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The Lancaster City Council met for its annual meeting on Wednesday, January 12, 2011, at 7:00 p.m. in the City Hall.  The clerk administered the oath of office to the Mayor, Gary Rice, council members John Stenquist and Mary Barron. Clerk also presented the new council member with the City Code of Ethics Policy and The City Elected Official/Employee Travel Policy.  The following members were present: Rice, Swenson, Olson, Stenquist and Barron.


The council also completed and presented to the clerk Disclosure of Financial Interest Forms.


Swenson moved to approve the minutes of the December 8, 2010 Regular meeting and the December 29, 2010 Special meeting, seconded by Olson 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 January 2011 Bills to be paid. Barron moved to approve the bills for payment, second by Stenquist and carried.  An abstract of bills will be posted with the minutes and are available upon request to the clerk.


Council reviewed the proposed 2011 rates and fees schedule.  Stenquist moved to adopt the 2011 rates and fees schedule, seconded by Swenson and carried.  The following is the complete 2011 rates and fees schedule:

BUILDING RENTAL:New City Hall rent: Meetings, receptions, etc. $10, kitchen use additional $10 (exceptions are Senior Citizens, Lions Club, Royal Neighbors and other nonprofit organizations. 

Centennial Hall rent:  Closed Dec-March except by special permit from council; Meetings $10; kitchen use additional $10; heat use additional $25 Dances, receptions & events charging admission $25; kitchen use additional $10; heat use additional $25 –  REFUNDABLE DEPOSIT OF $75 for dances, etc. (exceptions to these charges are the same as for the new city hall)        

NOTE:  Users of the above facilities are responsible for all damages to the premises during their use and the facility must be arranged and cleaned after use.  The deposit will be refunded if Centennial Hall is found acceptable after use.


Council has pre-approved all requests for current year temporary liquor licenses by resolution for liquor store events at the Centennial Hall.

Camping fees:      Daily-Non electric         7.00                 Electric      12.00   

                                Weekly-Non electric    42.00               Electric     60.00

                                Monthly-Non electric 125.00              Electric   175.00

Permits:Peddlers daily                                  35.00

                Beer        3.2 daily                          20.00

                Restaurant 3.2 Beer & Wine On-Sale Annual       175.00-effective 2012

                Off sale  3.2 Annual                                                     175.00–effective 2012

                Off Sale Intoxicating Liquor-set by statute      240.00-restricted to 1 licensee in the city limits

On Sale Intoxicating Liquor                             1760.00-restricted to 1 licensee in the city limits               

Acting Mayor if Mayor absent, Mike Olson

Fire Chief     Terry Kukowski              250.00 yearly

Fire Relief Assoc. Annual Meeting will be held 3rd Monday of each February 8:00 PM at the Lancaster Fire Hall

Official Newspaper:  Kittson County Enterprise

Official Depositories:  United Valley Bank, Prime Security Bank & American Federal Bank

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.

Responsibility areas:  City buildings – Mary Barron

                       City Services, City Employees & Equip –Leland Swenson

                       City Infrastructure-Gary Rice

                                       Liquor Store – John Stenquist   

                                       Park/Recreation – Michael Olson

Board Appointments: Lancaster EDA-Gary Rice & John Stenquist

                                       Kittson Co. Affordable Housing-Gary Rice

Council PerDiems   (this includes committees and other classes/meetings attended)

                Mayor – $70 per mtg.

                Council – $50 per mtg.

                Mileage – current IRS mileage rate

Clean Recycling Bin $40/month & $7.25/hr for downtown garbage can cleaning-increased 7/1/10

Clerk $105/month for use of  clerk’s office, heat, electricity, phone & DSL

Equipment rates:  Payloader $125/hr.; John Deere Tractor & Rotary Mower $100/hr & Ford Mower $100/hr.-Min. 1 hr.

Insurance issues:  The city does NOT waive the monetary limits on municipal tort liability established by MN Statute 466.04.

Effective 1/1/11 Water:  Minimum 6000 gallons and less $41.00/qtr; $5.80/each 1000 gallons above minimum.


Sewer:  Min 6000 gal. & less $29.00, $2.80/each 1000 gallon of water used between 7000-50,000 gal. $2.30/each 1000 gallons of water used between 51,000-100,000 gallons; $1.85/each 1000 gallons of water used starting at 101,000 gallons.

Bulk Water rates $7.50/1000 Gallon-minimum of 2000 Gal/$15.00  --  Water Hookup/New account fee $35.

Insufficient Funds Check charges are $35.00/check and will be added to the customer’s water/sewer account

Interest rate on overdue accounts 10% per annum.


Special Assessments: eff. 1/1/10: New Water Hookups $4,000.00, 20 yr. assessment with 5% interest per year & Effective 1/1/10 new Sewer Hookups $4,000.00, 20 yr. assessment with 5% interest per year. All Extensions will be reviewed by the council , and may at the councils discretion be charged higher Water & Sewer hookup fees.

    NOTE:  North Kittson Rural Water Special Assessments as applied to other city hookups also apply.


At 8:00 PM the mayor, Gary Rice, called the Public Hearing to order.  The Hearing is for public input regarding the Small cities Grant Application for the Community Center Project.  John Wynne from Northwest Community Action, was present.  John is the grant writer for this city grant.  No members of  the public were present.  The Mayor presented the conceptual pictures and cost estimates from the architects Widseth, Smith & Nolting.  Rice reported that WSN’s cost estimate for the 4860 Square foot addition to the existing City Hall would cost $802,100.00 including Kitchen Equipment, furniture and fixtures.  The Grant request of $403,733.00 would be for one half the cost and city would have to finance by loans and donations the other one half.  The city has been informed that they are eligible for a USDA loan with a 40 year payback period.  Stenquist moved to adopt the Citizen Participation Plan, second by Barron and carried.  Stenquist move to accept the Local Government Resolution to submit the Grant and allow the Mayor and Clerk to execute all documents for the grant and required documentation to support the grant request, second by Swenson and carried.  The hearing was adjourned at 8:50 PM.


Olson reported that he and John Wynne are working on an Outdoor Recreation Grant for improvements to the Highway 59 park and campground.


Council discussed the purchase of a pumper truck for the Fire Department.  Olson moved to request a donation for the fire truck from the American Legion Post #214 Gambling funds, second by Barron and carried.


Rice reported that the laptop computer that was purchased for the Liquor Store Manager to use cost an additional $294.50.  The cost overrun included necessary software and antivirus software.  Stenquist moved to allow the overrun retroactively, second by Barron and carried.


Clerk reported that Hanson Manufacturing has made the October and November 2010 payment.  Council will monitor the loan.


Clerk reported that the American Legion Post #214 has made a donation of $500.00 for a “Welcome to Lancaster” sign to be placed on the west edge of town.    The council appreciates the post support of this project.


Council reviewed the December City and Liquor Store financial information, Liquor Store Daily sales and Gambling Monthly receipts.  Council again discussed that the liquor store cost of goods for resale is out of balance with sales and are awaiting the final inventory numbers to review the issue. 


Sebenaler requests that the council pay 62.5 hour of unused vacation to him.  Sebenaler had planned to use his vacation in December but the new maintenance employee was not hired until late November so that in December Sebenaler had to do the training that would have occurred in November.  Olson moved to pay Sebenaler 62.5 hours in lieu of vacation, second by Stenquist and carried.


FEMA has provided the city with the full Sub Grant agreement for the June 2010 Flood grant.  Stenquist moved to approve the resolution allowing the Mayor and Clerk to sign any and all grants or required documentation regarding the Flood Grant ID#069-35378-00, second by Olson and carried


Council Adjourned as there was no further council business.



Carol Johnson








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