LANCASTER CITY COUNCIL PROCEEDINGS
The Lancaster City Council met for its Annual Meeting on Wednesday, January 13, 2021, at 7:00 P.M. in the Community Center. The following persons were present: Mayor Mike Olson (by speaker phone); Council members Faye Potrament, Kathy Bernstrom and John Stenquist. Anna Jauhola from the Kittson County Enterprise was also present.
It was noted at this time that Jim Scalese who was elected to the council in November 2020 has informed the Mayor that he is unable to serve as a council person. The council is able to fill the position by appointment until the next general election in 2022.
The clerk administered the oath of office to the Mayor, Michael Olson, new council member John Stenquist. Clerk also presented all the council members with the City Code of Ethics Policy and Financial Disclosures for 2021. All council members completed the Financial Disclosures.
On a motion by Potrament to approve the following Rates and Fees schedule, second by Bernstrom on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against None.
2021 RATES, FEES & APPOINTMENTS
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 – Faye Potrament
City Services, City Employees & Equip – Mike Olson
City Infrastructure-Mike Olson
Liquor Store – John Stenquist
Park/Recreation – Kathy Bernstrom
Fire Department – Mike Olson
Emergency Management Director-Mike Olson Reimbursement Rate -0-
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
Safety Committee member to NW Regional Safety Group-Clerk
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. Mayor has preapproval to sign gambling bingo and raffle application requests for other in county entities that are holding events in the Community Center.
Public Works Equipment/man hour rates: Payloader $150/hr.; John Deere Tractor & Woods Rotary Mower $150/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 1/1/21 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.
END Rates, Fees & Appointments
Stenquist moved to approve the December 9, 2020 Regular Meeting Minutes and the December 22, 2020 Emergency Meeting Minutes, second by Potrament and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against None. 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.
The council reviewed the January 2021 bills presented this night and 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 2021 Rates Fees & Appointments Schedule. Bernstrom moved to approve the bills, second by Stenquist and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none. An abstract of bills will be posted with the minutes and are available upon request to the clerk.
Council discussed the Liquor Store Manager hiring process. Olson and Stenquist will serve on the committee to review applications and do interviews. Council will take action on hiring at the next meeting.
Potrament moved to closed the COVID Cares Act Fund effective 12/31/2020 as the fund is zero at year end, second by Bernstrom and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none.
Clerk reported that Maguire Iron has reimbursed the city for $740.66 of expenditures for water tower repairs.
Fire Department requests approval to replace fluorescent lighting with LED lights in the Fire Hall. The total quoted cost from Rigg Electric is $3,343.18 with an estimated LED rebate from Ottertail Power in the amount of $1,632.22. Bernstrom moved to approve the light replacement, second by Potrament and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against-none.
Potrament moved to approve a request to the Lancaster Legion Gambling Fund in the amount of $1,000.00 to help with purchase of the Fire Rescue Truck, second by Bernstrom and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none.
Clerk reported that due to changes in the sale of property by the city in previous years a certification of the 9/13/1994 minutes that approved a sale of land to Karl Beneke. Stenquist moved to adopt the Resolution Ratifying Council Action, second by Bernstrom and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none.
Clerk reported that Luke Nordin has $200.00 in per diems (12/22/2020 meeting and 1/1/2021 Inventory) and Jim Hilman has $100.00 in per diem (12/22/2020 meeting) owed to each outgoing council member. Potrament moved to accept the per diems, second by Stenquist and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none.
Bernstrom and Stenquist will do bank statement reviews for the months of August through December 2020.
Council reviewed the December 2020 City and Liquor Store financial information. Clerk reported the Liquor Store lost $18,077.57 in 2020 due to COVID shutdowns.
Council discussed dog complaint. Stenquist will talk to the owner.
Council discussed that Donald Burton has not at this time paid the $1,774.92 interest on his revolving loans that was due as per December 2020 council action. Olson will speak to Burton and if the interest is not paid by the February 10, 2020 meeting Burton will be requested to attend the March meeting.
Clerk reports that Fire Department has not expended the total amount granted to the city for use in in the install of the fire gear washing machine. Clerk has spoken to Kittson County Emergency Services Office and received approval to use the remaining funds to purchase 3 additional Drager SCVA masks with the cost to be $3,516.00. Potrament moved to purchase the masks, second by Bernstrom and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none.
Fire chief requests to purchase 3 pagers with a cost not to exceed $1,800.00. A grant of 50 % of the cost has previously been approved by the DNR. Stenquist moved to allow the purchase of 3 pagers, second by Bernstrom and on a roll call vote those in favor Bernstrom, Stenquist and Potrament, against none.
As there was no further business the council adjourned.
Carol Johnson, Clerk/Treasurer Approved: Mike Olson, Mayor
Approval Date: February 10, 2021
Other links: Lancaster Riverside Golf Course | Lancaster Public School | NW MN Multi-County HRA