LANCASTER CITY COUNCIL PROCEEDINGS
The Lancaster City Council met for its Annual Meeting on Wednesday, January 8, 2020, at 7:00 P.M. in the City Hall Meeting Room. The following persons were present: Mayor Mike Olson; Council members Jim Hilman, Kathy Bernstrom and Faye Potrament. Luke Nordin was absent. Also, present Anna Jauhola with the Kittson County Enterprise.
Minutes were reviewed and correction to a motion mentioning Potrament as making the motion and seconding was noted. Bernstrom moved to approve the minutes of the December 11, 2019 regular meeting as corrected, second by Potrament and carried. A copy of the Minutes will be posted at the Lancaster City Hall and U.S. Post Office and available upon request to the clerk.
Council reviewed the proposed 2020 rates and fees schedule. On a motion by Hilman, second by Bernstrom and carried the follow rates and fees schedule was adopted at the Lancaster City Council meeting on January 8, 2020.
Acting Mayor to act if Mayor absent: Faye Potrament
Fire Chief: Casey Faken $1,500.00 annual salary
Assistant Fire Chiefs: Tyler Swenson and Chris Johnson-no annual salary
Fire Dept. fire reporting clerk: Lindsey Groves $500 per year as independent contractor-uses own computer and sets own hours
Responsibility areas: City buildings – Luke Nordin
City Services, City Employees & Equip –Jim Hilma
City Infrastructure-Mike Olson
Liquor Store – Mike Olson
Park/Recreation – Kathy Bernstrom
Fire Department – Jim Hilman
Emergency Management Director-Mike Olson Reimbursement Rate -0- (LCC Code)
Board Appointments: Lancaster EDA-City Council-no appointed at large members
Kittson Co. Affordable Housing-Faye Potrament
Floodplain Board of Appeals/Adjustment-Mayor and Council
Council Per Diems (this includes committees and other classes/meetings attended)
Mayor – $150 per mtg.
Council – $100 per mtg.
Mileage – current IRS mileage rate
Meals: In State-Breakfast/Lunch/Dinner $12/$18/$22 Out State- B/L/D $15/$20/$25
Hotels: In State $150 Out State $200
Fire Service Charges: $500.00 (minimum charge for first hour)- $1,000.00 (maximum fee). Refer to current DNR rate schedule for equipment and labor costs to respond to state and federal calls for service.
Official Newspaper: Kittson County Enterprise
Official Depositories: United Valley Bank; American Federal Bank; Border State Bank and 4M Fund (MN Municipal Money Market fund)
Officials allowed to sign checks and Certificates of Deposits: Mayor, Mike Olson; Acting Mayor, Faye Potrament, and Clerk/Treasurer, Carol Johnson with a minimum of 2 signatures required on each check.
Designated Business Administrator with the authority to make Electronic Funds Transfers (EFT)-Clerk/Treas. Carol Johnson
Official Insurance Agent: Dan Sjostrand Agency
Insurance issues: The city does NOT waive the monetary limits on municipal tort liability established by MN Statute 466.04.
City Adopts the MN Historical Society and State Archive records retention guidelines.
BUILDING RENTAL RATES: See rental rates sheet
Health Insurance maximum paid for Employee Individual coverage $450.00 per month.
Camping fees: Tent Site 15.00
Daily Electric 20.00
Weekly electric 95.00
Monthly electric 240.00 OR $1150 if paid in full by June 1st (covers May1st-Sept 30th camping season)
Permits: Peddlers daily 50.00
Beer 3.2 daily 50.00
Restaurant 3.2 Beer & Wine On-Sale Annual 250.00-effective licenses starting 1/1/2018
Off sale 3.2 Annual 250.00–effective licenses starting 1/1/2018
Clerk has approval effective each January 1 with the passing of the rates & fees schedule to pay any bills necessary to avoid late payments, receive discounts & meet payroll and all payroll expenses.
2/13/19 Council approved annual appropriation of $2,000.00 to Lancaster Business Association for Annual Events.
Mayor has ability to allow clerk to sign up to (4) Sunday Liquor Store events Department of Public Safety Temporary license applications where on-sale liquor and food maybe sold (no off-sale liquor) without further council approval.
Public Works Equipment/man hour rates: Payloader $150/hr.; John Deere Tractor & 10’ Rotary Mower $150/hr; John Deere Tractor & 8’ Rotary Mower $125.00/hr; JD Front Mount Mower $125/hr.; and Employee rate for all other issues not involving Equipment $45.00/hr. All of these items will be billed at a minimum of 1 hour per time. NOT FOR GENERAL HIRE-ONLY IF CITY ABATEMENT NEEDED.
Effective 1/1/18 Water Rates: Minimum 6000 gallons and less $60.00/quarter and $6.75/each 1000 gallons used above the minimum. Sewer Rates: (Based on gallons of water used) Minimum 6000 gallons & less $60.00/quarter and $6.25/each 1000 gallon of water used above the minimum. Water Tower Paint/Maintenance fee per hookup $ 15.00/Quarter.
INDUSTRIAL PARK SPECIAL SEWER RATE: (if water usage exceeds 30k) sewer rate is $18.80/1000 on all usage above 30k Bulk Water rates $15.00/1000 Gallon-minimum of 2000 Gal/$30.00 -- New account fee $35/Hookup fee $50.00.
Meter Damages fees: $150.00 for inside water meter and $50 for outside meter reader. Insufficient Funds Check charges are $30.00/check and will be added to the customer’s water/sewer account Interest rate on overdue accounts 10% per annum. Minimum fee $5.00/month.
Special Assessments: eff. 1/1/17: New Water Hookups $4,500.00, 20 yr. assessment with 5% interest per year & Effective 1/1/17 new Sewer Hookups $4,500.00, 20 yr. assessment with 5% interest per year. All Extensions will be reviewed by the council, and may at the council’s discretion be charged higher Water & Sewer hookup fees. EXTENSIONS CAN BE DENIED. NOTE: North Kittson Rural Water Special Assessments as applied to other city hookups also apply.
Clerk also presented all the council members with Financial Disclosures forms to be completed for the year of 2020. All council members present completed the Financial Disclosures. Clerk will have Nordin complete one as soon as possible.
The council reviewed the January 2020 bills presented this night; any other bills that have been paid prior to this meeting to avoid late payments, receive discounts & meet payroll and all payroll expenses as approved in the 2020 Rates Fees & Appointments Schedule. Hilman moved to approve the bills second by Potrament and carried unanimously. An abstract of bills will be posted with the minutes and are available upon request to the clerk.
Council discussed the upcoming meeting with the townships regarding the upcoming Fire Protection contract renewals. Potrament moved to propose a 3% increase for each of the next 3 year’s contracts, second by Bernstrom and carried.
Council discussed paint color on the water tower and will table until next meeting.
Council review the revised Travel Policy that removed reimbursement rates for hotels and meals. The rates will be set annually in the rates & fees schedule. Bernstrom moved to adopt the Travel Policy, second by Hilman and carried.
Council discussed transferring $10,000.00 from the Liquor Store fund to make an extra payment on the USDA Community Center loan and that the city has received $925.00 in additional public donations earmarked to reduce the Community Center loan. Bernstrom moved to transfer $10,000.00 from the Liquor Store fund and $925.00 from the city general fund to the Community Center Debt Service Fund, second by Potrament and carried.
Potrament moved to make an additional payment to USDA in the amount of $10,925.00 for the Community Center Loan to be completed as soon as possible, second by Hilman and carried.
Council discussed the roof access for the Community Center, no changes were suggested at this time.
Clerk discussed entering into an agreement with MN Dept of Administration State Procurement so that the city could have access to State negotiated contracts for various items that the city may need. Bernstrom moved to accept the Cooperative Purchase Agreement and allow the Mayor to sign, second by Potrament and carried.
Council also reviewed Council reviewed the December and Year End 2019 City and Liquor Store financial information. Council discussed liquor store cost of goods sold.
Council discussed snow removal on sidewalks and Olson will ask maintenance to also sweep the side street sidewalks in the business district.
Council discussed having Olson get a wastewater license as a way to help maintenance be able to take time off. Hilman moved to have the city pay all expenses and time for Olson to get a wastewater license, second by Potrament and carried.
Liquor Store Manager has requested approval to sponsor a local sports team. Hilman moved to allow Liquor Store to sponsor local teams with the amount of total sponsorship not to exceed $500.00 per year at the manager’s discretion, second by Bernstrom and carried.
Olson and Potrament will do year end bank statement review.
Liquor Store Manager requested approval of to Sunday Liquor Store events on February 2, 2020 and February 16, 2020. As the Annual rates and fees schedule gives Mayor Olson prior approval to sign up to 4 event requests per year, Olson will approve these applications.
George Zondagh, Public Work/Maintenance has submitted a request for Pay in lieu of 80 hours of vacation time for 2019. Employee handbook allows employees that are unable to take paid vacation due to workload to make this request. Potrament moved to pay Zondagh 80 hours of Pay in lieu at his 2019 pay scale, second by Bernstrom and carried.
As there was no further business the council adjourned.
Carol Johnson, Clerk/Treasurer Approved: Mike Olson, Mayor
Approval Date: February 12, 2020
Other links: Lancaster Riverside Golf Course | Lancaster Public School | NW MN Multi-County HRA