January 8, 2009
CITY COUNCIL AGENDA
Monday January 12, 2009 5:30 p.m. Council Chambers, City Hall
1. Call to Order
2. Oaths of Office for Newly Elected Officials
3. Appoint City Council Member
4. Agenda Additions or Deletions
5. Approval of Minutes
6. Approval of Accounts Payable Listing
7. Project Pay Request · WWTF Improvements Pay Request No. 3 - $26,534.45 · WWTF Improvements Engineering Pay Request No. 2 - $152,299.86 · Water Control Improvement Pay Request No. 2 - $169,361.25
8. Election of Acting Mayor
9. Appoint Clerk-Treasurer Glenys Ehlert
10. Set Time, Place, & Date of Regular Meeting A. Second Monday, 5:30 p.m., Council Chambers, City Hall B. Last Tuesday, 4:30 p.m., Council Chambers, City Hall
11. Appoint City Attorneys: Krekelberg & Skonseng and Svingen, Karkela, Cline, Haugrud, Hunt, Larson & Jensen PLLP
12. Resolution Designating Official Newspaper: Pelican Rapids Press
13. Resolution Designating Official Depositories: Wells Fargo, Minnesota National Bank, Wells Fargo Investments and State Bank and Trust
14. Resolution Approving Expenses to State Fire School
15. Resolution Approving Expenses for Water, Wastewater and Bio Solids Schools, Police Training, Liquor Store, Police Chiefs’, Clerks’ and Mayors’ Conferences, and LMC Conference, Newly Elected Officials and Regional Meetings.
16. Approve Payment of Administrator and Clerk-Treasurer Bonds
17. Approve Payment of Liquor Store Bond 1
8. Library Report- Board Appointment
19. Appointments to Boards & Authorities
20. Police Chief Report
21. Utility Superintendent Report
22. Street/Park Superintendent Report
23. Liquor Store Report
24. Financial Report · Extend Well House Loan
25. Schedule of Fees
26. Mileage Rate – IRS rate, 55 cents, 1-1-09
27. Household Hazardous Waste Collection Day – 8-5-09 – 10:00 a.m. – 2:00 p.m. @ City Public Works Facility
28. Certify Unpaid Utility Bills
29. Approve Plumber Registration
30. Lakes Country Service Cooperative Membership Renewal
31. Adjourn to EDA Meeting
32. Review EDA Actions 33. Open House Honoring Former Mayor Wayne Runningen – 1/22/09 from 4:30-6:30 pm
January 8, 2009
Monday, January 12, 2009 Immediately Following Council City Hall
1. Call to Order
2. Agenda Additions or Deletions
3. Election of Officers
4. Approval of Minutes 10/13/08
CITY OF PELICAN RAPIDS COUNCIL MEETING MINUTES -01-12-09
The City Council of Pelican Rapids met in regular session at 5:30 p.m., on Monday, 01-12-09, in Council Chambers, City Hall. Mayor Ben Woessner, Council Members Steve Foster, Kevin Ballard and John E. Waller, III were present. No one was absent. Administrator Don Solga, Clerk-Treasurer Glenys Ehlert, Police Chief Scott Fox, Street and Park Superintendent Brian Olson, Utilities Superintendent Brent E. Frazier, Library Director Annie Wrigg, Liquor Store Manager Bob Leslie, Bev Woessner, Dale Peterson and Kelley Gorman of the Pelican Rapids Press were also present.
Mayor Woessner called meeting to order.
Mayor Woessner requested that people present stand, address the flag and recite the Pledge of Allegiance.
Mayor Ben Woessner and Council Members Steve Foster and Kevin Ballard all read and signed their Oaths of Office.
Mayor Woessner read letters of interest to fill vacancy on the City Council from former Council Member Richard Peterson and former Chamber President James Strand. Council Members commented that both people would make good council members. However, they noted that Peterson has been serving as a council member.
Motion by Waller, seconded by Ballard to appoint Richard Peterson to fill the vacancy on the City Council for the two years remaining until the next election. Motion passed unanimously.
Motion by Waller, seconded by Foster to approve the minutes of 12-08-08 and 12-30-08 as presented. Motion passed unanimously.
Council considered the Accounts Payable Listing of 01-12-09.
Motion by Waller, seconded by Bakken to approve the Accounts Payable Listing of 01-12-09 as amended. Motion passed unanimously.
Motion by Waller, seconded by Foster to accept the engineer’s recommendation and approve Pay Request No. 3 to contractor Gridor Contruction, Inc., in the amount of $26,534.45 for WWTF Improvement Project No. 75 and Pay Request No. 2 to Northern Plains Contracting, Inc., in the amount of $169,361.25 for Water Controls Improvement Project No. 74. Motion also approves Pay Request No. 2 to Interstate Engineering, Inc., for engineering on the WWTF Improvement Project No. 75, in the amount of $152,299.86. All invoices have been reviewed by Administrator Don Solga. Motion passed unanimously.
Motion by Foster, seconded by Ballard to appoint John Waller as Acting Mayor. Motion passed unanimously.
Motion by Waller, seconded by Foster to appoint Glenys Ehlert as Clerk-Treasurer. Motion passed unanimously.
Motion by Foster, seconded by Waller to establish 5:30 p.m. as the regular meeting time for the 1st Council meeting held on the second Monday of the month and 4:30 p.m. as the regular meeting time for the 2nd Council meeting held on the last Tuesday of the month. Motion passed unanimously.
Motion by Waller, seconded by Ballard to approve agenda items 11 – 15: To appoint the firms of Krekelberg, Skonseng & Soberg, PLLP, and Svingen, Karkela, Cline, Haugrud, Hunt, Larson & Jensen, PLLP, as city attorneys. To designate The Pelican Rapids Press as the official newspaper. To designate Minnesota National Bank, State Bank and Trust, Wells Fargo and Wells Fargo Investments as official depositories. To approve expenses to send delegates to State Fire School. To approve expenses for Water, Wastewater, Bio Solids Schools, Police Training, Liquor Store, Police Chiefs’, Clerks’ and Mayors’ Conferences, League of Minnesota Cities Conference, Newly Elected Officials Conference and Regional Meetings. Motion passed unanimously to approve agenda items 11 - 15.
Council Members requested additional information on term of Administrator and Clerk-Treasurer Bonds.
Motion by Ballard, seconded by Foster to approve payment of the Liquor Store Bond. Motion passed unanimously.
Library Director Annie Wrigg reported that Mary Sorum will be a new board member. The library will be closed on Saturday, 01-17-09, for inventory. Administrator Don Solga explained that when the State of Minnesota cut Local Government Aid to the City, the State also cut funding to the County. That could affect county funding to the Library.
Motion by Foster, seconded by Ballard to approve Mary Sorum’s appointment to the Library Board for 2009, 2010 and 2011. Motion passed unanimously.
Council considered the 2009 Appointments to Boards and Authorities.
Motion by Waller, seconded by Foster to appoint Richard Peterson as the City Council’s representative on the Planning Commission. Motion passed unanimously.
Motion by Foster, seconded by Ballard to approve the following appointments:
MUNICIPAL EMERGENCY & DISASTER Municipal Emergency Operations Richard Peterson; Intelligence & Safety Service Ben Woessner; Congregate Care, Shelters, Health John Waller III; Manpower, Supply, Transportation Steve Foster; Engineering, Sanitation Kevin Ballard; Disaster Manager Don Solga Motion passed unanimously.
Motion by Foster, seconded by Waller to approve the following Council portfolios:
COUNCIL PORTFOLIOS Water, Sewer, Lights Steve Foster; Streets, Equipment, Fire Department Richard Peterson; Storm Drain, Building, Ambulance & Library Kevin Ballard; Solid Waste, Licenses, Recreation John Waller III; Personnel, Police, Airport, Liquor Store Ben Woessner. Motion passed unanimously.
Motion by Waller, seconded by Foster to approve the Birding Trail Advisory Committee as follows:
BIRDING TRAIL ADVISORY COMMITTEE Wayne Runningen, Ben Woessner and Don Solga Motion passed unanimously.
Motion by Waller, seconded by Ballard to approve the Facilities Committee as follows:
FACILITIES COMMITTEE Ben Woessner, Steve Foster and Don Solga. Motion passed unanimously.
Police Chief Jeff Stadum presented his report, including information on 2008. Mayor Woessner commented that Steve Hohman at Strand Hardware Store appreciated one of the newer officers stopping in the business.
Utility Superintendent Brent Frazier reported on water, wastewater and bio solids.
Street and Parks Superintendent Brian Olson reported on his department. He reported that the new loader was received in December and it has 46 hours on it. They have plowed streets five times and removed snow four times in the downtown. He said the new location on the skating rink has been working well. It was open the first part of December.
Liquor Store Manager Bob Leslie reported on the Liquor Store. Council discussed the failure of the Liquor Store on a recent compliance check. Administrator Don Solga said he is waiting for information from Otter Tail County regarding the matter and he will keep Council informed. Administrator Solga also reported that the City will continue working on the new liquor store building plans and specs. The City is waiting for more information from Minnesota Pollution Control Agency regarding what the responsible party wants to do regarding soil contamination at the proposed site. Administrator Solga said they are preparing for the Liquor Store annual inventory and anticipate conducting the inventory on 02-02-09. Auditor Dan Rollie recommends a full physical inventory annually as close as possible to the end of the calendar year. Liquor Store Manager Leslie says he would like to get to a point of doing each type of inventory a couple of times a year.
Clerk-Treasurer Glenys Ehlert reported on the 12-31-08 Financial Reports and reviewed the checking account and investment account balances.
Council considered the continuation of the Well House Loan as proposed. Due to a bank change from Lake Country State Bank to Minnesota National Bank, Council needs to authorize the loan to mature on 12-30-09.
Motion by Waller, seconded by Foster to approve and authorize Mayor Woessner and Clerk-Treasurer Glenys Ehlert to sign the necessary documents to extend the Well House loan with Minnesota National Bank from 12-30-08 to 12-30-09. Motion passed unanimously.
Council reviewed the Charges for Services.
Motion by Ballard, seconded by Foster to accept the Charges for Services as proposed for 2009. Motion passed unanimously.
Administrator Don Solga reviewed the Internal Revenue Service (IRS) reimbursable rate for mileage.
Motion by Waller, seconded by Ballard to set mileage rate at .55 per mile, effective 01-01-09, as approved by the IRS. Motion passed unanimously.
Motion by Foster, seconded by Waller to approve 08-05-09, 10:00 a.m. to 2:00 p.m., as Otter Tail County (OTC) Household Hazardous Waste Collection Day in Pelican Rapids at the City Public Works Facility. Motion passed unanimously.
Motion by Waller, seconded by Foster to certify the unpaid utility bill in the amount of $365.55 for parcel no.76300500190000 to Otter Tail County for collection with personal property taxes. Motion passed unanimously.
Motion by Foster, seconded by Waller to change plumber registration to Sandra J. McDonald for Kotte Plumbing and to approve plumber registration for Thomas Hills for Ellingson Plumbing. Motion passed unanimously.
Administrator Don Solga summarized the cooperative services provided by Lakes Country Service Cooperative (LCSC) and the training opportunities that are provided separately under a Safety Program at a cost of about $5,000.
Motion by Foster, seconded by Ballard to approve renewal of membership in LCSC and paying the 2009 Membership Fee of $141. Motion passed unanimously.
Motion by Waller, seconded by Ballard to adjourn for Economic Development Authority (EDA) meeting at 7:23 p.m. City Council reconvened at 7:30 p.m.
Motion by Waller, seconded by Foster to approve the EDA actions to approve the minutes of 10-13-08 and to approve the following officers:
ECONOMIC DEVELOPMENT AUTHORITY PRESIDENT Ben Woessner; VICE PRESIDENT Steve Foster; TREASURER John Waller III; ASSISTANT TREASURER Don Solga; SECRETARY Glenys Ehlert; MEMBERS Richard Peterson & Kevin Ballard Motion passed unanimously.
Open House honoring former Mayor Wayne Runningen will be held at City Hall on Thursday, 01-22-09, from 4:30 to 6:30 p.m.
Meeting adjourned at 7:33 p.m.
Glenys Ehlert, CMC Clerk-Treasurer