MINUTES REGULAR CITY COUNCIL MEETING MAY 29, 2018 Mayor Jeff Thompson called the meeting to order at 6:00 p.m. Council members present were Len Gilmore, Jean Soine, and Neil Herzberg. Alicia LaBeau was absent. Others present were Renee Eckerly, City Administrator; Jennifer Welling, Administrative Assistant/Zoning Specialist; Ron Mergen, Public Works Director; Bill Spooner, City Attorney; Chuck DeWolf, Bolton & Menk, Inc.; Bill Ludwig, Liquor Store Manager, Ryan Schmidt, Schlenner Wenner & Co.; Belinda Ludwig, Finance Specialist; and Paul Wegner, Police Chief. The Pledge of Allegiance was recited. Council members gave verbal activity reports. Bill Ludwig, Liquor Store Manager reported on the following: Sales including summer sales Events No Wine Club in June, July, and August Store re-set The move of ice outside is working well Legislation for strong beer and alcohol in grocery/convenience stores is being discussed CONSENT AGENDA Motion to approve the minutes from the following meetings: April 9, 2018 Public Works Committee and March 12, 2018 Public Works Committee. Motion to approve the following vouchers: 05/18/2018 Payroll-N Hoiseth Ins Refund 96906 $697.58 05/24/2018 Payroll Checks 96907-96936 $25,490.09 05/24/2018 Payroll Taxes 96937-96939 $1,017.22 05/24/2018 Payroll - Fed $6,749.49 05/24/2018 Payroll - State $1,261.23 05/24/2018 Payroll - TASC $269.21 05/24/2018 Payroll - PERA $6,154.47 05/24/2018 Payroll - SELECT $298.08 05/24/2018 Payroll - Health Partners $4,283.37 05/24/2018 Payroll - AFLAC $139.41 05/24/2018 Payroll - Delta Dental $167.75 05/24/2018 Payroll - Lincoln $586.77 05/25/2018 Vouchers 96940-97005 $174,512.96 GRAND TOTAL $221,627.63 Motion to appoint Harlan Leusink to the Airport Commission, effective immediately. Motion was made by Gilmore to approve the Consent Agenda. Seconded by Soine and unanimously carried.
2017 AUDIT Ryan Schmidt, Schlenner Wenner & Co. presented the 2017 audit that included the following: Audit process clean opinion (best opinion the City can get) Audit results standard practices, net pension liability, no issues with the audit Material weaknesses o Audit adjustments o Segregation of duties o Auditor s prepare financial statements Minnesota legal compliance with state statutes no issues Financial highlights o General fund revenue & expenses o Revenues are exceeding expenses o Gap debt service payments o Fund balance 55-60% of expenses in reserves 2017 had 87% Stable fund balance Cash in general fund was up in 2017 Cash trends Water revenues and expenses Sewer revenues and expenses Liquor revenues and expenses o Net position decreased due to pension liability o Transferred $35,000.00 to the general fund Cash Assets Debts There were no questions from the audience or Council. Motion was made by Soine to accept and approve the 2017 Audit as presented. Seconded by Herzberg and unanimously carried. RESIGNATION OF FIREFIGHTERS Ron Mergen, Firefighter has submitted his resignation from the City of Paynesville Fire Department with his last day being June 1, 2018. Mergen has been on the Fire Department since May 1, 1989. Len Gilmore, Firefighter has submitted his resignation from the City of Paynesville Fire Department with his last day being June 1, 2018. Gilmore has been on the Fire Department since April 26, 2000. Andy Soine, Fire Chief is requesting to begin the process to create an eligibility list. Motion was made by Soine to accept resignation of Ron Mergen and Len Gilmore, Firefighters, effective June 1, 2018 and to start the hiring process to create an eligibility list for the Fire Department. Seconded by Herzberg and unanimously carried (Gilmore abstained).
LMC POLICY COMMITTEE Council Member, Alicia LaBeau is interested in serving on the housing related LMC Policy Committee, Improving Local Economies. This Committee meets on Tuesday mornings in July, August, and September, 2018 in St. Paul. Expenses would include mileage and per diem. Motion was made by Gilmore to approve the attendance of Council Member, Alicia LaBeau to the LMC Policy Committee Improve Local Economies. Seconded by Soine and unanimously carried. LMC BOARD OF DIRECTORS SECOND VICE PRESIDENT Mayor, Jeff Thompson has been asked to serve on the LMC Board of Directors as Second Vice President. Resolution 2018-10 Supporting The Candidacy Of Paynesville Mayor Jeff Thompson For Second Vice President, League Of Minnesota Cities was presented. Motion was made by Herzberg to approve Resolution 2018-10 Supporting The Candidacy Of Paynesville Mayor Jeff Thompson For Second Vice President, League Of Minnesota Cities. Seconded by Soine and unanimously carried. PAYNESVILLE AREA CENTER COMMITTEE MEMBER Council Member, Alicia LaBeau is interested in replacing Renee Eckerly on the Paynesville Area Center Committee as the City s Representative. Motion was made by Gilmore to appoint Alicia LaBeau to the Paynesville Area Center Committee as the City representative, effective immediately. Seconded by Soine and unanimously carried. MN DEPARTMENT OF PUBLIC SAFETY LEASE An amended lease with the MN Department of Public Safety for the use of the Council Chambers for driver s license testing weekly on Thursdays. This is a 3 year lease, effective July 1, 2018 through June 30, 2021 was presented. The lease is in the amount of $4,800.00 paid quarterly over 3 years in equal installments. There are no changes to the lease except for the dates. Motion was made by Soine to approve the State of Minnesota Amendment Of Lease Amendment No. 2 Lease No. PS0309 between the State of Minnesota and the City of Paynesville. Seconded by Herzberg and unanimously carried. IRRIGATION TILE LINE A tiling proposal and quotes from Voss Plumbing & Heating in the amount of $39,930.00 and MBC Drainage in the amount of $41,225.00 were reviewed. The Public Works Committee has reviewed this and recommends obtaining two quotes for 18 in diameter dual wall pipe. Excerpt of minutes from the May 14, 2018 Public Works Committee meeting: IRRIGATION TILING Zac Welle gave a short presentation on the proposed tiling project with the following improvements that would be made by the project:
Improve existing drainage Irrigation after heavy rain event and wet periods Prevent irrigators from getting stuck The ditch and water way are progressively getting bigger and wetter Prevent yield loss Benefits to the City and Mr. Gottwald DeWolf had a farm soils engineer run the calculations and size the pipe to match the drainage area and they came up with a 21 diameter pipe to handle 100% of the run off. Welle proposed to install 1,200 ft. of 18 tile that would flow into 950 ft. of 15 tile. A catch basin would be installed at the connection point of the 18 and 15 pipe to allow the water to over flow in heavy rain events. The idea is with the sandy soils any overflow will infiltrate into the ground. Also some sub tiling would be done on the Mages/Welle property. Members questioned DeWolf on the pipe sizing. DeWolf recommended an 18 diameter pipe the entire way knowing that a 24 pipe would be cost prohibitive. Welle agreed that they would install an 18 diameter pipe. After a short discussion, Motion was made by Peschong to obtain two quotes for the 18 diameter dual wall pipe and recommend the low quote to Council. Seconded by Quade and unanimously carried. Motion was made by Herzberg to approve the quote from Voss Plumbing and Heating in the amount of $39,930.00 with funds to come from the sewer equipment fund. Seconded by Gilmore and unanimously carried. FIRE DEPARTMENT SURPLUS PROPERTY - SHED The Fire Department would like to surplus their existing 10x16 storage shed that is being replaced with a larger shed. The existing shed is described as: wood floor on two (2) skids 2x4 construction, ag steel siding and roofing double plywood doors, no windows This shed would be sold on sealed bids as is with no warranty or guarantee expressed or implied and all permits, costs and risks associated with and necessary to move, place, and/or make corrections to the shed will be the responsibility of the successful bidder. Motion was made by Gilmore to approve 10x16 storage shed as surplus property and authorize advertisement for sealed bids. Seconded by Soine and unanimously carried. HIRING FULL-TIME POLICE OFFICER Colin Meadows has completed all of the contingencies that were set by Council on April 9, 2018 to be eligible to be offered a Police Officer position: Motion was made by Soine to proceed with the physical exam, physical test, psychological evaluations, and background investigation on Colin Meadows the second candidate on the eligibility list for Police Officer position from January 3, 2018. Seconded by LaBeau and unanimously carried.
Wegner recommends hiring Colin Meadows at grade 9/step 1 ($19.80 or $41,177.18) on the 2018 Wage Scale in the police labor union contract with a start date of June 10, 2018 (Sunday). Motion was made by Gilmore to hire Colin Meadows as a full-time Police Officer at $19.80 per hour (Grade 9 Step 1 $41,184.00 annually) with a start date of June 10, 2018. Seconded by Soine and unanimously carried. SALE OF LOT - CORBIN The Council approved the purchase offer of $20,000.00 from Jim & April Corbin for Lot 10, Block 2, Heatherwood Plat 3 on May 14, 2018. Resolution 2018-11 authorizing the City to sell the property to Mr. & Mrs. Corbin was presented. Motion was made by Herzberg to approve Resolution 2018-11. Seconded by Soine and unanimously carried. AIRPORT VIEW PLAT - EASEMENTS The Perpetual Trail Easement & Perpetual Drainage And Utility Easement were presented. This would be for Lot 5, Block 1 of Airport View and Lot 1, Block 1 of Airport View. Motion was made by Soine to approve Perpetual Trail Easement & Perpetual Drainage And Utility Easements in Airport View Plat. Seconded by Herzberg and unanimously carried. 2019 STREET IMPROVEMENT PROJECT DeWolf presented the Preliminary Engineering Report for the 2019 Street Improvement Project including: Streets within the project Total reconstruction including, water, sewer, street, curb and gutter Replacing water mains, sanitary sewer, and storm sewer Street widths Extension of trail Extension of Second St. Project costs Assessment rates No sidewalks are being proposed Project schedule: o Open House was May 19, 2018 and the Preliminary Assessment Public Hearing will be June 25, 2018 o Spring bid opening Resolution 2018-12 Dispensing With The Requirement For Review Of The 2019 Street Improvement Project By Planning Commission and Resolution 2018-13 Receiving Feasibility Report & Calling For Hearing On Improvement were presented for consideration.
Motion was made by Soine to approve Resolution 2018-12 Dispensing With The Requirement For Review Of The 2019 Street Improvement Project By Planning Commission. Seconded by Herzberg and unanimously carried. Motion was made by Soine to approve Resolution 2018-13 Receiving Feasibility Report & Calling For Hearing On Improvement are attached for consideration. Seconded by Herzberg and unanimously carried. INFORMATIONAL Thompson reviewed the following informational items: April Liquor Store Report and June & July Meeting Schedules. There being no further business, the meeting was adjourned at 6:50 p.m. Renee Eckerly, City Administrator