City of Battle Lake - City Council Minutes December 13, 2016 The Battle Lake City Council met in regular session on Tuesday, December 13, 2016 at 7:00 p.m. at the Battle Lake City Hall. Acting Mayor, Don Maslow called the meeting to order at 7:00 p.m. with Council members Ryan Christensen and Marjorie Quammen present. Absent were Janet Schicker and Chuck Reeve. Also present were City Attorney, JJ Cline; Clerk/Treasurer, Val Martin; Police Chief, Kent Kortlever; Public Works Superintendent, Steve Seufert; Rescue Captain, Nic Drusch; Fire Chief, Derek Tysdal, and Liquor Store Manager, Adam Freyholtz. Also present: Mayor elect, Gene Kelm and Council member elect John (Archie) Salvevold. Visitors Jeremy Anderson from Design Tree Engineering, and additional visitors from the community were also in attendance. Acting Mayor, Maslow called the public hearing to order for: Battle Lake Oasis located at 114 Memory Lane. The request is to consider a variance from the allowable impervious surface. After installation of parking lot, impervious calculation came in at 41.45%. This is 811 square feet over the allowable 22,292 square feet. A higher berm was installed on the east end of the property, along with a small stormwater area in the northeast section of the property to keep water on the property. Hearing BL Oasis Martin informed the council that the planning commission was not able to act on the request as the property owner could not attend the meeting due to the weather. Maslow called for public comment. Dana Lynch and Cody Nelson, property owners next to the Battle Lake Oasis were in attendance to get more information. Martin said that she is planning to make a recommendation to the Planning Commission that they put a condition on their variance recommendation, after discussing the situation with the City engineer. The condition would be to build a berm just east of the parking lot to keep any storm water on their property. The variance should have no effect to their property. Lynch and Nelson said they did not have any issues with the City granting the variance. The public hearing was closed. Christensen moved to table action until the January council meeting in order to give the planning commission time to consider the request. Quammen seconded. MCU Bob Wright, property owner, and Glenn Howe, surveyor, were in attendance to request Council s consideration of a preliminary plat as follows: Robert G. & Dorothy S. Wright, Trustees, Wright Family Revocable Living Trust for a 2 lot subdivision to be known as Wright s First Addition to Battle Lake (2.85 acres within Government Lot 2, Section 3, Township 132, Range 40, City of Battle Lake, Otter Tail County, MN Street Address: 507 Front Street). Martin and Surveyor, Glenn Howe, explained the request. The Planning Commission minutes were reviewed: Martin stated she had a couple questions related to the plat one being the concern on the buildable area. The area by the lake may not be buildable, as it is, but there are other areas on the property that are buildable, this would satisfy the requirement. If someone wanted to build on the area that is below the elevation needed, they can apply for a conditional use permit. There was a discussion on the shared driveway and whether an easement would need to be recorded after the final plat. The Planning Commissioner felt it does need to be recorded right away. The owner has interest in annexing the small portion of the two lots that are in Clitherall Township into the City limits. Martin is working with City attorney, JJ Cline on the process. Martin stated that the plat does follow the requirements of the subdivision ordinance. The Planning Commission voted to recommend to the council that the preliminary plat be approved, contingent on the driveway easement being recorded with the final plat. Quammen moved to approve the preliminary plat with the conditions that the driveway easement be recorded with the final plat. Bob Wright Prelim. Plat Annexation Attorney Cline discussed the orderly annexation with the timeline to be done in late February. Clitherall Township has approved an orderly annexation and will need a resolution to officially make this decision. Glenn Howe said that they would prefer the annexation be complete prior to filing the final plat. Christensen moved to approve the agenda with additions. Quammen seconded. MCU Battle Lake City Council December 13, 2016 Page 1
Visitors: No visitor concerns Quammen moved to approve the consent agenda: Treasurer s Report Minutes from Last 2 Meetings Bills Totaling: $149,258.05 Extra Hours Report Consent Agenda Liquor Store Report: Adam Freyholtz presented his report on the liquor store with sales up 10.2% in November over last year. They were up 5.1% for the year compared to last year. New software will be installed next week with transfer of information completed at that time. They estimate the new system will be live by mid-january. Christensen moved to approve the resignation of Marlys Klimp. Quammen seconded. MCU Freyholtz said they would start advertising for help in the spring. Police Department Report: Police Chief Kent Kortlever reported on November activities, mileage and training. Rescue Squad Report: Drusch was present to give a report. Fire Department Report: New Fire Department Chief Derek Tysdal was present to give a report. Public Works Report: Seufert reported they are working to keep up with snow removal. They spent quite a bit of time dealing with the sidewalks for Safe Routes to School. It would be more efficient to have the contractor that does the downtown area do it. LQ Report PD Report Rescue Report FD Report Public Works Report There has been a request from the Senior Citizen s Center to have no parking signs in front for their food delivery. Quammen made a motion to approve with a time limit of 2 hours maximum and they must purchase the two signs needed for the project. Project List: Jeremy Anderson reported that we are waiting on MnDOT and the materials engineer to do a final inspection. There is a portion of sidewalk that still needs to be redone. Design Tree is paying for this and it will not delay the final inspection. Project List COMMITTEE REPORTS: BL Motor Patrol They are looking at hiring 2 snowplow drivers. The building is complete with the exception of a few minor items. They have switched to natural gas. There will be a discussion on a road grader coming up. BL Area Fire & Rescue Minutes and financials were received. There are a few items to take care of on the new fire hall such as the stormwater issues. There was a discussion on the meter for the fire hall and why it is taking so long. Suefert stated that it needs to be custom made and he s done all he can to get it completed as soon as possible. It should be here soon. LACC: Minutes were received. The contract should be coming in January. Tri-City Housing Meeting Minutes received. Martin presented report. As part of the contract for the marketing campaign, we will get 2 videos. They are considering doing a video during the ice fishing contest and one this summer for a taste of Battle Lake. If anyone has additional ideas, they should let Martin know. Economic Development Authority: Minutes received. Martin presented report. The breakfast meeting with the businesses went well. Motor Patrol BLAFRA LACC Tri-City Living EDA Report Battle Lake City Council December 13, 2016 Page 2
Safe Routes to School Minutes received and reported by Martin, Seufert and Kortlever. Wellhead Protection Annual Meeting Minutes were received. Martin and Seufert presented the report. UNFINISHED BUSINESS: Changes to Ordinance 54 Natural Gas were presented. The changes were proposed to clarify base rate charges. Quammen made a motion to approve the changes. Christensen made a motion to approve the proposal for snow removal on sidewalks including the new Safe Routes to School sidewalks. Quammen seconded. MCU Christensen made a motion to approve the list of items for the OSHA grant application. Quammen seconded. MCU Christensen made a motion to share the cost of the remaining deficit for the fireworks, which was held in July, with First National Bank of Battle Lake. Our share is $163.61 and will need a fund transfer from General Fund to Fund 245 - Community Events. Quammen seconded. MCU The fund transfer will be included in the year-end fund transfer resolution. Quammen made a motion to table the variance request from John Everts until the January 10, 2017 council meeting. NEW BUSINESS: The oath of office was administered by Clerk Martin to newly elected council members Ryan Christensen and John Salvevold and mayor-elect Gene Kelm. The Finance Committee met earlier to discuss the 2017 budgets and reported as follows: 1. Reviewed General Fund for 2016 with expenses at $242,046 over receipts. Consideration for this large amount (some not budgeted): Motor Patrol Buyout-$15,919; General Fund Spend-down - $10,000; Fire Hall interfund loan - $150,000; Safe Routes to School funding was transferred in prior years - $46,000, Additional expenses for SRTS - $23,868; Additional advertising for 125th - $8,000; (Total impact - $253,787) 2. The committee will recommend an addition $23,000 be transferred from the liquor store to General Fund for Safe Routes to School (Total would be $46,000) 3. 2017 General Fund Budget was reviewed. Martin suggested removing the EDA transfer from the General Fund to the Liquor Store Fund, along with the expense. This will be a wash. No other changes to the General Fund were recommended. The committee will recommend the Final Levy at the same amount as the preliminary levy. 4. Water and Sewer funds were reviewed. Last year, we needed $1.60/1000 gallons increase in water usage fees and $1.20/1000 gallons increase in sewer usage fees to balance. Committee and council decided to increase by 1/2 this amount for 2016 in each fund. The committee will recommend the same increase of 80 cents/per thousand gallons for water and 60 cents/per thousand gallons for sewer for 2017 to help balance the budget. 5. Natural Gas Fundwas also reviewed. The budget has already been approved and no changes are recommended at this time. 6. The Capital Improvement Plan was reviewed with some minor changes. Martin is waiting to get financial information from Jeremy Anderson for street repairs stretched out for 20 years. This will be added for council recommendation. 7. The committee discussed a CIP plan for both Motor Patrol and BLAFRA. They would like the representatives to go back to each committee and recommend that a plan be put together so budgeting is easier for each entity. A property tax comparison and a utility rate comparison for the area were presented. Council agreed that utility rates should increase as recommended by the finance committee. The new rates have been added to the fee ordinance. The 2017 Capital Improvement Plan was reviewed. Martin and Seufert worked closely with Jeremy Anderson from Design Tree Engineering and the finance committee to come up with an extended schedule, including street repairs. A number of recommendations were discussed that would come into play for the 2018 budget. Christensen moved to approve the 2017 Capital Improvement Plan as presented. Quammen seconded. MCU SRTS Wellhead Protection Amendmen t Ord. 54 NG Snow removal OSHA grant Fireworks John Everts Oath of Office Finance Committee- 2017 recommend ations Capital Imp. Plan 2017 Battle Lake City Council December 13, 2016 Page 3
The final budgets and levy were discussed. Call for public comment with no one present to comment. Christensen moved to approve Resolution 2016-12-13A Approval of Final Levy and Final Budgets. Quammen seconded. Roll call vote: those voting for Quammen, Christensen and Maslow. Those voting against none. MCU Appendices to Ordinance Chapter 50 and 54 were presented, along with their summary publication. Christensen moved to approve. Maslow seconded. MCU Christensen moved to approve the 2017 Rates and Fees Ordinances with changes. Maslow seconded. MCU Christensen moved to approve a 3.2% on-sale malt liquor license for Williams Company. Quammen seconded. MCU Hearing BL Oasis Quammen moved to approve Resolution 2016-12-13B Business Licenses for 2017. Christensen seconded. Roll call vote: those voting for Quammen, Christensen and Maslow. Those voting against none. MCU Christensen moved to approve the 2017 Legal Service Agreement as presented. Quammen seconded. MCU It was noted that the fee remained the same as 2016. Christensen moved to approve Resolution 2016-12-13C Authorizing Payment of End-of-Year Claims. Quammen seconded. Roll call vote: those voting for Quammen, Christensen and Maslow. Those voting against none. MCU A resolution for fund transfers was tabled until the December 27, 2016 council meeting. Quammen moved to approve Resolution 2016-12-13E Certifying Delinquent Water/Sewer/Natural Gas bills to the County for Collection. Christensen seconded. Roll call vote: those voting for Quammen, Christensen and Maslow. Those voting against none. MCU Quammen moved to approve Fire Department officers as follows: Chief Derek Tysdal 1 st Assistant Owen Christensen 2 nd Assistant Mark Christensen Secretary Jake Christensen Training Officer Bennet Stich Christensen moved to approve the Social Media Policy as presented. Quammen seconded. MCU Christensen made a motion to approve the implementation of a City of Battle Lake Facebook page. Quammen seconded. MCU Christensen made a motion to move Clitherall Township to the Rescue office as they have moved to the fire hall. The new office will give them more room and a separate entrance. The other office will used as an additional meeting room along with storage for maps, file cabinets, etc. Quammen seconded. MCU Martin reported that a meeting was held on November 29 th to discuss a future application for Bike Friendly Community designation. The meeting attendees decided that fall of 2017 would be a good time to submit an application, rather than trying to get it done this spring. We received honorable mention after the last application and hope to get bronze designation. There was a Battle Lake to Ashby trail meeting held on November 29 th. SRF Consulting Group was there to run the meeting and to discuss options with the committee. Another committee meeting or 2 will be held in the late winter/early spring and open houses will be held in the summer of 2017. The next committee meeting will be held in Ashby. Bob Wright Prelim. Plat FD Officers Social Media Policy Facebook Clitherall Township office Bike Friendly Community BL to Ashby trail Battle Lake City Council December 13, 2016 Page 4
Quammen moved to approve a gambling permit for Lakes Area Community Center for bingo, 4 dates in 2017. Notice was received from the MN Department of Health that they did not receive a bacteriological results for the 3 rd quarter of 2016. Seufert completely forgot to send in the report and called to see if he could still submit it but could not. The letter stated that a paragraph will be inserted in the next Consumer Confidence Report in order to comply with the requirements that the public needs to be notified. An Open House for Chuck and Janet will be held December 20 th from 5:00 to 6:30 p.m. to honor their years of service. The next council meeting will be December 27 th at 5:30 p.m. Bingo Permit MN Dept of Health Letter Chuck & Janet Open House Adjourn at 9:00 p.m. Valerie J. Martin Clerk/Treasurer Battle Lake City Council December 13, 2016 Page 5