September 18, 2018 Regular City Council Meeting

Transcription

1 September 18, 2018 Regular City Council Meeting A Regular Monthly Meeting of the Sebeka City Council was called to order in Council Chambers of the Sebeka City Hall at 6:31pm by Mayor Anderson. A quorum of the council was present with Mayor Anderson and Council Members Schmitz, Lillquist, Grewing and Nims in attendance. City staff attending all or a portion of the meeting include Hahn, Hoppe, Lane, Klovstad, and Randall. Greg Anderson/MSCTV and Matt Johnson/Review Messenger attended on behalf of the media. Guests included Jason Murray (DDA), Stephanie Vandermay (Sebeka Trap Shoot), Jim Rife (Rife s Stop and Shop), Dan Huebsch (CCY), and Jeremiah Dwire (resident). The Pledge of Allegiance was recited. Mayor Anderson asked for changes to the agendas. Changes to the regular agenda include: adding item 1A, certificate of appreciation; 5A5, Anne Oldakowski-Wadena Soil & Water Conservation; 5E, Jason Murray, GO Refunding Bond and Resolution (moved from 7A4); 6A5 Core and Main invoice; 6A6 Thad Schulz project; 6B5 Joe Randall request for reimbursement; 6C2 Employee reimbursement request; 6E5 Work Comp premium quote; and 7B4 Tobacco License Dollar General. Consent agenda was reviewed. No changes requested. MOTION by Lillquist and seconded by Grewing to approve the regular agenda and consent agenda as noted/amended, and approval of all items on the consent agenda. Motion Carried - unanimously with PRESENTATIONS: Justin Ahrendt, Sebeka C&C Not in attendance. Stephanie Vandermay addressed the council regarding the upcoming Trap shoot fundraiser dinner and silent auction to be held at the Event Center on November 24 th. Requesting council to waive the rental fee for this non-profit, school related function. Also requesting approval for a gambling permit, as they want to pull the winning raffle tickets at the dinner. MOTION by Grewing and seconded by Schmitz to approve waiving of the EC rental fee for the Sebeka Trap shoot fundraiser dinner, and to authorize the gambling permit for the raffle, with Clerk to sign paperwork when received from Stephanie. Motion Carried - unanimously with The next three people listed on the agenda did not appear. However, Jamie Huttunen (Sebeka Lions) and Anne Oldakowski (Wadena Soil & Water) had submitted written requests for waiving of EC rental fees for their events. The submitted documents were reviewed by council. No documents were presented for Raina Connor of Community Ed. MOTION by Grewing and seconded by Nims to waive the EC rental fees for the Sebeka Lions event and the Soil & Water Conservation District event. Motion Carried - unanimously with Jim Rife, Rife s Stop & Shop addressed the council to let them know a grand opening/open house will be held on September 28/29 to showcase their new top tier gasoline partnership with ARCO. Outlined some of the features on the new pumps, and stated the new ARCO sign would be going up soon. He explained some of his future plans/hopes to expand to the north. September 18, 2018 Regular Council meeting Page 1

2 Dan Huebsch, CCY addressed the council to provide an overview of the CCY program, a bit of history, how it works, how referrals are received, what types of activities are being done and reporting of some of the stats. He provided a report that shows all of this information. Expressed appreciation for and encouraged continued support for the program by the City. Mark Brockpahler, former LS employee arrived at the meeting at the invitation of the council. Mayor Anderson presented Mark with a certificate of appreciation in honor of his 23 plus year as an employee of the Sebeka Liquor Store. Matt Johnson took a photograph of the Mayor presenting the certificate to Mark. Others also expressed their appreciation for the excellent service Mark has provided over the years. Jeremiah Dwire, Sebeka resident addressed the council concerning the final water bill received for their rental of the old liquor store building. He is requesting reconsideration of the bill of over $700. The Clerk/Deputy outlined the history of the account with dates of meter readings and payments. At the time Jeremiah vacated the building, the meter had not been read for approximately 13 months. Billing had reflected base rate only with no usage. During this time, there may have been a leak, but as meter was not read, it is unclear as to if/when that may have occurred. Due the minimal time spent in the building Jeremiah feels the bill is very high. Another issue is that Jeremiah had requested the water to be shut off, which was not completed by the City. Deb recalculated the account as if the water had been shut off when requested, adding the disconnection fee and halting the base rate billing. This resulted in Jeremiah having an overpayment of $ Jeremiah acknowledges there had been some water usage. At this point it is impossible to determine how much may have been used. It was proposed that instead of refunding the $31.29 overpayment, the city would apply it towards estimated water usage and the account would be considered paid in full. Jeremiah agreed to the compromise. MOTION by Grewing and seconded by Schmitz to apply Jeremiah Dwire s $31.29 utility bill over payment to the unbilled water usage and consider the account paid in full. Motion Carried - unanimously with Jason Murray, David Drown Associates pleased the council by reporting they were successful in the attempt to refunding the improvement bond with a savings of over $121K using present value, and he was here to ask the full council to ratify the sale. Explained that funds for repayment would continue to come from the previous special assessment, continued annual transfer of $35,500 from sewer funds, and the debt levy. Discussed that on the original debt, the assessment amounts certified to the county were lower that what was indicated in the plan. At some point there was an adjustment of some sort of which he has no record of. And with their being a different financial advisor, clerk and council, it might be difficult at this point to determine when and what changed. He just wanted to point out that this does put pressure on the debt levy, and the city has been using sewer funds and general revenue funds to meet the obligations for repayment. MOTION by Lillquist and seconded by Schmitz to adopt Resolution authorizing the issuance, sale and delivery of $2,510,000 GO Improvement refunding bonds, Series 2018A. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. September 18, 2018 Regular Council meeting Page 2

3 DEPARTMENT REPORTS: Public Works Report: Tom presented the PW department report and activities completed and planned were reviewed and discussed. He is requesting to put some items on public auction to be held by Tony Fischer on September 29 th. The sidewalk replacement as part of the county CSAH-12 project was discussed. Tom indicates he would like to purchase a broom/sweeper for clearing sidewalks. During the project there have been several risers hit and broke. They will be replaced by the county. Quotes for repair/refurbishment of the old LS neon sign were reviewed. Discussed where to place the sign when completed to ensure visibility while having in a location to limit chance of it being damaged. Discussed whether or not this is a necessary expense at this time. Discussed winterization at the old LS building. It is being offered for sale. Decided it should be winterized with the heat to remain on real low which would help eliminate some to the dampness causing mold on carpet. MOTION by Grewing and seconded by Nims to put unneeded items for sale on public auction to be held September 29, 2018; and to purchase a broom/sweeper for clearing of sidewalks at an amount NTE $ Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Grewing to put notice in paper and on radio that hydrants will be flushed the week of October 8 th. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Anderson to except the quote from Star Lite Neon Sign Co for repair and refurbishment of the neon sign NTE $2650. While concerns were voiced in discussion, the Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. An invoice from JMS for water main repair was discussed. This was result of damage from a previous project caused at the end of a resident s driveway. The county had made some repairs but at no expense to the city, however, the resident and Tom did not feel it had been fixed correctly and Tom made the decision to make it right. The cost to the city was $1000. The cost of repair to the actual driveway were billed directly to the resident. An invoice for Core and Main was discussed. It was thought part was needed for a water main leak repair, but it was not. The item has been put in inventory for future use as it will be needed. MOTION by Schmitz and seconded by Nims to approve payment of the JMS invoice in the amount of $1000. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Grewing to approve payment of the Core & Main invoice for $385. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. Discussed a repeated request to meet with a private engineering company and staff from Wadena Soil & Water regarding a rain garden/sediment basin project being planned on the private residence of Thad Schulz. They are asking the city to cost share to remove and replace a culvert to improve drainage off the site, because his project might create ponding near the culvert. This issue has been discussed with PW staff and PW Dept. committee members. September 18, 2018 Regular Council meeting Page 3

4 The city does not have a drainage issue at this location. If the project creates an issue, it would be up to them to fix it. They have been told twice if they want to request the city to cost share they need to come to the council meeting and make a request. They have declined coming to council, and again are asking that city staff meet with them to discuss the project. The council directed the clerk to re-send the date and time of the next council meeting and let tell them they need to make their request to the council. Liquor Store Report: Reviewed department report. The purchase of the scanner was approved on the consent agenda and no additional discussion is required. The financial reports were reviewed and discussed. MOTION by Schmitz and seconded by Grewing to approve 10% off for Veteran s on October 3 rd. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Lillquist to approve the Trojan War fundraiser at the Event Center, NTE $350. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Lillquist to raise the food license to the next level for $100 to allow having additional food options at the liquor store. Motion Carried - unanimously with Reviewed some sample resolutions provided to encourage the City to adopt a similar resolution to encourage legislators to not pass laws allowing sale of strong beer, wine and spirits in grocery and convenience stores. Clerk was asked to draft a resolution for Sebeka and bring it to the next meeting. Reviewed employee expense reimbursement request for Joe Randall. This was not received in time to be placed on the consent agenda. MOTION by Schmitz and seconded by Lillquist to approve the reimbursement for Joe Randall in the amount of $ Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. Police Department Report: Chief Lane presented and reviewed his department report. Calls were average for the month at 163. Discussed that there has been no communication regarding the status of the hazardous buildings or nuisance properties in town. Discussed police call regarding a nuisance animal that had to be disposed of. Reviewed employee request for reimbursement submitted by Josh Johnson. Claim was not received in time to have been included on the consent agenda. MOTION by Schmitz and seconded by Lillquist to approve the reimbursement for Joshua Johnson in the amount of $ Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. Discussed the RFP for city and prosecuting attorney. The response deadline is September 28. We have received multiple requests for a copy of the RFP. Fire Department Report: Chief Haman was not able to attend. The department activity report was reviewed. There were 15 calls responded to. September 18, 2018 Regular Council meeting Page 4

5 Clerk: Clerk memo was reviewed with Clerk pointing out items not yet discussed. Discussed request to get an additional poll pad for the upcoming elections. The county commissioners agreed to pay ½ of the cost. The other half would be shared equally with North German and Red Eye Twps. The cost to the city would be $214. Also discussed installing a key card reader system for City Hall access. This would be on both the front and back doors and would eliminate the need to rekey the doors when there are staff changes. A quote was provided from Contact Radio. This would run off the same software being used for the Fitness Center. There is a capability to have up to four doors on the system. Cheryl will check with Tighe to see if he wants one placed on the PD door. It was also suggested that at some point to consider adding a key card system at the liquor store. The packet also includes the Work Comp renewal premium. The premium is considerably higher than anticipated at $28,707 (up from $18K). Council needs to select a premium option. MOTION by Schmitz and seconded by Lillquist to purchasing of the election poll pads with cost to be shared with the county and two townships as stated. Motion Carried - unanimously with MOTION by Lillquist and seconded by Schmitz to purchase key card access system at city hall for an amount NTE $1844 as quoted. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Grewing to approve the regular premium option for the work comp renewal in the amount of $28,707. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. OLD BUSINESS: Reviewed two versions of resolutions to adopt the preliminary levy and budget for The first version is with the $9531 reduction in the levy as agreed to at the last budget workshop. The second version is updated with the new work comp premium information just received. This would eliminate the reduction in the general fund levy, leaving it the same as the 2018 levy rate. The debt levy would still have the $58 reduction based on the existing debt schedule. MOTION by Anderson and seconded by Grewing to approve Resolution with a preliminary general fund levy in the amount of $295,269, and a preliminary debt levy of $80,100. Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. MOTION by Schmitz and seconded by Lillquist to approve Resolution with preliminary budgeted general fund revenues of $682,098; general fund expenditures of $682,098; total revenues of $1,741,187; total expenditures of $1,668,575. Motion Carried - unanimously with NEW BUSINESS: A resolution was presented to assess delinquent utility charges to the owner s property taxes. MOTION by Schmitz and seconded by Grewing to adopt Resolution to certify outstanding delinquent water and sewer bills to the property taxes for collection in Motion Carried - unanimously with Anderson, Lillquist, Nims, Schmitz and Grewing all voting in favor. September 18, 2018 Regular Council meeting Page 5

6 Discussed the R5 Summit which is held each year by Region 5 and Sourcewell/NJPA. The clerk will be attending, and asked if any council members were interested in attending. None expressed an interest in attending this year. A resolution was presented to either deny or approve a request to vacate an alley within the city. Prior to this regular meeting a public hearing was held to hear any comments from residents regarding the request. In its capacity of Planning Commission, the City Council recommends approval of the request to vacate the alley for the reasons stated in the resolution. MOTION by Schmitz and seconded by Grewing to adopt Resolution to vacate an alley in the Slover & Anderson s Addition. Motion Carried - unanimously with Anderson, Nims, Lillquist, Schmitz and Grewing all voting in favor. Reviewed a tobacco license application submitted for the Dollar General store. MOTION by Grewing and seconded by Schmitz to approve the Tobacco License for Dollar General. Motion Carried - unanimously with Anderson, Nims, Lillquist, Schmitz and Grewing all voting in favor. ADJOURN: Having no other business before the council, Motion by Grewing and seconded by Lillquist to adjourn the meeting at 8:34pm. Motion Carried - unanimously with Anderson, Schmitz, Lillquist, Nims and Grewing all voting in favor. Cheryl Hahn, City Clerk/Treasurer David Anderson, Mayor September 18, 2018 Regular Council meeting Page 6