2016 Sept. 12 Council Minutes

SEPTEMBER COUNCIL MEETING MINUTES

September 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 John Goman, Greg Andrews, Suzanne Herstad, and Bob Quade, Clerk Joan Jauss, and Treasurer Holly Herstad.  Public attendance; list attached.

 UPCOMING MEETINGS:

September 19, 2016 6:00 pm       Utilities meeting

September 20, 2016 6:00 pm       Planning & Zoning meeting

September 26, 2016 6:00 pm       Council meeting

October 3, 2016 6:00 pm             Agenda meeting

October 10, 2016 6:00 pm            Council meeting

CONSENT AGENDA:

Minutes:

August 22, 2016 – Council meeting minutes

Resolution:

16-09-23 – Resolution Setting the Levy

16-09-24 – Resolution Approving County Project within Municipal Limits

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

 FINANCIAL REPORTS: Cash Balance, Expense Summary, and Profit and Loss in Council’s packet.  Holly mentioned the general checking account’s balance will be approximately $252,000 after the claims have been executed, primarily due to the storm costs.  There are approximately $78,000 in storm invoices paid to date but there are still outstanding invoices.  John W. stated we realize there will be more expenses to come as we are still cleaning up trees along the road sides.  Once completed it will take approximately two weeks to grind up the trees at the drop-off site, and one week for final site clean-up.

 August Receipts:

General                                   $      49,680.04

Utility                                       $      63,989.62

Fair Housing                           $        3,703.79

August Expenditures:

General Expenditures             $     323,748.61

Utility Expenditures                 $       92,217.47

Fair Housing Expend.             $         1,825.44

September Expenditures thus far:

General fund                           $     140,357.09

Utilities                                    $       22,048.08

Fair Housing Authority            $              91.73

August/Sept

General fund checks – 11024 – 11086

Utility fund checks – 725 – 734

Payroll checks – 550 – 583

Fair Housing Authority – 205

A motion to approve treasurer report and executed claims was made by Bob with a second by John G.  All vote in favor.  Motion passed.
                    

COUNCIL AND GENERAL CORRESPONDENCE:

Email from resident on Willard Road in reference to gravel, including response

Sympathy thank you from Werner family

Email from resident on Rehbein Road in reference to junk violation, including response

Thank you from Lakers I for Neighborhood Night Out Gift Card

Email from resident on Mulvahill Road burglary, including response

General Correspondence – see folder

DEPARTMENT REPORTS:

Building Department:  Joan read the following report into record for July and August as prepared by Toni Blomdahl.

Type of Permit Issued                      # issued

  • Garage 7
  • Door/Windows 3
  • Re-Roof/Siding 8
  • Gas line 1
  • Water Hook up 1
  • Addition 1
  • New Home 2
  • Duplex 1
  • Deck 2         

Total issued                                       26

Total valuation of projects:      $ 1,085,921.00

Fines                                       $

Total fees assessed:               $ 15,853.00

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

  • Outgoing correspondence:                            9
  • Incoming correspondence: 2
  • Annual CUP Inspections: 27
  • CUP Follow up: 6
  • Minor Subdivision Approved: 1
  • Lot Line Application: 1
  • Home business application review: 1
  • Home business application approved:          1
  • Fire Department home business notification: 1
  • Junk/salvage yard violations: 5
  • Junk/salvage yard clean up: 3
  • WLSSD Violations: 3
  • MPCA Investigations: 1 new; 2 ongoing
  • Recreational Vehicle Violation: 1
  • Minor subdivision Application: 1
  • City Planner meeting: 1
  • Joint Airport Zoning Board of Adjustment public hearing: 1
  • Public Hearing Ordinance #22: 1
  • Public Hearing Ordinance #34: 1

John W. asked Teresa about the junk violation email on the Rehbein Road as the pictures in the correspondence show appliances being hauled onto the property and wants to know what actions are being taken?  Teresa stated she has been dealing with this property for the last couple of years trying to bring it into compliance and the property owner has provided her receipts of clean-up for past violations, there are notes regarding this property in the Council’s packet.  Teresa stated after the July storm she talked to the property owner about appliances, and various scrap being hauled onto the property and being dismantled and neighbors have complained about burning.  Teresa stated when she visited the property she noticed two new burn spots since she was last there but the resident does haul out junk, so the property is relatively clean.  Teresa stated she contacted the MPCA informing them of the situation and they will be handling this property going forward.

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

Road and Bridge

  • City roads and properties were cleared from downed trees
  • Worked with McCabe to assist with clearing 1st S.

Utilities

  • 41 Gopher One State locates in August
  • Fixed E. Nelson valve box cover
  • Adjusted and sealed Manhole #120
  • Located and marked all manholes on Rice Lake Road
  • Assisted WW Goetch with repair to Lift Station 6
  • Installed trolley beams in Kolstad Pump House
  • Painted hydrants #51, #71, and #80
  • Painted Lift Station 10 bullard’s
  • Assisted Great Lakes Pipe to clean and televise a portion of 3rd S.
  • Assisted Sycom in replacing panel in Lift Station 2
  • Exercised booster pumps at Kolstad Pump House
  • Replaced one water meter

Misc.

  • Mowed lawns and picked up garbage at park
  • Tested irrigation system for leaks
  • Changed oil in the 1 ton and ¾ ton trucks
  • Brought scrap metal to Simco
  • Organized back of public works building
  • Weed wacked W. side of city hall parking lot

 Fire Department: Assistant Fire Chief Mark Niemi read the August report into record.

  • Total Calls for August 14
  • Medical Response 7
  • Structure Fire Response 2
  • Brush Fire Response 2
  • Car Accident Response 1
  • Powerline Hazard 1
  • Lift Assist 1

Recent Equipment Purchases

  • New Stihl Chainsaw, for woodcutting only
  • Portable Generator for the South Fire Hall

New Truck Update

Truck has been received and everything looks great on it. Steve from Big Water Apparatus did a very good job.  The truck will be placed in service after Thursday night meeting. We are getting everyone trained up on how everything operates prior to putting in service.  Old truck 6 is now at the public works building and is ready to be inspected for sale/bids.

John G. asked Mark to explained what items were removed from the old brush truck.  Mark said the priming system was taken off the pump so it will need a new priming system, the cost to replace would be around $200.  The winch and some of the emergency light were also removed.

Request

We need to make a new glove purchase for membership and are looking for approval on that purchase. We will be looking to order approximately 40 pairs of gloves at a cost of $65 per for a total of approximately $2,600.

Greg approved the purchase of 40 pairs of gloves from MES.

Water Usage

There was an approximate 4,500 gallons of water usage above and beyond the norm.

Pool Fill Fundraiser Water Totals

Used a total of 86,600 gallons of water.

Cost per 1,000 gallons is $16.54

Total payment to city will be $1,432.36.  We will cut check and get to city soon.

Greg asked Mark about the missing credit card receipts and if the receipts had been found and turned in to staff.   Holly said she has not received them yet. Greg stated the credit cards are a convenience for the fire department to make purchases but the receipts must be turned into the City in a timely manner, he did not want to see the fire department lose their credit cards, but it will happen if receipts do not get turned in.   Mark asked if there is a back-up plan that could be used for missing or lost receipts.  Holly and Joan said their preference would be an e-mail identifying what the purchase was for, what company the purchase is from, and how much.  Holly then asked Mark if they could photo copy credit card receipts and put the original in the City’s mail box. Mark said he would inquire.   Suzanne said in the past she has had to contact the business where the purchase was made and get a copy.  Holly and Mark commented that this has been done in the past to get replacement receipts.  John W. asked Mark if Scott has his credit card and made all the purchases with it or is someone else using the credit card.  Mark said from what he knows Scott has his credit card.  On occasion the card is used by other individuals to make purchases for the fire department.  Bob asked if a file could be kept of copies of the receipts at the fire department.  Mark said Niki does this and then gives the receipts to Holly.

 Animal Control: Gloria read the following report into record for August.

  • Hours worked                          44
  • Miles driven                             54
  • License fees collected            $ 0
  • Citations issued                      1
  • Fines issued                            $0
  • Dogs to kennel                        2
  • Dogs to pound

John G. asked if Gloria took care of the two dogs getting into the park garbage on the Stockholm Road.  Gloria said she hopes the problem has been resolved.  John W. said there has been a dog showing up at the parking lot of city hall and asked Gloria if she has done anything about it.  Gloria said she was notified the dog was out the other night again and a resident picked up the dog and returned dog to owner.   John W asked if there have been any issues with dogs around Homecroft School.  Gloria said no.

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

  • Monthly meter readings done
  • August usage 215,839,630 gallons of water
  • Sycom upgraded Lift Station 2 electronics, doing Lift Station 1 in September
  • Sycom to come and investigate issues with the electronics in Lift Station 3
  • MSA put bid out to paint the interior and exterior of the water tower, bid opening is September 29th

 Park Department:  None

Sheriff:  Joan read a summary of calls for April, May, and June.  April: three shifts for a total of 13 hours worked, 24 traffic stops, two citations, 21 warnings, and one arrest.  May: four shifts worked for a total of 16 hours, 24 traffic stops, three citations, 21 warnings, and one arrest. June:  four shifts worked for a total of 16 hours, 23 traffic stops, two citations, 20 warnings, and one arrest.

 Sewer and water report: In Council’s packet.

BUSINESS FROM THE FLOOR:   

Brandon Zapp, 4202 Martin Road – Brandon stated he is an active member of the fire department and volunteers a lot of his time to the fire department.  Brandon stated, on August 15 they had just gotten back from a family camping trip and dogs were let out without their invisible fence collars.  A combination of events led to the dogs being left outside without the collars.  The dogs went to the Luzerne Road side of his property which is where the sheriff picked them up.  I have tried to investigate with the sheriff’s department where the dogs were pick-up on the Luzerne Road but a report was not filed.  The dogs could have been on my property when they got picked-up.  I am looking at lenience with the $275 fees.  John W. asked Gloria, Animal Control officer, to speak on the issue.  Gloria said the two dogs were brought to me by the St. Louis County Sheriff department, the officer’s first name was Jason.  The dogs and the back of the squad care were covered with mud from the dogs.  John G. asked if the dogs were licensed.  Gloria said the dogs were not licensed.  Gloria stated there was a reduction in the fees charge. John W. asked how much of a reduction was given. Joan responded, the fine should have been $55 per dog for pick-up, $55 per dog running at large, and $55 per dog for no license, boarding charge is $20 per dog per night.  Total would have been $370 and they were charged $275.  The reduction was $55 for one pick-up fee, no boarding fees and licenses were included in the fine.  Jonh G. said if Brandon would have had licensed the dogs the sheriff or Gloria could have contacted him and returned the dogs but because they were not licensed it is a failure on his part. Bob agreed that if the dogs were licensed they could have been returned to Brandon.  Greg mentioned he can sympathize with Brandon on the hefty fine but the violation was on his part for not having the dogs licensed.  John G. moved to deny the reduction in the fees due to the fact they already were reduced and that the dogs were not licensed in the first place with a second by Bob.  All vote in favor.  Motion passed.

OLD BUSINESS:

Bi-monthly council meetings:  John W. asked about the need for two council meetings each month and wanted everyone’s input.  Joan said she felt communication is better, everyone is more informed on issues, and they are resolved quicker.  Holly said the financial end is much better and claims are getting approved quicker.  Suzanne said the work flow and getting information is much better and appreciates two council meetings a month.  Bob agreed and said as a new councilor there is a learning curve and two council meetings a month helped with getting information and conducting business.  Greg mentioned two meetings are much better for flow of information, communication, getting bills paid, and any issues that come up do not need to wait for a month for the council to address them.  John G. agrees with all the statements including timely payment for vendors, information flow is better, and the ability to deal with issues that come up in a timely manner.  John W. said he agrees and feels it has had a positive influence on how things are managed.  Decision was made to continue with council meetings on the second and fourth Monday of each month.

 NEW BUSINESS:

Fuel quotes for 2016/2017:  Joan reviewed the fuel quotes she received, Superior Fuel 79¢, Ferrellgas 85¢, Como Oil & Propane 87¢, Federated Co-ops 89¢.  John W. asked if Superior Fuel was the current supplier, Joan said yes.  Greg made a motion to accept Superior Fuel‘s quote with a second by Suzanne.  All vote in favor.  Motion passed.

Amended Ordinance # 34 – Lot Line Adjustment:  Teresa Koivula, the Zoning official, stated a public hearing was held for amending Ordinance 34, lot line adjustment.  During the public hearing the Planning and Zoning Commission made a motion to recommend option A, but after some discussion came up with option B, which they preferred (see attached documentation for each option).  Due to some confusion during the public hearing, the Planning and Zoning Commission was unsure if they could amend their original recommendation, thus the recommendation for option A was kept.   After the public hearing Teresa checked with legal counsel who noted either option is fine, but option B is a little clearer.  The Council, if they chose can accept option B instead of A and another public hearing would not be required.  After some discussion by the Council, John W. asked the Council which option they would like to approve.  Greg stated he is not comfortable going with option B because A was passed by the commission, he is concerned about the legality.  John W. stated he has mixed emotions but understands the intent.  John G. made a motion to approve option B as the council has the final approval and option B’s wording is preferred by the Planning and Zoning Commission with a second by Bob.  A vote was called, John W., John G., Bob, and Suzanne voted in favor, Greg abstained.  Motion passed.

 League of Minnesota Cities regional meeting (LMC): Joan would like to know who will be going to the LMC regional meeting on October 6th so she can get everyone registered and post the meeting.   All Council members said they would go.  John W. said the topics are on communication, roundtable discussions, election and legislative updates.

Legal Seminar: John W. said to let the Clerk know if they are going to the legal seminar in Cotton on October 1st so she can get everyone registered and post the meeting.  Topics include contracts, next housing boom, encroachment agreements, road improvements and realignments.

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