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Home My WebLink About2020 [10] Oct 05www.cityofstjoseph.com CITY OF ST. JOSEPH St. Joseph City Council October 5, 2020 6:00 PM 1. 6:00 PM Call to order - Pledge of Allegiance 2. Public Comments Up to 3 speakers will be allowed for up to 3 minutes each to address the council with questions/concerns/comments (regarding an item NOT on the agenda). No Council response or action will be given/taken other than possible referral to Administration. 3. Approve Agenda 4. Consent Agenda a. Minutes — Requested Action: Approve the minutes of September 21, 2020 and September 28, 2020. b. Bills Payable — Requested Action: Approve check numbers 056740-056788 and Payroll EFT #111954-111960 and Regular Pay Period 19. c. Fire Relief Contribution — Requested Action: Increase the annual contribution from the current $2100 per year of service per fire fighter to $2300 per year of service per fire fighter effective January 1, 2021. d. Lowering Speed Limit, MN St W — Requested Action: Adopt Resolution 2020-045 Implementing an Urban Speed Zone of 30 -MPH on MN Street Beginning at 6t" Ave NW and Ending Approximately 600 ft West of 6t" Ave NW. e. Election Judge Appointment — Requested Action: Appoint the election judges for the 2020 General Election. f. 2020B Bond Pricing Opinion Proposal — Requested Action: Accept the quote from the lowest bidder, AEM Financial Services for the 2020B Bond. g. Job Description Approval — Requested Action: Approve the job descriptions for Maintenance Lead Worker and Utility Lead Worker as presented. 5. Public Hearing, Delinquent Assessments 6. Refuse Hauler RFP 7. Social Media Policy 8. Purchase of Property, Public Works Facility 9. Engineer Reports 10. Mayor Reports 11. Adjourn 75 Callaway Street East I Saint Joseph, Minnesota 56374 Email: cityoffices@cityofstjoseph.com I Phone: 320.363.7201 1 Fax 320.363.0342 Page 1 of 2 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in regular session on Monday, September 21, 2020 at 6:00 PM at the St. Joseph Government Center, opening with the pledge of allegiance. Members Present: Mayor Rick Schultz. Councilors Anne Buckvold, Troy Goracke, Brian Theisen. City Representatives Present: City Engineer Randy Sabart, Police Chief Dwight Pfannenstein, Public Works Director Terry Thene, Finance Director Lori Bartlett, City Administrator Therese Haffner, City Clerk Kayla Klein Public Comments: NA Approve Agenda: Theisen made a motion to approve the agenda; seconded by Goracke and passed unanimously by those present. Consent Agenda: Schultz made a motion to approve the consent agenda; seconded by Goracke and passed unanimously by those present. a. Minutes — Requested Action: Approved the minutes of September 8, 2020. b. Bills Payable — Requested Action: Approved check numbers 05684-05739 and Payroll EFT # 111940-111953, Accounts Payables EFT # 1942-1944, Regular Pay Period 18 and Council Pay Period 8. c. Treasurer's Report — Requested Action: Accepted the treasurer's report as presented. d. Donations — Requested Action: Accepted the donations and contributions as presented. e. 2020 Bond Issues/2011A Early Bond Call — Requested Action: Adopted Resolution 2020-040 Approving the Issuance of GO Bonds, 202013; adoption of Resolution 2020-041 Approving the Issuance of GO Crossover Refunding Bonds, Series 2020C; and adopt Resolution 2020-042 Calling for the Redemption of the Outstanding GO Bonds, Series 2011A. f. Meeting Video Attendant — Requested Action: Hired Maria Hamilton as the meeting video attendant and allow staff to hire community center employees as fill ins and backup as needed. g. Parklet — Requested Action: Approved parklet to be installed in spring/summer 2021 through October 2021 weather permitting. h. Stearns County & City CARES Funding Agreement — Requested Action: Approved Stearns County Subrecipient Agreement for CARES funding between Stearns County and the City of St. Joseph. 2021 Preliminary Budget Adoption: The preliminary budget for 2021 reflects a 3% decrease in the tax rate with a 2% increase in the tax levy. Taxable market values are estimated to increase 6.5%. Rural St. Joseph commercial/industrial properties are paying 6.59% higher in the tax rate per the OAA agreement. The estimated effect on an urban $150,000 home is a tax decrease of $42.85. If this same home experienced the 6.5% market value increase, there would be about a $5.00 increase in the taxes. Schultz moved to adopt Resolution 2020-039 Adopting the Preliminary 2021 General Fund Budget and Proposed 2020 Tax Levy, Collectible in 2021 and setting the Truth in Taxation Hearing for December 7, 2020. The motion was seconded by Theisen and passed unanimously by those present. Interim Use permit Requests, 110 College Ave N & 13 Ash St E: Theisen moved to adopt Resolution 2020-043 Adopting Findings of Fact Approving an Interim Use Permit for the Purposes of a Non - Owner -Occupied Residential Rental at 110 College Avenue N; seconded by Buckvold and passed unanimously by those present. Schultz moved to adopt Resolution 2020-043 Adopting Findings of Fact Approving an Interim Use Permit for the Purposes of a Non -Owner -Occupied Residential Rental at 13 Ash St E; seconded by Theisen and passed unanimously by those present. Page 2 of 2 Lowering Speed Limit — MN St W: A request was discussed that would extend the 30MPH speed zone further west on MN St. Engineer Sabart suggested the extension be an additional 600feet to the west. Council consensus was to bring a resolution back for formal approval. Administration/Community Development Report: Haffner reported she has been working with Finance Director Bartlett on reviewing CARES grant applications from local businesses. She has been meeting with staff and plans to meet with all staff individually as time permits. The Community Development Director position was posted and closes on October 2, 2020. Finance Report: Bartlett has been working on the preliminary budget which was approved earlier in the meeting. Bartlett assisted with interviewing the Public Works Superintendent candidates. Account Technician Vicky Granite will start on September 22nd and Bartlett recognized Senior Accountant Hannah Kurkowski for all of her hard work and ability to take on extra duties until Vicky starts. Police Report: Chief Pfannenstein reported the department has been experiencing students out and about without masks and not practicing social distancing. Pfannenstein also reported on current numbers year to date and the department has still had an increase in calls from a year ago. Public Works Report: Thene reported the department has been busy maintaining the City. The remodel project at the Public Works facility has begun. The water mains and hydrants have been flushed and trail maintenance will be completed next week. Public Works Superintendent Ryan Wensmann will start on October 5t" Mayor Reports: Schultz reported the League of MN Cities is planning on having a short meeting with Administrators and Mayors of area cities in the Government Center on October 10t" Adjourn: Theisen made a motion to adjourn at 6:36 PM; seconded by Goracke and passed unanimously by those present. Therese Haffner City Administrator Page 1 of 1 Pursuant to due call and notice thereof, the City Council for the City of St. Joseph met in a work session setting on Monday, September 28, 2020 at 6:00 PM at the St. Joseph Government Center. Members Present: Mayor Rick Schultz. Councilors Anne Buckvold, Brian Theisen. City Representatives Present: City Administrator Therese Haffner, Police Chief Dwight Pfannenstein, Finance Director Lori Bartlett, City Clerk Kayla Klein Refuse Service Contract & RFP: The refuse service contract ends at the end of 2020. Staff will be drafting an RFP that will go out in October and wanted feedback. The council would like to see the large item pickup kept in the contract but were open to how that would take place. Christmas tree collection would also need to be included. Staff will have a draft RFP ready for the October 5t" meeting. Community Center Buildinq RFP: Haffner stated that the RFP deadline has passed and the City received 1 proposal. The Council directed staff to bring the request to the next Planning Commission meeting to review if the intended use is consistent with the St. Joseph Comprehensive Plan. Legal Services RFP: Discussion was had on drafting an RFP for legal services. The city has used the current attorney's office for many years and would like to explore other options. Council agreed with drafting and RFP. Discussion was also had on whether to include prosecuting services as well and it was determined to hold off on including that in this RFP as more research needs to be conducted. Social Media & Computer Use Policies: Klein presented draft social media and computer use policies. The city does not currently have a social media account and the Police Department would like to have a Facebook and Twitter page pending approval of a social media policy. The computer use policy is intended to provide guidelines on security of the city's computer software. Klein will bring both policies back to the Council on October 5t" for additional review and possible approval. Purchase of Property — Public Works Facility: Haffner discussed the purchase of the property for public works use adding that the City would be responsible for paying the taxes ($20,000/year) and the utility bill which averages $160.00 per billing cycle. The purchase agreement will be on the October 5t" agenda for approval. As all agenda items were completed, Schultz adjourned the meeting at 6:47 PM. Therese Haffner City Administrator - 1, —2, I.JL& CITY OF ST. JOSEPH MEETING DATE AGENDA ITEM SUBMITTED BY October 5, 2020 Bills Payable Finance Council Agenda Item 4b BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: See below BACKGROUND INFORMATION: The council approved staff to make the following payments through the payroll contracts, regular monthly invoices with due dates prior to the next scheduled council meeting, or actions taken at previous council meetings. The information here is to provide you all checks and electronic payments made for verification of the disbursement completeness. BUDGET/FISCAL IMPACT: Bills Payable — Checks Mailed Prior to Council Approval Check Numbers 056740-056761 $33,066.85 Reg PP 19 $65,282.23 Payroll EFT #111954-111960 $30,172.26 Total $128,521.34 Bills Payable — Checks Awaiting Council Approval Check Numbers 056762 — 056788 $183,418.92 Total $183,418.92 Total Budget/Fiscal Impact: $311,940.26 Various Funds ATTACHMENTS: Request for Council Action — Bills Payable Bills Payable — Checks Mailed Prior to Council Approval REQUESTED COUNCIL ACTION: Approval of the following: Check Numbers 056740-056788 Payroll EFT 111954-111960 Reg PP 19 CITY OF ST JOSEPH EFTs & Payroll — Paid Prior To Council Approval Check# Search Name Comments Amount FUND DEPART OBJ ACH PAYROLL Regular PP 19 65,282.23 111954 SENTRY BANK Employee HSA Contribution - Reg PP 19 $1,287.91 101 111955 EFTPS Withholdings - Reg PP 19 $5,375.74 101 111955 EFTPS Withholdings - Reg PP 19 $6,206.00 101 111956 COMMISSIONER OF REVENUE State Withholding - Reg PP 19 $2,408.88 101 111957 PERA Retirement - Reg PP 19 $13,079.60 101 111958 VOYA FINANCIAL Deferred Comp - Reg PP 19 $1,510.00 101 111959 AMERICAN FUNDS 529 College Savings Plan - Reg PP 19 $150.00 101 111960 MINNESOTA CHILD SUPPORT CENTER Child Support - Reg PP 19 $154.13 101 EFT Total 95,454.49 CITY OF ST JOSEPH Bills Payable - Paid Prior To Council Approval Check# Search Name Comments Amount FUND DEPART OBJ 056740 360 RENTS Gas Powered Post Driver $125.00 101 45205 220 056741 ANCONA TITLE & ESCROW Overpayment of Final Utilities - File #2019-165279 $326.49 601 00000 056742 DTM FLEET SERVICE Repair Power Wire on Lights $97.50 101 42152 230 056743 GOODIN COMPANY Check Valve $241.38 601 49420 220 056743 GOODIN COMPANY Repair Kit $40.89 101 41942 220 056744 JACKS OIL DISTRIBUTING, INC. Fuel Issue Call Out $10.00 101 43120 235 056744 JACKS OIL DISTRIBUTING, INC. Fuel Issue Call Out $10.00 101 1 45202 1235 056744 JACKS OIL DISTRIBUTING, INC. Fuel Issue Call Out $10.00 601 49440 235 056744 JACKS OIL DISTRIBUTING, INC. Fuel Issue Call Out $10.00 602 49450 235 056745 LEWIS MOTOR REPAIR, INC. Replacement B&G Motor- Water Plant 2 $929.10 601 49421 220 056746 LEXISNEXIS Monthly SSN Software Subscription $100.00 101 42120 300 056747 LITTLE FALLS MACHINE, INC Sandblast & Paint Plow $3,256.76 101 43125 230 056748 MCDOWALLCOMPANY Mayor's Office Leak $928.00 101 41942 220 056748 MCDOWALLCOMPANY Community Center Repairs $2,555.00 101 45205 220 056749 MEYER, CATHY Millstream Park Refund - 9/27/20 $100.00 103 45202 056749 MEYER, CATHY Millstream Park Refund - 9/27/20 $7.63 101 45202 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $440.41 601 49421 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $355.41 601 49420 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $355.41 105 42250 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $355.41 101 45201 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $148.69 101 45205 1321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $115.41 150 46500 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $220.21 101 41430 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $220.21 101 42151 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $320.41 601 49435 321 056750 MIDCONTINENT COMMUNICATIONS September 2020 Telephone/Fiber $320.43 602 49480 321 056751 MIDWEST MACHINERY CO. Wing Deck $76.43 101 45202 230 056752 MVTL LABORATORIES, INC Testing $409.00 602 49480 312 056753 NATURALLY WIRED DESIGNS Additional Add On Pages to Site $450.00 220 46500 328 056754 OFFICE DEPOT 2020 Monitor Replacements -Administrator $97.96 104 41430 581 056754 OFFICE DEPOT 2020 Monitor Replacements - 2 Administrator, 2 Community Dev Director, 2 UB, 1 Mayor $1,189.91 104 41430 581 056754 OFFICE DEPOT 2020 Monitor Replacements - Fire Dept $170.00 104 42220 580 056754 OFFICE DEPOT 2020 Monitor Replacements - Records Specialist $170.00 104 42120 580 056755 PERFECT LAWN CARE Ordinance Violation - 330 Jefferson Ln $100.00 101 45202 300 056755 PERFECT LAWN CARE Ordinance Violation - 106 2nd Ave NW $50.00 101 45202 300 056756 RENGEL PRINTING, INC Business Cards - Magaard $35.00 101 42120 1350 056757 SCHWEGELS LANDSCAPING & TREE R Streetscape Root Removal/Compact Holes $3,000.00 411 43120 530 056758 SENTRY BANK -CREDIT CARD Drip Edge - #50 $15.75 101 43120 230 056758 SENTRY BANK -CREDIT CARD Drip Edge - #50 $15.75 101 45202 230 056758 SENTRY BANK -CREDIT CARD Drip Edge - #50 $15.75 601 49440 230 056758 SENTRY BANK -CREDIT CARD Drip Edge - #50 $15.74 602 49450 230 056758 SENTRY BANK -CREDIT CARD Park Cleaning Supplies $9.18 101 45202 210 056758 SENTRY BANK -CREDIT CARD Centennial Park Plug $0.99 101 45202 1220 056758 SENTRY BANK -CREDIT CARD Pole Saw Chain $27.90 101 45202 1220 056758 SENTRY BANK -CREDIT CARD Shop Vac Filters $35.98 101 45201 1220 056758 SENTRY BANK -CREDIT CARD Kwikseal $5.99 101 45202 1220 056758 SENTRY BANK -CREDIT CARD Mounting Tape for Soap Dispenser $6.99 101 41942 220 056758 SENTRY BANK -CREDIT CARD Hardware for Flag Pole $5.34 101 41942 220 056758 SENTRY BANK -CREDIT CARD Batteries $18.60 601 49490 210 056758 SENTRY BANK -CREDIT CARD Refrigerator for Centennial $599.99 101 45202 220 056758 SENTRY BANK -CREDIT CARD Salt & Cleaner $37.95 101 45202 210 056758 SENTRY BANK -CREDIT CARD Grass Seed $12.99 101 45202 220 056758 SENTRY BANK -CREDIT CARD Garbage Bags $12.99 101 45202 210 056758 SENTRY BANK -CREDIT CARD Seed for ROW $15.49 101 1 43120 1220 056758 SENTRY BANK -CREDIT CARD Shears $18.99 101 45202 240 056758 SENTRY BANK -CREDIT CARD Grass Seed $35.97 101 45202 220 056758 SENTRY BANK -CREDIT CARD Lunch for Fire on 8/25/20 $139.71 105 42220 210 056758 SENTRY BANK -CREDIT CARD 1,000 Face Masks $271.98 103 42500 210 056758 SENTRY BANK -CREDIT CARD Disposable Latex Gloves $95.97 101 42120 210 056758 SENTRY BANK -CREDIT CARD Dry Cleaning - Dwight $22.55 101 42120 171 056758 SENTRY BANK -CREDIT CARD Air Fresheners $6.36 101 41942 210 056758 SENTRY BANK -CREDIT CARD Monthly Beacon Subscription $1.00 101 41430 300 056758 SENTRY BANK -CREDIT CARD Paper Plates $16.45 101 41941 210 056758 SENTRY BANK -CREDIT CARD Plastic Silverware $8.62 101 41941 210 056758 SENTRY BANK -CREDIT CARD Primary Election Lunch $91.11 101 41410 331 056758 SENTRY BANK -CREDIT CARD Primary Election Coffee $15.07 101 41410 331 056758SENTRY BANK -CREDIT CARD Primary Election Supper $93.90 101 41410 331 056758 SENTRY BANK -CREDIT CARD Automatic Letter Opener $396.52 101 41430 200 056758 ISENTRY BANK -CREDIT CARD Administrator Meet & Greet $11.98 101 41430 1331 CITY OF ST JOSEPH Bills Pavable— Paid Prior To Council Approval Check# Search Name Comments Amount FUND DEPART OBJ 056758 SENTRY BANK -CREDIT CARD Monthly Endicia Charge $17.99 101 41430 300 056758 SENTRY BANK -CREDIT CARD Binders - Park Board $9.45 101 45202 200 056758 SENTRY BANK -CREDIT CARD Pens & Paper $23.20 101 41430 200 056758 SENTRY BANK -CREDIT CARD Plexiglass for Open Gym Desk $101.95 104 45205 580 056758 SENTRY BANK -CREDIT CARD Overnight Mailing for PD Laptops $43.21 104 42120 581 056758 SENTRY BANK -CREDIT CARD Envelopes $11.49 101 41430 200 056758 SENTRY BANK -CREDIT CARD Grass Seed $20.44 101 45202 220 056758 SENTRY BANK -CREDIT CARD Monthly Adobe Subscription $36.57 101 41430 300 056758 SENTRY BANK -CREDIT CARD Zoom Standard Pro Monthly $16.13 103 42500 215 056758 SENTRY BANK -CREDIT CARD .com Domain Renewal $18.17 101 41430 300 056758 SENTRY BANK -CREDIT CARD Administrator Interview Dinner $42.65 101 41110 331 056758 SENTRY BANK -CREDIT CARD Paper Towels for Government Center $10.22 101 41942 1210 056758 SENTRY BANK -CREDIT CARD Boiler Parts $49.60 101 45205 220 056758 SENTRY BANK -CREDIT CARD New Vacuum for Government Center $307.49 101 41942 210 056758 SENTRY BANK -CREDIT CARD Plug for Trash Pump $1.99 601 49440 230 056758 SENTRY BANK -CREDIT CARD Cleaning Gloves $19.99 101 45202 210 056758 SENTRY BANK -CREDIT CARD Floor Cleaning Supplies $7.00 101 41942 210 056759 SMITH, DAVID Reimbursement for Concrete Work $6,740.00 601 49440 220 056760 ST. CLOUD TIMES PH Notice - MN Streetscape Improvements $230.79 411 43120 530 056760 ST. CLOUD TIMES Advertisement for Bids - 20th Ave Improvements $646.07 410 43120 530 056760 ST. CLOUD TIMES PH Notice - PW Building Purchase $164.56 412 45201 520 056760 ST. CLOUD TIMES PH Notice - 20th Ave Assessments $320.29 410 43120 530 056761 ZWILLING, JASON Remove Streetscape Trees $4,800.00 411 43120 530 Total Bills Payable - Mailed Prior to Council Approval $33,066.85 CITY OF ST JOSEPH Bills Payable - Checks Not Mailed Awaiting Council Approval Check#^ I Search Name Comments Amount FUND DEPART OBJ 056762 SIMONSON LUMBER treated lumber -downtown tables $3,552.92 104 45202 580 056763 AFSCME COUNCIL 65 October 2020 Union Dues $462.40 101 056764 BRUNO PRESS October 2020 CVB Social Media Marketing $750.00 220 46500 300 056765 CITY OF WAITE PARK September 2020 Bike Share Portion $99.21 101 45204 056766 COLLINS BROTHERS TOWING, INC. Tow on 9/26/20 - 1997 Oldsmobile Aurora $50.00 101 42120 210 056767 DELTA DENTAL October 2020 Dental Insurance $1,956.90 101 056768 DTM FLEET SERVICE Thermal Imaging Camera - #706 $3,470.00 104 42120 550 056769 EMERGENCY APPARATUS MAINT. INC Air Leak- Engine 1 $865.75 105 42260 230 056769 EMERGENCY APPARATUS MAINT. INC Door Adjar Issue & A/C Fix $1,051.47 105 42260 230 056770 FLEET & SURPLUS SERVICES August 2020 Monthly Lease Rent - 3 Squads $1,405.66 101 42152 414 056771 GALLSINC Boots - Brutger $159.95 101 42120 171 056771 GALLSINC Pants (3) - Brutger $356.94 101 42120 171 056771 GALLSINC Badge Replacement $157.99 101 42120 210 056771 GALLSINC Cap-Milostan $8.99 101 42120 171 056771 GALLSINC Gloves -Johnson $45.99 101 42120 171 056771 GALLSINC Boots-Brutger $364.95 101 42120 171 056772 HOFFMAN, JUNE September 2020 Cleaning $45.00 105 42281 300 056773 HOLIDAY STORES September 2020 Fuel Purchases $48.95 101 42152 235 056773 HOLIDAY STORES September 2020 Fuel Purchases $2.63 101 43120 235 056773 HOLIDAY STORES September 2020 Fuel Purchases $2.63 101 45202 235 056773 HOLIDAY STORES September 2020 Fuel Purchases $2.63 601 49440 235 056773 HOLIDAY STORES September 2020 Fuel Purchases $2.63 602 49450 235 056773 HOLIDAY STORES September 2020 Excise Tax Credit ($6.50) 101 42152 235 056773 HOLIDAY STORES September 2020 Excise Tax Credit ($0.19) 101 43120 235 056773 HOLIDAY STORES September 2020 Excise Tax Credit ($0.19) 101 45202 235 056773 HOLIDAY STORES September 2020 Excise Tax Credit ($0.19) 601 49440 235 056773 HOLIDAY STORES September 2020 Fuel Purchases ($0.19) 602 49450 235 056773 HOLIDAY STORES September 2020 PD Car Wash $2.31 101 42152 235 056774 KURITA AMERICA INC. Boiler Chemicals $27.76 101 45205 220 056775 LAW ENFORCEMENT LABOR SERVICES October 2020 Union Dues $496.00 101 056776 MARCO, INC Admin Copier - September 2020 $322.73 101 41430 300 056777 MED COMPASS, LLC 22 SCBA Medical Exams & Fit Tests $2,220.00 105 42210 305 056778 MINNESOTA FIRE SERVICE BOARD 7 FF Recertifications $175.00 105 42240 433 056779 MN MUNICIPAL UTILITIES ASSOC 2020 Drug & Alcohol Testing Consortium $124.00 601 49440 433 056779 MN MUNICIPAL UTILITIES ASSOC 2020 Drug & Alcohol Testing Consortium $124.00 602 49450 433 056780 MOTOROLA, INC 12 Radios & 6 Mobile Squad Radios $81,577.26 104 42120 580 056780 MOTOROLA, INC 3 Radios $7,761.69 104 42220 580 056781 NORTHLAND BUSINESS SOLUTIONS Annual Contract Base Rate $1,995.00 101 42151 321 056782 NORTHLAND SECURITIES, INC Services for Preparation of Call Resolution & Redemption $250.00 338 43120 620 056782 NORTHLAND SECURITIES, INC Services for Preparation of Call Resolution & Redemption $250.00 346 47100 620 056783 PRECISE REFRIGERATION INC Maintenance - Labor, Filters, Belts, Supplies $492.93 101 41942 220 056784 RIDGEWOOD CONTRACTING, LLC Compost Permits -Through 10/2/20 $585.00 603 43230 300 056785 SHIFT TECHNOLOGIES, INC. Digital Media for Zoom Meetings $39.60 103 42500 215 056785 SHIFT TECHNOLOGIES, INC. Email Issues, Server Crash $1,898.40 101 41710 310 056785 SHIFT TECHNOLOGIES, INC. 2 Laptops, Monitor, Keyboard, Microsoft Office $10,327.85 104 41430 581 056785 SHIFT TECHNOLOGIES, INC. Set Up New Police Officer $68.40 101 42120 215 056785 SHIFT TECHNOLOGIES, INC. Install Evidence Software $60.00 101 42120 215 056785 SHIFT TECHNOLOGIES, INC. Fire Chief Remote Access Issue $120.40 105 42210 215 056785 SHIFT TECHNOLOGIES, INC. PW Email Issue $70.00 101 41710 310 056786 ST. JOSEPH FIRE RELIEF ASSN Fire State Aid Reimbursement $59,075.40 105 42220 447 056787 ST. JOSEPH NEWSLEADER, INC jPolice Chief Address $412.501 101 41430 1340 056788 WERNER ELECTRIC SUPPLY IPHILC50S68/M(5) $86.36 601 49421 12201 Total Bills Payables - Waiting Council Approval $183,418.92 Summary: EFTS & Payroll 95,454.49 Bills Paid Prior to Council 33,066.85 CITY OF ST JOSEPH Bills Payable — Checks Not Mailed Awaiting Council Approval Check# Search Name I Comments I Amount I FUNDI DEPART 1013JI Bills Waiting for Council 183,418.92 Total Bills Pavable 311,940.26 i ti, CITY OF ST. JOSEPH MEETING DATE: AGENDA ITEM: SUBMITTED BY: October 5, 2020 Fire Relief Contribution Administration Council Agenda Item 4c BOARD/COMMISSION/COMMITTEE RECOMMENDATION: The Fire Board met earlier this year and recommends that the contribution be increased from $2100 to $2300 per year of service per fire fighter effective January 1, 2021. PREVIOUS COUNCIL ACTION: BACKGROUND INFORMATION: Currently the retirement for the Fire Department is $2100 per year of service. The Fire Relief Association is requesting to increase that amount to $2300. Their retirement is a separate fund and by Statute has to be fully funded. Annually, the Relief Association must prepare financial schedules prescribed by the State to show the solvency of the fund. If the fund is not fully funding all the retirements, then a municipal contribution is required. The fund is self-sufficient and will remain so even with the increase to $2300 and will not require a municipal contribution. The increase will become effective January 1, 2021. BUDGET/FISCAL IMPACT: ATTACHMENTS: None Request for Council Action Fire Relief By -Laws, Appendix A REQUESTED COUNCIL ACTION: Increase the annual contribution from the current $2100 per year of service per fire fighter to $2300 per year of service per fire fighter effective January 1, 2021. Appendix A Effective January 1, 2021, the St. Joseph Fire Relief Association shall pay to each member of the St. Joseph Volunteer Fire Department the sum of $2,300 for each year that the member has served as an active member of the St. Joseph Fire Department. i ti, CITY OF ST. JOSEPH MEETING DATE: October 5, 2020 Council Agenda Item 4d AGENDA ITEM: Lowering Speed Limit — MN ST W SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: Authorized staff to bring forward a resolution extending the 30mph zone west on MN St W. BACKGROUND INFORMATION: The Council discussed the extension of the speed limit reduction on MN St W at the September 21St meeting and were supportive of the change. The current 30mph speed limit ends at 6th Ave NW. The extension would be approximately 600ft to the west. BUDGET/FISCAL IMPACT: ATTACHMENTS: Resolution 2020-045 REQUESTED COUNCIL ACTION: Adopt Resolution 2020-045 Implementing an Urban Speed Zone of 30 -MPH on MN St Beginning at 6th Ave NW and Ending Approximately 600 Ft West of 6th Ave NW. A i a A, CITY OF ST. JOSEPH RESOLUTION 2020-045 A RESOLUTION IMPLEMENTING AN URBAN SPEED ZONE OF 30 -MPH ON MINNESOTA STREET BEGINNING AT 61h AVENUE NW AND ENDING APPROXIMATELY 600 FEET WEST OF 6TH AVENUE NW WHEREAS, Minnesota Statute §169.14 establishes statutory speed limits on most typical roadways under ideal conditions, and; WHEREAS, effective August 1, 2019, the Minnesota Legislature passed a law granting cities the authority to set speed limits on streets they control; WHEREAS, Minnesota Street beginning at 6th Avenue NW and ending approximately 600 feet west of 6th Avenue NW, St. Joseph, Minnesota has the characteristics that satisfies the definition of an urban district; WHEREAS, the City of St. Joseph, following discussion by the City Council at its regularly scheduled meeting on September 21, 2020, believes the speed limit on that portion of Minnesota Street, as reflected by attached Exhibit A, should be reduced from the statutory speed limit to 30 MPH; WHEREAS, the City's decision to implement a 30 -MPH speed zone is based on the City's safety, engineering, and traffic analysis of the impacted road; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST. JOSEPH, MINNESOTA AS FOLLOWS: 1. Minnesota Street beginning at 6th Avenue NW and ending approximately 600 feet west of 6th Avenue NW, St. Joseph, Minnesota, shall be posted with a speed limit of 30 MPH based on it being an urban district. 2. The City Council authorizes the City Engineer to submit this Resolution to MNDOT and perform any necessary procedural requirements to implement or record this speed limit change. Pursuant to Minnesota Statute § 169.14, the City shall erect appropriate signs to display the 30 -MPH speed limit. Adopted by the City Council of the City of St. Joseph this 5th day of October, 2020. Rick Schultz, Mayor ATTEST: Therese Haffner, City Administrator J AV + m� X z LU z U) z CL LU Q JF-O j0w J a z � J � Q i CL ,0a LU CL )00 cn owwo N J 0 Q O 0 LL U) 0 W N Bn p xapaadSl--IISNW\OSE99l\3Of1S\SUd\:X Wd 9Z:Zl OZOZ/OE/6 Mold �Ilw4-sf Wd 6VZl OZOZ/OS/6 .—S Council Agenda Item 4e .A Ani CITY OF ST. JOSEPH MEETING DATE: October 5, 2020 AGENDA ITEM: Election Judges — Requested Action: Appoint Election Judges for the 2020 General Election. SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: At the July 6t1i meeting, the Council approved the election judges for both the Primary & General Election. BACKGROUND INFORMATION: Attached for approval is the proposed list of Election Judges for the General Election on November 3, 2020. The list has been updated to reflect new applicants that have applied since the Primary. Staff will work with the County to make sure that all judges are appropriately trained. Staff is also requesting the authority to appoint additional judges if need be prior to the election. Bernie Henning Kathleen Connolly Kay Lemke Angie Loecken Charity Hunter Brian Murphy Deb Reber Grace Terlinden Kayla Klein Joanne Bechtold BUDGET/FISCAL IMPACT ATTACHMENTS: Deborah Reber Samuel Black Tamara Cowan Sarah Desotell Barb Schloemer Ann Scherer Hayley Halvorson Mitchell Hogan Linda Jernberg Connor Kockler Emma Murphy Taylor O'Brien Haillie Rollins Olivia Schleper Payton Wik Danielle Voss Hannah Kurkowski Lori Bartlett Budgeted Wages None Sydney Brennan Katherine Fenske Tracy Ophoven Sonja Hoversten Katharine Montemurri Eileen Otto Karen Storkamp Vicky Granite Joe Bechtold REQUESTED COUNCIL ACTION: Appoint the election judges for the 2020 General Election. Council Agenda Item 4f CITY OF ST. JOS:EPH MEETING DATE: October 5, 2020 AGENDA ITEM: 2020B Bond Pricing Opinion Proposal SUBMITTED BY: Finance BOARD/COMMISSION/COMMITTEE RECOMMENDATION: None PREVIOUS COUNCIL ACTION: Council approved moving forward with the 2020B and 2020C bond issues. BACKGROUND INFORMATION: Tammy Omdahl, Northland Securities, is our municipal advisor for the upcoming bond issues. Federal Securities regulations do not allow Northland Securities to retain the advisor on behalf of the City or to recommend a particular firm to provide the pricing opinion for the bonds. Northland Securities can; however, provide tools to assist the City with requesting quotes for the pricing opinion. Tammy provided an RFQ form and two names of current registered municipal advisor firms to reach out for quotes; Blue Rose Capital Advisors and AEM Financial Solutions. Staff reached out to both firms for a quote and both replied. Below are the summaries of the pricing opinion: AEM Financial Solutions $1,700 Blue Rose Capital Advisors $1,850 Both firms have reputable services. Staff recommends the lowest quote for the bond pricing opinion. BUDGET/FISCAL IMPACT: $1,700 ATTACHMENTS: Request for Council Action — 2020B Bond Pricing Opinion AEM Financial Solutions Proposal Blue Rose Capital Advisors Proposal REQUESTED COUNCIL ACTION: Accept quote from lowest bidder, AEM Financial Solutions. AEM Financial SolutionsTM 5201 Eden Avenue Suite 250 Edina, MN 55436 R (952) 835.9090 • F: (952) 835.3261 100 Warren Street Suite 600 Mankato, MN 56001 R (507) 625.2727 • F: (507) 389.9139 www.aemcpas.com Municipal Adviser RFQ City of St. Joseph, Minnesota $2,675,000 G.O. Bonds, Series 2020B The City of St. Joseph, Minnesota (the "Issuer") is issuing the above issues (the "Issue") in a negotiated sale with Northland Securities ("Northland"). Pursuant to Minnesota Statutes, Section 475.60, Subd. 2, the Issuer seeks to retain an "independent municipal adviser" for the purpose of providing an opinion on the fairness of the proposed pricing. The scope of services for this engagement includes the following: 1. Review interest rates, yields and discount proposed by Northland. 2. Provide Issuer and Northland with feedback on the proposed pricing and if disagree provide recommended changes and the basis for the recommendation. 3. Provide Issuer and Northland with a recommendation for approval by the issuer and Northland on final pricing via email. 4. Provide Issuer and Northland with written opinion within five (5) business days of pricing. Firms interested in providing this service must submit a complete and signed form by September 2, 2020 to: City of St. Joseph, Minnesota Lori Bartlett, Finance Director lbartlett@cityofstjoseph.com Quote for Municipal Adviser Service Firm Name: AEM Financial Solutions, LLC Contact Person: Gail Robertson, JD Contact Phone: (952).715.3023 Contact Email: gail.robertson@aemfs.com Fee for this Service: $1,700 In submitting this form, the firm agrees to provide the services requested. Submitted by, Name: Q 'D. Title: President and Partner Date: September 21, 2020 ca in IIIc a in in II"' Partner I Abdo, Eick & Meyers LLP President I AEM Financial Solutions, LLC Registered Municipal Advisor jean.mcgann@aemfs.com Direct Line (952) 715.3059 N D OATI f F � F I V S �[I!P .AEM Financial SolutionSTM Jean joined the Firm in 2013. She is licensed to practice as a CPA in Minnesota. Jean leads the Financial Solutions group providing financial management services, day-to-day accounting and customized solutions for local governments, businesses, nonprofit agencies and professional service fi rms. fflll tl n • Mentor for the Business Program at the Minnesota Center for Advanced Professional Studies (MNCAPS) • Finance and audit committee member for Project for Pride in Living Education • Bachelor of Arts, Buena Vista University, Storm Lake, Iowa • Continuing professional education as required by AICPA and Government Accountability Office Professional Membeirships • American Institute of Certified Public Accountants (AICPA) • Minnesota Society of Certified Public Accountants (MNCPA) • Minnesota Government Finance Officers Association • Government Finance Officers Association of the United States and Canada • 21 years of experience in finance and auditing • Over 8 years of experience in operations management • Highly skilled in strategic planning and financial forecasting • Experience in identifying and implementing cost containment processes, efficiencies and streamlining processes • Policy development, internal control evaluation and project management experience • MSRB Municipal Advisor Qualified Representative (Series 50) GauHIIIR6beirtsoin, i lli' Arbitrage Services Director Municipal Advisor Principal (Series 54) Municipal Advisor Representative (Series 50) gail.robertson@aemfs.com Direct Line (952) 715.3023 N D OATI f F � F I V S �[1!1 .AEM Financial SolutionSTM Gail is the practice leader for arbitrage compliance services at AEM Financial Solutions. She has served as a technical reviewer for thousands of tax-exempt financing transactions. Her role involves assisting issuers and borrowers of tax-exempt municipal debt in complying with the arbitrage provisions of the Internal Revenue Code. Prior to joining AEM Financial Solutions, Ms. Robertson served as a Vice President at a Municipal Advisory Firm. She has also held managerial positions at nationally recognized public accounting and consulting firms where she provided arbitrage compliance and escrow verification services on a national level. Education • Bachelor of Science in Finance, University of Minnesota, Curtis L. Carlson School of Management • Juris Doctor, Hamline University School of Law ✓ Cali Award for Commercial Real Estate • Mediation Coursework, Hamline University School of Law Dispute Resolution Institute • Continuing professional education Professional Memberships • Minnesota Government Finance Officers Association (MN GFOA) • Government Finance Officers Association of the United States and Canada Qualifications • MSRB Municipal Advisor Principal (Series 54) • MSRB Municipal Advisor Representative (Series 50) • IRS Registered Paid Tax Preparer • 20 years of experience in public finance and compliance • Highly skilled in arbitrage consulting, arbitrage reporting and escrow verification • Flawless record of assisting issuers in the clearance of IRS examinations • Development of post -issuance compliance policies and procedures CITE' OF ST..30S£ PH Municipal Adviser RFQ City of St. Joseph, Minnesota $2,675,000 G.O. Bonds, Series 2020B The City of St. Joseph, Minnesota (the "Issuer") is issuing the above issue (the "Issue") in a negotiated sale with Northland Securities ("Northland"). Pursuant to Minnesota Statutes, Section 475.60, Subd. 2, the Issuer seeks to retain an "independent municipal adviser" for the purpose of providing an opinion on the fairness of the proposed pricing. The scope of services for this engagement includes the following: 1. Review interest rates, yields and discount proposed by Northland. 2. Provide Issuer and Northland with feedback on the proposed pricing and if disagree provide recommended changes and the basis for the recommendation. 3. Provide Issuer and Northland with approval on final pricing via email. 4. Provide Issuer and Northland with written opinion within five (5) business days of pricing. Firms interested in providing this service must submit a complete and signed form by October 9, 2020 to: City of St. Joseph, Minnesota Lori Bartlett, Finance Director Ibartlett@cityofstjoseph.com Quote for Municipal Adviser Service Firm Name: Blue Rose Caoital Advisors Contact Person: Max Wilkinson Contact Phone: (651) 324-3826 Contact Email: mwilkinson@blueroseadvisors.com Fee for this Service: $1,850 In submitting this form, the firm agrees to provide the services requested. Submitted by, X. Name: Max Wilkinson Title: Associate Date: September 24, 2020 i ti, CITY OF ST. JOSEPH MEETING DATE: October 5, 2020 Council Agenda Item 4g AGENDA ITEM: Job Description Approval SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: The Council has approved for the hiring of the Utility Lead Worker Position. BACKGROUND INFORMATION: Prior to approval of the hire for the Utility Lead Worker, the job description needs to be approved and the position scored. Staff is requesting the approval of the Utility Lead Worker and Maintenance Lead Worker positions. The updates to the Maintenance Lead Worker are so that both lead worker positions are consistent. BUDGET/FISCAL IMPACT: ATTACHMENTS: Maintenance Lead Job Description Utility Lead Worker Job Description REQUESTED COUNCIL ACTION: Approve the job descriptions for Maintenance Lead Worker and Utility Lead Worker. i L..& CITE' OF ST. JOSEPH POSITION: DEPARTMENT: IMMEDIATE SUPERVISOR: HOURS WORKED: FLSA STATUS: LEAD WORKER—PUBLIC WORKS Public Works Public Works Superintendent Generally 7:30 AM — 4:00 PM Non -Exempt SUMMARY Performs difficult technical work assisting in and directing the activities of the City's various public works operations; maintaining records and files, preparing reports, and related work as required. Work is performed under the general direction of the Public Works Superintendent. ESSENTIAL FUNCTIONS The following functions are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. • Coordinates, and participates in daily public works activities including repair and maintenance of streets and utility lines, cleaning ditches and catch basins, and responding to requests for utility locates etc. • Provides technical advice and assistance to Maintenance Workers and the Water/Wastewater Plant Operator • Schedules work projects and assign staff and equipment • Leads crews in the maintenance, repair, installation and construction of a variety of public works projects; provides technical advice and assistance to Maintenance Worker and Utilities Operator • Monitors adherence to safety procedures at public works job sites and in the handling of all chemical, supplies and materials and the operation of motor equipment • Prepares and maintains records of work orders, materials used and supply inventory; maintains plant operating logs • Assists with the installation of new sewer and water lines and water and sewer services. • Provides input to the Public Works Director for the performance evaluations of the utility workers and maintenance staff. Assists with reporting for public works activities; assists in handling citizen complaints • Operates various equipment as needed to complete public works projects and respond to emergencies • Performs related tasks as required REQUIRED KNOWLEDGE, SKILLS AND ABILITIES • Thorough knowledge of repair, maintenance, and construction practices for streets and drainage systems • Thorough knowledge of the operation, maintenance, construction, and rehabilitation of utility facilities • Thorough knowledge of hazards and safety precautions associated with such work • Thorough knowledge of applicable codes and pertinent inspection and safety requirements • Ability to recognize and diagnose problems • Ability to make time and materials estimates • Ability to follow oral and written instructions • Ability to plan and supervise the work of others • Ability to work from sketches, blueprints and drawings • Ability to prepare maps • Ability to maintain records • Ability to establish and maintain effective working relationships with associates. PHYSCIAL DEMANDSIWORKING CONDITIONS • This work requires the regular exertion of up to 50 pounds of force and occasional exertion of up to 10 pounds of force • Work regularly requires speaking or hearing and using hands to finger, handle or feel, frequently sitting and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, tasting or smelling, pushing or pulling and lifting • Work requires close vision, distance vision, ability to adjust focus, depth perception, night vision and peripheral vision • Vocal communication is required for conveying detailed or important instructions to other accurately, loudly or quickly • Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound • Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, assembly or fabrication of parts within arm's length, operating machines, operating motor vehicles or equipment and observing general surroundings and activities • Work occasionally requires wet, humid conditions (non -weather), working near moving mechanical parts, exposure to fumes or airborne particles, exposure to toxic or caustic chemicals, exposure to outdoor weather conditions, exposure to extreme cold (non -weather), exposure to extreme heat (non -weather), exposure to the risk of electrical shock, exposure to vibration and wearing a self-contained breathing apparatus • Work is generally in a loud noise location (e.g. heavy traffic, large earth -moving equipment) QUALIFICATIONS • Associates/Technical degree with coursework in engineering, construction, or related field with certificates as indicated in the Special Requirements section and considerable experience in maintenance operations, or equivalent combination of education and experience. SPECIAL REQUIREMENTS • Class C Water Certification • Class C Wastewater Certification • CPR and First Aid Certification • Possession of an appropriate commercial driver's license valid in the State of Minnesota i L..& CITY OF ST. JOSEPH[ POSITION: DEPARTMENT: IMMEDIATE SUPERVISOR: HOURS WORKED: FLSA STATUS: UTILITY LEAD WORKER Public Works Public Works Superintendent Generally, 7:30 AM — 4:00 PM SUMMARY This position acts as lead person in the absence and/or direction of supervisory staff in assigning and directing day-to-day activities in intermediate technical work in the operation, maintenance and repair of the City's water treatment systems. Performs difficult technical work operating the water treatment plant and equipment, assisting with public works installation, maintenance and repair projects, and related work as required. Provides guidance and leadership in the Utility Department in completing tasks efficiently and effectively. Work is performed under the supervision of the Public Works Superintendent. ESSENTIAL FUNCTIONS The following.functions are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. • Provides leadership and training to other utility workers; insures proper safety conditions and procedures are followed • Trains other Public Works staff as directed by the Public Works Superintendent • Maintains storm sewers, related documents and data to conform with MS4 requirements • Provides general guidance of the activities of the City's water and wastewater operations • Takes state mandated water samples; submits samples • Analyzes daily water samples; adjusts proper chemical feeds; ensures safe drinking water • Maintains security of treatment plant; responds to alarms and emergency situations, responsible for emergency action plan in case of leak; monitors various systems • Monitors wells and water towers for usage and fire protection; monitors distribution systems • Maintains the wastewater collection system; conducts and documents lift station inspections • Prepares records and reports pertaining to inspections; submits flow record information to the City of St. Cloud • Prepares the budget for the water and wastewater operations; purchases supplies and materials and monitors expenditures to stay within the authorized budget • Handles hazardous chemicals; orders chemicals and supplies • Maintains, repairs and calibrates various equipment throughout system; schedules repair work with contractors • Locates utilities; inspects all new service lines • Initiates, installs, reads and repairs meters • Assists with snow and ice removal operations and other street maintenance activities • Assists with the maintenance of buildings; cleaning and repairing • Performs related tasks as required REQUIRED KNOWLEDGE, SKILLS AND ABILITIES General knowledge of the principles, practices and equipment of water plant operations, waste water operation practices and equipment, storm water operations. • General knowledge of chlorination requirements of water • Thorough knowledge of the occupational hazards and safety precautions involved in water plant and waste water operations • General knowledge of routine laboratory procedures • Ability to comprehend complicated policies, procedures and materials that contain specialized words and phrases that could have several meanings • Ability to process and use complicated workplace data and graphics • Ability to prepare detailed reports and maintain records • Ability to establish and maintain effective working relationships with associates and customers. PHYSCIAL DEMANDSIWORKING CONDITIONS • This work requires the regular exertion of up to 25 pounds of force, frequent exertion of up to 50 pounds of force and occasional exertion of up to 100 pounds of force • Worker is frequently standing, speaking or hearing, using hands to finger, handle or feel, stooping, kneeling, crouching or crawling, reaching with hands and arms and lifting and occasionally requires walking, sitting, tasting or smelling and pushing or pulling • Work requires depth perception, color perception and peripheral vision • Vocal communication is required for conveying detailed or important instructions to other accurately, loudly or quickly • Hearing is required to receive detailed information through oral communications and/or to make fine distinctions in sound • Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, operating machines, operating motor vehicles or equipment and observing general surroundings and activities • Worker is frequently exposure to wet, humid conditions (non -weather) and exposure to outdoor weather conditions and occasionally requires working near moving mechanical parts, exposure to fumes or airborne particles, exposure to toxic or caustic chemicals, exposure to extreme heat (non -weather), wearing a self-contained breathing apparatus and exposure to blood borne pathogens and may be required to wear specialized personal protective equipment • Work is generally in a loud noise location (e.g. heavy traffic, large earth -moving equipment). QUALIFICATIONS • High school diploma or GED with certificates as indicated in the Special Requirements section and considerable experience in water or wastewater operations, or equivalent combination of education and experience. SPECIAL REQUIREMENTS • Class C Water Certification • Class C Wastewater Certification • CPR and First Aid Certification • Boilers License • Possession of an appropriate commercial driver's license valid in the State of Minnesota Note: Applicant must possess one of the two Certifications stated above and complete the process for the other certificate within 12 months of promotion. 1 61 A M& Council Agenda Item 5 C11Y QE ST_ JOSEPH MEETING DATE: October 5, 2020 AGENDA ITEM: Public Hearing - Delinquent Accounts Proposed Assessment SUBMITTED BY: Finance BOARD/COMMISSION/COMMITTEE RECOMMENDATION: N/A PREVIOUS COUNCIL ACTION: Council allowed costs to be re -assessed when a foreclosed property is sold. The assessments can be at 0% interest rate and paid over a five-year period. BACKGROUND INFORMATION: Minnesota Statute 429.101 allows local governments to assess unpaid fees for special charges noted in the City Ordinances. These charges may include weed cutting, snow removal, street sweeping, tree trimming, utility bills, operation of street lighting systems, special fire service fees, compliance fees, etc. Installments can be paid in one installment up to 10 equal installments. City's policy has been one installment due to the relatively small balances that remain. The City may also charge fees incurred by the City to assess the benefited properties. The attached listing includes addresses over three months delinquent on their city bills. The first item is for a foreclosed property that sold with an outstanding assessment. The assessment is proposed to be paid over five years at 0% interest rate per the City's policy. A 14 -day notice of the pending assessment has been given to the affected property owners. The public hearing notice was also placed in the St. Cloud Times. Other collection measures have been taken prior to collection under MN § 429.101. The property owners will be given until November 5, 2020 at 10:00am to pay their delinquent invoices prior to sending the assessment to Stearns County for collection. The $50 assessment fee will be waived if the delinquent balance is paid in full before November 5, 2020 at 10:00am. As of October 1St, two accounts have been paid in full. The budget impact reflects the balance due after this payment was removed. BUDGET/FISCAL IMPACT: up to $35,607.13 in various funds ATTACHMENTS: Request for Council Action - Delinquent Accounts Resolution 2020-046 Adopting Assessment Outstanding Invoices Delinquent Account Listings Public Hearing Notice REQUESTED COUNCIL ACTION: Hold public hearing and consider adoption of Resolution 2020- 046 certifying the delinquent accounts as presented with a one installment payment in 2021, 0% interest charge, plus a $50 certification fee per item for accounts (excluding re -assessed accounts) and 5 year, 0% on re -assessed properties not paid by November 5, 2020 at 10:00am. CITY OF ST. JOSEPH Resolution 2020-046 Resolution Adopting Assessment Outstanding Invoices WHEREAS, pursuant to proper notice duly given as required by law, the council has met and heard and passed upon all objections to the proposed assessment for the outstanding fees relating utility, weed cutting services, fence repairs, impound fees and street improvements. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ST. JOSEPH, MINNESOTA: Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment for all items other than the street improvements shall be payable in equal annual installments extending over a period of 1 year, 0% interest rate, with the first of the installments to be payable on or before the first Monday in January 2021. 3. Such assessment for the street improvements shall be payable in equal annual installments extending over a period of 5 years, 0% interest rate, with the first of the installments to be payable on or before the first Monday in January 2021. 4. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment on such property. The clerk shall forthwith transmit a certified duplicate of this assessment to the county auditor to be extended on the property tax lists of the county. Such assessments shall be collected and paid over in the same manner as other municipal taxes. Adopted by the council this 5' day of October, 2020. Rick Schultz, Mayor ATTEST Therese Haffner, Administrator n N N N N N LL LL rn rn � Ih O� {q W N 10 N £ft EH Y+ M Jfa J/ -t Na [a to ut m m +R v� N 0 0 0 0 0 0 0 0 0 O Q � n � � w e e Q] o y i y a m© m cD w m 3 C tl A! � y n n' N .4 hl fn � .mow m .mow N � e o� rmi n � r^i aNi r^i V V cli H N Ln to t+3 to i+3 u�3 ws � H+ 3 0 V � C vii LL v m c r� c m� n n 5 v c o U � v OJ p � o N p o n+ N y � m N � y � ttNi O ea � o a 0 0 Q < •u ,J C�7 T.. .+ T+ N 11 S 5. 81 u � ir`T' vmi vmi Lq Lm vmi w Um vmi vmi m O 0 O i CITY OF ST. JOSEPH PUBLIC HEARING Notice is hereby given that the Council will meet at or shortly thereafter at 6:00 pm on October 5, 2020 in the City Hall Council Chambers to consider, and possibly adopt, the proposed assessment for delinquent City invoices. Adoption by the Council of the proposed assessment may occur at the hearing. The proposed assessment role is on file for public inspection at the City Clerk's office. The total amount of the proposed assessment is $35,607.13. Written or oral objections will be considered at the meeting. No appeal may be taken as to the amount of an assessment unless a written objection signed by the affected property owner is filed with the City Clerk prior to the assessment hearing or presented to the presiding officer at the hearing. The Council may upon such notice consider objection to the amount of a proposed individual assessment at an adjourned meeting upon such further notice to the affected property owners, as it deems advisable. An owner may appeal an assessment to district court pursuant to Minn. Stat. 429.081 by serving notice of the appeal upon the mayor or clerk within 30 days after the adoption of the assessment and filing such notice with the district court within ten days after service upon the mayor or clerk. Therese Haffner Administrator Publish: September 18, 2020 Council Agenda Item 6 -1, Ail MM& CITY OF ST. MEETING DATE: October 5, 2020 AGENDA ITEM: Request for Proposal (RFP) for Organized Waste Collection SUBMITTED BY: Administration STAFF RECOMMENDATION: Approve and initiate RFP process. PREVIOUS COUNCIL ACTION: In 2014, the City Council approved the RFP for refuse collection services. At the City Council workshop on September 28, 2020, the direction was to bring forward a Request for Proposal for Organized Waste Collection. BACKGROUND INFORMATION: The City contracts refuse collection with Republic Services and that agreement expires on December 31, 2020. The City Council had discussions earlier this year and at their recent workshop in September regarding the need to issue an RFP to review pricing and amount and quality of services from Refuse Companies. The last RFP was completed several years ago in late 2014. BUDGET/FISCAL IMPACT: ATTACHMENTS: Request for Proposals for Organized Waste Collection REQUESTED COUNCIL ACTION: Motion to Approve and initiate RFP process Request for Proposals For Organized Solid Waste Collection City of St. Joseph 75 Callaway St. E St. Joseph, MN 56374 Released on: Tuesday, October 6, 2020 Proposals due on: Friday, October 23, 2020 at 4:00 p.m. i j"jj �c Fry 0IF 77 77.7111111 1 I Page 2[Page Request for Proposals Organized Solid Waste Collection SUMMARY Request for Proposals (RFP) (a) The City of St. Joseph, Minnesota is soliciting sealed proposals for: Organized Solid Waste Collection RFP contents are inclusive: (a) Full contents of this RFP include all attachments incorporated into this RFP by reference. Responders must review and familiarize themselves with the full RFP packet including all attachments and any addenda issued. Issue and receiving office: City of St. Joseph, City Administrator St. Joseph Government Center 75 Callaway St. E St. Joseph, MN 56374 Sole City contact person for all RFP communications: All communications about this RFP after its release and up through the due date shall be in writing through the City's designated contact person: Therese Haffner, City Administrator thaffnerkci . ofstjoseph.com (320) 363-7201 www.cityofstjoseph.com RFP Time Schedule (b): RFP released: October 6, 2020 Proposals due: October 23,2020,4:00 p.m. (b) RFP Time Schedule is subject to change. Please continue to monitor the City's web page for schedule updates or other instruction amendments. 3 1 P a g e 1 INTRODUCTION AND BACKGROUND INFORMATION 1.1 Service Summary The City of St. Joseph is seeking bids from qualified companies to provide a comprehensive set of organized solid waste collection. The list of Contract services includes, but is not limited to: • City-wide, weekly refuse collection service • City-wide, every other week (EOW) recyclables collection service • Subscription "on-call" bulky item collection service • Refuse and recyclables services from designated City buildings and park facilities • Bulky item and electronic/appliance collection from City clean-up day, offered at no charge Refuse and recycling waste carts shall be purchased and owned by the Contractor. The "city-wide" services (i.e., refuse and recyclables) mean that regularly scheduled collections are provided to every residence that sets out refuse or recyclable materials as specified in this request for proposals (RFP). All City residents covered by the Contract are required to pay for these services. The City shall be responsible for billing St. Joseph residents directly, except special collection billing will be administered by the Hauler. The new Contract shall commence operations on January 1, 2021 and continue through December 31, 2023. All services and prices shall begin on January 1, 2021. 1.2 History and Summary of Current Solid Waste and Recycling Services The City of St. Joseph contracts with a single Contractor to provide organized waste collection services for all eligible City residents. Residents are currently billed by the City six (6) times per year. 1.3 City Goals and Objectives of this RFP The City intends to maintain its basic organized collection structure for contracting solid waste and recycling services. This RFP has been released to solicit competitive proposals leading to a new Contract for a comprehensive set of solid waste and recycling services with operations beginning on January 1, 2021. 1.4 Background Census Information According to the MN State Demographer's Office, the 2019 estimated population in the city was 7,342 and the estimated number of households was 2,192. The average household size was 2.64 persons per household. 1.5 RFP Service Level Assumptions Proposers shall use the following assumptions in estimating service levels for purposes of estimating efforts in collection operations. These are best available estimates only and do not represent any form of guarantee of minimum service levels. 1.5.1 Estimates of Current Households Served Under This Contract 41 Page Table 1-2 below displays the current estimate of refuse and recyclables accounts by service type. TABLE 1-2 Current Refuse and Recyclables Service Accounts by Service Type Service Type Number of Refuse Accounts Number of Recyclables Accounts 1 (Source: City of St. Joseph) 2 INSTRUCTIONS TO PROPOSERS 2.1 Summary of Instructions The deadline for submitting proposals is Friday, October 23, 2020 at 4:00 PM. Ten (10) hard copies of each proposal must be submitted. Envelopes or boxes shall be marked and sealed per the instructions to proposers below. Facsimile (i.e., "fax") and emailed proposals will not be accepted. 2.2 Complete Proposals Required Prospective Proposers are invited to submit a proposal for these services. Specifications, terms, conditions and instructions for submitting proposals are contained in this RFP. All responsive Proposers shall submit a complete proposal by submitting all information required within this RFP. Failure to submit a complete proposal may result in the City rejecting that incomplete proposal as non-responsive. Late proposals will not be considered. 2.3 Preparation and Submission of Proposals Proposals shall be legibly prepared. Proposals shall be legally signed and the complete address of the Proposer given thereon. All copies must be submitted in sealed envelopes or boxes and plainly marked with the project name: "Proposal for Solid Waste and Recycling Services". Ten (10) hard copies of each proposal must be delivered to the City at: City of St. Joseph, City Administrator St. Joseph Government Center 75 Callaway St. E St. Joseph, MN 56374 2.4 Proposals Held Confidential Immediately after the submittal deadline, only the company names of Proposers submitting Proposals will be made public consistent with the Minnesota Government Data Practices Act (M.S. 13.591, subd. 3(b)). All proposal documents shall be held as confidential until a new, final Contract is fully executed. 51 Page If a Proposer wants the City to consider a portion of its proposal as confidential (e.g., trade secret or proprietary data) pursuant to the Minnesota Government Data Practices Act, these sections of their proposal must be submitted within a separate envelope and cover letter explaining the reason for the request. The City will review any such request and make a final judgment on whether these sections shall be held by the City as confidential per the Minnesota Government Data Practices Act. Requesting that all or substantially all of the proposal be deemed confidential may result in the proposal being considered non-responsive by the City. 2.5 Late Proposals Will Be Rejected Any proposal received at the office designed herein after the exact time specified for receipt, may be rejected and not considered responsive. 2.6 Minimum Qualifications of Responsive Proposers Proposals will only be considered and reviewed from companies that are engaged in the providing solid waste and recycling services comparable to those described in this RFP packet. A minimum of three (3) references of current or past customers is required. Proposers shall possess a Regional MMSW Collection and Transportation License, or be able to obtain the aforementioned licenses upon being awarded the contract. 2.7 Contract Period/Renewals The term of the Contract shall be for a period of three (3) years commencing operations on January 1, 2021 and expiring on December 31, 2023. The actual Contract may be executed earlier to allow for any required transition planning, but operations will not begin until January 1, 2021. 2.8 Proposal Evaluation Criteria The City Council will determine, in its sole discretion, which Proposer shall be awarded the Contract. The following criteria will be used to evaluate proposals: • Price schedules - Estimated total costs over the three-year Contract period • Experience and capacity - Demonstrated capability, including the company's financial condition • References • Thoroughness and responsiveness to this RFP - Demonstrated understanding of the City's needs, goals, objectives and service specifications and quality standards No one (1), single criterion will be determinative of the best proposal, and the foregoing list is not exhaustive. All responsive proposals will be reviewed and compared with competing proposals in order for the City Council to determine, in its sole discretion, which proposal is in the best interests of the residents of St. Joseph. The City of St. Joseph reserves the right to contract with a solid waste hauler who does not submit the lowest proposal. 2.9 Proposers May Inspect City Routes and Facilities Prospective proposers are encouraged to tour the City's residential routes and the specified City buildings and City parks to become familiar with the solid waste and recycling collection work described in this RFP packet. 2.10 Amendments to the Scope of Services The City may, at its own discretion, add services to or delete services from the scope of work described a in this RFP packet. The City will notify prospective Proposers of any such amendments by issuing an addendum to this RFP. Amendments will also be posted on the City's website at: www.cilyofstjoseph.com. 2.11 Review Committee The City will form a proposal review committee, to review and analyze the details of the qualified submitted proposals, and to make a recommendation to the City Council. The City Council retains the sole discretion to determine which Proposer shall be awarded the Contract. 2.12 The City is Providing Best Available Information in this RFP Throughout this RFP, the City has exerted their best efforts to present information and data applicable to this project that are as current and as accurate as possible. The City is providing the information contained herein as a courtesy to the Proposers. It is the Proposer's responsibility to use and verify this information during the proposal period. 3 SCOPE OF SERVICE 3.1 Refuse and Recyclables Collection Refuse and Recyclables collection and disposal system requirements include (but are not limited to): • Solid waste collection will be required once weekly from Tuesday through Thursday • Solid waste wheeled container option in each of the following: 30 -gallon, 60 -gallon, or 90 -gallon • Every other week (EOW) recyclables collection on the same day as the solid waste collection from 60 -gallon, or 90 -gallon wheeled recycling carts. • The color and labeling of the refuse carts must distinguish them from the recycling carts • Residents may obtain a second 60 -gallon, or 90 -gallon wheeled recycling cart at a reduced cost • Residents may set out extra "overflow" bags of refuse at an additional cost • Proposers should provide a specific list of resident instructions for preparing and setting out refuse carts and overflow refuse bags • Proposers should provide a specific list of resident instructions for sorting recyclable materials and setting out recycling carts • Collection may begin no earlier than 6:00 am and collection shall cease by 6:00 pm 3.2 Christmas Tree Collection Christmas Tree collection requirements include (but are not limited to): Annual Christmas Tree curbside collection for all residents within the service area, at no charge. Proposers should provide a specific list of resident instructions for preparing and setting out Christmas Trees. 3.3 Cart Ownership and Management This RFP requires that the Contractor shall be responsible and pay for all aspects of cart management and operations including (but not limited to): transportation from the manufacturer, ordering, receiving, assembly, distribution (aka new cart "roll out"), excess cart inventory, spare parts inventory, warranty maintenance and other repairs. Upon a change in Contractor, this RFP requires that the successful Contractor submit a detailed cart management and transition plan within two (2) months after the new Contract has been fully executed. 71 Page For example, the Contractor shall include a summary that adequately describes these transition operations (e.g., timing and content of any public notices about cart switches, etc.). The Contractor shall be primarily responsible for all aspects of the transition operations, but shall keep the City fully informed of field operations during the transition period. 3.4 Cart Exchange / Delivery Fee Residents may elect to change container sizes or add/remove a container once per calendar year without additional charge. After the first exchange, any additional exchange may be subject to a service charge. 3.5 Missed Collections The Contractor shall be responsible for missed collections. If the Contractor receives notice of the missed collection before noon, the missed collection shall be picked up on the same day. If the Contractor receives notice after 12:00 PM, the Contractor shall pick up the missed collection no later than the next collection day. If the household did not have the refuse container in place for collection at the time of pickup, it is not a "missed collection." 3.6 Walk Up (Valet) Collection Contractor shall provide walk up collection for households with a demonstrated physical disability that limits the ability for the household to get refuse containers to and from the standard collection point. Any denial by the Contractor for walk up collection may be appealed to the City. 3.7 Extended Leave / Suspended Collections (aka "Snow Bird" Policy) A resident that is absent from his/her residence for a period of thirty (30) consecutive days or more may qualify to temporarily stop City contracted refuse and recycling services, including payment obligations. It is the resident's responsibility to contact the City to request the temporary stop and provide stop and restart dates at the time of the request. 3.8 No -Out Fee The Contractor may charge a "no -out fee" for returning to service a customer's containers that were not placed at the curb at the time of service. 3.9 Bulky Items and Other Special Collections The Contractor shall provide bulky item collection, processing and marketing or disposal services on an "on-call" basis. This may include other "on-call" special collections of other problem materials. Proposers should provide a specific list of resident instructions (including notifying the Contractor) for preparing bulky items and other problem materials requiring special collections. 3.10 Refuse and Recyclables Collection from City Buildings and Park Facilities The Hauler will be required to provide collection services to all City facilities, including solid waste collection and recyclable collection. The detailed listing of specified City buildings and City park facilities, along with their estimated level of refuse and recyclables collection service, is included in Attachment A — List of City Buildings and Parks to be Served by the Contractor". The City reserves the right to add other similar future facilities after consultation with the Contractor. This RFP retains the current "free" system (i.e., no added charges to the City) for this added service of 81 Page collections from City buildings and park facilities. High quality service to these City facilities is expected, including collections and customer service communications. 3.11 Collections from Clean -Up Days The City has historically had curbside bulky item collections for City residents at no additional charge in the spring and fall each year. Materials accepted include refuse, bulk items (e.g., f imiture and mattresses). Additionally, the City has had a special electronics and appliance collection drop off at the St. Joseph Government Center in the spring and fall. The City is interested in maintaining this level of service but will review alternatives. Potential options at no additional charge to residents include: a) A one -day curbside bulky item collection in the spring for all residents within the service area and one -day "drop-off day" in the spring for electronics and appliance collection at a City facility approved by the City Council; or b) A one -day bulky item and electronic and appliance "drop-off day" for City residents in the spring at a City Facility approved by the City Council; or c) A one -day curbside bulky item collection in the spring and in the fall for all residents within the service area and a one -day bulky item "drop-off day" for City residents in the spring and in the fall at a site approved by the City Council at a City facility. Proposals that include a free one -day "curbside" bulky item collection shall include all services to be provided by the Contractor. Proposals that include a free one -day bulky item "drop-off day" shall include services provided by the Contractor including staffing and equipment (such as rear loaders, roll off trucks, roll off boxes, and/or dumpsters). The clean-up event shall last about four (4) hours (which is the time open to the public). In both scenarios, the Contractor will be responsible for the collection and disposal of all bulky items. The City will work with the Contractor each year to plan and schedule this clean-up day event. 3.12 Public Education The City intends to enhance public education efforts as a part of this new Contract for solid waste and recycling services. This RFP specifies minimum public education requirements for the Contractor. 3.12.1 Contractor Public Education Tools (Required Minimums) The Contractor shall provide a series of minimum public education tools to resident customers in St. Joseph. This Section provides for specific Contractor public education requirements below. The following are public education products required of the Contractor: "Annual Calendar" — The Contractor shall produce and direct mail an annual calendar specific to the City of St. Joseph refuse and recycling program. Multiple versions shall be produced customized by collection day / route. The calendar shall specify the days of collection for refuse and recyclables for that route. The calendar shall also clearly itemize all acceptable and prohibited items in a manner that is consistent with this RFP and the Contract terms. This annual calendar shall be sent to all St. Joseph residents / customers under this Contract by December 20 of each year. • "Recycling Cart Hang Tags" — The Contractor shall produce and attach single -stream recycling education hang tags to the new recycling carts at time of cart distribution. The content of these hang tags shall include: o A full list of all recyclable items with images 91 Page 3.13 Customer Service and Communications Proposers shall summarize customer service and resident communications plans. The Contractor shall maintain throughout the duration of the Contract a designated single contact person who is located in the greater St. Cloud area and who has sufficient authority to resolve issues when officially notified by City staff. 4 PAYMENT TERMS The City shall be responsible for billing St. Joseph residents directly. Any and all rate or fee increases must first be proposed by Contractor and then must be approved by City Council before they can become effective. Any attempt by the Contractor to increase any rate or fee, without City Council approval, shall be null and void, and may subject the Contractor to the default remedies of the Contract. Also, any proposed request for retroactive City approval of any rate or fee increase already imposed on residents may be denied by the City. Fee decreases can be implemented by Contractor without City approval, but must be reported to the City Administrator at least two (2) weeks prior to the decrease. 4.1 Proposed Price Elements All proposers shall submit a complete Price Worksheet (Form E). If the Proposer is awarded the Contract, this Price Worksheet will be the basis for final terms of the City -approved rate schedule. The Price Worksheet requires proposers to split refuse collection and disposal costs. All proposed fees shall be exclusive of all other charges and taxes (e.g., State Solid Waste Management Tax). No fuel surcharge or environmental fees shall be applied to services offered through this RFP. 5 INSURANCE AND OTHER LEGAL REQUIREMENTS Proposers shall provide, prior to the effective date of the contract, evidence of adequate liability insurance at $1,000,000.00 combined single limit for auto and general liability. The City of St. Joseph shall be named as an additional insured. The Proposer shall file a current certificate of insurance with the City during the full term of the contract. Such policies shall provide for a thirty (30) day notice by the insurance company to the City of any changes, cancellations or lapses of such policies. The Proposer, if awarded the contract, agrees to take all precautions to protect the public against injury and to hold the City harmless from all damages and claims that may arise by reasons of any negligence of the service by Proposer's agents or employees while engaged in the performance of the contract. The Proposer, if awarded the contract, agrees to indemnify the City against all claims arising from intentional or negligent actions by the Proposer/Contractor or persons hired by the Contractor. Proposer/Contractor shall provide Workers Compensation insurance for its employees as required by Minnesota Statutes. 5.1 Data Practices Act The Contract to be awarded will be subject to the Minnesota Government Data Practices Act and will include the following provision: Pursuant to Minnesota Statutes § 13.05, Subd. 11, all of the data created, collected, received, stored, used, maintained, or disseminated by the Contractor in performing this Contract is subject to the requirements of the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, and the Contractor must comply with those requirements as if it were a government entity. The remedies in Minnesota Statutes § 13.08 apply to the Contractor. The Contractor does not have a duty to provide 101 Page access to public data to the public if the public data are available from the City, except as required by the terms of this contract. 5.2 Compliance with State and Federal Employment Laws and Regulations Proposer/Contractor agrees to make best efforts to comply with applicable State of Minnesota and federal employment laws including but not limited to FLSA, Minnesota Statutes Chapters 177 and 181, OSHA, immigration and Equal Pay laws. 5.3 Legal Interpretation and Venue The Contract to be awarded, shall be interpreted according to State of Minnesota law. Any action between the City and the Contractor shall be venued in Stearns County District Court. 6 PROPOSAL CONTENT 6.1 Qualifications Section All Proposers must submit a Qualifications Section within their proposals. The Qualifications Section must include information in the following three areas: • General management ability • Financial stability and strength Solid waste collection experience; including refuse, yard waste, recycling, organic materials, and bulky waste collections. This RFP requires Proposers to document their planned arrangements for refuse processing, either through a transfer station or direct to a mixed MSW resource recovery facility. Proposals must include written certification that adequate processing capacity has been secured. The Qualifications Section of each proposal must include the following subsections: 6.1.1 General Management Proposers will be evaluated on the basis of their demonstrated overall management and experience, as reflected in the successful implementation of previous and/or current materials collection projects. Each Proposer shall demonstrate the ability to perform all required tasks successfully, and must demonstrate the requisite management skills and experience in integrating the performance of such tasks. Information submitted by each Proposer shall define both technical and managerial capabilities in terms of past performance. A clear statement of the management structure of the Proposer's company must be supplied. Other management evaluation criteria will include, but will not be limited to the following factors: • Demonstrated successful working relationships with municipalities and/or public solid waste agencies • Number of similar collection projects within the greater Twin Cities metropolitan area • Past and anticipated approach to customer service 6.1.2 Financial Stability and Strength 11 1 The Proposer must demonstrate sufficient financial resources to carry out its responsibilities as outlined in this RFP and to back-up its contractual obligations. Proposers will be evaluated on the basis of their credit references, demonstrated ability to finance the required equipment, and ability to provide a performance bond. A specific letter from a surety company or a guarantor indicating the intent to provide the Proposer's performance bond must be provided in the proposal. Proposers must submit at least three (3) credit references. Proposers must submit evidence of the ability to finance the equipment needed by submitting a financing plan for necessary equipment. Where the Proposer is a corporation, submit evidence that the Proposer is in good standing under the laws of the state of incorporation. The Proposer must submit the litigation history (with explanation) for the last five (5) years regarding any company, partner, subcontractor(s), or subsidiary involved in this venture, and/of any corporate officer. 6.1.3 Refuse and Recyclables Collection Experience Proposers will be evaluated on the basis of their demonstrated experience in the collection of refuse, recyclables, yard waste, organic materials, bulky waste and other special collection of other waste materials. Proposers are encouraged to submit references for existing residential collection services, especially under contract to municipalities, to demonstrate their experience and success. The City may give particular attention to the performance data provided for these reference projects. The Proposer must demonstrate the following: • Overall experience in the solid waste industry; and • Experience in the successful operation of the type of residential refuse, recyclables, yard waste, organic materials, bulky waste and other special collection services solicited in this RFP. 6.2 Overview of Services The Proposer shall describe services proposed in response to this RFP. This Overview shall provide sufficient information to demonstrate the Proposer's clear understanding of the services requested by the City through this RFP. 6.2.1 Collection Proposal The proposal shall describe the proposed collection service. The document shall provide sufficient information to demonstrate that the proposed service will, at a minimum, satisfy all of the performance objectives provided in this RFP and handle the quantity and composition of materials to be collected. The information should include, at a minimum, equipment descriptions and identification of and schedule for obtaining necessary permits. 6.2.2 Proposed Refuse Processing Plan All refuse collected under this Contract, must be processed according to Minnesota Statutes (M.S. 115A.471 and M.S. 473A.848) (See RFP Section 3.1 for more details.) All Proposers must have secured adequate capacity for processing refuse under this Contract and proposals must fully describe their refuse processing plan including explicitly listing all resource recovery facilities and/or transfer stations 12 1 to be used. Proposals must also include a dated and signed letter of intent from a resource recovery processing facility that states this facility has adequate processing capacity to handle the City's refuse. If a transfer station is also to be used, proposals must also include a dated and signed letter of intent from this transfer station owner. 6.2.3 Equipment and Route Description The Proposer shall submit equipment specifications of all the equipment to be used. Form G, Itemized Listing of Trucks and Other Collection Equipment, is to be used for this purpose. 6.2.4 Road Weight Restrictions The Proposer shall state in his list of truck equipment how the vehicle design and operation will meet all city, county and state load weight limits. The fully loaded gross vehicle weight and weight per axle shall be listed for each of the proposed trucks. The Proposer must acknowledge the City's required switch from alley side to curbside collection during the spring road restriction season. 6.2.5 Cart Management and Administration The Proposer shall describe a plan for receipt, assembly, distribution, storage, maintenance, and replacement of carts. 6.2.6 Public Education Plan The proposal must describe the public education services as specified in this RFP. 6.2.7 Operations Management Plan The Operations Management Plan must include a description of the proposed management structure and approach, as well as a statement of the problems that the Proposer believes are likely to arise during collection, start-up, and for ongoing operations and the methods proposed to deal with them. This should include, at a minimum, such problems as: employee absenteeism; equipment breakdowns; and capability to provide collection of optional/additional materials. The Management Plan must address specifically how the Proposer will work with the City to identify and resolve consistent sources of problems. A Staffing Plan indicating number of employees and how they will be staffed to ensure collections capacity and customer service must also be included in the Operations Management Plan. 6.2.8 Clean-up Day Plan The Proposer shall submit a description of the intended approach to provide the bulky item clean-up day collection service. Describe proposed equipment and labor and how the Contractor will coordinate the event with the City. Describe aCity —Contractor planning process and schedule that will more fully detail the work plan for the bulky item clean-up day. 6.3 Price Proposals All proposed prices shall be submitted on the attached forms and executed by an authorized official. 131 Page Responsive proposers must submit all of the following forms as an integral part of their proposals: • Proposal Cover Letter • Form A: Proposal Content Checklist • Form B: Proposer Information Questionnaire (including references) • Form C: Certification of Binding Signature • Form D: Certification of Independent Proposal Pricing • Form E: Price Worksheet • Form F: Listing of Proposed Prices for Special Collection of Bulky Items • Form G: Itemized Listing of Trucks and Other Collection Equipment • Form H: Acknowledgement of Receipt of Addenda All forms must be completed and submitted for the proposal to be deemed responsive. The Proposer must indicate clearly on the form(s) if any information is not applicable. All forms must be executed by an official authorized to bind the Proposer, and must be submitted as part of the proposal. 141Page PROPOSAL FORMS: RFP FORMS A THROUGH H Instructions: Please use this Word document to enter your responses to the RFP questions. When you're done, please print and sign the final forms for submittal with your proposal. You may also print out this document, fill in your numeric answers by hand, attach additional sheets for typed narrative answers, and then sign the forms. All forms completed manually must be clear and legible. 151 Page FORMA: Proposal Content Checklist Instructions: Please check off the forms and other proposal sections to assure that your proposal is complete and all forms are signed: ❑ Proposal Cover Letter ❑ Form A: Proposal Content Checklist ❑ Form B: Proposer Information Questionnaire (including references) ❑ Form C: Certification of Binding Signature ❑ Form D: Certification of Independent Proposal Pricing ❑ Form E: Price Worksheet ❑ Form F: Listing of Proposed Prices for Special Collection of Bulky Items ❑ Form G: Itemized Listing of Trucks and Route Planning ❑ Form H: Acknowledgement of Receipt of Addenda 161 Page FORM B: Proposer Information Questionnaire General Contact Information Name of Company Proposing: _ Name of Parent Company: _ Address: Telephone: _ Email: Website: Name of contact person: _ References: Please provide on separate page(s) collection references (provide municipality, capacity [number of households per day], contract structure between the organization and the municipality(les) or public agency being serviced, type and frequency of service provided, etc.). Qualifications Questionnaire Complete this Section as described in RFP Section 6 General Management (RFP Section 6.1.1) Financial Stability and Strength (RFP Section 6.1.2) Refuse and Recyclables Collection Experience (RFP Section 6.1.3) Business Information State the length of time you have been in business under your present name. Within the past five (5) years, has the Company submitting this proposal failed to complete a contract? ❑ Yes ❑No If so, state name of parties to the contract, the date of the contract and the reason for non - completion. If a bond was posted, state the contact information for the bond company. Within the past five (5) years has the Company submitting this proposal or any facility or property owned or operated by this Company failed to perform any of its contract obligations with any municipality, county or other public entity? ❑Yes ❑No If so, state the nature of the failure? Within the last five (5) years, has the Company submitting this Proposal, or any facility or property owned or operated by your Company ever been the subject of administrative or judicial action for 171 Page alleged violation of the conditions of a permit issued by a governmental entity; or alleged violations of employment, environmental, zoning, or public health laws or regulations? ❑Yes ❑No If so, state the details and disposition. Has the Company submitting this proposal or any of its subsidiaries been a party to any lawsuits within the last five (5) years that may affect its ability to perform the obligations described in the Proposal? ❑ Yes ❑No If so, list these lawsuits. List names and business address of all individuals financially associated with the Company that is submitting this Proposal. Service Information Overview of Services (RFP Section 6.2) Collection Proposal (RFP Section 6.2.1) Transition and Cart Management Plan (RFP Section 6.2.5) Impacts on Roads (As per instructions in RFP Section 6.2.3, "Equipment and Route Description' and RFP Section 6.2.4, "Road Weight Restrictions") The City will require that all refuse collection vehicles are in full compliance with City, County and State road weight restrictions. What are your plans for reducing impacts on roads and means to comply with road weight restrictions? 181 Page Public Education (As per instructions in RFP Section 6.2.6, "Public Education Plan') The City and the Contractor will plan for an education campaign as specified in Section 3.12 of the RFP. What education efforts you have used in the past that are directly relevant to this scope of service? What are your plans for additional public education efforts? Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date 191 Page FORM C: Certification of Binding Signature Instructions: All forms provided in this RFP are required to be completed and be executed by an official authorized to bind the Proposal offer. All completed forms shall be made a part of the Respondent's proposal. All proposal forms must be signed by the same authorized person. The undersigned Respondent further certifies that he/she has read the information submitted by the Proposer and has personal knowledge that the information submitted is true and correct. I, (Name of Authorized Officer) of (Title) (Proposer Firm name) (Date) I swear that I am authorized to execute all Proposal forms included in this Proposal response to the RFP and to bind the company to these agreements; and swear that I have read the information contained in this Proposal and that I have personal knowledge that it is true and correct. 201 Page FORM D: Certification of Independent Proposal Pricing Instructions: This form shall be executed by the authorized official to bind the company. The Proposer makes the following representations and certifications as part of this proposal: The undersigned respondent certifies that the Proposer has not directly or indirectly entered into any agreement, express or implied, with any other Proposer(s) for any of the following: A. Controlling of the price of such proposal(s); B. Limiting of the number of proposals or Proposers; or C. Parceling or farming out to any Proposer(s) or other persons of any part of the Contract or any part of the subject matter of the proposal(s) or of the profits. The undersigned respondent certifies that they have not and will not divulge the sealed proposal to any person except those as a part of a legitimate Team as per the specifications of this RFP or having a partnership or other financial interest with them in said proposal or proposals until after the Contract is fully executed or until the City publicly releases this sealed information. The undersigned respondent further certifies that the Proposer has not been a party to any collusion including, but not limited to, actions such as: A. Proposers restraining the freedom of competition by agreement to make a proposal at a fixed price or pre -arranged price limit; B. Refraining from submitting a proposal at a fixed or pre -arranged price limit; or C. Refraining from submitting a proposal. The undersigned respondent further certifies that the Proposer has not engaged in any prohibited contact or conflict of interest with any City official or its agents such as, but not limited to: A. Discussion of service quantity, quality, or price in the prospective Contract or any other terms of said prospective Contract; or B. Any other prohibited discussions between the Proposers and City officials or agents concerning exchange of money or other things of value for special consideration in the letting of a Contract. Signature of person duly authorized to sign submittal on behalf of the Proposer: Printed Name Authorized Signature Date 211 Page FORM E: Price Worksheet All fees listed on this form shall exclude state solid waste management tax. Per Section 3.9, no fuel surcharge or environmental fees shall be applied to services offered through this RFP. Proposed Refuse Collection Fees (See RFP Section 3. 1, "Refuse Collection and Processing", for more details) Units: Proposed $ per household per month. Service Level Jan 1- Dec 31 2021 Jan 1- Dec 31 2022 Jan 1- Dec 31 2023 30 -gallon • 30 -gallon weekly 60 -gallon weekly 90 -gallon weekly *EOW — Every other week Proposed Refuse Collection Fees for Additional Cart(s) (See RFP Section 3. 1, "Refuse Collection and Processing", for more details) Units: Proposed $ per household per month. Proposed Overflow Bag of Refuse Fee (See RFP Section 3. 1, "Refuse Collection and Processing", for more details) Units: Proposed $ per each overflow bag. Service Level Jan 1- Dec 31 Jan 1- Dec 31 Jan 1- Dec 31 2021 2022 2023 Overflow Bag of 221Page Proposed Recycling Collection Fees (See RFP Section 3.2, "Recyclabes Collection and Processing", for more details) Units: Proposed $ per household per month. *EO W — Every other week Proposed Cart Exchange/Replacement Delivery Fee (See RFP Section 3.8, "Cart Exchange / Delivery Fee" for more details) Units: Proposed $ per delivery occurrence. Proposed Walk -Up (Valet) Fee (See RFP Section 3.12 "Walk -Up (Valet) Service" for more details) Units: Proposed $ per each month. Service Level Jan 1- Dec 31 Jan 1- Dec 31 Jan 1- Dec 31 2021 2022 2023 Proposed No -Out Fee (See RFP Section 3.13 "No -Out Fee" for more details) Units: Proposed $ per each occurrence. Service Level Jan 1- Dec 31 Jan 1- Dec 31 Jan 1- Dec 31 2021 2022 2023 Per Occurrence 231 Page Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date 241Page FORM F: Proposed Prices for Special Collection of Bulky Item Categories Proposed prices of bulky items that do not fit in the regular refuse collection truck and require special pick up collection service. Proposers shall specify items accepted and proposed item collection rates: Item Cost/Item Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date 25 1 P a g FORM G: Itemized Listing of Trucks and Route Planning Instructions: This form shall be executed by the authorized official to bind the company. Information should be completed for each different model of equipment proposed (including any spares). This list should include equipment to service the specified residential units in the City. Technical Description of Collection Equipment ModelCapacity Fully Currently Make LoadedOwned/New Cubic 9 Gross Purchase Route Planning Assumptions Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date 261 Page FORM H: Acknowledgement of Receipt of Addenda Please acknowledge receipt of addenda to the City's RFP for Solid Waste and Recycling Services with your signature. An opportunity to acknowledge up to five (5) addenda is included in this form but does not necessarily mean that any addenda will be provided. ❑ Addendum 1 ❑ Addendum 2 ❑ Addendum 3 ❑ Addendum 4 ❑ Addendum 5 Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date 271 Page Attachment A List of City Buildings, and Parks to Be Served by the Contractor Name & Location Type Estimated Service Level St. Joseph Government Center Refuse TBD yd lx/week 75 Callaway St E Recycling TBD yd lx EOW Fire Station Refuse TBD yd lx/week 323 4' Ave NE Recycling TBD yd lx EOW Public Works Facility Refuse TBD yd lx/week 1855 Elm St E Recycling TBD yd lx EOW Main Wastewater Pump Station Refuse TBD yd lx/week Recycling TBD yd lx EOW Klinefelter Park Refuse TBD yd lx/week 1000 Dale St E Recycling TBD yd lx EOW Millstream Park Refuse TBD yd lx/week 725 County Road 75 W Recycling TBD yd lx EOW Memorial Park Refuse TBD yd lx/week 28 Yd Ave NW Recycling TBD yd lx EOW Water Treatment Plant 2 Refuse TBD yd lx/week 29771 Frontage Rd Recycling TBD yd lx EOW St. Joseph Community Center Refuse TBD yd lx/week 124 1St Ave SE Recycling TBD yd lx EOW • Any other similar future facilities, and parks as designated by the City Administrator. 281 Page - 1, —2, I.JL& CITY OF ST. JOSEPH MEETING DATE: AGENDA ITEM: SUBMITTED BY: October 5, 2020 Social Media Policy Administration Council Agenda Item 7 PREVIOUS COUNCIL ACTION: The Council discussed the social media policy and computer use policy at the September 28th work session and were supportive of bringing the policies back for approval. BACKGROUND INFORMATION: The purpose of having social media accounts is to communicate and deliver messages directly to residents and to encourage resident involvement, interaction, and feedback. Currently, the City of St. Joseph does not have a city operated social media account that is ran by the City. The Fire Department is the only department that has a Facebook page. The police department is in the process of creating Facebook and Twitter accounts, but would like to have a social media policy in place prior to making those accounts active. The policy provides guidance for staff in charge of these accounts. The City Facebook page would be operated by the City Clerk and Community Development Director. The policy is modeled after the template provided by the League of MN Cities. After further research, the City computer use guidelines are already addressed in the personnel policy and staff does not see the need to have an additional policy. The personnel policy also outlines an exit procedure for employees leaving the city which encompasses the submittal of city owned property. BUDGET/FISCAL IMPACT: ATTACHMENTS: Draft Social Media Policy REQUESTED COUNCIL ACTION: Approve the social media policy and allow the creation of a Facebook & Twitter account for the Police Department and a Facebook page for the City. ,jal J"Mmi, CITY OF ST. JOSEPH Social Media Policy Purpose Social networking in government serves two primary functions: to communicate and deliver messages directly to citizens and to encourage citizen involvement, interaction, and feedback. Information which is distributed via social networking must be accurate, consistent, and timely and meet the information needs of the City's intended audience. Social media is used for social networking, and this policy seeks to ensure proper administration of the City of St. Joseph's social media sites by its representatives. The City has limited control of social media accounts with third parties (i.e., Facebook, Twitter, etc.). At the same time, there is a general expectation by the public that this City have a social media presence by which to share information about current city projects and city business. For municipal purposes, the City's social media accounts will be used for incidental, non -vital communication and general information only. It is not the purpose of the city's social media accounts to be a medium for transactions of city business. The one exception is in the case of a natural or man-made disaster, if it is determined by the City that the best means of communicating with the public is through the social media account(s). The City of St. Joseph wishes to establish a positive and informative social media presence. City representatives have the responsibility to use the City's social media resources in an efficient, effective, ethical, and lawful manner pursuant to all existing City policies. Policy The City of St. Joseph will determine, at its discretion, how its web -based social media resources will be designed, implemented, and managed as part of its overall communication and information sharing strategy. City of St. Joseph social media accounts are considered a City asset and administrator access to these accounts will be securely administered in accordance with the City's Computer Use Policy. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. All social media websites created and utilized during the course and scope of an employee's performance of his/her job duties will be identified as belonging to the City of St. Joseph, including a link to the City's official website. The City of St. Joseph does not create or maintain social media accounts for its elected officials. Scope This policy applies to any existing or proposed social media websites sponsored, established, registered, or authorized by the City of St. Joseph. The City's social media accounts are exclusively the following: The City does not create, collect, disseminate, or regulate use of any other social media accounts, including the personal accounts of its elected officials and staff. This policy also covers the private use of the City's social media accounts by all City representatives, including its City of St. Joseph Social Media Policy I I P a g e employees and agents, Council members, appointed board or commission members and all volunteers to the extent it affects the City. Questions regarding the scope of this policy should be directed to the City Administrator. Definition Social media are internet and mobile -based applications, websites, and functions, other than email, for sharing and discussing information, where users can post photos, video, comments, and links to other information to create content on any imaginable topic. This may be referred to as "user -generated content" or "consumer -generated media." Social media includes, but is not limited to: • Social networking sites and apps such as Facebook, Linkedln, Twitter, and Nextdoor • Blogs • Social news sites such as Reddit and Buzzfeed • Video and photo sharing sites and apps such as YouTube, Instagram, SnapChat, and Flickr • Wikis, or shared encyclopedias, such as Wikipedia • An ever -emerging list of new web -based platforms generally regarded as social media or having many of the same functions as those listed above As used in this policy, "employees and agents" means all City representatives, including its employees and other agents of the city, such as independent contractors or councilmembers. Rules of Use City employees and agents with administrator access are responsible for managing City social media accounts or websites. Facilities or departments wishing to have a new social media presence must initially submit a request to the City Administrator or designee in order to ensure social media accounts are kept to a sustainable number and policies are followed. All approved sites will be clearly marked as the City of St. Joseph site and will be linked with the official City website (www.cityofst oseph.com). No one may establish social media accounts or websites on behalf of the City unless authorized in accordance with this policy. Administration of all City social media websites will comply with applicable laws, regulations, and policies as well as proper business etiquette. City social media accounts accessed and utilized during the course and scope of an employee's performance of his/her job duties may not be used for private or personal purposes or for the purpose of expressing private or personal views on personal, political, or policy issues or to express personal views or concerns pertaining to City employment relations matters. No City social media account may be used by the City or any City employee or agent to disclose private or confidential information. No social media website should be used to disclose sensitive information; if there is any question as to whether information is private, confidential, or sensitive, contact the City Administrator. City of St. Joseph Social Media Policy 2 1 P a g e Outside of situations of disaster, no City social media account will be used for transactions of city business. In the event a user initiates a request, application, or question through social media that affects city business or requires another city policy or process to be followed, follow up with that user by phone, email, or other channels. If comments are allowed, in the event of a question of general interest, a response may be given in comments, the initial post may be edited, or a subsequent post may be created to include the information. City of St. Joseph's staff with administrative rights will not edit any posted comments. However, comments posted by members of the public will be removed if they are abusive, obscene, defamatory, in violation of the copyright, trademark right or other intellectual property right of any third party, or otherwise inappropriate or incorrect. The following are examples of content that may be removed by City staff: • Obscene or racist comments • Pornographic content • Potentially libelous comments • Plagiarized material • Direct threats to persons or property • Material asserted to violate the intellectual property of another person • Private, personal information about a person published without his/her consent • Information that compromises a public safety security system • Statutorily private, confidential, or nonpublic data • Commercial promotions or spam • Hyperlinks to material that falls into one of the foregoing categories A member of the public whose comment is removed may appeal the removal of the comment and seek reconsideration of its removal by contacting the City in writing and explaining how the comment does not fall into one of the categories for removal. A written response should be provided as soon as reasonably possible. A member of the public who disputes the legality of any portion of this policy may dispute the particular portion in writing. The City should acknowledge the claim promptly and, upon consultation of the city attorney, respond to the claim concerning legality of the policy portion as soon as reasonably possible under the circumstances. Personal Social Media Use The City of St. Joseph respects employees and agents' rights to post and maintain personal websites, blogs and social media pages and to use and enjoy social media on their own personal devices during non -work hours. The City requires employees and agents to act in a prudent manner with regard to website and internet postings that reference the City of St. Joseph, its personnel, its operation or its property. Employees and agents and other affiliated with the City may not use a city brand, logo or other city identifier on their personal sites, nor post information that purports to be the position of the City without prior authorization. City employees and agents are discouraged from identifying themselves as city employees when responding to or commenting with personal opinions or views. If an employee chooses to City of St. Joseph Social Media Policy 3 1 P a g e identify him or herself as a City of St. Joseph employee, and posts a statement on a matter related to City business, a disclaimer similar to the following must be used: "These are my own opinions and do not represent those of the City." Occasional access to personal social media websites during work hours is permitted, but employees and agents must adhere to the guidelines outlined in the City's Computer Use Policy. Employees and agents should also review the Data Ownership section of this policy. There may be times when personal use of social media (even if it is off-duty or using the employee's own equipment) may spill over into the workplace and become the basis for employee coaching or discipline. Examples of this include: • Friendships, dating or romance between co-workers • Cyber -bullying, stalking or harassment • Release of confidential or private data; if there are questions about what constitute confidential or private data, contact the City Administrator • Unlawful activities • Misuse of city -owned social media • Inappropriate use of the city's name, logo or the employee's position or title • Using city -owned equipment or city -time for extensive personal social media use Data Ownership and Retention All communications or messages within social media accounts covered by this policy composed, sent, or received on city or personal equipment are the property of the City and will be subject to the Minnesota Government Data Practices Act. This law classifies certain information as available to the public upon request. As no transactions of city business shall be conducted through social media accounts (outside of disasters), in accordance with the City's records retention schedule, the City shall retain all social media messages only until read. The City retains the right to monitor employees' social media use on city equipment and will exercise its right as necessary. Users should have no expectation of privacy. Social media is not a secure means of communication. Policy Violations Violations of this Policy will subject the employee to disciplinary action up to and including discharge from employment. City of St. Joseph Social Media Policy 4 1 P a g e Council Agenda Item 8 -1, Ail MM& CITY OF ST. MEETING DATE: October 5, 2020 AGENDA ITEM: Purchase of Property — Public Works Facility Lot 14, Block 1, Rennie Addition, PID: 84.53794.0020 603 19' Ave. N SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: The Planning Commission reviewed the potential purchase of this property during their September 14, 2020 meeting and recommended that purchase of the property for industrial use for public works facility storage is consistent with the Comprehensive Plan. PREVIOUS COUNCIL ACTION: The City Council reviewed the terms of the potential purchase in closed sessions on August 3, 2020, August 17, 2020, and September 1, 2020, and at a work session on September 28, 2020. BACKGROUND INFORMATION: The City has been considering the purchase of property adjacent to city owned parcels where the public works building is located. The parcel is approximately 1.61 acres and has two existing buildings on the property. The City has been planning to add a new public works building or add onto the existing public works building to accommodate storage needs. This purchase would allow the use of those existing buildings. The larger building would need to be renovated to meet the city's needs. There currently is a tenant leasing the building. Terms: 1. 1.61+/- acres for $695,000. 2. Purchaser shall deposit with the Title Company the sum of $5,000 (Earnest Money). 3. Closing on or before December 31, 2020 4. Seller will pay all expenses of examination of title and recording of the warranty deed. Seller shall, at its cost, cause to be issued and delivered from a title company of Purchaser's choosing a current ALTA title insurance commitment to be delivered to purchaser. 5. Seller will pay any state and deed tax and special assessments. 6. City will continue to lease to current tenant. The lease shall be month to month or a period of up to two years at Tenant's election. The lease terms will be consistent with the lease dated October 8, 2014 between the Seller and Tenant, except that rent shall be in the amount of $5,825 per month. BUDGET/FISCAL IMPACT: ATTACHMENTS: Map of Property Resolution 2020-046 REQUESTED COUNCIL ACTION: Adopt the Resolution 2020-046 authorizing the sale of the property with the terms as identified. Purchase of Property - 84.53794.0020 a Legend Road Labels Roads N 0 80 160 320 Feet Auditor/Treasurer Division of Land Management ., Data is as represented in Stearns County October 2, 2020 Databases, It is NOT Intended for Locational Use and Stearns County waives all liability from this product. A i a A, CITY OF ST. JOSEPH RESOLUTION 2020-047 A RESOLUTION AUTHORIZING THE PURCHASE OF PROPERTY LOT 14, BLOCK 1, RENNIE ADDITION WHEREAS, the City has an interest in purchasing property owned by SMP Properties of St. Joseph LLC, and; WHEREAS, the City has negotiated a Purchase Agreement for the purchase of approximately 1.61 acres of property identified as Lot 14, Block 1, Rennie Addition, Stearns County, Minnesota, 84.53794.0020 for the sale price of $695,000; and WHEREAS, the City Council has reviewed the terms of the purchase of the property and it is the finding of the City Council that it is in the best interests of the City and its residents that the City purchase the property on the terms proposed; and WHEREAS, the parties now desire to close on said sale; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ST. JOSEPH, MINNESOTA AS FOLLOWS: 1. That the purchase of the real property described as LOT 14, BLOCK 1, RENNIE ADDITION, according to the recorded plat thereof, Stearns County, Minnesota is authorized. That the Mayor and City Administrator are hereby authorized to close on the purchase of the property pursuant to the terms of the Purchase Agreement. 2. The terms of the purchase include: a. 1.61+/- acres for $695,000. b. Purchaser shall deposit with the Title Company the sum of $5,000 (Earnest Money). c. Closing on or before December 31, 2020. d. Seller will pay all expenses of examination of title and recording of the warranty deed. Seller shall, at its cost, cause to be issued and delivered from a title company of Purchaser's choosing a current ALTA title insurance commitment to be delivered to purchaser. e. Seller will pay any state and deed tax and special assessments. f. City will continue to lease to current tenant. The lease shall be month to month or a period of up to two years at Tenant's election. The lease terms will be consistent with the lease dated October 8, 2014 between the Seller and Tenant, except that rent shall be in the amount of $5,825 per month. Adopted by the City Council of the City of St. Joseph this 5th day of October, 2020. Rick Schultz, Mayor ATTEST: Therese Haffner, City Administrator