2016 December Agenda Minutes

DECEMBER COUNCIL MEETING MINUTES

December 12, 2016

The meeting was called to order at 6:00 p.m. by Mayor Werner.  The Pledge of Allegiance was recited by those in attendance.  Present for the meeting: Mayor John Werner, Councilors Greg Andrews, Suzanne Herstad, Bob Quade, and John Goman, Clerk Joan Jauss, Treasurer Holly Herstad and attached list of public.

Business from the floor: None

CORRESPONDENCE:

Letter from MRWA requesting letter of support.

Email from Jim Warren on snowplowing and sanding with reply.  Joan stated she had received a follow up thank you from Mr. Warren.  John W said he has instructed the grader operators to shorten their width due to the roads not being frozen.

Great Lakes Pipe Service invitation – Customer get together

General Correspondence – see folder

CONSENT AGENDA:

  1. Minutes

November 7, 2016 Agenda minutes

November 28, 2016 Council minutes

December 1, 2016 Budget/Levy public hearing minutes

  1. Executed Claims

General fund checks – 11246- 11283 and 411-413

Utility fund checks – 782- and 790 22E – 24E

Payroll checks – 654-681

Fair Housing Authority –  none

  1. Resolution

16-12-25 Resolution approving the release of the fire department equipment trust funds for firefighting equipment

16-12-30 Resolution setting levy

16-12-31 Resolution establishing limited clean up and property damage protection for sewer back-ups and water main breaks for water and sewer customers

16-12-32 Authorizing the issuance, sale, and delivery of $550,000 taxable general obligation certificate of indebtedness, Series 2016A

  1. Agreements

Hartels/DBJ Service Agreement renewal

Motion was made by John G. to approve the consent agenda with a second by Suzanne.  All vote in favor.  Motion passed.

COUNCIL REPORTS: None  

John W stated this will be added to the agenda so councilor’s who go to various meetings i.e. airport, MIC, WLSSD, can give reports to the Council on what is occurring.

DEPARTMENT REPORTS:

Treasurer Report: Cash report, expenses, and profit and loss are in the Council packet.        

Building Department: Joan read the following report into record for November as prepared by Toni

Blomdahl.

Type of Permit Issued                      # issued

  • Garage 2
  • Demo 1
  • Re-Roof/Siding 8
  • House 1         

Total issued                                       12

Total valuation of projects:      $ 408,023

Fines                                       $ 0.00

Total fees assessed:               $ 5,309.30

Planning & Zoning report: Joan read the following report into record for November as prepared by Teresa Koivula.

  • Citizen complaints: 2
  • Junk/salvage yard violations: 7
  • Junk/salvage yard clean up in progress: 4
  • MPCA investigations open: 2
  • Recreational vehicle violation review: 4
  • State of MN Well unused/unsealed correspondence: 1
  • Outgoing correspondence: 4
  • Planning and Zoning Ord. #22 work meeting: 1

Public Works/Road & Bridge: Joan read the following report into record for November as prepared by Justin Schendel.

Road and Bridge

Assisted Darrel Johnson with patching Fayre Road

  • Sanded all paved roads as needed
  • Inspected all City road signs and recorded conditions from storm damage

Utilities

  • 28 Gopher One State locates in November
  • Assisted WW Goetch with lift station 1 maintenance, found bad pump
  • Exercised booster pumps as needed
  • Assisted in emergency manhole inspections
  • Turned on water tower heaters and circulating pump
  • Replaced three water meter

Misc.

  • Winterized and closed City Park
  • Installed deflector kit on ¾ ton truck plow for snow removal
  • Changed oil in ¾ ton truck
  • Reinstalled Colorado tonneau cover

Fire Department: Scott Twining read the November report into record.

  • Run Total: 16
  • Medical: 7
  • Lift Assist: 3
  • Fire: 5
  • 10-52: 1

No abnormal use of unmetered city water.  11-7 met with City Council to discuss purchase of new primary engine.  11-10 Performed water rescue training at Rice Lake boat launch with Mustang cold water rescue suits.  Two radios were purchased using the Agstar grant, hall one heating systems was repaired, converted brush truck to winter utility truck.

John W. mentioned an article with pictures on the water rescue training should be put in the City paper for information to the residents.

Animal Control: Joan read the following report into record for November as submitted by Gloria Dallum.

  • Hours worked                          28.05
  • Miles driven                             93
  • License fees collected            $ 0
  • Citations issued                      0
  • Fines issued                            $
  • Dogs to kennel                        0
  • Dogs to pound

Utilities: Joan read the following report into record for November.

  • Monthly meter readings done
  • November usage 1,447,874 gallons of water
  • Sycom found the screen for lift station 3 is unrepairable.  A new screen was approved and ordered.
  • Lift Station 1, pump 1 found bad impeller, repair has been approved and should be done in Dec.
  • Emergency manhole inspection was done to check for I&I

Park Department: none

Sheriff: none

Sewer and water report: In council’s packet

NEW BUSINESS:

Ordinance #30: Joan shared a draft copy with the Council of amended Ordinance #30, Road Specification and Construction.  John W. stated most of the changes were a name change from town to city and it had been some time since the last update.  John G. commented to be sure there is an option for the Council to waive paving roads, dirt roads are less costly to maintain.  Joan said the ordinance will be moved to next Council meeting.  Greg mentioned that there is only one Council meeting in December, thus it will be brought to the January meeting.  

UNFINISHED BUSINESS

SEH Master Agreement: John W. said SEH does the engineering work for our surfaces, such as roads or storm water and MSA does our utilities in Rice Lake.  Joan gave the Council a copy of the master agreement, now the City will get agreement amendments on each project, similar to what we get with MSA.  Greg made a motion to approve the SEH Master Agreement with a second by Bob.  All vote in favor, motion passed.

Fire Equipment CD maturity dates: Holly gave the Council a copy of the information that was requested at the agenda meeting which includes the CD due dates in the fire equipment fund.  John W. said that the fire truck will be talked about during the January 2017 meeting.  If the Council proceeds with the purchase of the truck, the contract will need to be signed by end of January 2017.  John W. clarified to the public the money being used is not from the tax payers but from the fire truck equipment fund.

Yearend transfers: 

West Calvary bond payment: Holly asked council to approve transferring $101,895.72 from the West Calvary Investment account to the General Checking account to cover the West Calvary bond costs.  Total receipts from assessments and the levy for 2016 was $242,954.28 but the bond payments were $344,850.00.  Bob made a motion to approve the transfer of $101,895.72 with a second by Greg.  Suzanne asked if this was the same request that was made last month.  Holly said yes, but it had not been approved at that time. All vote in favor.  Motion passed.

Storm bond proceeds: Holly asked Council to approve transferring funds back to the various accounts we borrowed from to cover storm costs, once we receive the storm bond proceeds later this month. John G. made a motion to transfer funds back into the investments; $200,000 to General Fund, $200,000 to W. Calvary Fund, and $15,000 to Water/Sewer Fund with a second by Bob.  All vote in favor.  Motion passed.

Apportionment: Holly asked Council to approve transferring the following levied amounts we have received into investments; $4,783.73 for Capital Improvements, $9,361.00 for Fire Truck/Equipment, and $4,680.50 for Road and Bridge Equipment.  Suzanne made a motion to move the requested amounts with a second by Greg.  All vote in favor.  Motion passed.

2016 Ending Debt balance: Joan stated the ending debt balance for 2016 is 89%. This includes the storm bond money of $550,000 which will be received later this month.  Suzanne asked what the maximum amount of debt the City can have, Joan noted 100%.  Joan reminded the Council the 2007 W. Calvary General Obligation bond will be paid off in February of 2017 and the crossover bond will take its place.

MOTION FOR ADJOURNMENT: Suzanne made a motion to adjourn the meeting with a second by Bob.  All vote in favor.  Meeting was adjourned.