30 to 40% cost savings if you're got to tear up the street in order to do this work Um some of the other benefits are that we're not impacting residents We're not closing the street while we do it right it can be done with traffic open
um you know at any time of the year Sorry And and we don't see you know we're kind of getting away from as much of the deep excavations as we can Um so even in on a project where we're reconstructing the pavements we're
moving to this technology because you don't get the settlements occur when you're digging um down that 18 to 20 ft which is where the sewer is So got it What about lifespan of this piping versus you know traditional new install
so the resin that's used to create this pipe is basically a plastic resin So when it's cured out it's essentially a PVC or a plastic pipe So it's has the same probably 90 to 100 year lifespan as a PVC pipe that you would put in the ground if you had open cut Very good
Thank you Um we want to do these one at a time Entertain a motion for item A A motion to authorize Bolton and Rink Incorporated to complete plans and specifications for the 2025 cured in
place pipe sanitary sewer rehabilitation project as presented Have a motion Is there a second i'll second All in favor i I Motion carries Item B joint powers agreement
Mloud County State Aid Highway 1 All right So um in order to uh complete the projects that we have already um budgeted for the projects for the new hydrants new gate valves and other infrastructure that would be going under
road one we have to enter into a joint powers agreement with the county Um I'll turn it over to Josh for any more info Sure Um so similar to how we kind of work jointly with the county for the County Road 5 project um the County Road
One project um is a little bit flip-flopped where the county will be leading the project They'll be the project managers for the the bulk of the work but the city does have some infrastructure within that street that road that we want to replace Right So the water man and some some hydrants Um
so we will we're requesting that we would enter into a joint powers agreement which basically is stating that the city is paying for their portion of the work the hydrant and the and the valves that we're reinstating Um we'll also be paying for this u the
survey that's required to locate the hydrants so the contractor can put them in Um and then some of the inspection time that's that's needed to just make sure the contractor is doing the right things um for just the city component So those are the items that the county
would request reimbursement um of the city So the again that the county will be the main project manager So they'll they'll uh pay the contractor and then they'll request reimbursement of the city after the work is complete
Any questions um I didn't see it anywhere Is was is there sidewalks involved in this not not in this one Okay And there was talk of extension of the trail and I know we can't do our
part but are is the DNR doing theirs no not that's not part of that project Actually yes we did talk about that kind of chunk of rail between Baker um and Mloud but we couldn't get the funding to quite line up Um and to be honest it is behind the curb so we can kind of work
on that as a separate project but there was talk of from Baker to the trails So is that getting done this year no not as part of that project It'll have to be done as part of a different project Right The idea there was that we were hoping to get a little bit better deal
on the buminous right but timing didn't work out from Baker to the trail I didn't think that was had anything to do with us It doesn't That's why it wouldn't have had anything to do with this either Okay Any other
questions entertain a motion I make a motion to authorize the mayor and the city clerk treasure to execute a joint powers agreement with Mloud County Minnesota for construction on county state aid highway 1 Babco Avenue Winstead Minnesota We have a motion Is
there a second second All in favor i I Motion carries Item C 2027 infra infrastructure improvement project So a big part of this infrastructure improvement is part of our pavement management plan um for the 2027
improvements And once again I'll turn it over to Josh to talk more in depth on those Thanks Neil Yeah So um in a continued effort to maintain safe reliable and functional local transportation and infrastructure system
and continue with timely repairs uh 2027 street uh infra improvement project has been identified as a priority for the city Um street improvement planning and um implementation So that pavement management plan document that we've
updated uh along the years has been an ongoing effort of city staff to evaluate aging infrastructure and prioritize rights size projects completed over time in a fiscally responsible manner Um city of Winstead does own and maintain
approximately 10 miles of streets within the the city limits So there's a very large um very large uh dollar amount that's associated with those streets Um and over the years we have put this pavement management plan document together which
really identifies um the worst rated streets and kind of identifies um small enough or projects of the right size at the right time So we're not just waiting until everything needs to be replaced we're biting off small pieces over time
and that's really what that that doc does for us Um as a result of that document and th that planning effort we have completed in recent history um four major projects So um if you can recall back to 2012 we had the Westgate
neighborhood was a part of this planning Um and in 2018 the Kingsley Street project was it was a result of that document Um in 2020 the Mloud Avenue project um was another pavement management plan project Um and then just
most recently the pheasant run and Lake Drive area overlays were part of part of that document Um and the pavement management plan was updated in 2020 Um there were uh five projects listed within that pavement management plan Um
and so there's four left that the pheasant run with Winston Lake Drive was the first one Um the idea was that um the the four remaining projects would get consolidated into essentially two So um all of them the so it's Fifth Street
Albert Fifth Street Avenue Arthur Avenue Barrett Street gets combined into one project They're all um similar type projects So the curb and gutter will be need to be replaced The
asphalt the pavement needs to be replaced Some water mane work Um quite a bit of storm sewer will be updated and improved replaced Um and then the sanitary sewer the pipeline will be already lined with our lining project but we might replace a manhole or two
depending on what we find um in the feasibility study So all of those are just local residential streets They fit well together to be to be bid as one type project Um the other project within that document is the Zion Avenue project
Um and that one's a little more of a collector route a little bit more on the edge of town kind of falls in its own category We're separating that one out and we're looking for different funding sources for that project um and maybe
possibly in conjunction with some future development when that occurs So we just got to keep our eye on that one That one is not part of this This one does just include that Fifth Street Caroline Avenue Gley Sherman Arthur and
Barrett Um those streets within the project area show high levels of deterioration of the pavement curbon gutter and utilities um all to be evaluated as part of the feasibility study that we'd be moving into
next Um the project is based will be based on the city's adopted assessment policy Um so be following past president um that this project will include special assessment to adjacent benefiting adjacent property owners So
all of the projects I mentioned in the past that we've done with this pavement management plan um we financed through uh chapter 429 bond which allows the city to um have low interest rate loan but it's required by stat state statute
to assess a portion of that amount to the benefiting prop property So the assessment piece of it is dictated to us through the 429 um state statute Um and the city has its own policy that's adopted in order to make the assessments
u fair and equitable from project to projects We've been using the same formula to calculate assessments um since the very beginning of those projects that I mentioned and that that'll carry forward to this 2027 project as well
Does that equate out to a percentage or um it's a pretty low percentage I mean the the it's about 40% of just the street costs get pulled off and get divided up amongst all of the units within the project So utilities the the
sanitary sewer storm sewer water man they all they're all city costs They're not part of that It's only the street cost that get a portion 6040 So 60% the city picks up 40% goes into that pot that gets divided up amongst all of the property own
and and then that and that's doled out on a per foot basis or how does that the policy allows us to kind of have some flexibility with that So we can either choose a front footage which maybe you've seen in the past recent projects we've done it just
based on the unit So each property is just assigned one unit and then whatever that ends up being if there's 25 properties it's that 40% divided by 25 everybody pays the same Um I I personally like that using that um way
of doing it because then everybody all the neighbors everybody pays the same Sometimes there's a little bit of heartache between corner lots but well we also have corner lot credits So if you have a multifronted lot only pay 50% of each side You're not getting hit by
with more than one unit total Um there's different nuances with it but that's we probably would move forward with is the unit assessment basis on this one Um but again when we kind of work through the feasibility study which really ums out
all the work that needs to be done and the cost estimate and the assessments at that time we'll we'll figure out which what works better um going into the the uh schedule So um we are a couple years out which we'd like to do to really get this long
runway of communication going to the property owners because of the the assessments that are coming Um so we're looking at tonight um authorizing the topo survey so we would get that um topographic information of the project so we can get a good cost estimate um
the geotechnical evaluation So we would have a a brun or a geotechnical company would come in and do some soil boring so we understand what the pavement sections need to be and and all that kind of boils back to making sure we have the good cost estimate and then the
feasibility study which really puts everything together in a narrative um in a study document and that is also required for that 429 bond So we have to do a study of some sort and there's certain pieces in there that are
required vegetarally for us to do Um in July we would host an open house So we would put some boards some project areas some figures together invite all of the property owners from the projects to come here and just kind of have an open forum I usually don't have a set
presentation Just let people come in and we'll have a couple staff members that will have a number of different boards people could come in ask questions comments let us know what issues they might have on their property It's a actually a good um place where I find
out about drainage issues about what's not working within the project areas and we can bring that back and incorporate that into the study um before the the council receives the study in that October time frame And then we'll have an improvement
hearing in April of 2026 which that will invite everyone in and we'll talk about the feasibility study and that's a formal presentation formal setting where we'll have estimates of the of the assessment
role at that time Um the council will authorize that final design in the April time frame April 2026 we'll be working on project design September through December Bid in January of 27 Um
construction starts or award the contract in February time frame Construction would start in the spring of 2027 Um most likely it'll take the full construction year and then at the end of the summer in like that October time frame we'll have a final assessment
hearing and that'll be the hearing where I go over all of the final costs and um the council will set that assessment role and then the final assessments will be levied on the properties on their first half of their taxes in 2028 So
property owner owners won't see those amounts coming in or being due until 2028 That gives a kind of a timeline of the project So there's two formal hearings and one open house that we would be inviting property owners in to
go over the project Um and kind of you know a long runway just to make sure we're working with staff We're getting all the improvement need to be completed as part of the project into those design
plans I would recommend authorizing the 2027 improvement project feasibility study including topographic survey and geotechnical analysis Any other questions any
questions entertain a motion I'll make a motion to authorize Bolton and M to complete a feasibility study including topographical study and geotechnical analysis for the proposed 2027 infrastructure improvement project as presented A motion Is there a second
second A motion is second All in favor i Motion has passed um come to the open forum portion of our program Open forum provides residents with the opportunity to address an issue that is not on the agenda with the city
council City council will not take official action on items discussed during open form except to to refer items to staff for future report or follow through You wish to address the city council please state your name address and topic that you wish to discuss Speakers will be limited to 5
minutes to discuss an issue and the mayor will limit discussion on any one topic to 10 minutes Is there anyone that would like to uh anticipate the open forum tonight doesn't look like it So we will go to the city administrator update and announcement
The only thing I have is just a reminder that our hours will be changing on Fridays um from 8 until noon Right Tom do you have anything i do not Mr Mayor Matt nope Tim no sir Mr Mayor All right I think we're going to go back
to the old format I will entertain a motion to adjurnn I like it better So motion to adjurnn Uh is there a second a second All in favor i I we're adjourned