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The Lancaster City Council met for its Regular Meeting on Wednesday, September 12, 2012, at 7:00 p.m. in the City Hall.  The following members were present: Rice, Olson and Swenson.   Absent Barron and Stenquist.  Public in attendance Terry Kukowski, Tyler Swenson, Mark Wilwant and Michael Peterson.


Mayor Rice opened the Public Hearing at 7:00PM.  The hearing is being held to gather input into the development of the Outdoor Recreation Grant.  Public in attendance as listed above.  John Wynne, Northwest Community Action Grant writer,  was in attendance and reviewed the cost estimates and the scope of work.  The project would include Bathhouse improvements $19,755.00; ADA picnic tables (2)$2371.00; ADA compliant fire rings (2) $520.00and Reroofing bathhouse and one picnic shelter $2650.00.  Total project cost is estimated at $25,296.00 of this $18,972.00 will be requested in the Park Legacy Grant and $6,324.00 would be the city match.  Mayor asked for public input, hearing none he reviewed the Resolution of Sponsership that the city would be required to adopt to apply for the grant.  Olson moved to adopt the Resolution of Sponsership and allow the Mayor and clerk to execute all documents required, second by Swenson and carried.  Mayor closed the hearing at this time.


John Wynne also brought plans and policies for the council’s review regarding the community center project.  Swenson moved to approve the following Residential Anti-displacement and Relocation Assistance Plan; Certification of a Drug-Free Workplace; Policy on the Prohibition of the Use of Excessive Force and Fair Housing Plan and allow the Mayor and Clerk to sign, second by Olson and carried.


At this time the Mayor welcomed the Fire Department representatives Kukowski, Swenson, Wilwant and Peterson.  Also in attendance were Matt Carlson, Heiman Inc., and Phil Isaacson, Great Plains Fire, representatives of the companies bidding on the new fire truck.  The Mayor opened  bid from Heiman, Inc  For Proposal #1 (dry-side 1500 gallon truck) in the amount of $205,745.00 and no bid was received from Heiman for Propasal #2 (wet-side 200 gallon truck).  The bid from Great Plains Fire  for Proposal #1 was $212,071.00; Proposal #2 was $190,425.00.  Council and firemen posed questions to the bidders regarding dry-side versus wet-side trucks.  Dry side trucks have more storage capacity and steel that covers the water tank.  At this time the Mayor asked the firemen to discuss the proposals while the council continued their meeting and then give the council their recommendation later in the meeting.


Olson moved to approve the minutes of the August 8, 2012 regular meeting, second by Swenson 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 September 2012 Bills to be paid.  Swenson moved to approve the bills for payment, second by Olson and carried.  An abstract of bills will be posted with the minutes and are available upon request to the clerk.


Tom Sebenaler submitted plans for the material and construction estimated to cost $3,204.00 for  a clerks office, $6755.00 remodeling of the city hall to become a meeting room including new ceiling and sheetrock walls  and $1,013.oo for construction of a solid wall  and access door on the east side of the meeting room were the old bathrooms and kitchen are currently.   Swenson moved to hire Sebenaler as an Independent Contractor to implement the remodeling, second by Olson and carried.


Sebenaler has obtained an estimate from Gatheridge Electric in the amount of $6800.00for new fixtures, clerks office wiring etc.  The council discussed removing the furnace that services this area and replacing with electric heat in both areas to allow zoning of the heat.  Sebenaler noted that the furnace is quite old and has had many operating issues and either needs to be replaced or removed.   Council wishes to pursue the electric heat avenue and directed Sebenaler to obtain additional cost estimates for the implementation of this.


At this time the firemen gave the council their recommendation that the Proposal #1 for a 1500gallon wetside fire truck would allow the fire department to have the extra storage that they feel is required.  They also stated that the bid from Heiman, Inc. in the amount of $205,745.00 was acceptable and being the low bid for this type of truck meets with their approval.  Olson moved to enter into a purchase agreement with Heiman Inc for the 1500 Gallon Dry side truck for $205,745.00, second by Swenson and carried.  The truck will be delivered in approximately 270 days.


The council had not finalized the Clerk change in hours at their last meeting and as the workload duties and responsibilities has increased substantially over the last few years there is a need to increase the clerks hours from 30 hours per week to 32 hours per week.  Olson moved to increase the clerk’s hours to 32 per week effective January 1, 2013, second by Swenson and carried.


 Council reviewed the 2013 budget with the numbers as proposed at the last council meeting.  Swenson moved to set the general levy at $78,000.00 with the total general fund budget at $236,652.00, second by Olson and carried.


Clerk reported that the city Auditor has no objection to the City and Liquor Store checking accounts being combined.  Olson moved to allow the combining of the checking accounts, second by Swenson and carried.


Council reviewed the delinquent garbage list submitted by Anderson Sanitation, these delinquent amounts will be added to the properties taxes.  Swenson moved to allow the clerk to sign the document, second by Olson and carried.


Clerk presented a list of used office equipment and furniture that the city is in need of and could purchase from Bruce Nielsen for use in the new clerk’s office.  The list includes Fire Proof 4 drawer File cabinet, 3 other file cabinets, L-shaped office desk, conference table, laser printer, fax machine, phone with answering machine, copy machine cabinet, 2 guest chairs, 1 office chair& various small items  the total cost to the city is $926.00.  Swenson moved to purchase all of the equipment on the list, second by Olson and carried.


Council reviewed the August City and Liquor Store financial information, Liquor Store Daily sales and gambling reports.  


Clerk reported that the insurance claim for the water damage to the Liquor Store Ice Machine is $3150.00 less the $250.00 deductible and that a check for $2900.00 will be issued to the city.


Clerk reported that she has received a Partial pay request from Bordertown Construction, Inc.  in the amount of $82,422.00 for work and materials on site to date.  The pay request has been reviewed and approved by Ron Jasmer, WSN architect, and  Diane Hayes, NW Community Action Rep.  Diane is the Administrator of all paperwork for the community center is still waiting for a certification from Bordertown.  Diane and Ron suggest that the council approve the DEED Grant Draw request and Payment to Bordertown pending final approval from Diane, Andrew Gag, USDA Representative, also has agreed to this.   Olson moved to allow the clerk to file the DEED Grant Draw request and payment to Bordertown when Diane Hayes reports that all paperwork is completed, second by Swenson and carried.


An estimate from Casey Faken and Jim Hilman to remove and replace the concrete in front of the centennial hall for $3,200.00 and to remove existing steps on the east side of the north addition for $500.00.  Council tabled the repairs at this time.


Council Adjourned as there was no further council business.



Carol Johnson, Clerk/Treasurer








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