2016 Sept. Agenda Minutes

September Agenda Meeting Minutes

September 6, 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 Teresa Koivula Zoning Administrator, John Klaer from Klares and Associates, and Ray McClelland.

John G. made a motion to approve the August 1, 2016 agenda meeting minutes with a second by Suzanne.  All vote in favor.  Motion carried.

Correspondence: None

Business from the floor: John K. gave an update to the City Council on a meeting held in reference to the property on Martin and Rice Lake Road.  In the meeting it was discussed some of the possible tenants they are looking at, road access, and zoning barriers.  John K. stated he suggested platting the property and building a new east/west road.  Some of the zoning barriers are lot coverage, the City’s zoning currently only allows 30% lot coverage, John K. is suggesting ordinance 22 be changed to allow 50% lot coverage for commercial use with municipal utilities.  He stated the City should also look at the permitted uses in commercial zoning.  There is also some concern on the wetland issues.  Teresa, Zoning Administrator, said they also discussed municipal utilities and buffer zones.

Wind Storm update: John W. shared with the Council an update of the meeting he and Joan attended with the Homeland Security Emergency Management (HSEM).  They had representatives there discussing what the process is and what will be required to be submitted if Governor Dayton declares the July storms a disaster.  If Governor Dayton does declare it a disaster, the City can potentially recoup 75% of their cost for the cleanup, the City will be responsible for the other 25%.  The HSEM met with each municipality in attendance to advise them on how the process works.  Greg asked about reimbursement for picking up brush from county roads in the City and brush from other areas being dropped off at the debris site.  John W. said that the road side clean-up cost is being submitted for all of Rice Lake.

John G. asked if we have an estimate of the municipal water that was given away during the storm from the public works building.  Joan said we have not received our billing from Comfort Systems for July/August.

Emergency Response Guideline:  Joan shared that John W. asked her to investigate creating an emergency response guideline for the city as a recommendation was made at the Emergency Operations Center (EOC) meeting that every city should have one.  Joan is working on getting a copy of the county’s guideline/policy to use as an example.

Potential timber sale: Joan shared a copy of a letter the City received from St. Louis County noting they had property on Howard Gnesen Road that they were getting bids to harvest the timber on.  Rice Lake has property next to the county property that also has timber on it.  Joan stated she found out who received the bid for St. Louis County’s land and she wants to know if the Council would like to investigate having the City’s property harvested.  Council recommended pursuing the timber sale on the City’s property.

Propane quotes for 2016/2017:  Joan reviewed quotes she received for city hall and the north fire hall for propane for the 2016/2017 heating season.  The quotes were per gallon: Superior Fuel 79¢, Ferrellgas 85¢, Como Oil & Propane 87¢, and Federated Co-ops 89¢.  This item was tabled to the Council meeting for approval.

Urban Watershed Management:  Joan shared an e-mail from the Duluth Urban Watershed Advisory Committee.  Greg stated the committee would like to set up a meeting to come to Rice Lake and give a presentation on various management models in order to decide how the committee should be organized.  Greg stated their goal is to get feedback and comments on the best management model to use and they want to establish a watershed district in this area.  Joan said we are already part of the Lake Superior Watershed.  Greg stated he will go to the September meeting and try to find out more information.

Set aside money for buildings:  Discussion was held about moving money to investments for the various City buildings.  John W. stated it is important to keep setting money aside for when City buildings need maintenance and repair.  Holly said City Hall has $16,286.40, Public Works has $37,910, and the South Fire Hall has $1,939.10 set aside.  Suzanne asked what happens if we move the money and expenses exceed the budget for the year.  Holly stated funds will have to be taken from other departments with council’s approval.  Suzanne made a motion to move $25,000 to investments: $10,000 for City Hall, $5,000 for Public Works, and $10,000 for South Fire Hall with a second by John G.  All vote in favor.  Motion passed.

Additional positing site:  Joan shared with the Council an email she received from Duluth Feed and Seed offering to have a legal posting box put on their building.  Greg said there should be another posting site located in the Eastern part of the City and suggested Billy’s Bar and Grill.  Council agreed to add a posting site at Duluth Feed and Seed and to check into adding one at Billy’s Bar and Grill.  Joan will investigate. 

Planning and Zoning (P&Z) liaison:  John W. suggested that there be a Planning and Zoning liaison.  Discussion was held, Suzanne stated she is on the Board of Adjustment which is closely related to P&Z so she volunteered to be the liaison.  Joan asked the Council if they want to continue to do conditional use permit (CUP) inspections or should P&Z take it over. Greg said he would like to see P&Z, specifically Teresa, do CUP inspections.   John W. mentioned he would like Teresa to handle all of the P&Z and CUP management.  Teresa is to work with Suzanne.

2017 proposed budget: John W. stated the Council has already had budget meetings and went over each department’s budgets.  Joan and Holly went over the budget changes they made to meet the 3% increase approved by Council.  The changes were reviewed and discussed.  John W. mentioned St. Louis County is looking at a 9% increase.  He also informed the Council, the fire department is not happy with their budget.  The Council did approve a $5,000 increase to the operating budget, but did a decrease in contributions to the equipment fund.  Suzanne made a motion to approve the proposed 2017 budget with a second by John G.  All vote in favor.  Motion passed.  Joan requested Council set a date for the budget public hearing.  Council agreed to hold the public hearing on December 8th at 6:00 pm at city hall.

Special Event permit application:  Joan shared a draft copy of a special event permit application.  She asked Council if the city should consider implementing permits for other events along with those serving alcohol such as 5k’s or farmer markets.  Teresa mentioned that there have been parking issues when it comes to big events.  Greg said he would be in favor of a special event permit.  Discussion was held on the concept, enforcement, and who it would apply to.  Suzanne said she does not want to be the type of council that reaches into everyone’s daily lives and events.  John W. agreed.  Discussion was tabled till next agenda meeting.

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