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The Lancaster City Council met for its regular meeting on Wednesday, February 13, 2013, at 7:00 p.m. in the City Hall Meeting Room.  Members present were Mayor, Michael Olson; council members John Stenquist, Mary Barron, Luke Nordin and Jim Hilman.  


Barron moved to approve the council minutes of the January 9, 2013 annual meeting, seconded by Stenquist 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.


The council reviewed the February 2013 bills to be paid. Stenquist moved to approve the bills as presented for payment, second by Barron and carried.  An abstract of bills will be posted with the minutes and are available upon request to the clerk.


George Hanson, Lancaster School Board Member, met with the council to discuss some proposed improvements to the Sports Complex south of the school.  The city owns the property but the school shares some of the operating expenses with the city.  The school is looking into starting a Legion Baseball program and that would entail enlarging one may both of the baseball fields and doing some work to the infield.  The board asked Hanson to look into changes needed and the costs of those changes and get back to the council with that information.


Council again discussed the roughness of the kitchen floor.  The council would like to take a wait and see attitude as the grit helps with safety issues.  The building cleaning person will be asked as to her opinion on different cleaning methods that could be used to help with overall sanitary needs.


The council will do another walk through of the new Community Center to check on the progress being made with the final check list items that need correcting on February 18, 2012 at 7:00P.M.


Barron reported that she will set up a Liquor Store remodel work group meeting with the Liquor Store Manager and interested parties as soon as possible and will report back at the councils next meeting.


Clerk reported that there are additional Community Center needs as requested by the Lions.  Hilman moved to allow up to $500.00 in additional expenditures for such items as highchairs and kitchen supply, second by Nordin and carried.


Barron moved to allow the purchase of a large wall clock for the community center with the cost not to exceed $200.00, second by Nordin and carried.  Nordin will work on procuring this item.


Clerk reported that the USDA wishes to hold a JOBZ informational meeting in the community center.  Council directed the clerk that there should be no charge for this type of meeting that benefit the city. 


Nordin moved to approve the Payment invoice #5 from Bordertown for $123,386.00 and Payment invoice #3 from Culinex in the amount of $33,908.67, pending the receipt of construction loan monies from MN Rural Water, second by Hilman and carried.


Barron moved to request a draw on the construction loan from MN Rural Water in the amount of $156,494.67, second by Stenquist and carried.


Barron moved to use funds in the amount of $4,310.83 from the community center savings to cover the costs of kitchen supplies, waxing the floor and wall separation, second by Stenquist and carried.


Council discussed the USDA requirement that the city have at least 1 years payment set aside at all times for the community center loan debt.  Nordin moved to purchase a certificate of deposit of $20,000.00 with community center savings funds to satisfy this requirement, second by Hilman and carried.


Olson reported that Anderson Sanitation cost of a 4 yard dumpster is $1100 plus tax and a 6 yard dumpster is $1600 plus tax. The dumpster would replace the liquor store dumpster that is in need of substantial repairs.  Hilman moved to purchase a 4 yard dumpster for the Liquor Store, second by Barron and carried.


Clerk asked that the Acting Mayor, Johns Stenquist, be added to the checking account signature card at United Valley Bank and Prime Security Bank.  This will help in case the Mayor is out of town. The checks will still only require 2 signatures.  Barron moved to add John Stenquist to the United Valley and Prime Security bank signature cards, second by Nordin and carried.


 Clerk reported that the health insurance monthly for employees has exceeded the previously approved city amount of $322.00 per month.  The new rate is $331.66 and the city portion of the health insurance has not increased since January 1, 2012.  The clerk paid the new amount as the invoice was due prior to this meeting.  Hilman moved to increase the maximum city portion of employee health insurance to $375.00 per month retroactive to January 1, 2013, second by Nordin and carried.


Steven Sjostrand, with Sjostrand Agency attended the meeting to discuss property and liability insurance renewal issues.  Sjostrand reported that the Community Center & City Hall should be covered as one unit, the Liquor Store portion will have its own separate coverage limits.  Stenquist moved to have the Community Center and City hall coverage to be $1,000,000.00 for the building with  contents coverage to  be $35,000.00 (kitchen equipment is included with  the building coverage), second by Barron and carried. 


Council also discussed with Sjostrand the insurance coverage for the Centennial Hall, the coverage is quite expensive as the League of MN Cities Insurance Trust requires that all buildings they insure must have replacement coverage not insurance based upon the buildings actual value.   Sjostrand did inform the council that the property would have liability coverage even if the building insurance were dropped.  Nordin moved to drop the building and contents coverage for the centennial hall, second by Hilman and carried.  


Kittson County Volunteer Ambulance has requested an appropriation from the city for its service.  The council discussed that they could offer free the use of the Community Center for one event instead of making an appropriation.  Hilman moved to allow the Ambulance Service to use the Community Center and kitchen free of charge for one event in 2013, second by Stenquist and carried.


Barron reported that the Liquor Store Manager has been working on pricing of liquor to bring the profit margins up on sales.


Council reviewed the Final 2012 City and Liquor Store financial information.  Council also reviewed the City and Liquor Financial information for January.


Clerk discussed with the council the need to have a kitchen supervisor on hand for training of persons using the hot-prep side of the Community Center Kitchen for sanitary and safety issues, this person is not to cook only supervision of  the use of facility.  Barron move to allow a kitchen supervision person to be hired for a maximum of 3 hours per event as needed at the part-time maintenance/ building cleaning rates per hour and that the kitchen cost for Residents and Nonresident  hot-prep side of the kitchen be increased to $150.00 and  $175.00 respectively, second by Stenquist and carried.


Bordertown Construction, Inc. will be liable for $1100.00 of liquidated damages for not completing the Community Center in the prescribed time period.  The council needs to accept the change order reflecting the decrease in cost of the building by $1100.00.

Barron moved to accept the change order and allow the mayor and clerk to execute the document, second by Stenquist and carried.


Barron moved to make a request for $1000.00 from the American Legion Post #214 gambling fund for community center supplies, second by Nordin and carried.


 Council Adjourned as there was no further council business.




Carol Johnson  Clerk/Treasurer







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