CITY COUNCIL WORK SESSION AGENDA Tuesday, April 16, :00 p.m. Lewis Room Winsted City Hall

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1 CITY COUNCIL WORK SESSION AGENDA Tuesday, April 16, :00 p.m. Lewis Room Winsted City Hall Mission Statement The City of Winsted will provide services and resources for its citizens and businesses that promote opportunities for a high quality of life, while sustaining a hometown atmosphere. I. 5:00 p.m. Call to Order II. 5:00 p.m. Annual Tree Trimming Plan III. 5:10 p.m. Winsted Volunteer Fire Department Relief Association Bylaw Amendments IV. 5:25 p.m. Client Agreement and Authorization Environmental Mosquito Management Program V. 5:35 p.m. Senior Housing Project Open House* VI. 5:45 p.m. Other* VII. 5:55 p.m. Adjourn * Denotes no supporting information included in the packet. Winsted City Hall st St. N. Winsted, MN (320) ~ The Lewis Room is located on the south side of the upper level of Winsted City Hall ~

2 Meeting Date: April 2, 2019 Submitted By: Adam Birkholz, City Administrator City Council Request Subject: Annual Tree Trimming Plan Approval BACKGROUND: During the Recommended 2017 Budget Process, the Council, consistent with the recommendation of City staff, opted for contracting of tree trimming and brush removal services beginning in As such, the Council included an additional $10, for tree maintenance as part of the Adopted 2017 and 2018 Budgets. The same dollar amount was budgeted as part of the Adopted 2019 Budget. Based on this direction, Public Works staff obtained quotes from three (3) qualified vendors for tree trimming and brush removal services for approximately 215 boulevard trees, which are summarized in Figure No. 1. Figure No. 1: Quote Tabulation (Assuming 215 Trees) VENDOR COST PER TREE TOTAL RANK Solberg s Tree Service $ $ 3, Bob Shanahan s Tree Service $ $ 4, Leif Jensen s Tree Service $ $ 9, In 2018 the City originally contracted with Madsen Tree Service for a rate of $39.00 per tree. Later, Madsen Tree Service determined it was not able to complete the project in The Public Works Department then contacted Leif Jensens s Tree Service and the project was completed late in Based on the abovementioned costs and the previous direction from the Council, City staff recommends approving the quote from Solberg s Tree Service and doing additional tree maintenance in addition to the scheduled 215 trees in 2019 in an attempt to lower future costs. FINANCIAL/BUDGET: As mentioned above, the Adopted 2019 Budget included $10, for these services annually. Assuming the scheduled 215 boulevard trees, City staff estimates the cost of the project at approximately $3, OPTIONS: 1. Authorize the City Administrator to execute an agreement with Solberg s Tree Service for tree trimming and brush removal in the City of Winsted, for an amount not to exceed $8, Other. RECOMMENDATION: Authorize the City Administrator to execute an agreement with Solberg s Tree Service for tree trimming and brush removal in the City of Winsted, for an amount not to exceed $8, COUNCIL ACTION: Consider a motion to authorize the City Administrator to execute an agreement with Solberg s Tree Service for tree trimming and brush removal in the City of Winsted, for an amount not to exceed $8, ATTACHMENTS: A) None; quotes available upon request.

3 Memo To: From: Mayor and Council Members Adam Birkholz, City Administrator Date: April 16, 2019 Re: Winsted Volunteer Fire Department Relief Association Bylaw Amendments City Staff in conjunction with members of the Winsted Volunteer Fire Department (WVFD) and Winsted Volunteer Fire Relief Association have been in the process of reviewing recommendations that are spelled out in the Strategic Operations Plan (SOP) as provided by Fire Service Consultation LLC. City Staff created a spreadsheet to document the twenty-one (21) SOP recommendations that were received and milestones for accomplishing the recommendations. On January 28, 2019, a City Council Work Session was held to review each recommendation. Recommendation No. Four (4) of the Employee Recruitment and Retention section of the SOP suggests an increase to the WVFD Relief Association Pension Benefit amount. Based on this recommendation, members of the WVFD Relief Association have worked with the City Council to establish an updated pension benefit amount. In order to implement this increase, the WVFD Relief Association Bylaws must be amended to reflect the changes. The WVFD Relief Association has drafted an updated document to reflect an increase to the pension benefit amount and update the format of the bylaws with some additional changes. Based on the process to date and requirements as outlined above, City staff recommends the Council approve the proposed WVFD Relief Association Bylaws at the April 16, 2019 Regular Meeting.

4 BYLAWS OF THE WINSTED VOLUNTEER FIRE DEPARTMENT RELIEF ASSOCIATION This instrument constitutes the Bylaws of the Winsted Volunteer Fire Department Relief Association adopted for the purpose of regulating and managing the internal affairs of said provisions for benefits in the event of disability and death. Revision Date:

5 Article I Section 1: Any active firefighter member of the Winsted Fire Department shall be eligible to apply for membership in this association. Section 2: An application fee of $5.00, may be made at any regular or special meeting of the board of trustees, and the laid over for one month for consideration, During this time, the board of trustees shall conduct an investigation to determine if the applicant, due to some medically determinable physical or mental impairment or condition, would constitute for the association a predictable and unwarranted risk of liability for benefits at an age earlier than the minimum age specified for receipt of a service pension. If no such impairment or condition exists, the board of trustees shall appoint the application to membership in the association. If the application is not approved, the application fee shall be returned to the application. Section 3: Resignation or expulsion from Winsted Fire Department or moving from the vicinity of Winsted to take up residence, elsewhere, shall terminate the membership of the member so resigning, expelled, or removing; provided, however, that any member who has served as an active firefighter in the Winsted Fire Department for at least the minimum number of years required by Article IX of these bylaws for vesting of pension rights shall retain membership in this association, regardless of resignation, expulsion, or removal, subject to payment of dues and such other regulations which may from time to time imposed. Membership shall terminate when the board of trustees has approved payment of a service pension or total disability pension. Section 4: Each member shall pay to the association annual dues of $5.00, payable on or before the date of the annual meeting of each year. Section 5: Any member of the association who fails to pay the dues within 30 days of the time when such payment was due, stands suspended from the membership and forfeits all rights and benefits there under by such non-payment without any action by the association, or any officer thereof. Section 6: Any member who shall, in the opinion of a majority of the members of the board of trustees, fraudulently claim benefits from, or defraud or attempt to defraud the association in any way, shall be suspended from the membership by the board, and shall forfeit all further rights to benefits from the association. Section 7: Any suspended member can only be reinstated upon application for reinstatement in writing, presented at a regular or special meeting of the association, accompanied upon the favorable vote of ⅔ of the members present and voting at such meeting, providing that a quorum is present, and that the suspended member has been given an opportunity to respond to the written charges which have been presented at least 5 days prior to such meeting.

6 Article II Board of Trustees Section 1: The board of trustees shall be composed of the following 9 people: a President, a Vice President, a Treasurer, a Secretary, and 2 general trustees, each of whom shall be elected for a 2 year term as specified in this Article, or until a successor has been elected and qualified, at the annual meeting of the association from its member, and the statutory ex-officio members; the Chief of the Winsted Fire Department, the Mayor, and an active city council member of the City of Winsted. Section 2: The terms of office of the general trustees and the officers shall be paired as follows: President, Treasurer, and general trustee; the Vice President, Secretary and one general trustee. The terms shall be arranged so that one group shall be elected at each annual meeting. If an officer or trustee steps down, the remaining members of the board of trustees shall elect a member of the association to serve for the unexpired term of the vacated position. Section 3: A general trustee of officer may be removed for cause. Cause of removal shall include, but shall not be limited to, the breach of the duties as set forth in Articles II and of these bylaws. One or more of the trustees or officers may be removed at a meeting of the membership which has been called for that purpose by a ⅔ vote of those present and voting at such meeting, provided a quorum is present. Notice of the meeting at which removal is to be considered shall be given to each member and shall include that purpose of the meeting. The general trustee or officer shall be furnished with a statement of the particular charges at least 5 days before the meeting is to be held. At the meeting, the general trustee or officer shall be given an opportunity to be fully heard as to each charge. If a general trustee of officer is removed, a replacement shall be elected at the same meeting. And such replacement shall serve out the unexpired term of the removed general trustee or officer. Section 4: It shall be the duty of the board of trustees to prepare models and plans for the safe and profitable investment of the unappropriated funds of the association, and whenever loans or investment are made, to investigate and pass upon the securities offered and to attend to the drawing up and execution of the necessary papers. The board shall order an audit of the books and accounts of the secretary and the treasurer annually, according to law, and shall submit an un-audited report at the April business meeting. All members of the Board of Trustees are entitled to vote on all decisions that require a vote. Section 5: The investment of the funds of the association shall be in the exclusive control of the board of trustees, in conformance with the state statues. Section 6: The members of the board of trustees shall act as trustees with a fiduciary obligation to the members of the association, the City of Winsted, and to the State of Minnesota.

7 Article III Duties of the Officers Section 1: It shall be the duty of the President to preside at all meetings of the association and the board of trustees. President duties: 1. Enforce the due observance of the Articles of Incorporation and the bylaws and see that the other officers properly perform the duties assigned to them. 2. Sign all checks issued by the Treasurer and all other papers which require the President s signature. 3. Overlook all committees except the Aid Committee. 4. Exercise careful supervision over the affairs of the association. The President may receive such salary as may be fixed from time to time by the board of trustees, subject to approval of the association, and payable from the Special Fund of the association. Section 2: It shall be the duty of the Vice President to perform the duties of the President in the President s absence. In the absence of both the President and the Vice President, it shall be the duty of the association to elect a President Pro Temp; whom shall perform the duties incident to the office. Section 3: It shall be the duty of the Secretary to: 1. Keep a true and accurate record of the proceedings of all meetings of the association and of the board of trustees. 2. Keep a correct record of all amendments, alterations and additions to the Articles of Incorporation or the bylaws in a separate book from the minute books of the associations. 3. Cause due notice of all special meetings of the association and of the board of trustees to be given. 4. Receive all money due to the association and pay the same over to the Treasurer, taking a receipt for the same, and failing to do so, may be impeached and expelled from the association. 5. Keep a roll call of membership, with the date of joining, resignation, discharge, leaves of absence, dues and assessments paid, and relief or pensions furnished. The Secretary s books shall be at all times open to inspection by the board of trustees. Prior to entering upon the duties of the office, the Secretary shall be given a bond in such amount and with such sureties as may be required and approved by the board of trustees, conditioned upon the faithful discharge of the trusts and in full performance of the duties of the office. Such bond shall be paid for from the Special Fund of the association. The Secretary shall sign all orders for payment issued to the Treasurer, and jointly with the Treasurer, prepare and fill all reports and statements required by law. The Secretary shall receive such salary as may be fixed from time to time by the board of trustees, subject to approval of the association, and payable from the Special Fund of the association. Sections 4: It shall be the duty of the Treasurer to: 1. Receive from the Secretary all funds belonging to the association and hold them subject to the order of the President and countersigned by the Secretary. 2. Keep separate and distinct account of the Special, General 1 and General 2 Fund.

8 3. Prepare and present to the board of trustees a full and detailed statement of the assets and liabilities of each fund at each meeting of the board of trustees, and prior to the annual meeting of the association. For failure to perform the duties of the office, the Treasurer may be impeached and expelled from the association. The Treasurer shall deliver to a successor in office, or to any committee appointed by the board of trustees to receive the same, all money, books, papers, and other items pertaining to the office immediately upon expiration of the terms of office. Prior to entering upon the duties of the office, the Treasurer shall be bonded, conditioned upon the faithful discharge of the trust and the faithful performance of the duties of the office. Such bond shall be paid for from the Special Fund of the association. Jointly with the Secretary the Treasurer shall prepare and fill all reports and statements required by law. The Treasure shall receive such salary as may be fixed by the board of trustees from time to time, subject to approval of the association, and payable from the Special Fund of time association. Section 5: There shall be an Aid Committee, composed of the Vice President, and two other members of the association, who may or may not be members of the board of trustees, appointed by the President. The Vice President shall be the chairman of this committee. The duty of the member committee shall be to make provisions for the assistance to be rendered to each sick or disabled member, and to the survivors of any deceased member.

9 Article IV Meetings Section 1: The members of the relief association shall meet the first Monday of each month. A meeting has the ability to be changed to a following Monday due to a holiday and/or poor weather conditions. Section 2: The annual meeting of the association, for the elections of officers and trustees, and other business, shall be held on the first Monday in January of each year. If such day falls on a holiday, the annual meeting usually will be held next day. Section 3: The board of trustees shall hold monthly meetings, the first Monday of each month (as needed). Section 4: Special meetings of the association or the board of trustees may be called by the President, or 2 members of the board of trustees, and shall also be called upon written request of 6 or more members of the association. Members or trustees shall be notified by the secretary of such special meetings, and the object of the meeting shall be contained in such notice. Notice of 10 5 days shall be given of any special meetings. Section 5: A majority of the board of trustees then in office, and 40% of the members of the association shall constitute quorums for the transaction of business at their meetings. Less than a quorum may adjourn a meeting to a future time, which the Secretary shall make known to all affected members. Sections 6: All reports and resolution shall be submitted in writing, and no report shall be accepted unless it is the report of the majority of a committee, provided, however, that a minority shall be permitted to present its views in writing. Section 7: All meetings shall be conducted according to Robert s Rules of Order, as revised. Section 8: The order of Business shall be: 1. Call of order 2. Roll call 3. Reading of minutes of previous meeting 4. Reading of reports and minutes of meetings of board of trustees 5. Reports of Officers 6. Propositions for memberships 7. Reports of special committees 8. Unfinished business 9. Election of trustees and officers (Annual meeting) 10. New business 11. Adjournment

10 Article V Funds Section 1. The funds received by the association from dues, fines, application fees, entertainments, and other miscellaneous sources shall be kept in the General Fund of the association on the books of the Secretary and the Treasurer, and may be disbursed from any purpose reasonably related to the welfare of the association or its members, as authorized by a majority of the members present and voting at any annual or special meetings of the members. Sections 2: All funds received by the association from any tax sources, and all funds or properly donated or granted to the association for the benefit of this fund shall be kept in a Special Fund on the books of the Secretary and the Treasurer and shall not be disbursed for any purpose except those specifically authorized by law. Section 3: No disbursement of funds of this association shall be made expect by checks drawn by the Treasurer and countersigned by the President. Expect when issued for salaries, pensions and other fixed charges, the exact amount of which has previously been determined and authorized by the board of trustees (by the members, in case of disbursements from the General Fund), no check shall issue until the claim to which it relates has been approved by the trustees. Section 4: All money belonging to the association shall be deposited to the credit of the association in such banks, trust companies, savings and loan associations, or other depositories as the board of trustees may designate.

11 Article VI Application for Benefits Section 1: All application for relief or pension benefits shall be made in writing on forms furnished by the Secretary. Sections 2: All applications for disability benefits shall be submitted to the board of trustees at the regular or special meeting of the board. The application shall be accompanied by a letter from the attending physician or surgeon setting forth the nature of the illness, or injury, the cause and duration thereof, the length of time the applicant has been unable to perform any of the duties connected with the applicant s regular occupation and those of a firefighter, and an estimate of the time at which the applicant will be able to return to a regular occupation, and to perform the duties of a firefighter. Sections 3: All application for pensions shall be submitted to the board of trustees at a regular or special meeting of the board. Applications shall be verified by an oath of the applicant and shall state the age of the applicant (50 or older to receive), the periods or periods of service in, and the date of retirements from active duty in the Winsted Fire Department, the length of time of membership in the association, and such other information as the board of trustees may require. Section 4: No benefit or pension shall be paid until a valid application therefore has been approved by a majority vote of the board of trustees. Decisions of the board shall be final as to the payment of such benefit or pension. No other benefits shall be paid to or on behalf of any member who has received a service pension. Sections 5: For purpose of calculating benefits or pensions payable under Articles VII and VIII, a Year of Service shall be defined as a period of 12 full months of active duty in the Winsted Fire Department, beginning on the date when the member first became an active firefighter in said fire department. Service pensions and ancillary benefits shall be prorated monthly for fractional years of service. A Month is a completed calendar month of active service measured from the member s date of entry to the same date in the subsequent month (this allows for 1/12 for each additional month served). If a member s period of active service has not been continuous, parts of years shall be added together to calculate full years. Periods of time during which a current member is on leave of absence, suspensions, or unfulfilled service with the Winsted Fire Department shall not be used to calculate active duty time or years of service. Notwithstanding any other provisions contained in Articles VII and VIII, all benefit payments except for death benefits shall be calculated at the rate in effect at the end of the last full year of service performed by a member.

12 Article VII Death Benefits Section 1: Upon the death of any member other than one who is on the early vested pensions roll, (early vested is defined as; any member with a least 10 year but less than 20 years of service) the association shall pay to the surviving spouse, if any, any if there is no surviving spouse, to the surviving child or children, if any, and if no child or children survive, to the estate of such deceased member, the sum of $2200 $1,800 for each year that the deceased member served as an active firefighter in the Winsted Fire Department; but in no case shall such death benefit be less than $7,500. This shall be a one-time total payment.

13 Article VIII Disability Benefits Section I. If a member of this association shall become totally and permanently disabled, to the extent that a physician or surgeon acceptable to the board of trustees shall certify that such disability will permanently prevent said member from performing a substantial part of the duties of a firefighter, the association shall pay to such member, a one-time total payment, the sum of $2,200 $1,800 for each year served as an active firefighter in the Winsted Fire Department, plus 1/12 of $2,200 $1,800 for each additional month served. If a member who has received such a disability pension should subsequently recover and return to active duty in the Winsted Fire Department, any amount paid as a disability pension shall be deducted from the amount of the service pension. Total and permanently shall be determined by a physician or surgeon acceptable to the Board of Trustees who shall certify that such disability will permanently prevent that member from performing the member s duties in the Fire Department. The member shall be eligible to receive the disability benefit immediately upon approval of the Board of Trustees.

14 Article IX Service Pension Section 1: Upon approval of a valid application, the association shall pay to each member who has served as an active firefighter in the Winsted Fire Department for a period of 20 years or more prior to resignation from said fire department, and who has reached the age of 50 years or more, the sum of $1,800 for each year served as an active firefighter in said fire department. The member will receive a lump sum disbursement. Section 2: A member of the association who has served as an active firefighter in the Winsted Fire Department for at least 20 years, but has not reached 50 years, may retire from said fire department and be placed on the deferred pension roll. Upon reaching the age of 50 years, provided that membership in the association has been maintained for at least 10 years, upon approval of valid application therefore, such member shall be paid such amount for each year of active service in said fire department as was payable at the time of retirement from active service in said fire department. A member who is on the deferred pension roll shall continue to pay annual dues, and will not be eligible to receive any of the benefits provided for in Article VII. Section 3: A member who has served from more than 10 years, but less than 20 years, as an active firefighter in the Winsted Fire Department, and has been a member association for at least 10 years, may retire from said fire department and be placed on the early vest pension roll. Upon reaching the age of 50 years, such member shall, upon application therefore be paid in the following manner: 1. For active duty of more than 10 years, but less than 11 years, 60% of the amount per year of active in effect at the time when the member retired from active service. 2. For active duty of more than 11 years, but less than 20 years, 4% of the amount per year of active service in effect at the time when the member retired from active service, shall be added 10 all years of active service for each additional year of active service between 11 and 20 years: Completed Years of Service Pension Amount % % 11 64% 12 68% 13 72% 14 76% 15 80% 16 84% 17 88%

15 18 92% 19 96% 20 and thereafter 100% 3. Any member who is on the early vested pension roll shall continue to pay the annual dues, and will not be eligible to receive any of the benefits provided for in Article VII. Pensions payable to members on the early vested pension roll shall be based on the amount payable per year of service in effect at the time of such early retirement. 4. If a member who is on the early vested pension roll dies before becoming eligible to receive the pension, the amount payable to such members survivor, survivors, or estate shall be such amount as was payable to such member under the provisions of this section. Sections 4: The Association will pay a supplemental benefit to individuals who receive a lump sum distribution of pension or retirement benefits for service performed as a volunteer firefighter of the Winsted Fire Department at the time that the lump sum benefit is paid. The supplemental benefit is calculated as ten percent of the regular sum distribution, but not to exceed $ Upon the payment of a lump sum survivor benefit to the survivor of a deceased active or deceased deferred member, a supplemental survivor benefit will be paid to the legally married surviving spouse or, if none, to the surviving child or children. The survivor supplemental benefit is calculated as twenty percent of the survivor benefit distribution, but not to exceed $2000.

16 Article X Amendments Sections 1: The bylaws of this association may be amended at any regular or special meeting of the association by a favorable vote of ⅔ of the members present and voting, providing a quorum is present; and provided further that notice of any proposed amendment or amendments shall be given by reading the same at a regular or special meeting not more than 31 days next preceding time date upon which such amendment or amendments are to be acted upon, and that a notice be stated prior to the scheduled date of such meeting; and provided further, that if such amendment or amendments shall change the amount of benefits or pensions, approval of the city council of Winsted must be obtained, as required by law, before such amendment or amendments shall become effective.

17 Article XI Military Service Section 1: Waiver of Dues: If a member of the Winsted Volunteer Fire Department is on military active duty when the annual dues are owed (pursuant to Section IV of Article 1) the Winsted Fire Department will pay said $5.00 out of its general fund. Upon return from military active duty, the member is required to pay the annual dues back to the Winsted Fire Department general fund. Sections 2: Military Reserves or National Guard: If a current Winsted Volunteer Fire Department member joins the Military Reserves or National Guard said member remains as an active member of the Winsted Fire Department and the Winsted Fire Department Relief Association while he/she is at basic training, advanced training or at any annual two-week active duty station. Said member s military active duty time would be counted as time in service to the Winsted Fire Department and toward the pension benefits of the Winsted Volunteer Fire Department Relief Association. Section 3: Active Military Duty Status: Any member of the Winsted Fire Department or Winsted Fire Department Relief Association who is on active duty is exempt from month meetings, drills and fundraising events of said fire department and said relief association. Section 4: Call to Active Military Duty for member of the Reserve or National Guard: In the event a current Winsted Fire Department member s military Reserve or National Guard unit including said member, is called up for military active duty for an extended period of time, that members remains as an active member of the Winsted Fire Department and Winsted Fire Department Relief Association. Said member s military active duty time would be counted as time and service toward pensions benefits. Section 5: Volunteering or Being Drafted into Active Duty Military Service: If a current Winsted Fire Department member volunteers for or is drafted into time active military service, that member shall request a leave of absence from the fire department amid relief association. Said member s time and service to the fire department and pension benefits would remain static until such time as that member returns from active duty military service. Upon return from active military duty service and re-installment into the fire department and relief association, the member s time to the fire department and pension benefits of the fire department relief association would once again commence to accumulate. Section 6: Probationary Member and Military Status: If a probationary member of the fire department and relief association is a member of the Military Reserve or National Guard at the time of joining the department the relief association, the previous sections in this Article I apply to said probationary member. Section 7: Department Disability or Death while in Active Duty Status: If the current Winsted Fire Department / Relief Association member is totally and permanently disabled or dies on active military duty status, Article VII and VIII of the relief association bylaws apply to said person.

18 Article XII Relief Association Events Section 1: Non-Fundraiser events that all members may be a part of: 1. Winsted Fire Department Banquet 2. Movie at the Fire Hall 3. Winsted City Festival Parade 4. National Night Out 5. Winsted Winter Festival Parade Section 2: Fundraiser events that all members are required to assist in. Each member should sign up and help with a part and/or location of the event. If a member does not have the ability to participate, he or she should find a suitable replacement. If a member does not help during the fundraiser event and does not have a suitable replacement the member is required to pay a fine of $25.00 to the Relief Association. 1. Winsted Fire Relief Spaghetti Feed (Winstock Thursday) a. Meat Sauce cooking (Sunday prior to Winstock) 2) Winsted Fire Relief Pancake Feed (Sunday City Festival) I hereby agree to attend and assist in the fundraiser events as possible; I also agree that if I am unable to attend, I will confine to the rules as listed in Winsted Fire Department Relief Association Bylaw hand book. Member Sign Date President Date

19 Bylaws approved by the members on: Bylaws approved by the city council on: Bylaws effective date: President Date Treasurer Date Secretary Date Trustee Date

20 Meeting Date: April 16, 2019 Submitted By: Adam Birkholz, City Administrator City Council Request Subject: Client Agreement Environmental Mosquito Management Program, Clarke Environmental Mosquito Management, Inc. BACKGROUND: Annually for the previous 10 years, the City has entered into an agreement for mosquito management services to reduce the number of mosquitos in the community. As in previous years, staff is requesting approval to enter into an agreement for mosquito management services for the 2019 season. The agreement authorizes eight (8) bi-weekly-wide ULV treatments of up to 21 miles of streets. Additionally, requested treatments beyond the (8) scheduled treatments will be priced at $ per treatment. Treatment usually occurs on Tuesdays of the scheduled week, and residents are given advanced notice of spraying schedules in the utility bill insert. FINANCIAL/BUDGET: The cost associated with the agreement is $5,232 for the 2019 season. The City has the option to extend the program to include the 2020 and 2021 season at a rate not to exceed a 5% annual increase. The proposed cost is 1.5% higher than the previous three-year agreement and has been budgeted for. OPTIONS: 1. Approve a Client Agreement and Authorization for an Environmental Mosquito Management Program with Clarke Environmental Mosquito Management, Inc. for the 2019 season. 2. Approve a Client Agreement and Authorization for an Environmental Mosquito Management Program with Clarke Environmental Mosquito Management, Inc. for the season. 3. Other. RECOMMENDATION: Authorize the City Administrator to execute a Client Agreement and Authorization for an Environmental Mosquito Management Program with Clarke Environmental Mosquito Management, Incorporated for the 2019 season. COUNCIL ACTION: Consider a motion to authorize the City Administrator to execute a Client Agreement and Authorization for an Environmental Mosquito Management Program with Clarke Environmental Mosquito Management, Incorporated for the 2019 season. ATTACHMENTS: 1) Clarke Environmental Mosquito Management, Inc. Professional Services Agreement for the City of Winsted

21 2019 City of Winsted (010545) Clarke Environmental Mosquito Management, Inc. Professional Services Outline For The City of Winsted Environmental Mosquito Management (EMM) Program Part I. General Service A. Computer System and Record Keeping Database B. Public Relations and Educational Brochures C. Mosquito Hotline Citizen Response (800) D. Comprehensive Insurance Coverage for The City of Winsted E. Program Consulting and Quality Control Staff F. Monthly Operational Reports, Periodic Advisories, and Annual Report G. Regulatory compliance on local, state, and federal levels including NDPES Standards H. All Clarke ULV Spray Trucks are equipped with both Real Time GPS Tracking as well as the ability to pull past spray events to prove speed, amount applied, dosage, etc. by address to assist with citizen s concerns Part II. Adult Control A. Adulticiding in Residential Areas: 1. Eight (8) Bi-weekly community-wide truck ULV treatments up to 21 miles of streets at $ per treatment; with Biomist 4+4 or synthetic pyrethroid insecticide. Any additional authorized community ULV treatments will be priced at $ per treatment. B. Adulticiding Operational Procedures 1. Notification of community contact. 2. Weather limit monitoring and compliance. 3. Notification of residents on Clarke Call Notification List. 4. ULV particle size evaluation. 5. Insecticide dosage and quality control analysis Estimated Payment Total Cost for Part I and II: $5, **Sales Tax is not charged is Sales Tax Exemption Certificate is on File** **NPDES Permit: A National Pollutant Discharge Elimination System (NPDES) permit is necessary for the execution of the work for mosquito control effective October 31, Any additional costs associated with activities and/or services that may be required by Clarke in order to comply with an NPDES permit are not included in this proposal. Page 1 of 3

22 2019 City of Winsted (010545) Clarke Environmental Mosquito Management, Inc. Client Agreement and Authorization for The City of Winsted Environmental Mosquito Management (EMM) Program I. Program Payment Plan: For Parts I and II as specified in the 2019 Professional Services Cost Outline, the total for the 2019 program is $5, The payments will be due on June 1, July 1, and August 1 of 2019 according to the payment schedule below. Any additional treatments beyond the core program will be invoiced when the treatment is completed. The City of Winsted has the option to extend this program for 2020 and 2021 at rates not to exceed a 5% annual increase. ESTIMATED PROGRAM PAYMENT PLAN Month Amount Due June 1 th $1, July 1 th $1, August 1 th $1, TOTAL $5, **Sales Tax is not charged if Tax Exemption Certificate is on File** II. Approved Contract Period and Agreement: Please check one of the following contract periods: 2019 Season 2019 thru 2021 Season (New areas to be covered in will be pro-rated to the program cost at the rates in effect at the time.) For The City of Windsted: Sign Name: Title: Date: For Clarke Environmental Mosquito Management, Inc.: Name: Rob Olson Title: Control Consultant Date: Page 2 of 3

23 2019 City of Winsted (010545) Clarke Environmental Mosquito Management, Inc. Client Authorization for The City of Winsted Environmental Mosquito Management (EMM) Program Administrative Information: Invoices should be sent to: Name: Address: City: State: Zip Office Phone: Fax: P.O. # Address: County: **In an effort to be more sustainable, we ask that you provide us with an address that the invoices should be sent to.** Treatment Address (if different from above): County: Address: City: State: Zip Contact Person for The City of Windsted: Name: Title: Office Phone: Fax: Home Phone: Cell: Pager: Alternate Contact Person for The City of Windsted: Name: Title: Office Phone: Fax: Home Phone: Cell: Pager: Please sign and return a copy of the complete contract for our files to: Clarke Environmental Mosquito Management, Inc., Rob Olson Edison Circle East, Clearwater, MN or Fax at (320) rolson@clarke.com Page 3 of 3

24 CITY COUNCIL MEETING AGENDA Tuesday, April 16, :00 P.M. City Council Chambers Winsted City Hall Mission Statement The City of Winsted will provide services and resources for its citizens and businesses that promote opportunities for a high quality of life, while sustaining a hometown atmosphere. 1) MAYOR CALL THE MEETING TO ORDER a) Pledge of Allegiance* b) Years of Service Recognition Winsted Volunteer Fire Department* Jacob Hertzog, Five (5) Years of Service Chad Stender, Twenty (20) Years of Service Charlie Fiecke, Twenty-Five (25) Years of Service James Koch, Thirty-Five (35) Years of Service 2) CONSENT AGENDA Items listed below are considered routine and non-controversial by the City. There will be no separate discussion of these items unless requested by a Council Member, staff or citizen. If removed, the item will be discussed at the end of the regular agenda. a) Approval of Minutes City Council Regular Meeting January 15, 2019 Special City Council Work Session January 28, 2019 Park Commission Meeting August 13, 2018 Amended Park Commission Meeting December 10, 2018 Park Commission Work Session January 14, 2019 Planning Commission Meeting February 11, 2019 b) Client Agreement and Authorization Environmental Mosquito Management Program, Clarke Environmental Mosquito Management, Inc. Authorize the City Administrator to execute a Client Agreement and Authorization for an Environmental Mosquito Management Program with Clarke Environmental Mosquito Management, Incorporated for the 2019 season. c) Annual Tree Trimming Plan Approval Solberg s Tree Service Authorize the City Administrator to execute an agreement with Solberg s Tree Service for tree trimming and brush removal in the City of Winsted, for an amount not to exceed $8, d) Farm Lease Agreement Ryan Horstmann Authorize the Mayor and City Clerk-Treasurer to execute a Farm Lease Agreement with Ryan Horstmann, ending December 31, 2019, to allow for the removal of grass and/or hay from land referred to as the Industrial Park Expansion.

25 e) Winsted Volunteer Fire Department Relief Association Bylaw Amendments Approve the recommended Winsted Volunteer Fire Department Relief Association Bylaws as amended. f) Resolution R Winsted Police Department 2019 Winsted Night Out Donation Adopt Resolution R accepting a donation for the Winsted Police Department to be dedicated to the 2019 Winsted Night Out event. g) Security Bank & Trust Company Pledged Securities Approve the Pledged Securities that Security Bank & Trust Company has purchased for the City of Winsted for the month of March, h) Building Permit Report March, 2019 Approve the Building Permit Report for the month of March, i) Financial Report February, 2019 Approve the financial report for the month of February, j) Claims Approve the claims list for April 16, ) PUBLIC HEARINGS 4) OLD BUSINESS 5) NEW BUSINESS a) Resolution R McLeod Avenue Reconstruction Project Consider a motion to adopt Resolution No. R ordering improvement and preparation of plans on the proposed improvement project on McLeod Avenue from McLeod County Road 1 to Kingsley Street. b) Pavement Management Plan Update Consider a motion to authorize Bolton and Menk, Incorporated, to update the City of Winsted Pavement Management Plan (PMP) for an estimated cost of $17,700. c) 2019 City Council Priorities, First (1 st ) Quarter Update Receive a 2019 City Council Priorities, first (1 st ) quarter update. 6) ORGANIZATION REPORT a) Winsted Baseball Association/Little League/Winsted Wildcats* 7) OPEN FORUM Open Forum provides residents with the opportunity to address an issue that is not on the agenda with the City Council. The City Council will not take official action on items discussed during Open Forum, except to refer items to staff for future report or follow through. If you wish to address the City Council please state your name, address and topic that you wish to discuss. Speakers will be limited to five (5) minutes to discuss an issue and the Mayor will limit discussion on any one topic to ten (10) minutes. City of Winsted Regular City Council Meeting Tuesday, April 16,

26 8) CITY ADMINISTRATOR UPDATE AND ANNOUNCEMENTS* 9) ADJOURN * Denotes no supporting information included in the packet. Winsted City Hall st Street North P.O. Box 126 Winsted, MN (320) City of Winsted Regular City Council Meeting Tuesday, April 16,

27 City of Winsted City Council Meeting Council Chambers Tuesday January 15, :00 p.m. Present: Staff Present: Mayor Steve Stotko Council Member Mike Henrich Council Member Tom Ollig Council Member Bonnie Quast Council Member Patty Fitzgerald Mr. Adam Birkholz, City Administrator Ms. Raquel Kirchoff, City Clerk-Treasurer Mr. Justin Heldt, Winsted Police Department Chief 1) Mayor Stotko called the meeting to order at 6:00 p.m. a) The Pledge of Allegiance was taken. b) Special Recognition: Don C. Guggemos Sr. Community Service Awards Mayor Stotko recognized the following individual and organization for their service and committment to the Winsted Community and presented them with the Don C. Guggemos, Senior Community Service Award. Fran Kappel - Individual Winsted Garden Club Organization c) Special Recognition Heart Safe Award Millerbernd Manufacturing Ms. Kim Harkins, Program Manager, Center for Resuscitation Medicine, University of Minnesota, and Mr. Chad Engler, Safety Manager at Millerbernd Manufacturing, reviewed information regarding qualifying as a heart safe community and business. Ms. Harkins awarded Millerbernd Manufacturing as a designated heart safe business. 2) Consent Agenda Mayor Stotko read the Consent Agenda. a) Minnesota Department of Transportation, Office of Aeronautics State Grant Application Authorized the City Administrator and Bolton and Menk, Incorporated, to submit a State Grant Application to the Minnesota Department of Transportation, Office of Aeronautics to request funding for a Fuel System Repairs Project at the Winsted Municipal Airport. b) 2018 Audit Agreement Authorized the Mayor to execute an agreement with Conway, Deuth and Schmiesing, PLLP to conduct an audit of the City of Winsted s financial statements for the year ending December 31, 2018 for an approximate cost of $31, c) Resolution R Winsted Volunteer Fire Department Relief Association Gambling Contribution Adopted Resolution R to accept a contribution from gambling proceeds from the Winsted Volunteer Fire Department Relief Association in the amount of $15,000 to be dedicated toward the Winsted Volunteer Fire Department s Capital Improvement Plan. d) Resolution R Winsted Volunteer Fire Department Relief Association Contribution Adopted Resolution R accepting a contribution from the Winsted Volunteer Fire Department Relief Association in the amount of $ to be dedicated toward the Winsted Volunteer Fire Department s Capital Improvement Plan. e) Temporary On-Sale Liquor License Church of the Holy Trinity Spring Dinner Auction

28 2 Approved a one (1) to four (4) day Temporary On-Sale Liquor License for the Church of the Holy Trinity s Spring Dinner Auction on April 13, 2019 at the Holy Trinity School Gym, 111 Winsted Avenue West, Winsted, Minnesota. f) Church of the Holy Trinity Agreement 2019 Winstock Country Music Festival Authorized the City Administrator to execute an agreement with Church of the Holy Trinity to provide City services and other considerations for the 2019 Winstock Country Music Festival. g) Winstock Country Music Festival - Large Assembly Permit Approved the McLeod County Large Assembly Permit for Holy Trinity s Winstock Country Music Festival on June 13, 14, and 15, h) Temporary On-Sale Liquor License Holy Trinity Winstock Country Music Festival Approved a one (1) to four (4) day Temporary On-Sale Liquor License for the Church of the Holy Trinity s Winstock Country Music Festival on June 13, 14, and 15, 2019 at the Winstock Grounds, 230 th Street, Winsted, Minnesota. i) 2018 Exceptional Performance Award* Approved the 2018 Exceptional Performance Award for Mr. Justin Heldt, Police Chief, for demonstrating exceptional levels of performance, creativity, effectiveness and customer service. j) Pay Equity Implementation Report Approved the Pay Equity Implementation Report for the City of Winsted to be submitted to the State of Minnesota. k) Security Bank & Trust Company Pledged Securities Approved the Pledged Securities that Security Bank & Trust Company has purchased for the City of Winsted for the month of December, l) Building Permit Report December, 2018 Approved the Building Permit Report for the month of December, m) Financial Report November, 2018 Approved the financial report for the month of November, n) Claims Approved the claims list for January 15, o) Winsted Municipal Airport Revised Reimbursement Agreement with Northern Natural Gas Company Considered a motion to authorize the Mayor to execute a revised Reimbursement Agreement with Northern Natural Gas Company for the relocation of natural gas facilities to accommodate improvements at the Winsted Municipal Airport with a revised completion date of October 15, Council Member Ollig motioned to adopt the Consent Agenda as presented. Council Member Quast seconded the motion. Motion carried 5-0. Council Member Ollig abstained from Item k. Security Bank & Trust Company Pledged Securities Council Member Henrich abstained from Items f. Church of the Holy Trinity Agreement 2019 Winstock Country Music Festival, g. Winstock Country Music Festival - Large Assembly Permit and h. Temporary On-Sale Liquor License Holy Trinity Winstock Country Music Festival 3) Special Presentation a) 2018 Exceptional Performance Award Mr. Justin Heldt

29 3 Mayor Stotko presented Mr. Justin Heldt, Winsted Police Chief, with the 2018 Exceptional Performance Award. 3) No Public Hearings 4) No Old Business 5) New Business a) Reinstatement of the New Home Construction Program Mr. Adam Birkholz, City Administrator, stated that in an effort to continue to encourage new home construction and to provide work force for the local businesses, the Economic Development Authority (EDA) recently reviewed the new home construction program guidelines that were previously implemented in The purpose of the program is to assist and encourage the development of privately owned housing within Winsted. The program seeks to incentivize the private development of either single family homes or town homes with one shared wall. By waiving the building permit fees, it also delays the payment of water access charges and sewer access charges until one of the three (3) conditions are satisfied regarding those charges. Mr. Birkholz stated that City staff recommends a fee waiver limit of $2,000 per home, in terms of the building permit, as defined in the program, for up to five (5) homes, for a total potential cost of $10,000 to the City. Based on this analysis and the current program design, the EDA recommends that the City Council approve the program at the January 15,, 2019 regular City Council meeting. Mr. Bill Gilk, 420 Lake Drive, stated that he was present to support the proposal. Mr. Gilk stated that he and an interested builder met with Mr. Birkholz recently to discuss building on lots owned by Southwest Sales and Leasing on the Winsted on the Lake Development. The builder is very interested because of this program and asks that the City Council consider more than five (5) homes for the fee waiver. Mayor Stotko stated that the City Council may consider increasing the waiver for more than five (5) homes if there is increased interest in the program. Council Member Fitzgerald motioned to approve the 2019 New Home Construction Program and authorized the City Administrator to begin accepting applications on February 4, Council Member Henrich seconded the motion. Motion carried 5-0. b) 2018 City Council Priorities, Fourth (4th) Quarter Update Mr. Birkholz presented a fourth (4 th ) quarter update on the 2018 City Council Priorities. 7) Organization Report a) Holy Trinity School Ms. Bonnie Jungels, Holy Trinity Principal, and Ms. Kaitlyn Pokornowski and Mr. Michael Dietz, Holy Trinity Students provided a report regarding Holy Trinity School to include the following information. o Activities that Ms. Pokornowski and Mr. Dietz are involved in. o Fundraisers for Holy Trinity to include the marathon, and the raffle. o Homecoming activities to include two awards presented to Mr. Tom Scherping, Distinguished Alumni and Ms. Judy Langenfeld, Holy Trinity Leadership. o Sports and Other Activities and results for Holy Trinity. o Improvements and updates to Holy Trinity High School. o Public Service Activities that Students volunteer for. o Snofest week activities. o Spring Fling 2019 information o 26 th Annual Winstock Country Music Festival June 14-15, 2019 The City Council Members thanked the representatives for their report.