LANCASTER CITY COUNCIL PROCEEDINGS
The Lancaster City Council met for its Annual Meeting on Wednesday, January 11, 2023 at 7:00 P.M. The following persons were present: Mayor, Mike Olson; Council members: Kathy Bernstrom, Krista Matthew and Jackson Peterson. John Stenquist was absent.
Also present: Anna Jauhola, Kittson County Enterprise reporter and Shannon Bowlin, Liquor Store Manager.
The clerk administered the Oath of Office to the Mayor, Michael Olson, new council members Kathy Bernstrom, Krista Matthew and Jackson Peterson. Clerk also presented all the council members with the City Code of Ethics Policy and had all council members present complete Financial Disclosures for 2023. Clerk also presented a handout on making meetings work and a summary of motions from the League of MN Cities.
On a motion by Kathy Bernstrom, to approve the following Rates and Fees schedule, second by Krista Matthew and carried with none voting against the 2023 Rates and Fees schedule was adopted at the Lancaster City Council Annual Meeting on January 11, 2023.
Rates/fees set by this motion supersede any as set by Ordinance.
Acting Mayor to act if Mayor absent: Kathy Bernstrom
Fire Chief: Casey Faken $1,500.00 annual salary
Assistant Fire Chiefs: Tyler Swenson and Brian Hanson-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 – Jackson Peterson
City Services, City Employees & Equip – Mike Olson
City Infrastructure-Mike Olson
Liquor Store – John Stenquist
Park/Recreation – Krista Matthew
Fire Department – Mike Olson
Economic Development –Kathy Bernstrom
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-Kathy Bernstrom
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 $15/$20/$28 Out State- B/L/D $20/$30/$40
Hotels: In State $175 Out State $250
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, Kathy Bernstrom, 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
City Adopts the MN Historical Society and State Archive records retention guidelines.
BUILDING RENTAL RATES: See rental rates sheet
Camping fees: Tent Site 15.00
Daily water& electric 20.00
Weekly water & electric 120.00
Monthly water & electric 275.00 OR $1300 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 and or Clerk have 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.
Water Rates: Minimum 6000 gallons and less $66.00/quarter and $7.00/each 1000 gallons used above the minimum.
Sewer Rates: (Based on gallons of water used) Minimum 6000 gallons & less $66.00/quarter and $7.00/each 1000 gallon of water used above the minimum. Water Tower Paint/Maintenance fee per hookup $ 15.00/Quarter.
Industrial Party 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 (if water is currently on). Hookup fee: $50.00.
Meter Damage 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.
Water Tower Paint fee: $15.00 per quarter
Mosquito Spraying fee: $10.50 per quarter
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 OF 2023 Rates & Fees
Matthew moved to approve adding Kathy Bernstrom to the United Valley Bank Signature card, Prime Security, American Federal and 4M Fund for check signature; Certificate of Deposits and other banking needs, second by Jackson Peterson and carried.
Bernstrom moved to approve the December 14, 2022 Council Meeting Minutes, second by Matthew 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 2023 bills presented and 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 2023 Rates Fees & Appointments Schedule. Bernstrom moved to approve the bills, second by Olson and carried. An abstract of bills will be posted with the minutes and are available upon request.
Peterson moved to request a $3,000.00 donation from the American Legion #214 Gambling Fund for Ice Machine for Community Center, second by Matthew and carried.
Council reviewed the Liquor Store year end financials for December with the Liquor Store Manager showing a profit of $24,189.35 for 2022. Council thanked Bowlin for her service to the city.
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 $950.00 in additional public donations earmarked to reduce the Community Center loan. Peterson moved to transfer $10,000.00 from the Liquor Store fund to the Community Center Debt Service Fund, second by Matthew and carried. Bernstrom moved to make an additional payment to USDA in the amount of $10,950.00 for the Community Center Loan to be completed as soon as possible, second by Matthew and carried.
Bernstrom moved to adopt Resolution 2023-01 Approving Permit Applications to Kittson County for Closure of CSAH 27 and CSAH 26 Roads for 2023 Year Special Events, second by Peterson and carried. Bernstrom expressed that individual event permits to must still come before the council for approval.
Clerk reported that the MN OSHA safety grant application was denied to a lack of funds. Bernstrom moved to purchased the confined space equipment package at a cost not to exceed $4,000.00, second by Peterson and carried.
Rigg Electric submitted a quote for electrical repairs to the City shop in the amount of $800.00. Peterson moved to accept the quote, second by Matthew and carried.
Bank Statement reviews will be as follows: Bernstrom (Liquor Store & 4M Fund) and Olson (City Checking and Preferred Savings)
Council reviewed the city year end financials.
Other: Council reviewed pole mount Christmas lights quotes from Mainstreet Designs. Bernstrom moved to purchase up to 10 of the Snowflake Silhouette design lights at a cost not to exceed $5,000.00, second by Peterson and carried.
Council discussed School email regarding additional improvements and bleachers for the sports complex area. Matthew will work with the school and other entities regarding this matter.
Mayor closed the meeting as there was no further business for council.
Carol Johnson, Clerk/Treasurer Approved: Mike Olson, Mayor
Approval Date: February 8, 2023
Other links: Lancaster Riverside Golf Course | Lancaster Public School | NW MN Multi-County HRA