March 9, 2022 Regular City Council Meeting Minutes
Call to order:
The regular Randolph City Council meeting was called to order at 7:01 p.m. by Mayor Robert Appelgren.
Mayor Robert Appelgren
Council Members Sarah Podritz, Jacob Friedrich, and Jacob Toledo was absent
Treasurer Sandy Nicolai and Clerk Mary Haro
Prior Meeting Minutes
A motion to approve the February 9, 2022 regular council meeting minutes was made by Friedrich, seconded by Podritz. All voting in favor, none opposed, motion passed 5:0.
Sandy noted that the difference in the treasurer's report last month was due to the deposit of $263,000 for the bond payment and then the payment was made on the bank loan of $259,087.
A motion to approve the Treasurer's Report was made by Podritz, seconded by Friedrich. All voting in favor, none opposed, motion passed 5:0.
Approval to Pay Bills
There is a question regarding an invoice for RVS Software. Sandy will call them and inquire what it is for.
Motion to approve the payment of bills excluding the payment for RVS Software, was made by Friedrich, and seconded by Podritz. All voting in favor, none opposed, motion passed 5:0.
Building Permit for Keith Sande
Building inspector noted that Keith did drop off a permit application. Mark indicated that he had to talk to him to clarify some information regarding the permit. He inquired if he needed to pay the penalty for the permit because he indicated that he came before the council in November of 2018 regarding getting a permit. At that meeting he was told he needed to discuss it with the building inspector. Permits are only good for 180 days.
Mark indicated that the work did not start until April of 2021 so if he did have a permit it would no longer be valid. The penalty would be double the cost of the permit.
Mark needs to discuss this with Benny to see if he issued a permit for this project. We will hold off until Mark talks to Benny. Also we will listen to the tape from the meeting in November of 2018 to verify what was said regarding the permit. We will table this until next month's meeting.
Mark also indicated that the council should only approve the zoning for the permit and the building inspector issues the permit. We need to look at how we word this to applicants at future meetings.
Building Permit Application
Mark presented the council with two new applications for building permits as ours is very outdated. One is Residential Maintenance Permit Application for items such as siding, windows, doors, roofing and attaches a checklist. The other is for a New Building Permit Application which also attaches a checklist. He would us to consider approving these forms for future applications. Matt Blazer asked if grading was included in the application. Mark indicated he will add it to the application and return a revised copy to us.
Friedrich made a motion to accept both permit applications, pending the addition of the grading to both permits, seconded by Podritz. All voting in favor, none opposed, motion passed 5:0.
Bolton & Menk Sewer Update
Matt Blazer of Bolton & Menk indicated they are making a lot of progress on the sewer project. Getting through issues such as drainage and developing figures.
Matt discussed holding the open house on March 30th and 31st. On March 30th they will conduct two meetings, one at 5 pm and the other at 7 pm. On the 31st the meeting will be at 5 pm. They will send out an invite to the residents and indicate which meeting they should attend but they are welcome to attend a different one if they cannot attend the time allotted for them. They will be held at the Randolph School in the commons area. It's not only an informational meeting for the residents but also to receive feedback and answer any questions they have. They will discuss what is required of homeowners and once construction starts they will share more information. It will be displayed which houses will be required to hook up. They will have displays of the properties available to view, they will talk about the project one on one with people and answer questions at that time and then they will do a presentation to the group and again follow up with any more questions. They will have comment cards available for use with any questions. This is an information session but they also want feedback and with this he will create a report to share with us.
It was asked if they will record it, so that it would be available to anyone who cannot attend a meeting. Matt indicated they will have it recorded and put it on their site.
It was asked if they will discuss the location of the ponds and spraying? They will indicate the general direction of the area but will keep it confidential until everything is finalized.
Mark asked if he should be attending the meetings. He will be responsible for inspecting the hooks up from the house.
Bolton & Menk will explain more information in their newsletters and will keep residents updated as the project progresses.
Bolton & Menk will prepare the feasibility report and present it to the City Council at least a week before a council meeting for our review which will most likely be before the May meeting.
It was discussed regarding the locates that need to be done, especially locating the water lines. He has talked to a ground penetrating radar company, they were not sure they could find the water lines but he is still looking into it. Their biggest hurdle they have been facing in the design is trying to locate the water main and if we will need to replace it. We also want to map out the locates. We are required to identify our facilities within 2 feet not just the curb stop but all of the service lines and water mains. Sanitary sewer also needs to be identified but that is easier because there are manholes. A map will be created for those. We don't know that the water lines are not locatable but we should plan to excavate in a few spots to try to locate it. Matt will contact Otte Excavating to assist with this.
We plan to go over our ordinances to clean them up and define them better where needed. We will hold the first session on Thursday, March 24 at 7 pm to start going over them tentative that Korine is available to attend. Clerk Haro will check with Korine to see if she is available that night. It was also asked to make copies of the updated ordinances available for the meeting.
Motion to adjourn the meeting made by Podritz, seconded by Carlock, the meeting was adjourned at 8:05 p.m. All voting in favor, none opposed, motion passed 5:0.