[Music] good evening in progress and welcome to the September 25th 2024 Columbus city council meeting I'm calling the meeting to order and we'll start off with the pledge of of the United States of America and to the for it stands Nation God indivisible [Music] andice are there any changes or additions to the agenda as printed otherwise I'll entertain a motion to approve the agenda I make a move to adopt the agenda for the September 25th 2024 city council meeting and this is Su second thank you the motion is uh put forth and seconded uh any discussion and I'll take the vote you can start Ron I sue I and Janet I motion passes moving on to the consent agenda there are three items on the consent agenda anybody want to make a motion to approve it or changes no changes okay so I make the motion to approve the September 25th 2024 consent agenda as presented I'll second it all right the motion is made and seconded and uh since there's no discussion uh take the vote Ron I sue I and Janet I motion passes moving on to item number C1 public open forum is there anybody here for public open Forum looks like we have one person you want to come forward and give your name and address please good evening my name is Lynn kerver Quinn 754 152nd Lane Northeast um tonight I'm just coming in front of you because of Fall Fest um it was a wonderful weekend even though it rained on Saturday we can't control the but those that were here had a great time I do want to do a shout out to all the sponsors because without them we wouldn't be able to put on what we did so we had pumis roadways Camping World Ki Auto Body Blain Brothers Mastel Brothers Dave's hydrovac Westmore fluid Solutions biking industrial wal do craft Olsen sewers Blaze Credit Union Zigler and I want to thank some new sponsors this year lurkin Hoffman and Bolton and mink um thank you for investing in our community um we also had a new business that isn't even open yet and she sponsored the Minnesota veterinary neurology and Ryback so without them we wouldn't be able to do what we did and I want to thank them a lot because it just makes my job fundraising easier when people are willing to support the community um I co-chaired along with Janet but we are just one piece to the puzzle without the volunteers that come out and help the employes of the city the Public Works everything I do want to give a shout out to Jack CU I've never had a city administrator be here the whole time and jump in and work like you did every time I look you were running doing something so thank you very much for helping out and all the volunteers we are so fortunate and so lucky to have a community that really jumps in and does what needs to be done so thank you everybody thank you thank you Lynn actually I I had it on my list to thank people too so you just you just did it for me I will just add one more sponsor maybe two I didn't hear you say Blain Brother truck align so if I missed that they they were one of our sponsors as was um Running Aces and yep and and I also would like to thank Jack and actually all the staff we had a lot of Staff working there everybody worked really hard everybody worked well together rain or shine I saw people running around in raincoats and soak and wet um including Elanor who's now soak and dry on on our screen so it was it was really a fun day despite the weather and and um I will just add my thanks to every body and also to all of the council members that that volunteered as well that was a great time okay anybody else for public open forum and I there isn't anybody on the screen right it's just Elanor raing their hand okay great then we'll move on to um excuse me item C2 um mtw Truck Wash conditional use permit this is on page 5 through 41 of our enclosure um if if I could make one announcement before we begin this uh council member Bush asked me to let everyone know that he intended to remote in tonight but he is in an area that has no wifi or phone service so uh with that we'll move on to the mtw truck wash conditional use permit and Elanor Han will go over the staff report and the request from staff to city council [Music] Elanor um so this particular uh cup has come before you um previously at our joint meeting we had that public open um we had that Planning Commission discussion it was boarded on um due to concerns around water usage specifically um if our system can handle it as well as um traffic issues I believe that there we provided some additional information and at the last Planning Commission the applicant came forward and explained why a Reclamation system would be difficult to use in this particular use um I'm wondering if anybody has questions really any questions from the council no nope okay I I had a few questions but I got them answered ahead of time so I am comfortable with everything the one thing I just wanted to double check I did um see on the engineers report that there were some additional notes are you okay with all of the changes that were made yes yeah they addressed my my issues so I'm good okay perfect all right um I can oh go ahead um so I will make the motion to approve the conditional use permit for mtw truck wash in resolution 24-15 a resolution to set the date for a public hearing Highway easement vacation yes so I didn't go over this very um just to go over that very quickly we had some issues with an unused Highway easement that's right off uh to the side of Hornsby it was um intended to be vacated back in the 70s and paperwork never got filed things got a little bit lost and surveyor errors happened but we can clean that up now so that's what is before you as a part of this mtw um C application okay okay thanks for that clarification yep um question to the attorney does can we put this in one motion or would you like it in two uh two motions please okay so let's do let's do the approval of the vacation easement first since that's part of what they have to have for their cup so could you just restate your motion please so should I remove the conditional use permit y okay so I make the motion to approve a resolution to set the date for the public hearing Highway easement vacation I'll second down Ron so we have a motion and a second is there any further discussion and I'll call for the vote Ron I sue I and Janet I that motion passes now you can make the other one now I can make the other one so I make the motion to approve the conditional use permit for mtw Truck Wash uh in resolution 24-15 uh Ron I'll second that okay we have a motion a second any further discussion and I'll take the vote Ron I sue I and Janet I that motion passed passes congratulations thank you you're no you're welcome we're really happy to have you yes yeah we're excited about it yeah we are too it'll be great and I'm sure all the truckers over at loves are excited about it too great great news all right thank you thank for coming yes for going through the process I know it can seem really long and arduous so you're very patient thank you we've never done it before so it it seems longer than than needs to be a long time nervous about everything but y yeah you guys have been great to deal with I'm sure it'll be a great asset out there I mean your plans look really great yep I like the idea of not Square buildings and kind of little Dynamic look to it it should be pretty nice looking thank you yep thanks all right then we're going to move on to item C3 the um ass uh post elction review resolution I know we have a number of members from that group out in the audience so thank you for coming tonight um Jack do you want to just go over the the write up for that please we'll do the inoka county election Integrity team presented a proposal to a joint meeting of the Planning Commission and City Council on September 4th 2024 requesting that Council consider approval of a resolution to support the protection of the votes of citizens by checking the accuracy of machine counts to enhance the security and transparency of the vote tabulations and build voter confidence attached his resolution 24-12 a resolution requesting general election postelection review that is recommended by the inoka county election Integrity team for Council consideration thank you was there anything else uh you folks had to add no any questions no I think you did such a great job presenting I'm pretty sure we're good on this all right then I will entertain a motion to um approve resolution 24-12 as presented um I'll make the motion uh I make the motion to approve resolution 24-12 as presented and this is Su all second okay we have a motion in a second is there any further discussion then I'll take the vote Ron I sue I and Janet I motion passes congratulations thank you for bringing this to our attention appreciate that yep I appreciate all your work veryy thank you you guys are very well prepared [Laughter] and oh okay oh okay thank you Brenda yeah we just we wanted we wanted you to know that you're the seventh City in inoka that has done this so we're moving forward and there big lake in Sherburn did it in 2022 and in again in 202 24 so we do appreciate you listening to us and pushing forward with us thank you thank you well thank you thanks for coming y Bo now we lose everybody pardon I know section we should have stalled it till later we we still have Lynn and Cindy out there so we're good okay moving on to C4 the 2025 Capital Improvement plan that's Pages 44 through 45 uh with enclosures Jack do you want to go over that with us please thank you Janet the proposed 2025 Capital Improvement plan was sent to City Council in their packet and will be brought up for discussion and recommended for approval tonight the purpose of a capital Improvement plan is to identify Capital Improvement projects to forecast funding sources prioritize Improvement based on available funds and estimated a timeline for completion of those improvements the city of Columbus Capital Improvement plan addresses the following Parks capital and dedication fund projects Public Works equipment replacement fire hall capital projects and Equipment replacement road maintenance and Street projects and general fund capital projects in all these categories the city budgets money annually to cover project and procurement cost over the term of the needs identified in the plan allocation of funding over time allows for a fund accumulation to cover expenses without borrowing and expedites the purchase and the acquisition of equipment and contract Service with set aside funds to avoid drastic fluctuations in the city budget the Capital Improvements plan is presented to you and uh at your seat there are three additional sheets schedule a Schedule C and Schedule D that have notes attached to them for the 2025 plan uh that memorialize the conditions set forth in the approval of those items so if you have any questions we'll be more than happy to answer those thank you Jack and thank you for adding those notes to the to those schedules since I know that a few months from now I won't remember them so it's nice to have them memorialized um is there any discussion on the capital Improvement plan any questions uh no none here no I was just going to say that I I really appreciate all the hard work that you guys did on the budget this year um keeping it down and actually just a little I know we're not going over all the numbers yet but um we've gone over and over and you really listen to us to tweak the numbers and reflect what what we wanted to see in the budget this year so I just wanted to thank you so much for all your hard work and listening to us and being able to keep the budget down thank you and I would also add my thanks to Cheryl for coming to all the meetings so that in real time you can answer our questions that is so helpful so thanks thanks for doing that okay so um without any further questions then I would make the motion to approve the 2025 Capital Improvement plan as presented I'm calling for a second and this is Su all second so we have a motion and a second is there any further discussion seeing none then I would uh go to the vote Ron I sue I and Janet I moving on to the 2025 preliminary budget resolution 24-3 and 24-14 it's Pages 46 through 51 in the um packet and Jack would you like to go over that please thank you the proposed 2025 preliminary budget is presented to you tonight for your review and our recommendation for approval General Levy totals for 2025 are 4,231 55 while these totals for 24 were $ 4,232 $386 this represents an $881 decrease over last year's budget or a point 0.02% decrease in the budget itself uh the preliminary budget must be approved and submitted to the enoka county property and Taxation Department by September 30th 2024 approval of the final budget is scheduled for December the 11th 2024 staff is requesting approval of the 25 2025 preliminary budget and resolution 2413 and if you have any questions we will be glad to answer them also included in this is resolution 20244 which is a separate motion but this is a resolution that just sets the date for the final budget hearing did you also want to just mention the additional handout that you had for the um Eda H yes on page 47 or 48 of your budget there's a duplicate on the proposed tax levy certifications both of them are are for the General Revenue fund and the Eda that was a misprint so you have a handout now that this will replace page 48 which is a certification of the Eda Levy thank you any questions from the council Noe did all my comments from before you have any no I have have none okay then I will make the motion to approve the 2025 preliminary budget in resolution 24-13 a resolution approving the 2024 tax levy for property taxes collectible in 2025 this is RW I'll second that so we have a motion in a second uh any further discussion hearing none uh we'll take the vote Ron Sue I and Janet I so that motion passes um moving on to the second motion I would make the motion to approve resolution 24-14 a resolution setting the date for the final budget and tax levy hearing and this is so second so we have a motion in a second any further discussion hearing none uh one quick question tax levy hearing I don't remember did we set a date for that that will be that's what this is for that'll be the tax levy hearing is the consideration of the final budget okay okay so it'll be in December okay that's it any other questions then I'll call for the vote Ron I sue I and Janet I we are moving on Okay the third motion um I make the motion to approve the October 1 oh do we have to talk about that first we can why don't you go ahead and just explain it please the city council Workshop meeting is scheduled for Tuesday October 1st 2024 at 5:30 p.m. the following items are recommended for the meet meeting agenda discussion a docuware document management presentation it's a company we've been dealing with had a meeting with last week that will offer a proposal on their services for document management chapter 14 Public Health well sewers and utilities or revision this would be pending completion of that edit and one that we've just been requested to add is a proposal or a presentation from safe built for online permit presentations which is kind of falling kind of right in line with some of the issues we're dealing with now which may be interesting to hear that so those are the three items we would consider for recommend for inclusion on the work meeting for the October 1st date can you repeat number three that you were that you want to add safe built safe built that's men speec formerly they used to be they used to be men spec okay thank you so a little clar clarification on that um we received an email from them just I think what Thursday yes Wednesday it was late no today's it's mondes Tuesday I don't know was earlier this week um uh we re it's only Wednesday yeah sure feels later than that um we received an email offering uh or alerting us to the fact that they had this online um permitting uh module and would we like to see how that worked and since we're in the process of um you know going to be posting our permit tax position it would be really helpful to see how much you know could actually be done online and then what additional resources we'd need to put that in place [Applause] okay so then I would make the motion to approve the October 1st 24 work meeting agenda as recommended by the city staff with the addition of an online permit presentation by safe built and this is Su all second okay motion's been made and seconded is there any further discussion hearing none we'll move on to the vote Ron I sue I and Janet I okay on to letter D the consultation Leon and staff report city engineer good evening council members uh first item on the agenda um so we're working with an NOA County on closing out the grant um dollars for our West freeay Drive project uh both Jim and I have had conversations with Jerry o who's working on the paperwork to close out um those grants um as you recall we got about 2.3 million dollar in grant money um one through an L uh um redistribution to the project and also as um State Park Road account um Grant as well um as part of that closeout work um kind of the final engineering work that is yet is in process is the close out of the permit with Rice Creek Watershed district and srf was the design engineer for this project and so they have all the background information and they applied for the original permit so they are working on uh the documentation required um for that permit close out it requires a asz built survey um and checking versus the plans and also check versus the uh uh Wetland mitigation and so uh they're in the midst of that um they have submitted a couple of bills um to the county uh for that work um and the county uh in the past always requested authorization from the city to pay those bills uh their SRS contract is with the county but um the total project costs are kind of be likely to be in the 2.6 million range and so any overage over that um grant money um is is City cost share um the city has already made a payment of $257,000 uh that was happened back in January of 2023 um toward this uh project so there will be a balance build at some point and uh some of that will include some of this um engineering closeout work and so the County's just asking for um approval by the city uh to pay these bills to srf um I think in the past these invoices went to Elizabeth um um but but given Jack's lack of familiarity with the project coming in at the end uh we're just bringing these invoices to the council and just making sure everybody's understands what these are for um so we're just requesting approval uh for Anoka County to uh pay these invoices to srf Consulting so we have to approve Anoka County paying the invoices yeah cuz the contract is with Anoka County but in the end um an NOA county is going to go through their accounting process and there will be another bill coming to the city for the last of the cost share on this project so uh some of that will likely include some of this Jerry's still working through all the numbers on the grant um so we don't know quite um what the final number is going to be but we do know more than likely it's going to be less than what we expected at the beginning because our costs were both on the construction side and on the engineering side were less um um than expected so I think initially Jerry said the balance was going to be around $107,000 but it's likely to be under 100 100,000 in the end so and for my understanding to make sure that there was total understanding I ask Kevin to give this explanation so we do have two invoices that we've received I believe they're for $23,000 those will be presented at the next meeting for payment and then as Kevin said there may be one that follow up with this one but I just wanted to make sure that I was familiar with it and Council was aware of this followup on settling this up with Rice Creek to srf in the county so we'll see the invoices next at next meeting yes no no action needed today other than say we're comfortable with the process yes that's correct yeah the the invoice is total just over $10,000 and like like Jack indicated there's probably going to be at least one more because srf is not quite done with their close out of that permit yet so okay um the other item is just an announcement on my part um just want to let you know that this will be my last year as city engineer for Columbus I'm moving into uh retirement mode um beginning in 2025 and so U first of all I just want to express my appreciation and my um total um joy in working working with the city uh with both with staff and the council uh it's been it's been a lot of fun um but um time moves on and and I just both my wife and I have made the evaluation that it's uh time to move into another stage in our life and so um I have six kids and soon to be 10 grandchildren so there's lots of things to uh spend my time on and so we're looking forward to that um having said that um I'm like to bring forward a new engineer for you uh Brian bachmeier uh Brian has been with the company uh with our firm for three years uh prior to that Brian was uh Public Works director and city engineer for the city of Oakdale for over 30 years so brings a tremendous amount of experience um to the table and uh I think you will be very happy with Brian um he probably brings a lot of experience that I don't have uh to the table and uh what I'd like to do is bring Brian to the next council meeting and and the subsequent Council meetings for the rest of the year so he gets familiar with with you and with the city and uh he's met Jim and so um that would be my proposal that he uh be introduced and then attend the the remaining Council meetings this year uh just to get up to speed on everything and I'll work with them on uh getting them up to speed and and also um we'll be hanging on on a as needed basis into 2025 to make sure that all my transitions that are um need to happen will be completed so I'll still will be a resource um to the city to Brian um in whatever capacity is needed so well congratulations I'm so [Laughter] jealous well that sounds exciting well thank you and like I said it's been a lot of fun uh working in town we've got a few things done um it's hard to believe it's been five years but um you know time flies when when you like love what you're doing and and and enjoy the people that you're working with so oh thank you so you'll be with us at least through the year correct okay yeah so we don't have to say our cheerful goodbyes yet no we we'll have to think of something good before so if you need something you can squeeze what I have left out out of and you know we will thank you do you have anything else for us uh I have nothing okay great uh City attorney uh no report no announcements W my goodness mayor and the city council report um I just want to wish our mayor a speedy recovery he's not here tonight because he's at home ill so that's the reason it's just the three of us here um moving on Ron do you have anything well by we had a park board meeting here in September 17th uh just to get you up to date on some things uh that moving the lights from Kettle River Boulevard to the parking lot by the tennis court and putting in the light on a large Northern parking lot uh the cost came in at uh 2332 or $2,323 includes new Transformer and talking to Jim over there uh as soon as they get to check uh they'll start working on that so the lights will be in the park on that we talked about the tennis court report uh uh repair and there's got to be more discussion on it and they want to take it up at the next meeting in November talked about the dead tree removal and looking at uh taking some funds to dedicate removal of the Dead ash trees this winter with a number of trees that are dead they will start with the ones that pose the safety hazard first and I think a lot of them got ribbon around them over there don't they yeah I actually talked to a contractor that went out and gave us a couple of bids and the way that I had them bid it was East Side West Side so we could kind of get an idea what it was not necessarily most dangerous but just all of them so we know what we're in for as a total and we can you know what at that point pick and choose what we want to cut potentially but or you know cut everything on the east side first cut everything on the West Side whatever whatever is decided but I felt that we should probably at least have a number so we kind of knew what we were in for so don't ask me what that number is off the top of my head because I don't exactly remember but I sent it to Jack and Lori so the parkboard will have that one at the next parkboard meeting well we wait around long enough to keep falling over over there so true statement uh we also talked about the holiday lights and the motion was to proove $500 towards that project uh the mayor had offered some tree stands some of these that they had at uout air trout air these they're like metal braces that artificial or whatever and so what we're going to do is maybe put one up and see how the park board likes it or what it looks like and stuff like that and Chris King and myself are going to research the lights and see what cost we can get on them and so we'd like this item discussed early so the lights can be up around Thanksgiving and uh then the next uh topic they talked about they thought the joint meeting with the city council was positive and the third item uh maybe I we just talking with Jack here uh where're going to resume talking with the flaw Forest Lake Softball Association about dugouts um they're still interested and they want to carry on a discussion about it so that's coming up in November or hopefully in the next month or two that's all I have thank you how often do they want to have these joint meetings with us do you think I don't know they didn't didn't mention that you said they don't want to do it again they just thought that one went good I don't think they want to come every week well no that would make two of us I I did recommend though I think it's a good thing to have it once a year so everybody's on the same page and we're communicating with each other so I would look probably for another one sometime next spring or next summer unless you want one more frequently well I I don't know uh this deal with the uh we don't know where we're going to go with these tennis courts I mean the uh dugouts so I don't know if we have to have another one do we this year with the council or well what we need to do is find out number one is how much you know again they're willing to contribute forum and find out a way to see if we can make it fundable and then we can have a probably a doesn't necessarily have to be a joint meeting but we can get a proposal and present before city council they can be here present to answer any questions if they'd like but uh that will probably be something on one of our agendas if we can work out some kind of agreeable funding formula with the Forest Lake Athletic Association good um I just have a couple things I was at the forcely cable Commission meeting I think was last week uh and Jeff dur did you know we voted him in and he did attend so that that is done and uh our other Columbus um person is no longer so he's done Jeff is in and it went really well um they are we're going to finalize the budget next Friday and then Paul will be coming to one of our meetings coming up to kind of go over the the budget um that's that and then I just wanted to let mainly Cheryl know and anybody else was interested um at the Fall Fest I had reserved a balloon artist and that did not show up didn't show up didn't call nothing and so I did call there first thing Monday morning and they were very apologetic um she really she didn't know that nobody had called her nobody called me um and she did say that the person had gone to the emergency room so that was why they didn't contact anybody um but they cut their checks on Wednesday so we'll get a full refund uh so the check should be coming in the next within the next week so that was all I had thank you thank you for following up on that he he or she was missed lots of people were looking forward maybe they'll be able to come next next year so um my report I just have a couple things um one is we had a sunrise River wmo meeting on the 19th does that sound right to you jack you were there two weeks ago tomorrow and uh it was primarily to approve funding of a project um I think you might remember a while back I had mentioned that we had gotten $75,000 from the lower St Croy partnership um towards the sunrise River wo this was from the 2-year funding that they get for that one Watershed one plan from from Bowser and um there's a project that they already had lined up a biofiltration basin on property on Lake so this is for one of the Lakes that's in Columbus and uh we um approved bids uh to build that um the contractor that got the bid is also a Columbus contractor um it's a done away construction so that was nice to see one of our local businesses benefit from that money so they'll be starting construction on that and um I think it's uh I mean it's how it should work and I was really happy to see that we we got the funding and it actually benefited Columbus because I know in the past there's been some concern that um because we don't have our own set of lakes just part of Lake that we might not be getting sort of full value from being part of that Watershed District so I think this is a good example of of what we can get and then um I don't have a Planning Commission report because we had a joint meeting we had a joint meeting and this I'm done with my le on so does do you know who the next person is is it sue yep there you go so I just thought I'd make sure that you knew that hand in the torch off to you um so then we'll move on to oh I'm going to do the Personnel committee report too because uh I can't I can't get enough showtime in here so couple things one is we had posted the position for the city assistant City administrator position we had very good response we had 51 inqu iies which meant that we had 51 resumés or or uh notices coming in through indeed or through our website we had 30 complete applications that were submitted um Jack has been going through all of those right now in the process of scoring them next Tuesday we have a Personnel committee that we will be going through the scoring and determining who we're are going to be setting up interviews for so we're moving forward with that and then um as you know in the consent agenda there were two uh positions where we had resignations and so we have gone through looked at those job descriptions made sure that they're still current with what we need and they are so we're ready to move forward with posting those um we're going to wait until we have our uh City credit card so that we can set up a paid account with ined which will um create a lot less manual work and so once we have that and I think that's the end of the week it's supposed to come in so we'll probably be posting those positions um fairly early in uh next week the um pay scale is the same as what was approved for the current position so there's no change no no charge or change sorry to the budget nothing that needs Council approval just giving you an update so this is this is the uh accounting assistant and the permit Tech positions that we'll be posting any questions so then we'll move on to Public Works uh Miss mayor and councel feels weird only having three people here I think that might be the first time ever for me um I I was contacted by um the trucking company that ha our gravel this year and they ran through all of their customers this year and they are out of work and they didn't want to lay off any of their drivers in September so they started calling um Com or businesses to say hey we will honor this year's price and charge you next year if you want to hallm more gravel this year so I'm moving that forward and I know that we potentially need to have some discussion on that but um you know it would be good if we can not detrimental if we don't so um they it the the current bid is $19 a ton I've gotten other bids um earlier this year that were over 20 I think they were 22 or $23 a ton so I mean it's conceivably cheaper um knowing that over the years their costs go up just like everybody else is next year it's ultimately going to cost us more so it would financially make sense if we could do it this year but if it doesn't work out it's not a make or break deal for us so um I know Jack did a little bit of research on it and I'll I'll let him cover that quickly and then we'll just we'll talk this through yeah I think the big thing is is if we elected or could elect to do this it's a time sensitive thing it would have to be done within the next two or three weeks to make sure the application was put down correctly the bigger issue is how we would handle it from a procurement basis you know is it something we could we can't do a change order because it would essentially be more than 25% of the previous contract uh I did have a discussion with Bill on it this morning um he recommended probably the best way to do it would be to go get another bid that may be difficult to do on a short-term basis especially when somebody that we've gone to before has never gotten this bid they may just say you know I'm not submitting one or they may drag their feet and I don't know if we can do it as a contract extension I guess that's the same thing as a change order but uh bill and I had a discussion and I'll let him review any potential Avenues we have about being able to do this and being able to fall within the procurement laws acting mayor hegland council um the since the price is below $175,000 we don't have to put it out for bid uh but you would have to get a second quote you would have to make an attempt to get a second quote um if you can't get a second quote I think you can go forward with the price particularly since it's at this year's price but uh the Contracting law at that dollar amount does require that you make a couple calls or a couple emails so I have um at least um I can show that I made the attempt yes okay so would so with the question that Jim posed would say we have a uh vendor who's willing to extend 2024 prices but not bill us to 2025 if we do the work now can you match that uh probably not it would be more um kind of generic than that we're looking at a contract for this fall and uh we'd like a bid on such and such amount but isn't a big appeal of this is that they're not going to bill us until 2025 so I mean this is where we have the money budgeted right correct so so there in lies the difficult part for me is if I go out for bids I got to go out for bids and then whomever gives me that bid I have to the caveat is you can't build me till 2025 that's what makes it that's what makes the process painful for me right um that's why I was hoping we could just say that we're going to do the extension or addition to the contract because I don't know anybody that's going to give me a bid that is going to potentially be willing to charge me till 25 that's that's what makes this process a little more painful yeah I can look at the extension option it sounds like Jack you already did um but let me let me look at that um I think if you give a conditional authorization then we'll look at that extension option if the council's comfortable with it and do we have a contract with this this vendor they were they were low bid they're low bid every year right um which which hypothetical goes to the comment that Jack made it's hard to get people to give me bids because they don't ever get the work okay so so at some point you run out of you know options where then you know the the go-to for me is I email people say this is what I want and I can print off those emails and put those into my folder for my this is I made attempts to do bids but nobody's responding to them right so that that's what makes it difficult um when you have a a company that continually does it cheaper than everyone else nobody wants to bid right and yeah and so the the reason I was asking the question is I don't know that you can extend a contract if we haven't executed one yet and I don't think we have have we well we approved the bid price and I don't know if there's a written contract or not because this was probably bid out early this year I've never seen one about the contracts we extend possibly the the bid price or the work um the only thing you know if we do that the condition is that we still will not pay until 2025 and my preference would be that you send out the emails and and document it because really the obligation is to get more than one quote for that price range but would it be okay if he put in the caveat that you know bid bid for work being done now but build in 2025 since that that's really the appealing part of that's the caveat that's the caveat yes it it's okay he's trying to match he's trying to match a bid okay and so to match you know like kind to like kind I think that would be appropriate okay do we need a motion or can we just direct staff to do that it would require a motion okay I got a question real quick does it is it you're going to lay this right now I say is that going to be another winner it goes through are we going to lose gravel or is that going to be a it has no effect on it or what what do you mean are we going to lose gravel so as a as a catch22 we lose gravel every year I know so whether it's dust or snow plowing and and you lose a certain amount of that when you plow through the snow crust um you will out there will always be a certain amount of gravel that goes in the ditch our process is pretty good here we'll lay it down we'll roll it it's early enough in the season we're going to get some rain and you know we'll we'll grade it and pack it so so I mean I don't see an issue with it doing it at this time of year we just generally do it in the springtime because we put calcium chloride down so I want to always have that done before our calcium chloride is down that's that's always the push for me um and why we do it in the spring and not necessarily in the fall have you ever done this before or is this never I I've never had anybody contact me in in and make this offer so um it it's it must have been a good year for everybody or they weren't hauling that much I I'm not really sure what their what their um deal was but you know they made the offer and I ran up by Jack and we talked about it a little bit figuring that this is where we would end up but um it's easy enough to make a to send out a couple emails and say you know can you give me a price and by the way I don't want to pay you till 2025 so um I they somebody you know May respond to it or or may not but at the end of the day at least you know we'll have the record that says we made an attempt so you have the roads already marked out that you want to do or you do them all no I have more roads to do so you know because like this year we did $60,000 worth that got us basically three roads done um there's a handful more roads that I can do that are were on my list of Roads to do next year that if we if we do it this fall it's just less that I have to do next year and you know there's always a time crunch you know in the spring it's rainy and they're trying to haul gravel for everyone else so literally we finished graveling and almost the next week we're putting calcium chloride down so if we could do half of it now it's it's definitely helpful for Springtime for sure I suppose you don't have road restrictions you have to wait for and all that absolutely so I mean you know last year was a great year because we didn't have any snow and the road restrictions came off relatively early so people were moving early now hopefully not but this year I mean it could snow all the way into you know April and you know you know what I mean you just you just don't know where you're going to end up so that so that window can be very large or very small to try to fit that stuff in and this is a highly unusual offer I've never seen this done before never and and it's just a way we just wanted to present it cost savings we don't have a full number on it but I'd say it's going to range from 36,000 so I have a question and I think it sounds like a good deal but typically for the accounting practices you are supposed to pay when services are rendered so I don't know how they get around the accounting practices to have services this year but not pay till next year year Well we would probably have to treat that as the work would continue up to December there may be a few little things they have to follow up on and that' be part of their deal that you know we'll do it but you don't pay till 2025 and that would in other words that would take it out of next year's budget the thing that would do those roads that were going to be done next year a portion of them wouldn't be redown again until 2026 so I kind of look at it like it's a work in progress or process so I won't get all $70,000 done this year so I'll finish it next year and I mean it's no different than you know we just talked about West Freeway Drive you know we've been working on that for a handful of years and we make payments but it's not an asset to us till we make that final payment and we track all of those for the audit um it's considered Construction in progress and I have an Excel spreadsheet that I fill out for the Auditors each here okay so it isn't I mean it's services but not like Services as in right because we would be adding the under different category okay thank you so they would deliver the gravel here the entire order and then you put it down as much as you can put down is that how it works no oh so as part of my my bid process I request a certain type of truck and I request a belly drump and then they spread that however far I tell them you know I want a 100t spread or whatever so that's what they do um so that $19 a ton is a delivered applied on the road and then we blade that out so so we do the they lay it on the road we spread it out grade It Out roll it so what they bid on earlier in this year they really going to deliver on just part of that is that right say that again what they bid on earlier this year that they're now kind of trying to move the move the timeline up they're going to deliver just a portion of that this year and the rest will come next year as you get it done okay I will not get through the total budget um for next year okay okay and I I would basically pick two roads probably and get those done because we have other things to do now we're coming into that time of year that we're Switching gears too mhm so you know we'd have uh hypothetically get emails out try to get a response as quick as possible and potentially have them laying gravel by midn next week and then that allows us to get the rest of the roads ready for winter and you know do all of that kind of stuff so just a question um do you anticipate then coming back with the contract amount the the additional amount because if not then you're going to need that Authority in say say that one more time are you going to get a specific bid from them um or do you already know what that number is I know what that so they're going to give us the same pricing that they've already done this year so and that's basically so many dollars a ton so I dictate how many tons we take does that make sense yes but to spend that money unless it's already approved don't you need to include that in the motion they just approved the capital Improvement budget for next year so that number is in that Capital so I I think we're clear that way agree okay okay I want to just make sure that you didn't have to come back to the council for sure okay who wants to be brave and make the motion do you want do you want to uh give them the the motion you're looking for y um the motion would be to approve Public Works to go out for bids to do um more graveling this fall um with the payment to pay for that gravel in 2025 so moved to have a second I'll second it Ron all right we have a motion and a second is there any further discussion hearing none I will go for the vote Ron I sue I and Janet I go for it you that is all I have all right City administrator report thank you Janet I'd like to say thank you to in for the kind words um Fall Fest is a collaboration of many many parts and I would like to especially thank City staff we had six City staff involved in the event this year and they all did Yan's work uh I was probably the only one that stayed dry so uh I really thank them for their efforts and all the volunteers and city council that were involved in this it's a team product and uh I thought it went over very well especially considering the weather that we had early in the morning and I certainly enjoyed it and look forward to it next year thank you thanks I I do actually have one more thing if you're done um I was contacted by the Columbus Elementary I think I'm going to say the PTO and they do a touch of truck mhm we've had this conversation in the past but I know that not everybody was always in favor so they contacted us again to do that and I guess I'm just looking to see if you guys are all right if I have a guy come in and bring a piece of equipment to Columbus Elementary is this the truck or treat or something different truck or treat yes okay and what day is that on is it on a weekend shut my computer down but I think it's I think it's October 21st or something okay and then candy too right we're going to get rid of our 10 lbs of candy that we didn't use for we have a spare bag so in the past what we so initially when we did it I purchased all the candy myself MH and then when Elizabeth found out that I was buying all the candy then she talked about anybody that wanted to bring in candy could bring some in and then we would do that so if city council wanted to donate some or um Bolton and mink or or our attorney any anyone can at that point but um you know then that's then that's what we'll hand out so and this is during regular business hours for you guys or no it's on a weekend okay so yeah I mean I I'm an open book we're going to pay a guy to come here so and you know I've said that in in the past but you know what are you taken over there a grater or I don't know I I mean it it could you know we've taken a road grader we've taken a skid steer we've taken you know a dump truck so you know whatever whatever the guys decide they want to drive up there so I don't I don't dictate I don't have any problem with it yeah I I think it's a good thing to contribute to our community and we do have we have a bunch of candy left over you can just take I mean it's it's a big bag I don't know how many pounds but it's pounds yeah no fantastic all right so I think that's sounds like everybody's in favor of that I don't think we need a motion for that we do don't okay perfect no okay thank you that now that's all I have all right all right so then moving on to the announcements and reminders fireboard meeting on September 26 at 5:30 um we have a city council Workshop meeting on October 1st at 5:30 Planning Commission uh and Joint council meeting on October 2nd at 6 o' city council meeting on October 9th at 6:00 absentee voting for The November general election is open at City Hall from 8:00 to 4:00 Monday through Friday and the local government officials meeting uh we just got an email on that today October 30th Rapids fire department number three oh they're having it in a new place it's not going to be a bunker huh correct so we need to let you know if you want to come is that correct that's correct okay all right anything else do anybody have anything else otherwise I'll entertain a motion to adjourn I make the motion to adjourn is there a second I'll second it okay motions made and seconded I'll we'll take the vote Ron I sue I and janed I [Music]