The regular meeting of the Grey Eagle City Council was called to order by Mayor Joseph Arnzen at 7:00 p.m., on the 11th day of December, 2018 in council chambers. Council members present were Thom Muellner, Roland Ahrendt, Bill Pohlmann and Brian Hollenkamp. There were no council members absent. Also in attendance were Chico Hellmann, Lori Hellmann and guests George Minerich and Clarence Welle.
A motion was made by Bill Pohlmann to approve the amended agenda. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried.
A motion was made by Thom Muellner to approve the minutes of the November 13, 2018 meeting as written. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
The following water/wastewater/maintenance items were discussed:
1. Two quotes were obtained for a new lawnmower. $12,800 for a 60” Kubota from Arnold’s of St. Martin and $9,850 for a 60” John Deere from Midwest Machinery.
A motion was made by Bill Pohlmann to purchase a 60” John Deere from Midwest Machinery for $9,850 less trade-in. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried.
2. Chico informed the council that the warranty on the John Deere tractor would soon be expiring. Midwest Machinery would look it over for $95. It was the consensus of the council to have the John Deere tractor checked over.
3. The plow truck is in good shape but it doesn’t get used hard enough for the turbo to work properly. Chico thought that it may be a good idea to sell the diesel plow truck and replace it with a gas engine truck. The council instructed Chico to do some research on what the current plow truck would sell for and what it would cost to replace it with a gas engine truck and report back to the council.
Mayor Joseph Arnzen opened the public hearing at 7:15 p.m.
George Minerich from the Minnesota Department of Health was in attendance to discuss the Wellhead Protection Plan. There is money in the plan in the form of grants for the following items: sealing wells in the protection area, sealing the old well by the Fire Hall, applying for absorbent spill kit equipment for the Fire Department, installing a fence around the water tower and plant, and pulling the old well. Grants would be for up to $10,000 per grant. The Grants would only apply for the DWSMA (Drinking Water Supply Management Area). The City would need to pay the money up front but the State would reimburse the City for up to the $10,000. George stated that in year 8 the State Planner would help to amend the Wellhead Protection Plan.
The public hearing was closed at 7:40 p.m.
A motion was made by Brian Hollenkamp to approve the Wellhead Protection Plan as submitted. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried.
Clarence Welle was in attendance for approval for a canvas storage shed that has been placed on the west side of his shed.
A motion was made by Roland Ahrendt to approve the building permit for the canvas storage shed but a diagram needs to be submitted showing how far it is placed from neighboring lot lines as the setback requirements must be met or the shed will need to be moved. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
A motion was made by Thom Muellner to approve Resolution No. 2018-20, A Resolution Re-Establishing Precinct Location. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried. The above stated resolution is as follows:
Resolution No. 2018-20
A Resolution Reestablishing the Polling Precinct and Precinct Location for the City of Grey Eagle
WHEREAS, THE CITY COUNCIL OF THE CITY OF GREY EAGLE, MINNESOTA (“Council” and “City), pursuant to Minnesota Statute 204B.14, is required to establish or re-establish the boundaries of the election precincts within the municipality following the redistricting of the Legislature; and
WHEREAS, the Legislature of the State of Minnesota has been redistricted; and
WHEREAS, precinct boundaries must be re-established within 60 days of the time when the Legislature has been redistricted or at least 19 weeks before the State Primary, whichever comes first.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GREY EAGLE that the following precinct and polling location is hereby re-established as:
Grey Eagle City Hall
202 Woodman Street South
Grey Eagle, MN 56336
Adopted this 11th day of December, 2018
A motion was made by Bill Pohlmann to approve Resolution No. 2018-21, A Resolution Accepting $10,000 Grey Eagle Burtrum Lions Club Donation for Park Maintenance. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried. The above stated resolution may be read in its entirety at the Clerk’s office.
A motion was made by Brian Hollenkamp to approve Resolution No. 2018-22, A Resolution Accepting $5,000 Grey Eagle Burtrum Lions Club Donation for the Purchase of a New Lawnmower. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried. The above stated resolution may be read in its entirety at the Clerk’s office.
A motion was made by Bill Pohlmann to approve Resolution No. 2018-23, A Resolution Adopting the 2019 Final Levy. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried. The above stated resolution is as follows:
RESOLUTION NO. 2018-23
A RESOLUTION ADOPTING FINAL LEVY PAYABLE IN 2019
THEREFORE, BE IT RESOLVED, that the following final budget for 2019 was approved and adopted by the Grey Eagle City Council on this 11th day of December, 2018.
FUND LEVY AMOUNT % OF TOTAL
GENERAL $66,030.00 68
FIRE $12,404.00 13
ST IMP PROJECT $17,476.00 19
TOTAL $95,910.00 100
Adopted this 11th day of December, 2018.
A motion was made by Brian Hollenkamp that the council does not waive the monetary limits on municipal tort liability established by Minnesota Statutes Section 466.04. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
A motion has been made by Roland Ahrendt to call for a special meeting has been called for Tuesday, December 18, 2018 in council chambers at 6:00 p.m. The purpose of the meeting will be to interview applicants for the part time/seasonal position. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
The Clerk discussed the need for the storage of city records. The current space is full and new options were discussed. One of the locations would be the office space in the old city hall building. Chico will contact Ken Frieler to see what it would take to turn the office space into storage.
A motion was made by Brian Hollenkamp to approve the engagement letter with Brian Koehn, CPA for the 2019 audit year. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried.
A motion was made by Bill Pohlmann to approve authorization for draw request on the Interim Financing Loan from the First State Bank of Swanville for $80,720.00 for payment to Widseth Smith Nolting for Engineer Fees for the Sewer Improvement Project. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
A motion was made by Brian Hollenkamp to approve Resolution No. 2018-24, A Resolution Delegating Authority to Pay Certain Bills. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried. The above stated resolution is as follows:
Resolution No. 2018-24
Policy Delegating Authority to Pay Certain Bills
WHEREAS, City Councils are required to review expenditures before payments are made; and
WHEREAS, business and contractor billing cycles are not always in step with the City’s payment schedule such as monthly electric bills to Minnesota Power, payroll related disbursements such as social security, Medicare, PERA and employee HSA contributions, payments made for fuel purchases from Grey Eagle Gas and Grocery payable to Rahn’s Oil and Propane, Inc., for City and Fire Equipment when bills are received after a meeting and would result in finance charges, interest payments due to First State Bank of Swanville on Interim Financing loan; and
WHEREAS, some small businesses and contractors require payment upon job completion; and
WHEREAS, some businesses and contractors include finance charges for bills not paid with 10, 15, 20 or 30 days and some offer discounts if paid within 10 to 15 days of the invoice date; and
WHEREAS, it is in the City’s best interest to pay just debts and claims in a timely manner.
THEREFORE, BE IT RESOLVED THAT THE City Council decrees that, as a matter of policy, the City Clerk and the Mayor, when in agreement, may pay such bills as appropriate. All such payments will be presented to the City Council for review at the next regularly scheduled meeting.
I certify the above resolution was adopted by the City Council of the City of Grey Eagle on December 11, 2018.
A motion was made by Brian Hollenkamp to approve set up of Fund 407 in the CTAS accounting program titled Sewer Rehab Capital Projects. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried.
A motion was made by Thom Muellner to approve tobacco license applications for Dollar General, Double R Saloon, The Junction and Grey Eagle Gas and Grocery. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
A motion was made by Bill Pohlmann to approve Resolution No. 2018-25, A Resolution Accepting $1,500 Grey Eagle Burtrum Lions Club Donation to Janine Pohlmann for the Empty Stocking Program. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried. The above stated resolution may be read in its entirety at the Clerk’s office.
The Clerk was instructed to proceed with delinquent utilities as allowed by ordinance.
A motion was made by Roland Ahrendt to approve the various fund transfers as follows: $750.67 from the Fire Fund to the Fire Hall Debt Service Fund and $106.12 from the General Fund of which $31.12 goes to the Water Fund and $75 goes to the Sewer Fund for Fire Hall and Library utilities. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
A motion was made by Brian Hollenkamp to approve the payment of bills as listed and to include the payment of the following additional items: $1,934.15 to Minnesota Power and $200 to Central Minnesota Credit Union. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
Mayor Joseph Arnzen updated the council on a recent meeting with the Grey Eagle Industrial Development Corporation. The group felt that the City ordinance was outdated and should be reviewed and updated. The ordinance has been sent to the City Attorney for his review and opinion.
A motion was made by Brian Hollenkamp to adjourn the meeting at 8:22 p.m. A second was made by Thom Muellner and upon vote, with all members voting in favor, motion carried.
The next regular meeting of the Grey Eagle City Council will be held on Tuesday, January 8, 2019 in council chambers.
Lori Hellmann, Clerk
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