2016 August Agenda Minutes

August Agenda Meeting Minutes

August 1, 2016

The meeting was called to order by Mayor John Werner at 6:00 p.m.  Present for the meeting: Mayor John Werner, Councilors John Goman, Greg Andrews, Suzanne Herstad, and Bob Quade, Treasurer Holly Herstad, Clerk Joan Jauss, and guests John Klaers, City Planner, Darrel Johnson, and Ray McClelland

Greg made a motion to approve the July 5, 2016 agenda meeting minutes with a correction to the meeting date with a second by Bob.  All vote in favor.  Motion carried.

Correspondence: Joan shared with the Council the Moody rating statement for the City of Rice Lake’s bond rating.  Suzanne wanted to know if the bond rating had changed.  Joan said no, the rating remained the same at A1.

Business from the floor: Waste Wood Recyclers handed in grinding and brush pick-up agreements.  They will start grinding at the debris drop-off area Friday morning.

Bob Quade stated he was at the Arnold All Class Reunion and they have many pictures that need to be stored.  Would there be space to store them at the public works building.  John W. said for now they can be stored there.

Wind Storm update: Joan shared that she is starting to track storm costs, for the emergency disaster assistance St. Louis County has filed with the State.  This will be a similar process we used for the 2012 flood.  Joan asked the Council for any pictures of the wind damage on the roads they may have, she will need this if we get any emergency assistance.  John W. mentioned that the St. Louis County Board approved an emergency declaration which will be submitted to the State of Minnesota and Rice Lake will be part of their declaration.  John G. mentioned the debris drop-off site hours of operation will be changed starting Wednesday.  Joan said she will post new hours of operation on the posting boards and on the website.  Darrell Johnson said he had the new hours for Joan.  He also asked if new signs could be made noting the change of hours.  Joan said she would call Todd Signs and see how quickly the signs could be made.  John W. said the free water at the public works building will be discontinued effective today since most residents have power again.

Emergency Response Costs:  Holly submitted some options for the Council’s review, on how to pay for the cost of cleaning up from the wind damage.  One option is, if storm costs are around $150,000, funds could be taken out of the general reserves, however, the Council will need to come up with a replacement plan to pay back the reserve fund.  Another option would be to take out a bond to cover the costs similar to what was done for the 2012 flood.

Fire Department Brush Truck:  Joan asked if anything has been done with the fire department’s old brush truck and if the truck should be moved to the public works building.  John G. said the fire department will let him know when it is ready to be moved, he will then get pictures and specification so it can be advertised for sale.

Fire PERA Report: Joan shared the 2017 fire department PERA report.  The fund is solvent and no municipal contribution is required for 2017.

Neighborhood Night Out:  Joan shared the fire department will be handling the food, Community Club will be selling T-shirts, Jerry Alander will be giving tractor rides, and Luke Meints will be giving canoe rides.  There will be two bounce houses, free popcorn from the Family of God Church, root beer floats by the Councilors, face painting, and a petting zoo from Woodland Hills.

Utilities Districts and access fees:  Joan shared there was a meeting/phone conference held with City Attorney Mike Couri, Joe Jurewicz from MSA, Cindy Endicott, and Greg Andrews to discuss access/trunk fees.  The Utility Commission is putting together an outline creating five districts with individual district access fees.  The proposal will be discussed at the Utility meeting and if they come up with a recommendation, it will be given to the Council for review.

Assessments: Joan asked the Council if an individual is purchasing a home on West Calvary Road, can they assume the remaining assessment or do they need to pay it off at the time of purchase.  Discussion was held on past practices and it was agreed the assessment would need to be paid in full at the time of purchase.

Set aside money for building/ground improvements:  Joan asked the Council if they would like to look at setting aside funds for building improvements as we have done in the past years.  Holly explained that there were changes that had been made to the way the funds are transferred.  When the Council approves funds to be moved to project investments expenditure accounts, they are no longer used to show the money moving from checking to investment.  Instead funds are moved using cash accounts.  Discussion was held and there was some confusion, John w. recommended tabling the discussion until the issue could be clarified by the auditor.  The council agreed.

Having nothing further to discuss, a motion to adjourn was made by John G. with a second by Greg.  All vote in favor.  Motion carried.